Spring 2019 Fiscal Training and Budget

Process

A Little About Me

u Ambrose Gonzalez

u Senior in WSM

u Finance Major

u Aspiring Financial Analyst

u From Bronx, NY

u I like to play/watch basketball

u Favorite team is the Knicks

Who are YOU?

u Introductions

u Name

u Major

u Year

u Organization you are representing

Types of Requests

u Expenditure Request Form

u To use money from miscellaneous account

u Contingency Request Form

u To use if flights and venue locations increase

u Special Programming Form

u Copy Request Form

u Digital Kiosk Request Form

u Fall to Spring Rollover Request Form

u Only applicable to request rollover of Miscellaneous funds

All forms are available via Orgsync!

Important to know

u Finance Board funds by the event

u Finance Board only approves up to 8 similar events per semester.

u Funds that were designated for one event can not be used for another without permission of Comptroller.

u If you do not plan to put on the same event that you proposed, the Finance Board reserves the right to retract any and all designated funds

Updates Regarding Flyers

u Accommodations Clause

u Must be on all flyers in order to be approved moving forward

u “If you require any accommodations, please contact [your contact email] by [date appx. a week before your event]

u Flyers without this clause will be denied

u Time & Location

u Your Student Fee

Why You Want To Submit a Budget

u To finance initiatives, events, and objectives you want your organization to achieve

u Because every year students pay a Student Activity Fee for such events and initiatives to happen

u To help organizations reach their own individual goals or chapter requirements

u To foster community among Syracuse University students

Special Programming

u OPEN NOW!

u Special Programming is for programming/events that will occur this semester (current semester)

u How does it work?

u First-come, first-serve

u You may apply today for new events in which you have not previously submitted a budget

u Voted on a weekly basis (every Friday) until depletion

u Submit by Friday at 12:00pm any week

Spring 2019 Budgets

u Organization plans out events for Spring 2019

u What do you need to do?

u Retrieve all necessary confirmations/invoices

u Submit semester budget via OrgSync

u Attend mandatory budget hearing

How to submit a budget Via Orgsync

u Enter Orgsync credentials

u Same as myslice

u Click ‘My memberships’ and select your respective organization for the budget submission

u Once on your respective Orgsync Page, click ‘More’ tab and you’ll see a drop down menu

u Then, click ‘treasury’ where a;; financial operations of the organization can be found

u After clicking ‘Treasury’-click ‘Manage Budgets’ where all budgets submissions can be found

u You will be prompted to the budget submission screen

u Please select the appropriate budget period for submission

u Since this is for the Fall 2018 semester budget allocation, please select the appropriate budget for your organization

u i.e. Fall 2018 semester Allocation EVENTs, Fall 2018 Semester allocation PUBLICATIONS, etc.

u Budgets filed under the wrong category will be automatically denied

u When the appropriate budget period is selected, please begin the budget submission by selecting ‘New Budget’

u PLEASE NOTE: You must make a new budget for every event. If different events are complied under one budget, it will be automatically denied.

Budget Hearings

u Student organizations MUST attend budget hearings

u Budget AUTOMATICALLY DENIED if you miss the hearing.

u The chance to give further details of your budget

u Publications must bring a copy of a recent issue

u May be asked inventory amount, publication rotation, etc., so know these numbers or bring a record of this

u Answer Finance Board’s questions

Ways to help your budget

u Meet with the Comptroller or Finance Board Representatives during Office hours

u Double check prices and make sure to show Proof of Cost

u Keep cost per student in mind

u $45 per student is maximum for events

u Keep in mind the budget is for ALL RSOs

u The appeals process is another opportunity to revise your budget

Common Mistakes

u Missing proof of cost

u Failure to provide talent/space confirmation

u Cost per student above $45.00

u Assuming the finance board knows what you mean

u No SCPS venue confirmation

u Unmatching dates

Restrictions

u No food (unless requested by honorarium)

u No clothing

u No decorations

u No printing/ads (other than kiosk)

u No prizes/trophies

u No student travel

u No student lodging

u No student DJ/Artist

Supplies Policy

u SA does not fund for supplies

u The Finance Board will fund for supplies if they are essential to your group’s PURPOSE.

u Theater orgs can get props, Formula S.A.E gets car parts, etc.

u Supplies must be essential for the organization to operate

Important Information & Ratesu Sheraton Hotel Room Rates

u Single: $150

u Double: $160

u Shuttle buses from airport to Sheraton Hotel are FREE

u Kiosks: May request for up to two per event

u Box Office Tickets: $40 (online form)

u Conferenceu Funding is limited to 8 students if registration fee is less than $250

u 4 students if greater than or equal to $250

u Publicationu At least 3 different quotes – one of the quotes MUST match to what you received last

semester

u Distribution process

u Latest copy of your publication (unless you’re new)

u Programmingu Co-sponsorships – details of roles and responsibilities of each organization

u SCPS Proof of Cost must be provided

Renovation Notice – Fall 2019

u For the upcoming school year, Schine will be undergoing renovations

u This results in many rooms being out of service

u Schine Goldstein Auditorium will be available for next year

u Keep this in mind when planning next semester’s events

Appeals

u Make the recommended changes from the Finance Board

u ONLY for organizations that were not funded

u Less money allocated during this period

u No budget hearing or Q/A with Finance Board

Don’t Forget To Keep in Mind T4CD

u Tier System

u Cost per Student

u Confirmation of Venue

u Confirmation of Talent/Artist

u Confirmation of Travel

u Donation Policy

Tier system

u Tier 1 – Up to $10,000

u little to no programming capital

u Tier 2 – Up to $20,000

u a few successful programs, but do not have extensive experience

u Tier 3 – Up to $40,000

u several successful programs at the preceding levels

u Tier 4 – Above $40,000

u clearly proved themselves capable of programming by putting on multiple successful programs at each of the previous levels

Cost per Student

$45 per student

u Sample calculation:

Event cost: $10,000.00

Expected SU students: 100 students

Total cost per student: $10,000.00 / 100 students

$100.00 per student

Cost per Student

$46 > $45

Budget will not be approved!

Confirmation of Venue

u If you must pay for the space, you must get an estimate from SCPS with the date of the estimate matching the date of the event.

u If it is a free-of-charge space (academic room), you must STILL get confirmation that you have reserved the room for the day of your event.

Scps.syr.edu

Confirmation of Talent/Artist

u For any funds requested to bring any person or act or talent to campus, there must be a legitimate invoice, email, or contract with the following information:

u Person must confirm availability on the date of the event

u Person must confirm the cost of their services

u Person must confirm whether or not this cost includes travel, meals or lodging, or if they need this in addition

Confirmation of Travel

u Plane ticket cost from Orbitz, Expedia, Travelocity, etc.

u Bus ticket cost from Greyhound, Wade, etc.

u Train ticket cost from Amtrack, etc.

u National rate for gas mileage reimbursement, with a map showing the distance traveled by artist to be reimbursed

Donation Policy

u Intentions to donate proceeds must be submitted with the budget. Items stated on the budget must include:

1. Yes/No to Donating Proceeds

2. Percentage of Proceeds to Donate

3. Charitable Organization(s) Donating To

Co-curricular

u The co-curricular fee fund was developed with the Division of Student Affairs to provide financial resources for student-generated initiatives that promote and enhance the out-of-classroom experience for Undergraduate Students.

u Co-curricular funds for things SA does not (Food, transportation, awards, etc.)

u Upcoming deadlines (Work in Progress)

u Early February

u Around Mid-April

Copy Request Forms

u Copy request forms, again, are only submitted through OrgSync!

u To Submit Your Request

u Log into your OrgSync account

u Click on your name in the right hand corner

u Click on ‘Activity’ in the drop down menu

u Click on ‘Copy Request Form’ within the window

Evaluation Form

Questions?

u Please feel free to contact me with any questions or concerns you may have

u aagon100@syr.edu