Student Group TrainingStudent Group Training2011-20122011-2012

University Funding Board

IntroductionsIntroductions

My Name: Matt Meriweather

My Position: External Vice President

Student Government Office:

655 Steger Student Life Center (SSLC)

Today’s AgendaToday’s Agenda

• BeforeBefore Requesting Funds

• The ProcessProcess of Requesting Funds

• AfterAfter Requesting Funds

Important Information Important Information

• Each Group is allotted up to $7,000/year.– Must submit budget and follow UFB criteria to

attain these funds

• Each Group has $300/year in operating funds – This money does not require you to create a

budget but it does require exact documentation of funds used

• Your Responsibility

Eligibility for Funding (pg. 21)Eligibility for Funding (pg. 21)

ELIGIBLE

• Group is open to all UC students

• Group has registered with Student Activities Board (SAB)

• New Organizations– Must wait 10 weeks after

becoming a group to request funding

NOT ELIGIBLE

• Group has restrictive membership

• Group receives any kind of academic credit

• Any group eligible for GSGA funds

*i.e. club sports, Greek organizations, honoraries

What is an Event? What is an Event?

• Two Different Types of Events Conference: “An event off campus in which any member of the group will stay overnight as a part of the event.”

– Program: “An event that is held on or off campus that does NOT require the group to stay overnight to attend.”

UFB Criteria 2010-2011

Items Generally Not FundedItems Generally Not Funded(pg. 24)(pg. 24)

• Seed Money (Loan)

• Student Gifts/Giveaways

• Honoraria for University students, faculty, staff, or administrators

• Service Contracts (Coaches, Photographers)

• Media Equipment (magazines, videos, films)

• Electronics

• Alcohol

• Dues/Insurance (National/State Dues, Insurance)

Before Requesting FundsBefore Requesting Funds

• Know if you are eligible for funding

• Know what event (program/conference) you are planning

• Create a budget and fill out the budget request form

• Meet with a UFB Representative!

Process for Process for Requesting Funds (pg. 27)Requesting Funds (pg. 27)

• Filling out the Request Form– The Front

• Name of Group and name of Event• Specific Dates• Person who Attended Treasurers Workshop

Signature• Advisor Signature• Description of the Event• Purpose of the Event

– Needs to align with the purpose of the group

Process for Requesting FundsProcess for Requesting Funds

• Filling out the Budget Request Form– The Back

• The $$$$ part of the budget• Line Items

– Make sure you add correctly!

• After you are done filling out the Budget Request Form you need to attach documentation

Line Items (pg. 28)Line Items (pg. 28)

100% Deductions• There is a deadline: Two

Thursdays before your program date before 3pm

• Signatures do not match • M-numbers. You need

them or you cannot go!• Each line item that does

not have proper documentation

25% Deductions• Balanced Figures

All items that do not fully explain the cost breakdown of each item

• All figures that do not match documentation– 25% deduction from actual

cost of item

• Mathematical miscalculations

Line Items (pg. 28)Line Items (pg. 28)Advertising • If an event on campus has

food and beverages and has limited availability OR event is located off campus advertising with RSVP is required

Transportation• Airlines tickets for guest

speakers ONLY• We will pay $0.25 a mile for

gas– UC Vehicles ONLY

Food• You can get up to $2000 to

pay for food at up to two events each year.

• Food only for UC students

Lodging• UFB can fund up to $1000 of

lodging per year for conferences

• We do pay for speaker’s lodging when they come to town for an event

If you’re planning a conference…

• M-Number for all attending• 10 student registrations paid for annually (Not

per Conference)• Have proper documentation for travel expenses• Itinerary needed

DocumentationDocumentation

• Documentation is the most important part– Each line item on your budget needs to have

documentation

• Example:– Sally wants to spend $146.87 on food.

• Receipts, pictures of prices on food, or invoice for company is needed

– UFB needs proof of what you are spending the money on. The more documentation the better

Agenda

• Agendas are required for all programmed events

• Example of acceptable agendas are located in the student government office.

M-NumbersM-Numbers• Groups traveling to a conference or anywhere in

a university provided vehicle must provide a list of M-numbers for all students.

• This includes everyone, not just the people who are including in the conference fees that UFB pays for

• This is for your safety and very important. Failure to have M-Numbers results in a denial of the budget and this is non-appealable

Co-Sponsorships (pg. 24)Co-Sponsorships (pg. 24)

Filling Out the Paperwork• ONE front cover with president/treasurer and

advisor’s signature from BOTH organizations• ONE back cover explaining what each item

both groups are paying for and how much from each group

• Food cannot exceed $2000 per events• Cannot spend more than $3500 each year on

co-sponsored events

After You Are Done Making After You Are Done Making Your BudgetYour Budget

• Get it checked by UFB• www.uc.edu/sga

– Go under the UFB tab and our office hours are posted

• Turn in your budget TWO FULL THURSDAYS before your event before 3pm

Passed/Denied Passed/Denied

PassedPassed• Congratulations!• Visit Gila Johnson in 655

Steger Student Life Center – She will tell you what forms to

fill out

AND– How to obtain the money you

were approved for

DeniedDenied• Create a new budget

– New date, event, name

– You cannot apply for the same event twice, dual submission

• Appeal– You only have one week to

turn in your appeal along with the proper documentation

• You cannot appeal automatic deductions

• Due by 3pm the next Thursday

Assessments (pg. 29)Assessments (pg. 29)

• Assessment Forms (Online)Assessment Forms (Online)– You must fill out an assessment form online

and turn in all your receipts within TEN days of your event

– If the form is filled out late, UFB will freeze the group’s funds for a number of days equal to ½ the number of days late the form was

– If your groups fails to fill out an assessment form, the budget request will not be heard for at least THREE business days

Changes for this year

• No Third Party Vendors (Hotwire, Expedia)

• No Kroger/shopping benefit cards

Important Dates

• April 15th, last day to spend operating funds

• Requests for Summer funding due the 5th week of spring quarter

• Requests for Fall 2011 due the 8th week of spring quarter

Helpful Hints

• Documentation is KEY

• Check the math

• Typed or legibly written

• Make sure event is educational

• Have a UFB representative check you budget before it’s turned in!

MembershipMembership

• Each fall we have a membership drive for UFB. We have two spots open this year

• October 17, 20: Open House for students interested in joining UFB following meeting – 10/17 6:30 PM, 655 SSLC– 10/20 5 PM on 600 level of SSLC (open space)

• October 28: Membership Applications Due

Contact InformationContact Information

• Matt Meriweather

• meriwemt@mail.uc.edu

• (office) 513-556-1195

• (cell) 740-505-6390

Thank you!Thank you!

Next: Gila Johnson Next: Gila Johnson