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Student Group Training 2011 -2012 University Funding Board Student Group Training 2011 -2012 University Funding Board

Introductions My Name: Matt Meriweather My Position: External Vice President Student Government Office: 655 Introductions My Name: Matt Meriweather My Position: External Vice President Student Government Office: 655 Steger Student Life Center (SSLC)

Today’s Agenda • Before Requesting Funds • The Process of Requesting Funds • After Today’s Agenda • Before Requesting Funds • The Process of Requesting Funds • After Requesting Funds

Important Information • Each Group is allotted up to $7, 000/year. – Must submit 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) ELIGIBLE NOT ELIGIBLE • Group is open to all Eligibility for Funding (pg. 21) ELIGIBLE NOT ELIGIBLE • Group is open to all UC students • Group has registered with Student Activities Board (SAB) • New Organizations • Group has restrictive membership • Group receives any kind of academic credit • Any group eligible for GSGA funds *i. e. club sports, Greek organizations, honoraries – Must wait 10 weeks after becoming a group to request funding

What is an Event? • Two Different Types of Events Conference: “An event off 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 Funded (pg. 24) • Seed Money (Loan) • Student Gifts/Giveaways • Items Generally Not Funded (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 Funds • Know if you are eligible for funding • Know what Before 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 Requesting Funds (pg. 27) • Filling out the Request Form – The Process for 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 Funds • Filling out the Budget Request Form – The Back Process 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) 100% Deductions 25% Deductions • There is a deadline: Two Line Items (pg. 28) 100% Deductions 25% Deductions • There is a deadline: Two Thursdays before your program date before 3 pm • Signatures do not match • M-numbers. You need them or you cannot go! • Each line item that does not have proper documentation • 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) Advertising • If an event on campus has food and 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 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

Documentation • Documentation is the most important part – Each line item on your Documentation • 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 Agenda • Agendas are required for all programmed events • Example of acceptable agendas are located in the student government office.

M-Numbers • Groups traveling to a conference or anywhere in a university provided vehicle M-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) Filling Out the Paperwork • ONE front cover with president/treasurer and 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 Your Budget • Get it checked by UFB • After You Are Done Making Your 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 3 pm

Passed/Denied Passed Denied • Congratulations! • Visit Gila Johnson in 655 Steger Student Life Passed/Denied Passed Denied • Congratulations! • Visit Gila Johnson in 655 Steger Student Life Center • Create a new budget – She will tell you what forms to fill out AND – How to obtain the money you were approved for – 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 3 pm the next Thursday

Assessments (pg. 29) • Assessment Forms (Online) – You must fill out an assessment Assessments (pg. 29) • 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 Changes for this year • No Third Party Vendors (Hotwire, Expedia) • No Kroger/shopping benefit cards

Important Dates • April 15 th, last day to spend operating funds • Requests Important Dates • April 15 th, last day to spend operating funds • Requests for Summer funding due the 5 th week of spring quarter • Requests for Fall 2011 due the 8 th week of spring quarter

Helpful Hints • • • Documentation is KEY Check the math Typed or legibly 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!

Membership • Each fall we have a membership drive for UFB. We have two Membership • 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 Information • Matt Meriweather • meriwemt@mail. uc. edu • (office) 513 -556 -1195 Contact Information • Matt Meriweather • [email protected] uc. edu • (office) 513 -556 -1195 • (cell) 740 -505 -6390

Thank you! Next: Gila Johnson Thank you! Next: Gila Johnson