AllocationsFall 2011

Peter Kipp, SGA Treasurer

Requirements

Be a registered student organization per Campus Activities Center

Attend an Information Workshop

Attend a Finance Committee Presentation

Where do Allocations come From?

University Fee Council Meets mid February through early

March

Votes on amount to fund Allocations

SGA Senate then approves or amends recommended total

President Scott has ultimate approval

How Much Money is Available

FY 11: $50,000 funded for Allocations $25,000 allocated for each semester Money not claimed in the Fall rolls over

into the general fund for the Spring.

What can be Funded? Films, Videos, DVD’s, Other

Electronics Must be kept in the media library for use

by anyone. Electronics will be kept in SGA office upon approval.

Lecturers/Speakers Consultant Agreement Form needed

Travel Mileage, hotel, meals, registration fees Appendix B: Travel Registration Appendix C: Advisor’s Checklist for

Travel• Liability purposes

Restrictions

Advisor expenses CANNOT be paid for through Allocations.

You must fill out Appendix D: Event Summary Form for each event that you use Allocations money.

All on-campus events must be open to the students, faculty, and staff at NO COST and must be ADVERTISED.

Restrictions Cont.

Two or more organizations CANNOT receive funding for the same activity.

Organizations CANNOT purchase supplies for fundraisers with Allocations funds.

Organizations CANNOT use Allocations funds as a donation.

How my Organization is Reimbursed

Bring receipts into SGA Office and give DIRECTLY to Barb Circle, Administrative Assistant, or Peter Kipp, Treasurer Preferably in an envelope marked with

the organization’s name, contact information and event being funded

Organizations should keep copy of receipts for their records

Treasurer sends DPR to Business Office

How my Organization is Reimbursed (cont.)

On Campus Accounts Amount from DPR is paid into given

account To reimburse individuals:

• Organization must submit a separate DPR to the Business Office for each individual

Off Campus Accounts Check for amount from DPR is returned

to the Business Office Organization is responsible to pick up

check (generally advisor is contacted)

General Info All forms are available on the SGA

website and can be filled out Electronically and turned in via email. (Not Appendix A)

Organization Information in Appendix A must be turned in BEFORE the Finance Committee Interview.

Maximum amount that can be requested is now $1,000 per semester.

Finance Committee Presentations

10 minutes to present and answer any questions the finance committee might have.

Things to include in presentations: Events you are requesting allocations for. The amount you are requesting. Who will be attending your events What the goals of your events are.

Only things requested in your presentation will be reimbursed unless discussed with the treasurer before.

Finance Committee Presentations

Presentations must be made by students. Advisors should not attend Advisors may be contacted if there are

any unanswerable questions

A computer will be available for students to use during presentations.

If using handouts please only make 2-3 copies.

Important Dates to Remember

Finance Committee Presentation Times Mon., Oct. 24th , 5-8:00 p.m. Wed., Oct. 26th, 4:30-6:30 p.m. Thurs., Oct. 27th, 5-8:00 p.m. Mon., Oct. 31st , 5-8:00 p.m. Wed., Nov. 2nd, 4:30-6:30 Wednesday Nov. 9th SGA will vote on the

resolution

All receipts due by 12:00 p.m. on Friday BEFORE Dead Week. DECEMBER 2nd

Contact Information I will be communicating directly

with the Informational Workshop representative unless requested otherwise.

SGA website- www.pittstate.edu/campus-life/groups/sga/

QUESTIONS

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