Welcome To UMBC Student Organization Treasurer Training!

Thanks to your leadership and commitment, UMBC has over 250 student-run organizations on campus

Thank you for giving up your time to strengthen your organization’s understanding of the financial process

SGA Student Organization Treasurer Training

What you will learn:

1. How to Request Funds via Student Organization Allocation

2. Navigating Finance Board Policies

3. Re-Allocating SGA Funds

4. Enhancing Your Events/Initiatives

5. Accessing Funds from the Student Affairs Business Services Center

Finance Board Policy

The Finance Board has $230,000 in its budget to distribute to student organizations with an eye on providing the most benefit to UMBC undergraduate students

Unfortunately, every organizational event will not receive funding. The FB distributes funds based upon the prospective benefit to UMBC students

EX: Last semester requests involving food were not often funded because organizations centered their events around the distribution of free food

Funding free food is not the purpose of the Student Activity Fee Review Board (SAFRB)

1. Requesting SGA Funding:Pick up an Allocation Request Form from the SGA Office

- Student Organization Space, Commons 2B20

Complete the Allocation Request Form and place it in the SGA Treasurer’s mailbox on the door of the SGA Office by Wednesday at noon

After this, one of two things will happen: •You will either receive an e-mail that will scheduling you for a time to come to an FB meeting (Tuesdays, 5:30P),

• OR•The Treasurer or a Financial Support Team representative will contact you to alert you about an issue with your request. They will ask that you resolve the issue and re-submit your request no later than Friday at noon. No exceptions!

Requests that total < $1K = 15 days in advance

$1K - $3K = 30 days in advance

> $3K = 60 days in advance

Allocation requests will be accepted on a weekly basis in two phases: The Regular Deadline for all organizations is Wednesday at

noon The deadline for re-submissions is Friday at noon

Deadlines for Requests

Suppose that the Hide-and-Seek Club wants to host an event on campus.

What would be an ideal event for this organization?

Hypothetical: The Hide-and-Seek Club

Hide-and-Seek Social

A social where students can eat and chat with members of the organization

The organization submits its Allocation Request Form 15 days before the date of the event

The organization requests $999.00 for the cost of food

Hide-and-Seek Day

A fun and interactive day when the student body learns about the game of Hide-and-Seek. A guest speaker provides students with tips about playing the game

The organization submits its Allocation Request Form 30 days before the date of the event

The organization requests $1000 for the cost of display boards, the speaker, and advertisements

Hypothetical Cont’d.

The “Hide-and-Seek Day” would be a better event for SGA to fund because it spreads awareness of the purpose of the Hide and Seek Club.

The event focuses on something other than food and encourages creativity and diversity on our campus

Factors that the Finance Board Considers:

1. Benefits to the UMBC community

2. Equality among organizations: Are funds divided among organizations fairly?

3. Levels of Organization Preparation/Submission of all required information

4. An organization's “Track Record”

5. The alignment of the event with its organization’s mission statement

6. Accessibility to UMBC students

7. The location of the event

Fully-funded events must be free to UMBC students

Funding received from the FB must be used by June 30, 2014 or it will be returned to the SGA.

The T-shirt Fund/Policy

The Board cannot fund fundraisers because it is against state law to use state money for fundraising. The FB wants to use the Student Activity Fee to benefit the UMBC campus

The Board does not fund prizes and giveaways. The FB wants the money to benefit a majority of students whenever possible

The Board prefers funding on-campus events because it increase campus spirit and pride

2. Finance Board Policies

There are some items that the Finance Board cannot fund based on state and/or federal laws. These include:

Alcoholic beverages Sales tax Salaries or stipends Personal expenses (e.g., Room Service) Loans Airfare to locations less than 300 miles from UMBC Trainfare for trips less than 100 miles from UMBC All expenditures deemed illegal by city/county/state/national authorities Hotel stays within 50 miles of UMBC Athletic equipment and other competition-related costs for club sports

Prohibitions:

Limitations: If your organization has any limit on membership

and it’s holding an event exclusive to its members, then the SGA cannot fund its events EX: Phi Sigma Sigma wants to host a social

However, we strongly encourage your organization to hold at least one open event

Let’s assume that the ‘Hide-and-Seek Day’ event was funded by the Finance

Board. What would happen next?

• A member of the FB would send a confirmation e-mail to the student organization representative with the Board’s decision and, if funded, the amount.

• After receiving the e-mail the Hide-and-Seek representative would then: Complete a Request for Expenditure Form (RESGAF) and

submit it to the Student Affairs Business Services Center (SABC), Commons 334

Pick up sales tax forms for external vendors

3. Reallocation of Funds

If you wish to re-allocate leftover funds from one event to another event, then an org must complete a Re-Allocation Form, which is available in the SGA office or on the SGA website, and submit it to the Treasurer

You must submit the form at least 5 days before an event! The earlier the better

The Treasurer will e-mail you with her decision

Co-Sponsored Events

If your organization is co-sponsoring an event, then the lead organization is responsible for requesting the funding, attending the Finance Board meeting, and handling the payments

However, all organizations in a co-sponsored event are encouraged to attend FB meetings together

4. Event Planning Help Meet with Jackie Aliotta (410-455-1438) from UMBC Events

Planning and Conference Services, Commons 335

Attend a SAFE (Safe and Fun Events) Committee meeting (if necessary) and be sure that the costs of an event are known prior to the submission an allocation request

Have price quotes for everything to ensure accuracy

Important! If an org is hosting an event on campus, then it must have Jackie stamp its Allocation Request Form BEFORE the form is submitted!

5. Accessing Funds SABSC – Student Affairs Business Services Center,

Commons 334

Myrle Combs, Business Manager mcombs@umbc.edu

Shawny White, Accounting Associate saddison@umbc.edu

410-455-1129

Important! Keep all original receipts for reimbursements

Organizations cannot seek reimbursements from the FB for purchased items BEFORE legislation is passed

RESGAF – Request for Expenditure of SGA Funds The President or Treasurer of an org can sign the form for

costs less than $150 However, both signatures are needed for costs that exceed

$150