Treasurer Training Powerpoint

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!
Deadlines for Requests
 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
Hypothetical: The Hide-and-Seek Club
Suppose that the Hide-and-Seek Club wants to host an
event on campus.
What would be an ideal event for this organization?
Hypothetical Cont’d.

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
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.
2.
3.
4.
5.
6.
7.
Benefits to the UMBC community
Equality among organizations: Are funds divided among
organizations fairly?
Levels of Organization Preparation/Submission of all required
information
An organization's “Track Record”
The alignment of the event with its organization’s mission
statement
Accessibility to UMBC students
The location of the event
2. Finance Board Policies

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
Prohibitions:
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
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 ReAllocation 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