SGA Funding 101 Session Presented by: Sandra Rojas Vice President of Business & Finance

SGAFunding 101

SessionPresented by:Sandra Rojas

Vice President of Business & Finance

Student Activities Student Activities FundFund

Each year, the Vice President of Student Affairs and Campus Life for Ithaca College allocates funds for student organization initiativesThis money is reserved for the exclusive use of student organizations and is allocated by the Student Government AssociationTo be eligible for SGA funding, a student organization must complete the registration process and have an Ithaca College account through the Office of Student Engagement and Multicultural Affairs

The Funding ProcessThe Funding Process

Six steps to receive funds from SGA:Become a registered student organization

through OSEMAAttend or watch a Funding 101 Session on the

Business & Finance portion of the SGA websitePrepare a Budget ProposalSubmit a Funding RequestSubmit an Advisor ApprovalAttend an Appropriations Committee meeting

Recognized Recognized OrganizationsOrganizations

Recognized Period– August 27, 2014-March 6, 2015

Complete the following steps– Complete the recognition via OrgSync– Have ten members listed on OrgSync– Secure an Advisor and complete the Advisor

Agreement– Complete a valid constitution– Complete the officer requirements (officer/treasurer

training )

Contact: Theresa Radley, OSEMAhttp://www.ithaca.edu/sacl/osema/studentorg/recognition

Funding 101 SessionFunding 101 Session

All treasurers must receive credit for obtaining the knowledge presented in this sessionTwo ways to receive full credit– Attend this session – Look at the Funding 101 PowerPoint via the

Business and Finance Section of the SGA website • Complete and pass a subsequent quiz

Preparing a Budget Preparing a Budget ProposalProposal

Itemized spreadsheet outlining– Operating costs (in other words, materials that

need to be purchased in order for your organization to operate effectively. Materials should be listed item by item)

– Programs– Travel event– Fundraiser

• Considered a loan that must be returned in full• Educational Fundraisers

Proposal templates are located in the Business & Finance Section of the SGA website

Operational Budget Operational Budget ProposalsProposals

Purpose– To enable student organizations to operate on a

regular schedule and/or to work toward their organizational mission(s)

What’s Funded– Advertising materials – Food for up to two meetings per semester– Items that are integral to the mission and success

of the organization

What’s NOT Funded– Membership Fees– Items for personal usage

Programming Budget Programming Budget ProposalsProposals

Purpose– To enable student organizations to host or sponsor

events

What’s Funded– Advertising materials– Audio & Visual– Food/On-campus catering– Speaker fees

What’s NOT Funded– Prizes, Gifts, Give-Aways– Selective events

Travel Budget Travel Budget ProposalsProposals

Purpose– To enable student organization to attend events

that they wouldn’t normally be able to attend due to location

What’s Funded– Fuel/Airfare (Gas Fuel Equation on the Business &

Finance portion of the SGA website)– Lodging

What’s NOT Funded– Selective events (Eboard retreats)– Registration fees– Parking fees– Food

$3,000 cap/year

Fundraising Loan Fundraising Loan ProposalsProposals

Purpose– To make student organizations more self-sufficient– Make SGA into a resource rather than a necessity

What is and isn’t Funded– Identical to the Programming Budget Proposal

Return of Funds– Ithaca College policy: this is a LOAN– Original loan amount (the principal) must be

returned to the Student Activities Fund– Any funds raised in excess of the principal may be

kept within the account of the organization

Educational Educational FundraisersFundraisers

Because some fundraisers are educational in nature, they may be eligible to receive partial funding without repaying fundsIn order to qualify for this exception, OSEMA must classify this event as an Educational FundraiserTo qualify, students must submit an Educational Fundraiser Application on OrgSync (on the student organization portal)

Submit a Funding Submit a Funding RequestRequest

Online form that must be completed in order to be considered to receive funds– Provide general organizational information– Provide rationale as to why your organization is

requesting the funds in question– Upload your Budget Proposal– Schedule (or defer) an appointment with the

Appropriations Committee– http://fs6.formsite.com/SGABusiness/SGAFunding/

index.html

Submit an Advisor Submit an Advisor ApprovalApproval

Comprehensive compilation of a Funding Request– Organization Name– Number of Budget Proposals– Amount of funds requested for each Budget

Proposal– A copy of each Budget Proposal

Generated and emailed to advisor automatically after a Funding Request is submittedOrganization treasurer is automatically notified once an advisor submits their Advisor Approval online

Appropriations Appropriations CommitteeCommittee

Information– Dates: Every Wednesday evening (unless noted

otherwise)– Time: 7:15 PM-11:00 PM– Location: Cayuga Lake Meeting Room

Organizations may opt-out– Allocation will be decided upon Funding Request info– May only be Operational <$250, Program <$150

Common Questions–

,

–

Benefits to organization and the mission thereofBenefits to the Ithaca College community

After a MeetingAfter a Meeting

The Appropriations Committee will deliberate and decide upon an allocationOrganization Treasurers will be emailed (Advisors and Mary Holland will be CCed) an allocation letter including:– Amount requested– Amount received– Return date– Stipulations– Comments

Allow for one business day of processing time

Utilizing FundsUtilizing Funds

OrgSync– Credit Card Request Form

• Needs to be submitted well in advance– Personal Funds Reimbursement

• Utilize only if no credit card is available via OSEMA

Tax Exemption– All purchases must be tax-exempt

Unused Funds– Reference your allocation letter for the specified due

date– All unused funds are automatically returned to the

Student Activities Fund

Allocation HandbookAllocation Handbook

The official policies and procedures of the Appropriations CommitteeContains in-depth information regarding– What can and can’t be funded– The appeals process– Miscellaneous procedures

All Treasurers are strongly encouraged to read all materials within the HandbookIf there are absolutely any questions regarding anything in the Handbook, please reach out to me!

New Handbook New Handbook PoliciesPolicies

Will only allocate food for two meetings/semesterProgramming budgets MUST be submitted at least two weeks prior or it will not be acceptedRogan’s Corner -> Mark’s PizzeriaSGA logo is no longer mandatoryCut programs by 1/3 of the quantity No more financial statements: Mary will handle thisNew method of dividing the Student Activities Fund• Travel budgets will be discussed on a case-by-

case basis

CalendarsCalendars

Outline of deadlines for the Fall 2014, Spring 2015, as well as the Fall 2015 Funding ProcessWill list the days where the committee will either 1) not meet, or 2) be meeting in a different room/dayCan be found on the SGA website the Financial Resources Folder

ReviewReview

Six steps in the SGA Funding Process– Become a recognized student organization through

OSEMA– Attend or look at the Funding 101 PowerPoint – Prepare a Budget Proposal– Submit a Funding Request– Submit an Advisor Approval– Attend an Appropriations Committee meeting

Appropriations Committee meetings– Wednesday nights, 7:15 PM, Cayuga Lake Meeting

Room (unless noted otherwise)

Funding Requests?– Must be complete by the Sunday night before a

meeting

Contact InformationContact Information

SGA Office– Student Activities Center, Campus Center- Third

Floor

Email– SGABusiness@ithaca.edu

Web– Ithaca.edu/orgs/sga/executiveboard/finance

Office Hours– TBA– Office hours are also on the SGA website on the SGA

door in the SAC– I’m always available by appointment, too!

Questions, Comments, Questions, Comments, Concerns?Concerns?

Thank You for Coming! Thank You for Coming!