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***SOFO Workshops 2012-13***
Independent Student GroupsStudent Organizations Finance Office
+
Jon TsudaDirector of SOFO
Norman SkarstadAssistant Director
Events Coordinator
Terri BaldridgeOffice Manager
Laura GarrettEvents Planning
Wanda StorrerITS/Phone/Server &
Database
Scott SengerTravel
Erin HetheringtonFront Desk/Payroll
***Meet SOFO!***
+What exactly is SOFO?
The SOFO acts as an on-campus bank for student groups, as well as a travel agent, purchasing department, and event manager. ITS, Phone
& Payroll services are also provided. Student organizations using university facilities must maintain an account and conduct their
business through our office. Funding for student groups granted from university sources is also placed in an appropriate account in the
SOFO.
We help you negotiate through the red tape of the bureaucracy of the University!
UMC 231
(p)303-492-6366
(f)303-492-2522
http://sofo.colorado.edu
+University of Colorado Student
Government
CUSG is the student body government for CU Boulder. There are three branches, the Executive,
Legislative and Judicial branch.
SOFO is a CUSG cost center under, and we work very closely with CUSG through out the year. CUSG’s Finance Board helps to create yearly
budgets and to manage student fees.
CUSG Info:
Phone: 303-492-7473
Location: UMC Room 125
Website: http://cusg.colorado.edu
Hours: Monday-Friday8:00 AM – 5:00 PM
+ UMC Events Planning and Catering
Office Hours Monday through Friday 8:00 AM – 5:00 PM
UMC 140
303-492-8833
Full service event planning resource!
Meeting rooms & event space reservations
Vendor contracts
http://umc.colorado.edu/planEvent/planEvent.html Please Note:All Student Groups must be in GOOD STANDING with SOFO by the 30th of September in order to keep any room/event reservations.
+ What it means to be an Independent Student Group
You can…
Get University funding for events, travel and operations
Apply to Student Group Funding Board for money
Have an off campus bank account
Be considered AT the University but not OF the University… and have a little more freedom in the way you operate your group!
Use IN’s for on campus purchasing
You cannot…
Use the University purchasing system
Use CU at the beginning of your student group name
Use the University’s Tax-Exempt status
Have any legal access or payroll services
+Key Points for Independent Groups: General Information
Release Forms/Insurance
Are needed for University funded events and activities that are considered high risk.
Exclusionary Groups
Are not eligible for student fee funding.
Examples: G.P.A. requirement, Greeks, gender requirement etc.
Viewpoint Neutrality
Funding sources do not discriminate based on who group’s are or what they do.
** No funding for political activities.
Financial Statements
Monthly statements are available in our office around the middle of every month, for balances and financial transactions.
+Key Points for Independent Groups: Alcohol Policy
It must be lawful!
Your group is liable!
Using alcohol OFF Campus helps to keep out University involvement!
Inquire with SOFO!
+Key Points for Independent Groups: Account Information
Minimum Balance
Signers must fill out cards before spending
$25.00
Account Signers/Signature Cards Maximum of 3 signers, at least ½ must be full fee-paying students Keep your card updated, pass the torch! The only way to change signers is
for the previous signer to notify SOFO they would like to be removed. In addition, they must provide the names of new signers to e added to the account.
You may only be a signer on ONE student group account! This allows you to conduct official University business!
General Administrative Recharge (GAR)
University Admin Charge
5.15%
Every expense is charged!
+INDEPENDENT GROUP AGREEMENT
All groups must complete new agreements yearly
Completed agreements must be turned into SOFO by 9/30 or your group will not be listed as "active"
Don’t forget to read the RELATIONSHIP STATEMENT
+Key Points for Independent Groups: Student Group Directory
As an Independent Student Group you are required to register with the Student
Group Directory.
CUSG Requirement: All active student groups MUST use the
uniform e-mail system in collaboration with ITS and SOFO, so that CUSG and SOFO can use the
account to announce different events, or other important
announcements pertaining to student groups.
http://sofo.colorado.edu/SOFOStudentGroupDirectory.html
+ ***Raising Money***Cash Boxes and Deposits
Cash Boxes/Group’s Own Sales: ON Campus Events
If you are collecting any money, come into our office at least a week before to arrange for a cash box.
Turn in cash boxes daily. There is a safe at the reception desk
We can give you change in your cash boxes if needed.
All tangible items need to be taxed 8.21% for group’s own sales.
Please see our office a week in advance if you need tickets for your event. If you create your own tickets, bring them to SOFO for official approval.
Deposits: Do not hold on to checks for
more than 1 day. Groups can have off campus
bank accounts but any money collected on campus, must be deposited in our office.
All funds raised ON CAMPUS, must be deposited with SOFO.
Please make all checks out to the University of Colorado.
+ ***Raising Money***Vendor Sales and Raffles
Vendor Sales: You can sponsor vendors
for the loggia. Contact UMC EPC. They will provide you with the contract.
Easy way to make money for your group.
You can make $35.00 a day by sponsoring a vendor.
Raffles: Paying for a ticket to enter a drawing.
SEE SOFO FIRST!!! Considered legalized
gambling, regulated by the State and requires license which SOFO has.
Cannot use the term RAFFLE unless you have talked to SOFO.
Door prizes and games of skill are allowed.
Contact Terri Baldridge for further questions.
+ ***Raising Money*** Funding Sources
Student Fee Sources – CANNOT BE USED FOR ANY PROTESTS. Check with the SOFO for
specific funding guidelines for each source. Council of Colleges and Schools (CCS) Cultural Events Board (CEB) Arts and Sciences Student Govnt
(ASSG) Representative Council (Rep Council) Student Govnt Funding Board (SGFB) Graduate Student Advisory Council
(GSAC) College Student Governments
Other Funding Sources: Non-student fees
VCSA ODECE RHA ISSS CMA UGGS Dennis Small CUPA/Parent’s Association CU Bookstore Campus Departments
See SOFO for event or travel proposals to obtain funding from the sources listed.
You may also receive funding from outside sources such as corporations, firms and businesses.
+Student Group Funding Board
Purpose: SGFB allocates operational funds to Student
Allocates for the following fiscal year (2013-2014)
Groups using Student Fee dollars
- Operational Funds Include: events, travel, payroll, food, office materials, and advertising
- SGFB also acts as Liaison to student groups to ensure fiscally responsible spending
Hearing Process: SGFB delegates money in a bi-weekly hearing process starting September 26th- February 28th
- SGFB will make all funding decisions from a viewpoint-neutral standpoint
- Application for funding are due 5:00pm the Friday before the first hearing . Email to [email protected]. In an attempt to be paperless, only email applications will be accepted. Ellie Roberts is the current Chair.
+ ***Advertising***Chalking and Flyers
Chalking
Must be done with stick-chalk or some substance that fades away within a few
days
Spray chalk/paint is not permitted
Do not chalk under overhangs and on vertical surfaces.
If chalked message does not comply with University policies, it will be erased and at
your expense!
Flyers
Make sure you use recyclable paper.
Posting is prohibited on campus except at authorized kiosks, bulletin boards and
other designated areas
Before posting, the flyers must be approved by each building
Do not use astrobrites, neons or deeply dyed papers
Campus Events Calendar
In the Mix
Buff Bulletin's
www.colorado.edu/bulletin/instructions
+ ***Spending Money***Events and Travel
Independent Accounts:
All purchases for special events and travel will be reimbursed AFTER event or travel has occurred with proper documentation.
The University will not pre-pay for any flights or hotel reservations.
DO NOT SIGN any performance or lecture contracts or agreements, see SOFO first!
Student Fee Sources
If you have received funding from any student fee sources, your group is able to use University purchasing methods.
Come into SOFO to obtain the correct paperwork to pay speakers or performers.
A separate account will be set up for your special event or travel.
You will have access to the University credit card, POs and TAs.
Most student fees will not pay for food, except for CEB!
You can generally receive funding once a semester from student fee sources. See SOFO for details
+ ***Spending Money***Events and Travel
Special Events
Try to plan at least 8 weeks in advance
You will meet with Laura Garrett or Norm Skarstad to discuss event details.
When inviting elected officials or VIP’s, notify SOFO.
Travel
Try to plan at least 6 weeks in advance.
Your funding should be in place at least 4 weeks in advance.
Your main point of contact will be the travel liaison, Scott Senger in the SOFO.
Keep your numbers low and realistic. Try to avoid sending the same people to conferences. Send new students!
Groups of 3 people or more traveling internationally must contact Mary Dando [email protected]
+ ***Spending Money***ON CAMPUS
On Campus Spending: Come into our office and get an IN (Interdepartmental Invoice)
Only Signers can spend money!!!
***Where to use IN’s***
- Inkspot - UMC EPC - CU Bookstore - Colorado Daily - Campus Departments
+ ***Spending Money***OFF CAMPUS
Step 1: Fill out Purple Reimbursement Request Form To receive any money, your
group’s authorized signer MUST have signed off on the request form!!
Step 2: You must have ORIGINAL, ITEMIZED receipts that show what was purchased and proof of payment. No copies!!
Spending will be out of pocket, then you will get reimbursed. Under $100.00 – Petty Cash Over $100.00 – check will be ordered
and mailed within 7-10 business days.
You may also pick up your check in SOFO!
**ALL TRAVEL AND PARKING are reimbursed by check no matter what the amount **
+Campus Use of University Facilities (CUUF)Governs the use of all buildings and grounds on campus
Gives student groups a high priority for reserving campus space and campus usage
Establishes the UMC fountain area as the free speech zone
Establishes rules on: lawn signs, chalking, banners, collecting money, amplified sound, canvassing, camping, slacklining, outdoor events, etc.
All membership dues and revenues MUST be deposited into group’s SOFO account
http://www.colorado.edu/policies/CUUF
+VISIT OUR WEBSITE
http://sofo.colorado.edu
For:o Student Group Directoryo SOFO Formso Buff Bulletin Link o And much more……