+

***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

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 SGFB@colorado.edu. 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 Mary.Dando@colorado.edu

+ ***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……