Student Organization Budget Training Process
Student
Organization
Budget Training
BROUGHT TO YOU BY THE OFFICE OF STUDENT LIFE
& THE SEGREGATED UNIVERSITY FEE ALLOCATION COMMITTEE
Budget Training Agenda
SUFAC & its timeline
The Student Organization Budget & SUFAC’s
Process
Small, Mid, and Large Budget hierarchy
Parts of a Student Organization Budget &
Guidelines
Reminders, dates, and miscellanea
What is SUFAC?
SUFAC
is the Segregated University Fee (SUF)
Allocation Committee.
It is a subcommittee of Student Government
Association that decides on the distribution of
Student Fees. This money is split up into:
Non-Allocable
(University Depts. & Offices)
A
llocable
(Student Orgs)
SUFAC Timeline
Fall Semester
Feb. 16 – SUFAC Decision
Day Meeting
Feb. 25 – SUFAC Presents
to Student Senate
March – Decision Letters
sent to Student Orgs
Spring Semester
Oct. 2 & 3 – Org Budget
Training
Oct. 3 – Budget Forms
Available
Oct. 21 – Budget Forms
DUE by midnight
Oct. 25 – Presentation
Schedule released
Nov. 1–Dec. 13 Org
Budget Presentations to
SUFAC
The Process
Submitting Budgets
All Budgets are due to SUFAC Via E-mail no
later than
11:59pm on Sunday, October 21st
To be fair to all student orgs who desire funding
from student fees, exceptions cannot be made for
late submissions. Let us know if you need help with
your budget – that’s what we’re here for!
Student Org Size Categories
Large Budgets:
$3500+ Budget – Requires representative presentation to
SUFAC at a regular SUFAC meeting.
Medium Budgets:
$500 - $3500 – May be required to present at Chair &
Vice Chair’s discretion. May request to present if so
desired.
Small Budgets:
$500 or less. Budgets decided on by Chair and Vice
Chair – no presentation necessary.
EZ Budget:
$100 or less for Supplies & Expense – may use EZ Budget
Form.
Budget Presentations
(What do you need?)
Send a knowledgeable member of your organization
who is familiar with what is being requested and why.
One copy of the budget for yourself – the board will
have a copy.
10 minutes to present to board, 10 minutes for questions.
Don’t just read your budget. We can do that. Explain
what your org does and why spending this money is a
good use of student fees.
All physical and digital material that will be presented to
the board during SUFAC meetings must be submitted to
SUFAC at least one week before the presentation will
take place.
Decision Day
On the 3
rd
Saturday in February, SUFAC meets to
decide on all of the Student Org and Auxiliary
budgets.
Each budget is reviewed individually, and voted on
individually.
SUFAC follows guidelines for determining whether
budget items are funded.
Board members are required to go through
Viewpoint Neutrality training to ensure fairness to
each org.
Components of Student Org
Budgets
Title Page
, “Org Demographics” – lists mission statement of
org.
Committed Funds
: material items that are used by the org.
Books, supplies, promotional materials, any physical object.
“
S&E
” means “Supplies and Expense”, which are everyday use
items with set prices, such as a computer system, postage or
photocopying.
“
Capital
” items are physical materials that are purchased by the
org.
Contractual
– events that need funding such as lecturers,
performers and films.
Food
- Costs of food for organization events. SUFAC has strict
guidelines on how much can be spent and when, in order to
avoid overspending on this item.
Travel
– some orgs request funding to take trips for various
reasons. SUFAC may pay up to 2/3 travel and lodging costs
for such trips, depending on guidelines.
Committed Funds
Supplies & Expenses
General Supplies
Photocopying / Duplicating
Subscriptions
Memberships*
Computers / Network Cost
Promotional Materials**
•
Requests over $100 need fill out an
itemized list
- last tab
on the workbook
•
*SUFAC does not fund individual memberships – only org
memberships.
•
**OrgSmorg and other giveaways are limited to $125.00
per semester.
•
SUFAC will only fund up to
$2000
to any Organization
for committed requests per fiscal year (July 1- June 30)
Committed Funds
Capital Items
Products or material items that last more than a year
Equipment
Books
Clothing, shirts, hats, etc. will not be funded unless for
fundraising.
Capital for
fundraising
(shirts, balls, candy bars, etc.) can
be “fronted” by SUFAC, but this money must be paid back
within two weeks.
SUFAC funds cannot be used to purchase banners, flags, and
other printed material or signage including posters larger than
11x17in, graduation materials, or media equipment—unless
deemed essential to functioning of org.
Contractual Worksheet
SUFAC funds a maximum of
$3,500
per organization per fiscal year
for Contractual expenses, and a maximum of
four events
.
People or Programs that you would like to bring to campus
Items that you need a contract for:
Speakers
Performers
Workshops
Org Contractual Events may not be used for academic credit-
producing or class-related material.
All
contracts
need to go through Grant Winslow in Office of Student
Life
Co-sponsorship
between different student orgs is encouraged.
SUFAC funds cannot be used to provide honorariums or gifts to
speakers, performers, demonstrators, and others.
SUFAC funds may not be used to pay for photography fees or costs.
Food Worksheet
SUFAC funds a maximum of
$1,500
per organization per
fiscal year for Food expenses.
All food & beverages funded by SUFAC must be purchased
through the
Chartwells
and
served on campus
Unless the event is held in the Mauthe Center or a food waiver
has been obtained
SUFAC does not fund food for regular org meetings.
Funding for meetings is limited to either
one
recruitment/welcome or one farewell meeting per
semester
, but not both.
Segregated fees cannot be used to provide food for
faculty or staff events.
Food continued:
Requests over $150.00 provide an
itemized list
of food items
(last tab). No itemized list, no funding.
Exceptions will be considered on a case-by-case basis.
Chartwells is offering a
food donation
where your food
request can be matched up to a certain dollar amount
All registered student organizations are eligible for this type of
donation. However, organizations may only apply for and
receive a donation once per academic year.
Your org can bring in
up to $100 of non-perishable food
items for closed meetings (meetings intended for only
members)
Chips, cans of soda, pretzels, cookies, etc.
Travel Worksheet
At least
1/3
of the total travel request is
contributed
by the
Organization (may use Agency balance).
Travel funds will cover transportation, lodging, and
registration
only for UWGB students
.
Food expenses are not covered unless it is directly covered
in a registration fee.
All money granted MUST be
evenly distributed
to every
student attending.
SUFAC members will consider expense as well as
convenience when deciding what level of funding will be
allocated for lodging.
Exceptions will be considered on a case-by-case basis.
Travel Guidelines
Maximum
$3500
; Maximum
4 trips
(exceptions for club
sports).
If total travel is more than $3500 when budgets are
submitted to SUFAC, org contributions will
automatically rise to 2/3.
No travel outside
Midwest
(WI, MN, MI, OH, IL, IN, IA).
Travel within
Brown County
will not be funded.
Maximum cost of
$40 per person, per day
.
All failed cancellations are expected to be paid in full
by the student organization.
If a trip cost exceeds the SUFAC allocation the
organization is expected to pay in full the extra cost.
Travel Pricing
Students must apply for permission to operate vehicles
under university business (i.e. your org). See the
Organization Finance Officer.
See
Lea Truttmann, OFO
, for state hotel rates as they vary
throughout the state. Groups are expected to group
multiple students of like gender.
Check all costs with Lea
Ranking Requests
Please make sure that all your Committed, Contractual,
Food, and Travel Request are
ranked in order of
importance
.
If SUFAC determines to cut funding for an item, it will start
at the bottom of the list.
For example, if you would like to take four trips:
Trip 1
should be the most important trip for your org.
Trip 4
should be the least important trip.
Short and Sweet
Please
limit descriptions
to 4 or 5 lines
Make sure your
whole
description is visible in the
description box
It will not show up when printed for the board
If you feel your explanation needs to be longer than 4 or
5 lines, please attach a separate document.
Once again, when presenting, do not simply read your
budget document, explain the rationale for funding
your org from student fees.
Revenue and Agency
Account
Revenue is money that an organization raises through an
event that is funded with SUFAC money.
All revenue is expected to be used to
pay back SUFAC
, up to
the amount that was used to fund the event.
Revenue is used to offset the total Budget Request
For Example: If you claim that you expect to make $2000, off
a $3000 event, and make $4000, you are still expected to pay
SUFAC back $3000, and the extra $1000 goes to the Agency
Account
Student Orgs may spend
agency
funds in the manner they see
fit (provided proper policies are followed).
See Lea Truttmann, the Org Finance Officer for questions on
Agency Funds.
SUFAC reserves the right to review an org’s agency account
balance and promote its use in funding org activities and
requests.
Forms and Guidelines
All SUFAC forms and guidelines are published on the
SUFAC Website:
http://www.uwgb.edu/student-
government/committees/segregated-fees/
Do NOT create your budget from the same workbook
saved from a previous year.
The form was edited and has changes.
When uncertain if a program should be funded, read the
guidelines and then contact the SUFAC Chair or Vice
Chair.
Filename and Emailing
Please make sure when you save your budget you
include the name of your org.
Example:
BasketWeavingBudget1920.xls
Please email all completed budgets to the SUFAC
account (
sosufac@uwgb.edu
) with
Name of Org
’s
Budget
in the subject line:
Underwater Basket Weaving Club Budget 19-20
Reminders
BUDGETS ARE DUE BY 11:59
PM ON SUNDAY,
OCTOBER 21
ST
All physical & digital material bein presented
must be submitted to SUFAC at least one week
before meeting
Questions
We (SUFAC Chair and Vice Chair) are here to help
you with budgets and any questions you might
have.
Our office is located in the Student Government
Suite: University Union Room #151E.
E-Mail:
sosufac@uwgb.edu
Contact Information
Chair: Brianna Messner
Office Hours:
Monday 11-2
Wednesday 10-2
Friday By Appointment
Vice Chair: Haley Marks
Office Hours:
Mon & Wed 2:15- 3:45
Tue & Thu 2-5
Friday 8-11
Office hours are posted on the website and
on our office door.
Explore the Student Organization Budget Training process brought to you by the Office of Student Life and the Segregated University Fee Allocation Committee. Learn about SUFAC, the timeline, budget categories, submission guidelines, and more. Discover the important dates, requirements for budget sizes, and the process for submitting budgets to SUFAC. Engage in budget presentations and ensure timely submissions to receive funding from student fees.
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Presentation Transcript
Student Organization Budget Training BROUGHT TO YOU BY THE OFFICE OF STUDENT LIFE & THE SEGREGATED UNIVERSITY FEE ALLOCATION COMMITTEE
Budget Training Agenda SUFAC & its timeline The Student Organization Budget & SUFAC s Process Small, Mid, and Large Budget hierarchy Parts of a Student Organization Budget & Guidelines Reminders, dates, and miscellanea
What is SUFAC? SUFAC is the Segregated University Fee (SUF) Allocation Committee. It is a subcommittee of Student Government Association that decides on the distribution of Student Fees. This money is split up into: Non-Allocable (University Depts. & Offices) Allocable (Student Orgs)
SUFAC Timeline Fall Semester Spring Semester Oct. 2 & 3 Org Budget Training Feb. 16 SUFAC Decision Day Meeting Oct. 3 Budget Forms Available Feb. 25 SUFAC Presents to Student Senate March Decision Letters sent to Student Orgs Oct. 21 Budget Forms DUE by midnight Oct. 25 Presentation Schedule released Nov. 1 Dec. 13 Org Budget Presentations to SUFAC
The Process November- December October February Budget Training Budgets Due Presentations to SUFAC SUFAC Decision Day
Submitting Budgets All Budgets are due to SUFAC Via E-mail no later than 11:59PM ON SUNDAY, OCTOBER 21ST To be fair to all student orgs who desire funding from student fees, exceptions cannot be made for late submissions. Let us know if you need help with your budget that s what we re here for!
Student Org Size Categories Large Budgets: $3500+ Budget Requires representative presentation to SUFAC at a regular SUFAC meeting. Medium Budgets: $500 - $3500 May be required to present at Chair & Vice Chair s discretion. May request to present if so desired. Small Budgets: $500 or less. Budgets decided on by Chair and Vice Chair no presentation necessary. EZ Budget: $100 or less for Supplies & Expense may use EZ Budget Form.
Budget Presentations (What do you need?) Send a knowledgeable member of your organization who is familiar with what is being requested and why. One copy of the budget for yourself the board will have a copy. 10 minutes to present to board, 10 minutes for questions. Don t just read your budget. We can do that. Explain what your org does and why spending this money is a good use of student fees. All physical and digital material that will be presented to the board during SUFAC meetings must be submitted to SUFAC at least one week before the presentation will take place.
Decision Day On the 3rdSaturday in February, SUFAC meets to decide on all of the Student Org and Auxiliary budgets. Each budget is reviewed individually, and voted on individually. SUFAC follows guidelines for determining whether budget items are funded. Board members are required to go through Viewpoint Neutrality training to ensure fairness to each org.
Components of Student Org Budgets Title Page, Org Demographics lists mission statement of org. Committed Funds: material items that are used by the org. Books, supplies, promotional materials, any physical object. S&E means Supplies and Expense , which are everyday use items with set prices, such as a computer system, postage or photocopying. Capital items are physical materials that are purchased by the org. Contractual events that need funding such as lecturers, performers and films. Food - Costs of food for organization events. SUFAC has strict guidelines on how much can be spent and when, in order to avoid overspending on this item. Travel some orgs request funding to take trips for various reasons. SUFAC may pay up to 2/3 travel and lodging costs for such trips, depending on guidelines.
Committed Funds SUFAC will only fund up to $2000 to any Organization for committed requests per fiscal year (July 1- June 30) Supplies & Expenses General Supplies Memberships* Photocopying / Duplicating Computers / Network Cost Subscriptions Promotional Materials** Requests over $100 need fill out an itemized list - last tab on the workbook *SUFAC does not fund individual memberships only org memberships. **OrgSmorg and other giveaways are limited to $125.00 per semester.
Committed Funds Capital Items Products or material items that last more than a year Equipment Books Clothing, shirts, hats, etc. will not be funded unless for fundraising. Capital for fundraising (shirts, balls, candy bars, etc.) can be fronted by SUFAC, but this money must be paid back within two weeks. SUFAC funds cannot be used to purchase banners, flags, and other printed material or signage including posters larger than 11x17in, graduation materials, or media equipment unless deemed essential to functioning of org.
Contractual Worksheet SUFAC funds a maximum of $3,500 per organization per fiscal year for Contractual expenses, and a maximum of four events. People or Programs that you would like to bring to campus Items that you need a contract for: Speakers Performers Workshops Org Contractual Events may not be used for academic credit- producing or class-related material. All contracts need to go through Grant Winslow in Office of Student Life Co-sponsorship between different student orgs is encouraged. SUFAC funds cannot be used to provide honorariums or gifts to speakers, performers, demonstrators, and others. SUFAC funds may not be used to pay for photography fees or costs.
Food Worksheet SUFAC funds a maximum of $1,500 per organization per fiscal year for Food expenses. All food & beverages funded by SUFAC must be purchased through the Chartwells and served on campus Unless the event is held in the Mauthe Center or a food waiver has been obtained SUFAC does not fund food for regular org meetings. Funding for meetings is limited to either one recruitment/welcome or one farewell meeting per semester, but not both. Segregated fees cannot be used to provide food for faculty or staff events.
Food continued: Requests over $150.00 provide an itemized list of food items (last tab). No itemized list, no funding. Exceptions will be considered on a case-by-case basis. Chartwells is offering a food donation where your food request can be matched up to a certain dollar amount All registered student organizations are eligible for this type of donation. However, organizations may only apply for and receive a donation once per academic year. Your org can bring in up to $100 of non-perishable food items for closed meetings (meetings intended for only members) Chips, cans of soda, pretzels, cookies, etc.
Travel Worksheet At least 1/3 of the total travel request is contributed by the Organization (may use Agency balance). Travel funds will cover transportation, lodging, and registration only for UWGB students. Food expenses are not covered unless it is directly covered in a registration fee. All money granted MUST be evenly distributed to every student attending. SUFAC members will consider expense as well as convenience when deciding what level of funding will be allocated for lodging. Exceptions will be considered on a case-by-case basis.
Travel Guidelines Maximum $3500; Maximum 4 trips (exceptions for club sports). If total travel is more than $3500 when budgets are submitted to SUFAC, org contributions will automatically rise to 2/3. No travel outside Midwest (WI, MN, MI, OH, IL, IN, IA). Travel within Brown County will not be funded. Maximum cost of $40 per person, per day. All failed cancellations are expected to be paid in full by the student organization. If a trip cost exceeds the SUFAC allocation the organization is expected to pay in full the extra cost.
Travel Pricing Students must apply for permission to operate vehicles under university business (i.e. your org). See the Organization Finance Officer. See Lea Truttmann, OFO, for state hotel rates as they vary throughout the state. Groups are expected to group multiple students of like gender. Check all costs with Lea
Ranking Requests Please make sure that all your Committed, Contractual, Food, and Travel Request are ranked in order of importance. If SUFAC determines to cut funding for an item, it will start at the bottom of the list. For example, if you would like to take four trips: Trip 1 should be the most important trip for your org. Trip 4 should be the least important trip.
Short and Sweet Please limit descriptions to 4 or 5 lines Make sure your whole description is visible in the description box It will not show up when printed for the board If you feel your explanation needs to be longer than 4 or 5 lines, please attach a separate document. Once again, when presenting, do not simply read your budget document, explain the rationale for funding your org from student fees.
Revenue and Agency Account Revenue is money that an organization raises through an event that is funded with SUFAC money. All revenue is expected to be used to pay back SUFAC, up to the amount that was used to fund the event. Revenue is used to offset the total Budget Request For Example: If you claim that you expect to make $2000, off a $3000 event, and make $4000, you are still expected to pay SUFAC back $3000, and the extra $1000 goes to the Agency Account Student Orgs may spend agency funds in the manner they see fit (provided proper policies are followed). See Lea Truttmann, the Org Finance Officer for questions on Agency Funds. SUFAC reserves the right to review an org s agency account balance and promote its use in funding org activities and requests.
Forms and Guidelines All SUFAC forms and guidelines are published on the SUFAC Website: http://www.uwgb.edu/student- government/committees/segregated-fees/ Do NOT create your budget from the same workbook saved from a previous year. The form was edited and has changes. When uncertain if a program should be funded, read the guidelines and then contact the SUFAC Chair or Vice Chair.
Filename and Emailing Please make sure when you save your budget you include the name of your org. Example: BasketWeavingBudget1920.xls Please email all completed budgets to the SUFAC account (sosufac@uwgb.edu) with Name of Org s Budgetin the subject line: Underwater Basket Weaving Club Budget 19-20
Reminders BUDGETS ARE DUE BY 11:59 PM ON SUNDAY, OCTOBER 21ST All physical & digital material bein presented must be submitted to SUFAC at least one week before meeting
Questions We (SUFAC Chair and Vice Chair) are here to help you with budgets and any questions you might have. Our office is located in the Student Government Suite: University Union Room #151E. E-Mail: sosufac@uwgb.edu
Contact Information Chair: Brianna Messner Office Hours: Monday 11-2 Wednesday 10-2 Friday By Appointment Vice Chair: Haley Marks Office Hours: Mon & Wed 2:15- 3:45 Tue & Thu 2-5 Friday 8-11 Office hours are posted on the website and on our office door.
