Allocations 101 The Allocations Committee Process An Introduction

Allocations 101 The Allocations Committee & Process: An Introduction Ethan Gertzman Allocations Chairman

The Allocations Committee

Contact Us (Actually Though) Ethan Gertzman Sgb. allocations@gmail. com (908) 892 -1292 848 William Pitt Union (Back left corner office) @sgballocations

Who are we, and what do we do? We are a committee within the University of Pittsburgh’s Student Government Board implemented to distribute a portion of the Student Activities Fund to registered student organizations. We do so with the intention of mitigating clubs’ operating costs in order to facilitate the existence of a diverse array of student experiences on Pitt’s campus.

Who are we, and what do we do? Hold office hours • Five by each liaison • Ten by the chair Work as liaisons • Advising groups (walk-in or appt. ) Go over requests Discuss requests and send decisions

What we've helped groups do in the past Pay team/national dues Offset cost of practice expenses Host free cultural/educational programs for Pitt students Travel to service sites Attend national conferences Participate in athletic/academic competitions

Your Liaison Governance Groups Ethan Gertzman Sgb. allocations@gmail. com emg 86@pitt. edu #-B Jamie Givnish jgg 25@pitt. edu C Stanley Umeweni stu 18@pitt. edu D-G Joe John jtj 18@pitt. edu H-L Julia Lee jul 87@pitt. edu Pb-Pitt K Ashima Agarwal asa 115@pitt. edu Q-Sp RESERVED M-O Michael Grunenwald mig 71@pitt. edu Pitt L- Pitt Z Matt Jankowitz mej 75@pitt. edu Sq-T Daniel Zuinino djz 17@pitt. edu P-Pa Ben King bwk 13@pitt. edu Pitta-Pz Noelle Marousis nom 21@pitt. edu U-Z RESERVED

Our Budget Fiscal Year 2017 Usage Numbers Requesting Organizations: Total Funds Requested: 215 $1, 050, 000 Fiscal Year 2017 Budget Student Activities Fund $2, 700, 000 (SGB & SORC Operating Expenses) Programming (PMADD, Nordy’s, …) Pitt Program Council WPTS-FM Pitt Serves Distributed Student Activities Fund $850, 000

Our Philosophy in the Face of Scarcity Given the budget constraint that the Committee faces, we adhere to a policy of shared responsibility. Groups which demonstrate a concerted effort to help offset their costs through implementation of dues, active fundraising, out of pocket expenses, etc. are more likely (but never guaranteed) to receive funding.

Shared Responsibility Groups with closed membership and whose benefit is primarily internal will be held to higher standards of shared responsibility than groups which directly impact larger numbers of Pitt students.

The Allocations Process

Prerequisites for Funding SORC Certification Mainly non-CGS composition Not a recognized social fraternity No outside bank account

But how do I get the money? ! Two ways of obtaining funds • Budget submissions • Supplemental requests

Budgeting Process: Non-Gov. Groups Optional • Designed for long-term planning into next semester and/or fiscal year Good for groups which: • Have the same expenses each fiscal year • Know exact costs and can document them well in advance Occur once per semester

Budgeting Process: Gov. Groups Only source of SGB funding for Governance Groups Typically allocate comparable funds from year to year Occurs semesterly • Budgets submitted in the spring are either for the fall or the next fiscal year GGs which submit only a semester budget in the spring may submit another in the fall for the next spring

Budgeting Process Fall 2018 Tentative budget submission deadline: October 26 Tentative budget hearing: November 1 -2 Official deadlines and access to budget submission forms will be announced well in advance • Budget info sessions (prerequisite for submission) TBA

Budgeting Process- Appeals Governance Group budgets are automatically appealed to the Board for final approval Appeal hearings typically take place the week following budget hearings Appeals are optional for non. Governance Groups

Budget Modifications Governance Groups only If money earmarked during budgets goes unused, it may be repurposed via the budget modification process Must fill out both: • An online supplemental request form • An online budget modification form o See SGB Allocations website

Funding Release Funds which are not used sit earmarked in organizational accounts Can return unspent funds with Funding Release form • Clears up any committed cap space • Allows for funds' redistribution • Must be filled out in Allocations office

Supplemental Process Requests for as-needed funding with weekly submission deadlines Supplemental hearings occur weekly on Thursday nights

Supplemental Process • • • Submission • Submit online form by 5 pm Wednesday • Receive confirmation email Allocations Hearing • Receive email on Wednesday with time to appear • Meet with Committee during Thursday night meeting • Receive decision email by Friday at 2 pm • Money in SORC account on Friday • Reheard following week if postponed Public Meeting • If over $1, 200 • Appear in front of Board at 8: 45 pm on Tuesday in Nordy’s Place • Money in SORC account on Wednesday

SORC Student Organization Resource Center Each club has its own "bank account" All allocated funds are channeled through here Various payment methods • Check • Payment card • Out of pocket and reimbursement

How to Submit: Request Type Program Expense Itemization (PEI) Purchase, Rental, and Service (PRS) Travel Request – Conference Request (CR) Travel Request – Competition Expense Itemization (CEI) Travel Request – General Travel (GT)

How to Submit Utilize online supplemental request form via Allocations page at sgb. pitt. edu:

How to Submit

How to Submit

How to Submit

How to Submit

Summer Operations Not officially operational in the summer Reach out to Chair with questions • sgb. allocations@gmail. com

The Allocations Policies

Viewpoint Neutrality SGB does not consider the viewpoint of a group's program when making funding decisions; any and all viewpoints are welcome to apply for funding. Also, a denial of funds should not be viewed as a denial of permission- if we aren't able to provide funding, the show can still go on!

General Submission Requirements Completeness • All expenses related to one event, program, competition, etc. must appear on one request o Cannot ask for more later • Cannot split parts of a request among different groups o Collaborate on one request • Timeliness Submit ASAP o "Proximity to an event will not be considered a compelling reason to act on a request" o

Documentation ALL requested expenses must be documented Documentation must: 1. Be from the source 2. Exactly match the requested amount 3. Be contemporary We are unable to fund requests with incomplete or invalid documentation

In order for a request to be processed. . . It must be submitted no later than 5: 00 pm on Wednesday The submitting org. Must be SORCregistered Dates must be within FY, contract, and process guidelines Documentation must be attached It must not contain elements from previous requests submitted that FY

In order for a request to be put on the agenda. . . All math and documentation must be exactly correct All documentation must be contemporary All proposed purchases must include an itemized breakdown of unit cost and quantity

SGB is unable to fund for: 1. Programs that duplicate or compete with specific PPC programs 2. Donations, personal gifts, or giveaways 3. Scheduled substances 4. Any expense related to the appearance of a candidate for public office 5. Salaries, stipends, honoraria, or any remunerations to advisors, coaches, officers, or members 6. Travel expenses for nonundergraduate student members 7. First class airfare (excepted for invited guests) 8. Any request requiring travel outside of the continental North America 9. Spring Break travel unless required 10. Expenses covered by SORC 11. Off-campus leadership retreats (GG exception) 12. Alternative spring break programming 13. Individual membership dues 14. Expenses related to academic requirements 15. Social or recruiting events 16. Capital improvements to any facilities

Deficit Spending We are unable to fund for any expenses which have already been paid for or for which the group has already contractually agreed to pay

SGB is also unable to fund for. . . Previously denied requests On-campus conferences and competitions Expenses judged to be individual or the responsibility of a sponsoring department or unit Programs which are primarily a fundraiser for the group or a third party

Admission Fees and Charging The Student Activity Fund will only cover programs or items that are free for Pitt undergraduate students Groups may add a fundraising component to programs funded in part or in full by the Student Activity Fund during or after the event (not at the door!)

Generally Applicable Policies o When multiple rooms are requested for lodging, SGB will fund for hotel rooms at no less than a 4: 1 person-toroom ratio o Ground transportation using personal vehicles is fundable according to the following: Vehicle Type Reimbursement Rate University Vehicles University Mileage Rate Rental and Personal Student Vehicles IRS moving reimbursement rate (. 18 for 2018) Personal Guest of Honor Vehicles IRS moving reimbursement rate (. 18 for 2018)

Conference Policies $2000 per fiscal year cap [$5000 for Gov. Groups] Max of four delegates' expenses will be approved per conference [no max for Gov. Groups] One room allocated for lodging No meals What do we look for?

Policies, cont. Competitions o $5000 cap per fiscal year o (non club sports) o $2000 for non-competitive sports Food and Purchases o Food – Educational purposes only – Must substantively relate to event – $3. 00/Pitt student attending o Purchases – Typically scrutinized for reusability and storage

Governance Group Policies E-Board Retreats $2000 cap per fiscal year Must provide documented proof of advisor's attendance and agenda All advisor and meal costs are responsibility of group or sponsor Governance Group Conferences May fund for expenses related to a Gov. Group hosting a conference for its governed organizations May approve food at $3. 00/Pitt student Must provide agenda with request

Requests Involving Contracts Required for visiting performers/entertainers/speakers Contracts must be submitted to SORC at least 21 business days prior to event Contracts cannot be approved until funding has been approved • Plan ahead!!!

Club Sports Policies

Club Sport Caps Disproportionate funding increases resulted in deficit Ultimately, cap eligibility determined by contributions to SORC account in previous fiscal year Greater club autonomy Clubs may opt in or out

Club Sports Policy

Allocations Committee The purpose of the Allocations process is to distribute funds fairly and effectively • We want to help make your programs possible! Always feel free to stop by our office hours for help with requests, budgets, or any questions and concerns