SGA Budgeting Seminar SGA 2020 2021 Treasurer Mitchell

SGA Budgeting Seminar SGA 2020 -2021 Treasurer, Mitchell Garber

If your organization is categorized as: Ø Greek Letter Ø Honor Society Ø Service Organization (Exclusion) Your organization does not receive a budget from SGA and therefore this seminar does not apply to you

Important Aspects of Financial Policies and Procedures (FPPs) Budgeting Procedure/Examples Agenda Budgeting Timeline Important Resources Questions & Answers

Important Aspects of Financial Policies and Procedures (FPPs)

SGA Financial Polices and Procedures Ø Important Information: Ø It is mandatory to attend one SSI treasurer training and one SGA budgeting seminar Ø Student Services Inc. is now reclaiming all left -over funds excluding monies derived from group fundraising activities Ø Therefore, try to spend all the funds in your organization’s SSI account by the end of the spring semester

Budgeting Procedure

Accessing and Submitting 2021 -2022 Budget Request Form SGA Ram. Connect page will be used to access the 2021 -2022 budget request form Two submissions of a completed electronic version of the budget form are required: 1) Submit a completed electronic version to the SGA Ram. Connect page under "Surveys & Forms". 2) Submit a completed electronic version to the SSI Ram. Connect page. Ram. Connect budget request form: open on: Thursday October 1 st, 2020 at 7: 00 pm close on: Monday, December 7 th, 2020 at 11: 49 pm Once submitted, please save your submission confirmation email as a receipt for submitting budget request

Important things to Keep in Mind While Budgeting 1 2 3 Similar Budget Allocation as previous year Be accurate and specific Utilize the following resources • SSI student activity fee is the same • There are over 120 SGA funded organizations • Accurate projected expenditures • Specific descriptions of projected expenditures • Financial Polices and Procedures • Finance Committee Budgeting Guidelines • SGA 2020 -2021 Budgeting Seminar

Example of a Financial Policy and Procedure (FPP) Guideline Ø Per person rates for meals and catering Ø Meals Ø Breakfast $12. 00 Ø Lunch $15. 00 Ø Dinner $32. 00 Ø Catering Ø Breakfast $15. 00 Ø Lunch $20. 00 Ø Dinner $25. 00 Ø Non-meals $10. 00

CLOTHING ITEMS/UNIFORMS THAT ARE NOT MADE AVAILABLE TO ALL MEMBERS OF AN ORGANIZATION NEWSLETTERS FOR MEMBERSHIP DUES FOR INDIVIDUAL MEMBERS OF THE ORGANIZATION TO A LARGER ORGANIZATION MORE THAN (1) CLOSED AWARD BANQUET OR SOCIAL EVENT FOR MEMBERS ONLY DONATIONS TO CHARITY OR OTHER SIMILAR ORGANIZATIONS FOOD FOR EVENTS OR MEETINGS THAT ARE NOT OPEN TO ALL WCU STUDENTS Do NOT Budget for These Items – Found in Financial Policy and Procedure (FPPs) ALCOHOL

Finance Committee Amending Process Before beginning the budgeting process the SGA Finance Committee will set the following guidelines: (The full document can be found/accessed on SGA Ram. Connect page) 1. Operating Expenses Ø 2. 3. 4. Cap on food for monthly meetings Activity Expenses Ø Cap on number of guest speakers/artists per academic year and dollar amount Ø Cap on number of events/concerts per academic year and dollar amount Ø Cap on catering cost Applicable to Operating and Activity Expenses Ø Cap on t-shirts Ø Cap on copy center charges Conference Expenses Ø Cap on conference expenses

Budget Form Line-Item Examples

Budgeting Timeline

Budgeting Timeline Fall Semester Ø Monday, August 24 th Ø Ø Budgeting seminar Power. Point slides posted to Ram. Connect Thursday, October 1 st at 7: 00 pm Ø First live budgeting seminar via zoom. Budgeting form open on Ram. Connect Ø Recording of live seminar posted on SGA Ram. Connect Thursday, November 5 th at 7: 00 pm Ø Second live budgeting seminar via zoom Ø Recording of live seminar posted on SGA Ram. Connect Monday, December 7 th at 11: 59 pm Ø Budgets must be submitted. Budgeting form closes on Ram. Connect Spring Semester Ø March 22 nd – March 31 st of 2021 Ø Ø SGA Finance Committee will return amended budget requests to organizations April 2021 Ø Budget request allocation appeals will be considered Ø Tentative 2021 -2022 SGA Budget will be presented to the SGA Senate Ø *Exact dates TBD*

Post Budget Form Submission Ø Once you have submitted your budget to the SGA and SSI Ram. Connect you are officially done the budgeting process. The budget you submit is tentative and will be reviewed by the SGA Finance Committee during the spring semester. By late March/early April in the spring semester all student organization budget forms will be sent back to student organizations. The budget form your organization receives is still tentative and has been reviewed and potentially amended by the SGA finance committee. Ø At this point your organization will be given the option and a brief time period to appeal your amended budget. For information on the appeals process please view the Financial Policies and Procedures accessible on SGA Ram Connect. If your organization does not have any issue with your amended budget than it will become finalized once approved by the SGA Senate, SSI Board of Directors, and the president of West Chester University.

Budgeting Resources

1. Financial Policies and Procedures (FPPs): The FPPs are the policies and procedures that dictate how student organization funding operates at West Chester University. 2. Finance Committee Budgeting Guidelines: These are the budgeting guidelines that the SGA finance committee will use when revising organization budgets. These guidelines are established by the finance committee prior to the budgeting process and are followed to ensure fair and consistent budgeting practices are maintained for all organizations. 3. SGA 2020 -2021 Budgeting Seminar: This budgeting seminar which all SGA funded organization treasurers must attend is held in the fall semester by the SGA treasurer. This seminar explains how to appropriately fill out the budget form. All three of the resources above are extremely helpful in successfully completing the student organization budget form. All three resource documents can be found/accessed on Student Government Association’s Ram. Connect page.

2020 -2021 SGA Treasurer: Mitchell Garber Fall 2020 Office Hours Monday: Tuesday: 1: 00 -4: 00 pm Wednesday: Thursday: 1: 00 -2: 00 pm 1: 00 -4: 00 pm Zoom information Meeting ID: 610 757 9078 Password: Mitch 2020