Treasurers Training Student Group Leaders Training Fall 2019

Treasurers Training Student Group Leaders Training Fall 2019

Who are we? • Ariel Ashie • Student Union Vice President of Finance • Arjan Kalra • Student Union Budget Committee Chair • Janice Davidse • Student Union Business Manager

SU Executive Board Tyrin Truong President Nia Plump VP Administration Ariel Ashie VP Finance Charlotte Pohl Beth Wiesinger VP Programming VP Public Relations

SU Financial Leadership Ariel Ashie VP of Finance Alexa Jochims Activities Committee Chair Agneesh Dasgupta Speaker of the Treasury Arjan Kalra Budget Committee Chair

Campus Life Professional Financial Staff Katie Chandler Business, Health & Wellness, Performing Arts, Service Cathy Winter Academic, Cultural, Dance, Media Cynthia Bowdry Sports, Political Action, Religious, Sustainability & Special Interest Janice Davidse Business Manager

Other SU Leadership • Sophie Scott • Speaker of Senate • Dugan Marieb • President of SEC - Student Environmental Council • Sarah Perlin and Mary Gay • LIVE Co-Presidents • Adin Ehrlich • SPB President

Student Union Overview

Campus Life and Student Union Expectations ● ● ● ● ● Be aware of group programs and their financial necessities Enforce financial timelines within your group Adhere to policies and procedures from SU, Campus Life and The University Maintain account balances Submit request forms after checking for accuracy Track financial transactions Be prepared and on-time for business coordinator appointments Communicate any problems/questions in a timely manner Be good stewards of the student activities fee

Important Deadlines • • • Student Union Calendar Campus Life Calendar New Group/CAT Upgrade Application Deadline: Friday, September 13 Budget Submission Deadline: Wednesday, September 25 Upgraded Group Submission Deadline: Tuesday, October 2 Budgets Released: Friday, November 1 Last Day to Program: Sunday, December 8 Last Day to Submit Expense Requests: Tuesday, December 10

Student Group Guides • Student Group Handbook • NEW SU Student Group Guide • Combination of previously known How Things Work and Budget Allocation Manual • Budget Fact Sheet

Student Group Handbook wugo. wustl. edu/organization/campuslife/documents • • • Group General Requirements & Expectations Finances Advertising & Promotion Program Planning Policies & Forms Events with Alcohol Student Group Travel Reservations Advisors Resources & Leadership Development

SU Finance https: //sufinance. wustl. edu/ secure/user_portal

Student Group Guide ***will be formally released on Monday 9/9 • Combination of previously known How Things Work and Budget Allocation Manual • Accounts Rules and Policies • Sources of Funding • Spending • Miscellaneous Policies • Resources • How-Tos including budget writing

Budget Fact Sheet • • • Quick reference for writing budget Budget Committee’s guide in reviewing student group budgets Event classifications Important Student Union funding limits & caps Room rental policies Campus Service costs

Fall ‘ 19 Budget Policy Changes • Retreat funding limit removed • Conferences will only be funded for a maximum of 3 student group members at the rate of up to $1000 person. • Travel cap was reduced to $600 per participant. • GBM/Info session combined, funding limit $350 total for CAT 1, $200 for CAT 2, or $5 per member (whichever is lower).

Fall ‘ 19 Budget Policy Changes • Publication groups are required to bring leftover copies from the past semester to their BAT interview, store them in the HMC, or bring them to the Budget Committee Chair’s office hours/schedule a time to meet. • For Service groups, Carshare funding is not to be reallocated. If you cannot use up your funds, let BC Chair know. Will not affect 90% rule.

Fall ‘ 19 Budget Policy Changes • After two consecutive semesters of programming a certain number of events, a group can be funded for one additional event • For example: Troll Club programs 3 essential events and 2 supplemental events in the • Fall of 2019 and Spring of 2020. They are now eligible to receive funding for 4 essential events and 3 supplemental events in the Fall of 2020. All events must be the same classification

WUGO Expectations ● ● ● Re-registration each Spring Update group leadership ● ● Maintain up-to-date membership Keep track of events ● Most applications found here ● ● Especially President & Treasurer! Tips ● ● ● Student Group Re-Registration Activities Fair Registration Storage, Name/Mission Changes New Group/Category Changes Student Union Positions

Category Upgrades • Allocations must have been spent properly using How Things Work and Budget Allocation Manual guidelines • Increase in amount / capacity of programming • Group membership expansion / retention • Demonstrated need for more funding

Category Upgrade Structure • Category V to Category IV • • • Student group activity (Printing, Space reservations, etc. ) Must have at least one semester of activity Category IV to Category III • • • Must have spent at least $135 of $150 yearly funding Must have spent at least one semester as Category IV group Category III to Category II • • • Must have spent at least $315 of $350 semesterly funding Must have spent at least three semesters as Category III group Category II to Category I • • • Must have spent 90% of last three semesters’ budgets and appeals Allocated at least $400 for upcoming semester Must have spent at least one semester as Category II group

SU Resources • • • $300 printing credit Copy code Fundraising / Gift accounts SUPR access Long-Term Storage access Room reservations • • All SU Office resources Underpass and paint room usage SU funding (category dependent) WUGO access Student Group Support Form SU Leadership Office Hours SU Website

• Where you will find all items for treasurers

• All of the President & Treasurer Emails are now easy to access if you need a refresher at any point • If you are not receiving these emails, email someone in Financial Leadership ASAP

SUPR Resources • Group of graphic designers, photographers, and videographers who help student groups with PR and outreach • Services offered: • Event photography and videography • Headshots • Graphic Design • Pamphlets, booklets, flyers • Facebook Banners • Button designs

How to Submit a SUPR Request • Must submit 3 weeks before event/deadline for guaranteed pickup by SUPR • Give as much description as possible • If necessary, a SUPR member will set up a meeting with you to get a better idea of your request

Other SU Website Resources

Reserve Media Equipment Through HMC • All the information is under “Forms” • All equipment is free for all SU Student Groups (disregard prices on Equipment list)

Budget Submissions ● Category 1 & 2 groups submit budgets to Budget Committee in September / January ● Budgets request funding for the following semester ● Budget Committee conducts BAT interviews with student groups to better understand their budget and specific requests ● Category 1 groups must schedule an in-person interview 15 minute interview ● Category 2 groups must promptly respond to an email interview ● Interviews are informal, information-seeking sessions for Budget Committee to better understand your student group ● Budget Committee reviews all student group budgets in October / February ● Budgets released in the beginning of November / March ● Post-allocation office hours scheduled after budgets are released

Appeal Submission ● ● ● Groups can appeal for funding for new events or unexpected expenses that arise during the semester. Appeals under $1, 000 are seen by the VP Finance, and appeals above $1, 000 are seen by Treasury Appeals should be submitted at least 5 weeks before the event ● Groups should not spend funds before an appeal is evaluated by the VP Finance or Treasury Schedule: ● Presentation to Treasury ● Q&A Session ● Treasury’s discussion of appeal and funding amount

Important Components of Budget / Appeal Submission • • Itemization 90% Rule Incremental Growth Event Type

Itemization Examples Good Itemization Examples: “Lemons from Schuncks x 3, $1. 20 each, $3. 60 total. ” “Apple from Schnucks x 1, $1. 50 each, $1. 50 total. ” “Can of Paint x 2, $10. 00 each, $20. 00 total. ” Bad/Confusing Itemization Examples: “Paint, $40 total. ” “Feathers, $5 total. ”

Fundraising / Gift Accounts • • • The fundraising account is used to deposit money that comes from sources other than SU The gifts account is used to deposit funds that are donations through donations or gifts from outside organizations, companies or individuals Expenses from these accounts are not under the same scrutiny as the operating and revenue accounts, but are still subject to some rules

Car. Share Pilot Program • • • Group Car. Share rentals are now handled through SU not Gephardt Must attend session during Block 3 at 12: 30 pm in Simon 107 Only the following groups are eligible for the pilot program: ● Studio TESLA ● Beat Therapy ● American Red Cross Club ● Night Off ● Gateway to the Great ● Orchestrating Diversity Outdoors ● Out of the Blue ● PESTL ● WU CHemistry Tournament ● City Faces ● Ability

Responsible Community Training ● ● Student Union is partnering with Title Mine, LIVE, SARAH, and the RSVP Center to offer personalized student group trainings tailored to making our campus community safer and better informed about relationship and sexual violence. This initiative is AVAILABLE to any interested student group, but REQUIRED for any CAT I student group funded for a large-scale social in the Fall ‘ 19 semester BEFORE the event occurs.

Q&A

Evaluation

Next!