Fall 2018 Fiscal Training and Budget Process

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Owen McKenzie
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1 Fall 2018 Fiscal Training and Bdget Process

2 A Little Abot Me Ambrose Gonzalez Senior in WSM Finance Major Aspiring Financial Analyst From Bronx, NY I like to play/watch basketball Favorite team is the Knicks

3 Who are YOU? Introdctions Name Major Year Organization yo are representing

4 Types of Reqests Expenditre Reqest Form To se money from miscellaneos accont Contingency Reqest Form To se if flights and vene locations increase Special Programming Form Copy Reqest Form Digital Kiosk Reqest Form Fall to Spring Rollover Reqest Form Only applicable to reqest rollover of Miscellaneos fnds All forms are available via Orgsync!

5 Important to know Finance Board fnds by the event Finance Board only approves p to 8 similar events per semester. Fnds that were designated for one event can not be sed for another withot permission of Comptroller. If yo do not plan to pt on the same event that yo proposed, the Finance Board reserves the right to retract any and all designated fnds

6 Updates Regarding Flyers Accommodations Clase Mst be on all flyers in order to be approved moving forward If yo reqire any accommodations, please contact [yor contact ] by [date appx. a week before yor event] Flyers withot this clase will be denied

7 Why Yo Want To Sbmit a Bdget To finance initiatives, events, and objectives yo want yor organization to achieve Becase every year stdents pay a Stdent Activity Fee for sch events and initiatives to happen To help organizations reach their own individal goals or chapter reqirements To foster commnity among Syracse University stdents

8 Special Programming OPEN NOW! Special Programming is for programming/events that will occr this semester (crrent semester) How does it work? First-come, first-serve Yo may apply today for new events in which yo have not previosly sbmitted a bdget Voted on a weekly basis (every Friday) ntil depletion Sbmit by Friday at 12:00pm any week

9 Fall 2018 Bdgets Organization plans ot events for Fall 2018 What do yo need to do? Retrieve all necessary confirmations/invoices Sbmit semester bdget via OrgSync Attend mandatory bdget hearing

10 How to sbmit a bdget Via Orgsync Enter Orgsync credentials Same as myslice Click My memeberships and select yor respective organization for the bdget sbmission

11 Once on yor respective Orgsync Page, click More tab and yo ll see a drop down men Then, click treasry where a;; financial operations of the organization can be fond

12 After clicking Treasry click Manage Bdgets where all bdgets sbmissions can be fond

13 Yo will be prompted to the bdget sbmission screen Please select the appropriate bdget period for sbmission Since this is for the Fall 2018 semester bdget allocation, please select the appropriate bdget for yor organization i.e. Fall 2018 semester Allocation EVENTs, Fall 2018 Semester allocation PUBLICATIONS, etc. Bdgets filed nder the wrong category will be atomatically denied

14 When the appropriate bdget period is selected, please begin the bdget sbmission by selecting New Bdget PLEASE NOTE: Yo mst make a new bdget for every event. If different events are complied nder one bdget, it will be atomatically denied.

15 Bdget Hearings Stdent organizations MUST attend bdget hearings Bdget AUTOMATICALLY DENIED if yo miss the hearing. The chance to give frther details of yor bdget Pblications mst bring a copy of a recent isse May be asked inventory amont, pblication rotation, etc., so know these nmbers or bring a record of this Answer Finance Board s qestions

16 Ways to help yor bdget Meet with the Comptroller or Finance Board Representatives dring Office hors Doble check prices and make sre to show Proof of Cost Keep cost per stdent in mind $45 per stdent is maximm for events Keep in mind the bdget is for ALL RSOs The appeals process is another opportnity to realize yor bdget

17 Common Mistakes Missing proof of cost Failre to provide talent/space confirmation Cost per stdent above $45.00 Assming the finance board knows what yo mean No SCPS vene confirmation Unmatching dates

18 Restrictions No food (nless reqested by honorarim) No clothing No decorations No printing/ads (other than kiosk) No prizes/trophies No stdent travel No stdent lodging No stdent DJ/Artist

19 Spplies Policy SA does not fnd for spplies The Finance Board will fnd for spplies if they are essential to yor grop s PURPOSE. Theater orgs can get props, Formla S.A.E gets car parts, etc. Spplies mst be essential for the organization to operate

20 Important Information & Rates Sheraton Hotel Room Rates Single: $150 Doble: $160 Shttle bses from airport to Sheraton Hotel are FREE Kiosks: $89.30 (may reqest for p to two per event) Box Office Tickets: $40 (online form) Conference Fnding is limited to 8 stdents if registration fee is less than $250 4 stdents if greater than or eqal to $250 Pblication At least 3 different qotes one of the qotes MUST match to what yo received last semester Ranking Latest copy of yor pblication (nless yo re new) Programming Co-sponsorships details of roles and responsibilities of each organization SCPS Proof of Cost mst be provided

21 Appeals Make the recommended changes from the Finance Board ONLY for organizations that were not fnded Less money allocated dring this period No bdget hearing or Q/A with Finance Board

22 Don t Forget To Keep in Mind T4CD Tier System Cost per Stdent Confirmation of Vene Confirmation of Talent/Artist Confirmation of Travel Donation Policy

23 Tier system Tier 1 Up to $10,000 little to no programming capital Tier 2 Up to $20,000 a few sccessfl programs, bt do not have extensive experience Tier 3 Up to $40,000 several sccessfl programs at the preceding levels Tier 4 Above $40,000 clearly proved themselves capable of programming by ptting on mltiple sccessfl programs at each of the previos levels

24 Cost per Stdent $45 per stdent Sample calclation: Event cost: $10, Expected SU stdents: 100 stdents Total cost per stdent: $10, / 100 stdents $ per stdent

25 Cost per Stdent $46 > $45 Bdget will not be approved!

26 Confirmation of Vene If yo mst pay for the space, yo mst get an estimate from SCPS with the date of the estimate matching the date of the event. If it is a free-of-charge space (academic room), yo mst STILL get confirmation that yo have reserved the room for the day of yor event. Scps.syr.ed

27 Confirmation of Talent/Artist For any fnds reqested to bring any person or act or talent to camps, there mst be a legitimate invoice, , or contract with the following information: Person mst confirm availability on the date of the event Person mst confirm the cost of their services Person mst confirm whether or not this cost incldes travel, meals or lodging, or if they need this in addition

28 Confirmation of Travel Plane ticket cost from Orbitz, Expedia, Travelocity, etc. Bs ticket cost from Greyhond, Wade, etc. Train ticket cost from Amtrack, etc. National rate for gas mileage reimbrsement, with a map showing the distance traveled by artist to be reimbrsed

29 Donation Policy Intentions to donate proceeds mst be sbmitted with the bdget. Items stated on the bdget mst inclde: 1. Yes/No to Donating Proceeds 2. Percentage of Proceeds to Donate 3. Charitable Organization(s) Donating To

30 Co-crriclar The co-crriclar fee fnd was developed with the Division of Stdent Affairs to provide financial resorces for stdent-generated initiatives that promote and enhance the ot-of-classroom experience for Undergradate Stdents. Co-crriclar fnds for things SA does not (Food, transportation, awards, etc.) Upcoming deadlines (Work in Progress) Early October Arond Mid-November (for early spring, 2019 events)

31 Copy Reqest Forms Copy reqest forms, again, are only sbmitted throgh OrgSync! To Sbmit Yor Reqest Log into yor OrgSync accont Click on yor name in the right hand corner Click on Activity in the drop down men Click on Copy Reqest Form within the window

32 Evalation Form

33 Qestions? Please feel free to contact me with any qestions or concerns yo may have

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