Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

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Lester Walters
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1 Special Request Form - Incidental Fee Budget Transfers and Surplus Requests Use this form to request an internal budget transfer or surplus request from Student Senate. Senate meets weekly during the academic year, on Wednesday evenings at 7:00. Senate does not meet during Finals Week and has the option to meet during Week 10 and the week of Thanksgiving. Eligibility and Purpose This form is available to ASUO-Recognized Student Organizations, Department-Based Programs funded by the Department Finance Committee, and EMU-Based Programs. It has two purposes: Qualifying organizations (as defined above) may use it to request additional incidental funds beyond what their organization was allocated during the annual ASUO Budget Process. ASUO-Recognized Student Organizations may use this form to request to spend money for a different purpose than originally allocated. Requests for ASUO-Recognized Student Organization funding must be submitted by an officer of the Student Organization, as categorized in your Organization's OrgSync portal. Requests not made by officers will be denied. Deadline & Scheduling Completed forms must be received at least three business days (excluding holidays and ASUO Finance closures) in advance of any Student Senate meeting. For example, if Senate is scheduled to meet on Wednesday evening, Senate may only consider Special Requests which were submitted by the previous Friday. Advance planning is strongly encouraged. Requests should be submitted at least 2 weeks prior to the date that funds are needed. If your organization's proposed expenditure requires a contract, the request must be heard and approved before the contract(s) is/are initiated. Important scheduling information: The Senate President will alert the requester as to which Senate hearing the request will be heard. Representatives from the requesting Organization are strongly suggested to attend the hearing to present their request. The Senate President creates the Senate agenda and schedules requests. Requester should be prepared for the possibility that their request may be postponed to a hearing date which is later than the next immediate date. For requests that total an amount higher than $999: a representative from the requesting organization must meet with a Senator to discuss the request. This may occur before or after the form is completed and MUST occur before the request will be scheduled. It is the responsibility of the requesting organization to reach out to Student Senate. Each Senator holds regular office hours; consult their schedule online. Senate is not required to meet during dead week, finals week, academic breaks or the Wednesday before Thanksgiving. Tips for Completing Please complete a separate Special Request Form for each event/program/activity. Student Organizations will need a copy of your organization's current ledger from ASUO Finance prior to completing the form; this information will provide you the balances, account codes, and/or names of line items to accurately complete it. Any requests which result in surplus allocations must be spent prior to June 30, in accordance with fiscal year-end policies. Requests may be denied when: Request is for a contracted service which fails to meet contract processing timelines. Request is for an expenditure which occurs in a different fiscal year (e.g. before July 1 or after June 30). Requested activity/expenditure does not meet allowable use of Incidental Fee or is not allowable under UO policy. Request is incomplete or misrepresents organization's account data (e.g. request uses the wrong organization account number). Requester has requested Student Organization funding and is not listed as an officer for the requesting organization. Requester contacts ASUO Finance and asks that the request be denied or returned for edits. After the Form is Submitted Upon receipt, the Special Request will be reviewed by ASUO Finance and may be returned to the requester or denied if information is unclear or if the request is outside of the allowable use of the Incidental Fund. As soon as ASUO Finance confirms that the request meets administrative requirements and is an authorized expenditure of the Incidental Fund, the request will be forwarded to Student Senate for their consideration. Requester is strongly encouraged to meet with a senator to review the request prior to scheduling. For requests totaling an amount higher than $999, requester is required to meet with a senator and requester must initiate this meeting. Student Senate President, with their sole discretion, will schedule the request for a hearing and notify the requester of the hearing date. Requester and/or representatives from the requesting organization will present the request to Senate at the assigned date/time. ASUO Senate will vote to approve or deny the request. If approved, the request will be subject to approval or veto of the ASUO President. Requests meeting both Senate AND Executive approval will appear in Organization's account within one week of Executive approval. Questions: For general questions about the special request process, accessing or completing the form, or to inquire about the status of your request, please drop by ASUO Finance during business hours or contact the Controllers at asuofinance@uoregon.edu or For questions related to the Senate hearing schedule or the result of the hearing, please contact the Student Senate President at senpres@uoregon.edu. Page 1 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

2 Organization Information All information included in the Senate Special Request form is a public record. A link to the Senate meeting agenda and submitted request forms will be published on the ASUO website. Please do not include any information in this form you do not wish to be made public. Name of ASUO-Recognized Student Organization, Department-Based Program, or EMU Program sponsoring this request. [Required] For Department-Based Program funded by the Department Finance Committee: Have you met with a DFC Member to discuss this request? (Meeting required before this request may be scheduled.) - I will contact dfcchair@uoregon.edu to schedule. t a part of DFC Index Number [Required] Index provided must be your incidental fee index (ASUO-Recognized Student Organizations will follow the format OS ###I) Name of Contact Person for Your Organization [Required] This is the individual who will be contacted with questions about the request and in order to schedule the request, if it meets all requirements. For requests from ASUO- Recognized Student Organizations: the contact person must be a current officer of your Organization. Contact Person or Organization's Address [Required] Must be a UO address. Example: yourname@uoregon.edu Phone Number (optional) Request Information Type of Request [Required] There are two different types of Special Requests. From the options below, please select the type of request that most accurately describes your request. You can choose more than one. [ ] Requesting Funds from Surplus [ ] Moving Existing Money Within your Budget Please specify the amount you are requesting from Surplus. [Required] Please round to the nearest dollar. (Type '0' if not requesting any funds from Surplus.) Please specify the amount you are transferring from line items within your incidental fee budget. [Required] Please round to the nearest dollar. (Type '0' if not transferring any funds from other budget line items.) Total Amount Requested [Required] Please round up to the nearest dollar. (This should be the sum of the amount you are requesting from Surplus plus the amount you are moving within your budget.) Valid input: - Numeric - ex: 1111 Budget Request Line Item Detail This section is used to provide specifics about the budget line items for your request. Instructions: Transferring Funds FROM: Type the name of the line item exactly as it appears in your existing budget (if moving funds between line items) or 'Surplus' (if requesting funds from Surplus). Transferring Funds TO: Type the name of the line item exactly as from your existing budget (if moving funds to a budget line item that is already exists in your budget), or the name of the new line item (if creating a new program/event/line item). If requesting money for food, you MUST have a separate line item for food that is titled "Food for [name of program/event]". If you are transferring/requesting funds for more than two line items, please complete and attach the Special Request Extension" form instead. Page 2 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

3 Transferring Funds FROM: [Required] Transferring funds TO: [Required] Dollar amount transferring/requesting: [Required] Transferring Funds FROM: Transferring funds TO: Dollar amount transferring/requesting: Upload the Special Request Extension Form (if applicable) Additional Request Information What are you requesting funds for? [Required] Please select from the options below the category that most broadly represents your request. For example, you are requesting funds for an event and that request includes performers or food-choose event [ ] Event (including new events or if requesting additional funds for existing event) [ ] Conference- On Campus [ ] Conference- Off Campus [ ] Retreat-On Campus [ ] Retreat- Off Campus [ ] Publication (Magazines, Journals, etc.) [ ] Competitions [ ] Administrative Costs (ex: office/general supplies, business cards, telecom, insurance, etc.) [ ] Payroll [ ] Other (should be rarely used-requires clear explanation) As part of your request, are you asking for money for food? (Department-Based Programs do not need to specify food expenditures.) [Required] (Note: Make sure you included a transfer to a "Food for..." line item in the previous section.) As part of your request, are you asking for money for travel? [Required] What will the funds you requested be used for? Be specific and detailed. (If creating new line item(s) as part of your request, your response will be used as the line item description by ASUO Finance.) [Required] Please explain how your request aligns with: 1) Your organization's mission and goals; and 2) ASUO's mission to enhance the cultural, physical and educational development of UO Students. [Required] Page 3 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

4 Please provide a list of funds your organization has raised to support this requested expenditure. Please specify fundraising sources and amounts. [Required] Event Name of Event [Required] Date and Time of your Event [Required] Location of Event [Required] Please be as specific as possible. If you don't know the location yet, put unknown or TBD. As part of your request, will you be using these funds to bring a speaker/performer/facilitator to your event? [Required] Please note: the deadline for submitting contracts for speakers, performers or facilitators is four weeks before the event takes place. If the person requires a custom contract (usually people booked through an agent) the deadline is six weeks before the event takes place. If this request does not meet those requirements, the request will be denied. What is your expected attendance for this event? How do you plan to promote this event? Please include your organization's marketing plan. Is this event free and open to all University of Oregon students? [Required] Reminder: Student tickets to incidental fee-funded events must be discounted at least 20% from the cost of admission for UO employees & community members. -it is free to all UO students - but we are limiting the number of people who can attend due to space constraints - we will be charging admission but students will get a discounted rate Conference- On Campus What is the name of the conference? [Required] What is the link to the conference website (if there is one)? [Required] When is the conference scheduled to begin? [Required] Where on campus is the conference being held? [Required] Please be as specific as possible. If you don't know the location yet, put unknown or TBD. What is your expected attendance for this conference? Hosting organization: how do you plan to promote this conference? If not hosting: how will your organization determine which members of your organization may attend? Page 4 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

5 Conference Budget [Required] Please upload a detailed budget that contains the following information: Registration costs, travel expenses, hotel costs, food costs, misc. Conference- Off Campus Note: For attendance at a Conference off campus, ASUO-Recognized Student Organization do NOT need to request a separate amount for food. (Food is considered a travel cost: attendees may be reimbursed - within per diem limits and as per ASUO policy - for meals from a conference line item.) Name of Conference [Required] What is the link to the conference website (if there is one)? [Required] Where is the conference located? [Required] When is the conference scheduled to begin? [Required] What is the purpose of the conference? [Required] How will attendees bring information back to your organization and the student body in order to provide education and to share information gain from the conference? (Be specific.) [Required] How many members of your organization will be attending? How will attendees be selected? [Required] Conference Budget [Required] Please upload a detailed budget that contains the following information: Registration costs, travel expenses, hotel costs, food costs, misc. Conference Agenda If available, please upload the agenda for the conference. Retreat- On Campus When will the retreat occur? [Required] Where on campus will you be having your retreat? [Required] Please be as specific as possible. If you don't know the location yet, put unknown or TBD. Page 5 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

6 Retreat Agenda [Required] Please upload a copy of you retreat agenda (detailing timeline,activities and the learning outcomes that your organization plans to gain from the retreat). Upload Budget Please upload a detailed budget including: travel costs, hotel costs, registrations fees and any other misc. costs. Retreat- Off Campus When will the retreat occur? [Required] Please note: The deadline for submitting contracts for rental locations is six weeks before the event. If this request does not meet those requirements, the request will be denied. Where is the retreat being held? [Required] Please be as specific as possible. If you don't know the location yet, put unknown or TBD. Reminder: Rental house or retreat sites require a contract. Please see contract timeline above. If you will be staying at a hotel, you will need to arrange in advance to have a check created to pay the hotel. Please see ASUO Controllers for more information on the timeline for payment on hotels. Why did your organization decide to have this retreat off campus rather than on campus? [Required] How many members of your organization will be attending? Is your organization's adviser or professional staff attending? [Required] Upload Budget Please upload a detailed budget including: travel costs, hotel costs, registrations fees and any other misc. costs. Retreat Agenda [Required] Please upload a copy of you retreat agenda and the learning outcomes your organization plans to gain from the retreat. Publication (Magazines, Journals, etc.) Please describe how this publication will be used/distributed and approximate number of users/readers reached: [Required] Are you aware that your organization is required to include the ASUO Logo in your publication? [Required] Per the Green Tape Notebook: "All funds allotted and approved out of ASUO Surplus for printed material of any kind shall bear the ASUO logotype." Does your organization plan to sell copies of this publication? [Required] -All readers/users must pay -Only to non-uo community (free for UO students & staff) -Free for everyone [ ] Don't Know What printing service will your organization use to print your publication? [Required] If you are using an outside printer you will need to get a Printing Waiver before you write a PO or place the order with the vendor. To obtain a printing waiver, please contact UO Printing & Mailing Services. Page 6 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

7 [ ] UO Printing [ ] Campus Copy [ ] Outside Printer Upload Information Upload any relevant information that might support this request such as estimates, designs, approved printing waivers, etc. Competitions Name of competition [Required] What is the link to the competition website (if there is one)? [Required] Where is the competition located? [Required] When is the competition scheduled to begin? [Required] What organizations/clubs/teams will be participating in the competition? [Required] Competition Budget [Required] Please upload a detailed budget including: travel costs, hotel costs, registrations fees and any other misc. costs. Administrative Costs Upload Information Upload any relevant information (price quotes, etc.) in support of your organization's request. Payroll Select the type of position(s) your organization is requesting funds for (check all that apply): [Required] [ ] Professional Staff-Unclassified [ ] Professional Staff-Classified [ ] GTF [ ] Student Staff Is this position new? [Required] A position is NOT considered new if the position is already funded through your incidental fee budget for the current fiscal year. Valid input: - Select only one choice. t sure Will the position/increased payroll funding also be needed in future fiscal years? [Required] For example, if you are requesting payroll funds to increase your staff size from 8 to 9 people and will need a staff of 9 people next fiscal year, please respond 'yes'. Valid input: - Select only one choice. t sure Payroll Budget Projection [Required] Please upload an updated payroll budget projection with a breakdown showing: position title(s) x # of position holders x pay rate x # of hours budgeted. Page 7 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

8 Position Descriptions [Required] Please upload the position description(s) for this position. Other Some requests are more unique than others. Please use this section to provide an overview of any request that does not fall under a previous category. Include information which supports your organization's unique request. Please be specific, and include attendance/location/dates/budgets as well as other supporting documents. Upload Information Please use this section to upload any additional information that is relevant to your request (such as estimates, brochures, artwork, etc.). Food How much of your total request will be used for food? [Required] Who will be providing your food? [Required] If you are using an outside vendor for catering you will need to get a Catering Waiver (see link below), provide a certificate of liability for the catering company and a catering license. In addition, some catering agreements are required to go through UO Contracting so allow enough time for that process. [ ] UO Catering [ ] Outside Vendor Click here for the Catering Waiver form. Please upload any catering estimates you have. Travel Please Note: Only UO certified drivers may drive a vehicle (Motorpool, rental or personal) on UO business; to obtain a UO driver certification card click here. Passenger van drivers must also have completed van training and have appropriate van certification. If driving a personal vehicle, the driver must also complete the Request to Use Personal Vehicle for UO Business form before the trip and submit to the ASUO Programs Advisor, Julie Scroggins, for approval before the trip. For all trips: A trip itinerary must be filled out and submitted to UOPD. The Student Organization, not just the individual driving, is responsible for all accidents, deductibles and insurance claims filed through the University of Oregon. Name of Event [Required] What type of transportation will you be using? [Required] [ ] Motorpool- Car [ ] Motorpool-Van [ ] Charter Bus Service [ ] Rental Car [ ] Private Vehicle [ ] Other Estimate Please upload any estimates for the transportation costs/ rental. Charter Bus Service Please Note: Charter bus services require a transportation agreement. This is done through the contract process. You will need to provide a copy of the estimate and transportation agreement from the service provider you will be using. Transportation agreements take at least 6 weeks to process. Please plan ahead accordingly. Page 8 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

9 Who will be providing your Charter Bus transportation? [Required] Please upload Estimate Page 9 of Special Request Form - Incidental Fee Budget Transfers and Surplus Requests

MSOE STUDENT TRAVEL POLICY Revised 12 January 2016

MSOE STUDENT TRAVEL POLICY Revised 12 January 2016 PURPOSE In order to protect the safety and well being of the institution and its members, in an effort to align with the university s overall mission,