Appropriations Cheat Sheet

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Geoffrey Johnson
5 years ago
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1 Appropriations Cheat Sheet One week before a funding round, you will get a reminder for the VPO to fill out a budget form. Look at the SAF Guidelines to find what can and cannot be funded. If you have questions the VPO, MacKenzie Hodgson (meh5sc) or cio-appropriations@virginia.edu. Additionally, you can visit the VPO s office in the PAC (1 st floor of Newcomb) Additional things to add to your budgets o Include invoices or links to the websites that show how much each item will cost o If traveling attach a screen shot of google maps that shows how many miles you will be traveling You can apply for either Rolling rounds OR Semi-Annual rounds, not both. Once you have submitted a budget for one or the other, you are decided. Remember, the amount of funding you are Approved for is decided by how much or your budget is allowable by the SAF guidelines. How much you are Allocated is how much you can actually spend. This number is determined by your approved amount, the total approved amount for all groups applying, and the total amount of money we have to spend. It is an objective process. How to create a funding request 1. Sign in to atuva.com 2. Go to the Organizations tab 3. Search for your Organization in the search bar 4. Go to your Organization s home page

2 6.) Click on your organization. Find the finance tab. If not there, check who the primary contact is. Primary Contact can grant Treasurer access to Finances. 7.) Select Create Funding Request

3 8.) Fill out information: - Subject: Follow format Club Name Round - Requested Amount: Total Requested - Description: Anything you want - Account: Select CIO:Appropriations - Category: Select round you are requesting for (Semi-annual or Rolling Round X) 9.) Check the additional Information boxes, Attach Budget Form, DO NOT UPLOAD TO SECOND LINK

4 10.) All budgets must be submitted by noon the day of hearings. The following is the Appropriations Calendar for Spring January 20th: Semi-annual round - January 27th: Rolling Round 1 - February 17th: Rolling Round 2 - March 16th: Rolling Round 3 - April 6th: Rolling Round 4 11.) The VPO will send an two days before each hearing containing a google doc to sign up for hearing times. Hearings are held in the PAC in Newcomb from 6pm- 8pm. NORTH GROUNDS CIOS: Sign up for a hearing time on the second page of the google doc, you do not have to come to Newcomb a member of the appropriations committee will call you at your sign up time. - At your hearing be prepared to discuss your CIO and the items on your budget 12.) Allocations will be announced within 1 week of your hearing. You will be ed on atuva with your appropriated amount

Cheat Sheet: Using Your Allocated Funds 1.) Within one week of your hearing you will get an email with how much you were allocated.

) In the right hand column you will be able to see how much was approved for each item. *Please note: your total allocated amount will usually be less than the total approved amount.

5 Cheat Sheet: Using Your Allocated Funds 1.) Within one week of your hearing you will get an with how much you were allocated. On your atuva finance page you should be able to see your budget submission and below your submission is your approved Student Council budget form. 2.) In the right hand column you will be able to see how much was approved for each item. *Please note: your total allocated amount will usually be less than the total approved amount. There is only so much money to be allocated during each round and everyone s approved amounts are cut so we are within budget. A formula is used to be fair and groups with high approved amounts are cut by a larger percentage. If your allocated amount is less than your approved you can pick which approved items you would like to purchase, but you cannot spend more than the approved amount on those items. 3.) The allocated amount is given through reimbursements from Business Services. You MUST! keep your original receipts. 4.) After purchasing an item go to atuva. Follow steps 4-6 on the Applying for Funds Cheat Sheet.

6 5.) Select Create Purchase Request 6.) The form will ask you about the item you purchased, how much you would like to get reimbursed for, and who and where to send the check to. 7.) Submit the form and PRINT IT OUT! 8.) The treasurer must sign the bottom of the printed purchase request and staple the original receipt 9.) The treasurer must take the purchase request to Business Services (4 th Floor Newcomb) (North Grounds CIOs can turn in their purchase requests to the VPO during his/her North Grounds office hour) 10.) Business Services will mail you your check as soon as it is processed

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