Student Organization Activity Fund Training PART ONE: General Guidelines & Submitting a Budget. Last Updated: July 24, 2018

Transcription

1 Student Organization Activity Fund Training PART ONE: General Guidelines & Submitting a Budget Last Updated: July 24, 2018

2 GENERAL GUIDELINES

3 WHO IS ELIGIBLE? WHO IS NOT ELIGIBLE? Who is eligible? University of Southern Indiana recognized and/or registered student organizations, who are in good standing as deemed by Student Development Programs. A student representative (the student organization s treasurer and/or the primary person spending the funds) MUST COMPLETE Student Organization Activity Fund training. Training is not completed until student is notified by Student Development Programs that the training was completed. Who is NOT eligible? Honorary organizations that are not USI recognized and/or registered student organizations. USI student organizations who receive annual university funds from the student activity fee, including but not limited to, Student Government Association, Student Housing Association, Activities Programming Board, the Shield, the SPIN radio, Graduate Student Network and USI club sports.

4 GENERAL GUIDELINES Student Organizations would be eligible for up to $1,000 per organization per adjusted academic/fiscal year Funding is available August 1, May 15, 2019 Spending must be completed by May 15, 2019 Funding requested must follow all university policies and federal, state, & local laws Student Organizations are encouraged to have an on campus agency fund

5 WHAT CAN YOU SPEND IT ON? Physical Plant Setup costs Sodexo Catering IT Charges for Events Public Safety & Security Charges Speakers/DJs/Contracted Performers Copy Services Requests (On Campus Only) Film Licensing Promotional Items (up to $500) Advertising in the Shield Office Supplies from BuyUSI (up to $500)

6 WHAT YOU CANNOT SPEND THE FUNDING ON? Transit, Lodging, Registration Fees, and any other travel-related expenses Purchase of alcohol or tobacco products and/or events where alcohol is served T-Shirts and apparel Ceremonial Items, Gifts, & Awards Internal & External fundraising, scholarships, or direct donations to outside organizations Internal/Membership Only Events Electronics (exemptions may be made on a case by case basis) Events that are not held at the University Events that sell food or tickets Anything that does not align with the mission and values of USI

7 SUBMITTING A BUDGET

8 BUDGET GUIDELINES A Budget can only be submitted by student who has completed training Only 1 budget is submitted per academic year A student organization cannot begin to spend money until the budget is marked approved Try to get estimates of costs or at least try to estimate If you decide to spend your money differently later, you DO NOT need to submit another budget. Just explain the changes in the Payment Request.

9 SUBMITTING A BUDGET SCREEN SHOTS Log into MyUSI and Click the EagleSync Icon

10 SUBMITTING A BUDGET SCREEN SHOTS Find the organization you are submitting the budget for through the My Memberships tab

11 SUBMITTING A BUDGET SCREEN SHOTS Under the More tab, Click on Treasury

12 SUBMITTING A BUDGET SCREEN SHOTS Click on Manage Budgets

13 SUBMITTING A BUDGET SCREEN SHOTS Make sure the correct term is selected and then Click New Budget

14 SUBMITTING A BUDGET SCREEN SHOTS Budget title & Item title are the name of your organization Select the only option in Category

15 SUBMITTING A BUDGET SCREEN SHOTS Once you complete the steps on the previous slide, this box will show up and ask you to fill out a form. Click on the Fill out attached form box and this will appear. YOU MUST FILL THIS OUT.

16 SUBMITTING A BUDGET SCREEN SHOTS Select the appropriate line item for each selection Add a Description To Delete a line item, click the X on the right. Add dollar amount (actual or estimated) You can only request a maximum of $1,000

17 SUBMITTING A BUDGET SCREEN SHOTS Click Submit when you re ready to submit the budget for approval

18 HOW TO KNOW YOUR BUDGET IS APPROVED

19 CHECKING ON BUDGET APPROVAL Click on the Blue Hyperlink for more details You will see this when your budget is approved.

20 CHECKING ON BUDGET APPROVAL Click on the Blue Hyperlink for more details Notice your requested and approved amounts

21 CHECKING ON BUDGET APPROVAL To get use of the funds, click Request Payment. Check out part 2 for more information on requesting payment.