1. 1 WELCOME Clubs and Organizations! Please Sign in at the front

2. 2 Bucknell Student Government Treasurers’ Workshop Spring 2015 Tuesday, February 10th Rooke 116

3. 3 Tonight’s Agenda Introductions Budgeting Timeline Review of budget forms What needs to be turned in Overview of Additional Appropriations Appropriations Forms Overview of check signing process – Ginnie Moore Contracting and Scheduling – Kari Conrad Questions, Comments, Concerns

4. 4 Notables Dean Kari Conrad, Associate Dean of Students Michael Duignan, CAP Center Director Ginnie Moore, Office Coordinator Alex Rosen, President Gregory Chassapis, VP of Finance Katie Chambers, VP of Operations Taylor McCready, VP of Administration Jenn Rich, Erin Reph, BSG Accounts Managers

5. 5 Budgeting Timeline Important Dates February 10th, Treasurers’ Workshop (another date TBD) March 16th, Budgets and additional forms are due by 5:00pm both in electronic form to the BSG- Forms on the IN network and in hard-copy form to the CAP Center March 17th to April 7th, The Finance Committee will review budgets April 14th, Release Budgets April 17th, Appeals due in CAP Center by noon April 20 th thru 23rd, Appeals meetings at FC hearings

6. 6 Budgeting Timelines BSG VP of Finance Office Hours Monday: 5-6 Wednesday: 5-6 Friday: 5-6 By appointment If you have any questions feel free to email me (bsg.vpfinance@bucknell.edu)

7. 7 Where to get the 15-16 Budget Form… Netspace – Organizations – BSG- Finance – Public – Budgeting and Appropriations Forms – 15-16 Budget Form.xls On the IN Network-BSG-Forms

8. 8 What has to be turned in? The following items need to be turned in by March 16 th by 5PM ANY late budgets will be reduced by 25% All info to bsg.finance@bucknell.edu In the bsg-Forms tab 15-16 Budget form EXCEL file Supplemental Information in WORD File

9. 9 2015-2016 Budget Form

10. Allocation Categories 10

11. Categories Funding Limits 11

12. 12 Supporting Information For a speaker or performer:  Name, date of speech, mode of transportation to Lewisburg, cost of transportation, hotel name and cost (if necessary), honorarium cost, etc.  Check Events Management Office to see if Ward House is available at no cost  For help in securing speaker/performer seek advice from CAP Center  Address all four criteria (reputability, finance, community, and ethical standards). Reference Pages 19-20 in BSG Appropriations Committee By-Laws and Guidelines for more details. For an off-campus dinner: Name of restaurant, price of food (be as specific as possible), how many will attend, etc. An itemized receipt is necessary for reimbursement of all off-campus dinners and number of people who attended. For Membership Dinners, the group is only allowed $20 for every member in attendance

13. 13 Supporting Information For an on-campus dinner: Date, location, dining services agreements, insurance waivers (if necessary), expected number of attendees, etc. Basic Rule of Thumb: Include as much information as possible!

14. 14 Budgeting Timeline March 16 th – April 7 th Appropriations Committee will review all budgets and appropriate the proper amount of money. During the budgeting process there will be no normal appropriations committee meetings So… if you are planning an event that is not in your budget before March 17th, make sure you attend the March 3rd Appropriations meetings. AT THE LATEST BUDGETS WILL BE OUT BY APRIL 14 TH

15. 15 Appeals BY April 17th, 2014 Need to fill out Form E and email bsg.vpfinance@bucknell.edu Appeals for FALL budgets are due into BSG by April 17th at noon [CAP Center] April 20th, and April 23rd, Appropriations Committee Appeal Meetings All organizations appealing will be able to sign up for the last two appropriations meetings (DATES) Appeals for the Spring Semester will occur in the first month of the Fall Semester

16. 16 Form P-Appeals Form P Things that need to be completed (1) Electronic Version of Form P sent to bsg.vpfinance@bucknell.edu (1) Copies of Form P (1) Copies of supplemental information of appealed items (1) Typed page of why the items are being appealed

17. 17 Additional Appropriations Process The INITIAL BUDGET Process is where most of the money should be appropriated The ADDITIONAL APPROPRIATIONS PROCESS is for unforeseen expenses, emergencies, or new project ideas Funding will NOT be given for, any reason, if the organization comes AFTER the event/expenses have occurred

18. 18 Additional Appropriations In the event that your club needs additional appropriations, your club, organization, or group must do the following things: Sign up by emailing bsg.vpfinance@bucknell.edu by noon on the Monday before the meeting and attach Form A and all supplemental informationbsg.vpfinance@bucknell.edu Fill out Form A Complete Supplemental Information Whenever Requesting Additional Appropriations the following information MUST be provided by noon of the Monday before the Hearing (1) Electronic Version of Form A and Supplemental Information to bsg.vpfinance@bucknell.edu (1) Copy of Form A (1) Copy of Necessary Supplemental Information (Ex. MapQuest direction, conference pamphlet, dining service invoices, itemized list of goods, online print out…) Include as much information as possible INFORMATION MUST BE SUBMITTED VIA THE IN NETWORK BY MONDAY AT NOON PRECEEDING THAT WEEK’S FC MEETING

19. 19 Form C- Re-appropriation Process Use when you want to spend the money you were budgeted on something else If the amount is under $100 then the BSG VP of Finance has the authority to re-appropriate the money No need to appear before the Appropriations Committee If the amount is over $100, then the following things must be completed Fill out Form CForm C Email Form C and supplemental information to bgr008@bucknell.edu by noon on the Monday before the meetingbgr008@bucknell.edu The following information must be in the CAP Center by the noon on the Monday before the Hearing (1) Electronic Version of Form C and Supplement to bgr008@bucknell.edu (1) Copy of Form C (1) Copy of Supplemental Information

20. Signature Event Form Meant for large established events At least one org. must be SAF funded Must be open to the entire student body Please submit as a Word document Must be submitted one month in advance of event 20

21. Co-Sponsorship Form 21

22. What is it? The Co-Sponsorship program encourages student organization collaboration This program would allow a student group without official recognition to partner with a recognized student organization to create, promote, and implement campus- wide events. i.e. Greek organizations with non-Greek organizations Individual chapters are included 22

23. 23 Fund Raising Events If your club, group, or organization wants to do a fundraiser, but they don’t have enough funds BSG may provide a non-interest bearing loan (Form L) to purchase (t-shirts, CDs, etc) A Break-Even Analysis and supplemental information regarding your fundraiser will be pertinent to provide to the Appropriations Committee Loans MUST be paid off as soon as possible

24. 24 Check Signing Process BSG holds the right to deduct an item that has already been paid for AND is not in the club’s budget out of the organization’s dual account. If the group does not have a dual account then BSG will not sign the check

25. 25 What BSG will not fund Alcohol (BSG account or dual account)—Exception granted to large University - sponsored events (i.e. Chrysalis) Airfare, train fare, and bus transportation. Donations (direct or indirect) Prizes and Trophies Individual Membership Fees Food for Regular Meetings Service outreach programs for NON-service groups Anything international Anything for Graduate Students Exception: LOL Funds may be used for anything minus alcohol, international expenses and graduate students

26. Limits to Re-appropriations BSG will not allow organizations to re-appropriate across categories For example: if you have extra in Transportation, you cannot move it to Entertainment Money can only be used in the category requested If additional money is needed, then sign up for an appropriations hearing 26

27. 27 Important Reminders and Updates Organizations including graduate students, faculty members, or any undergraduate student receiving credit will NOT be funded Dining Services request form required along with estimate from dining services before BSG will approve Look at Budgets on BSG-finance public space for “NMI” (Need More Information) or “D” (Denied) items Must come to Appropriations two weeks BEFORE event

28. 28 Questions, Comments, Concerns? Feel free to e-mail me at any time with questions Bsg.vpfinance@bucknell.edu

29. 29 Dean Conrad: Contracting and Scheduling Ginnie Moore: Check Signing

30. 30 THANK YOU FOR COMING!