1. Finance Board Workshop 2015-2016

2. About the SAF  Student Activity Fee  $124.00 per student per year  Allocated by students (Finance Board) for students  Review the event presented itself and not the student group  Provide opportunity for every eligible student organization to request funding from for campus-wide events  Pooled into a fund overseen by SABO (Student Activities Business Office) Director, George Sarikas  Established in 1983 by SGA referendum

3. SAF Manual Highlights The complete manual can be found on the SGA Website.

4. Eligibility for Funding (§3)  Organization’s must be fully recognized by the Center for Student Involvement and the Student Involvement Board  Must be fully recognized by and in good standing with the Student Activities Business Office  Treasurer/E-board member must attend an SAF Workshop  Cannot have outstanding Event Spending Reports/Payment Requests

5. Event Budgeting (§4)  Monthly Breakdown:  Small: Equal to or below $5,000  Medium: Equal to or below $15,000 and more than $5,000  Large: More than $15,000  Major Event Status  Pre-approved  Occurs annually, occurred the past two years  Cost of over $50,000 in the previous FY All student groups should keep in mind that funding is limited and not all events will be able to be funded. (§10)

6. SAF Deadlines  Program Manger Deadline: Budget request must be submitted on OrgSync for Program Manager Review by this date  Extensions may permitted at the discretion of the Program Manager as long as the request is approved by the Program Manger by the Finance Board deadline  Finance Board Deadline: Budget request must be approved by Program Manager by this date  Extensions may be provided with prior approval by the Comptroller  Failure to meet Finance Board deadline may result in inability to present or receive funding  Presentation Date: The date which requests for each pool will present to the Finance Board  Failure to appear for scheduled presentation without prior notice to the Comptroller may result in ineligibility to receive funding  Deadlines for the 2016 Fiscal Year can be found on the SGA Website

7. Non-Fundable Items (§5)  Anything purchased prior to receiving funding from the Finance Board cannot be funded  Expenditures not funded:  Deposits/Security Fees  Designers/Designer Fees  Photographers/Videographers  Fundraisers – except for space fees  Services provided by Northeastern Students  Gift Cards

8. Event Requirements  Submission Deadlines will be set and publicized at the beginning of each fiscal year (July 1 – June 30)  Organization should work with Program Manager to determine logistics of event including which items funds will be requested for  A complete OrgSync Budget Request submitted by appropriate deadlines  2 comparable quotes for all items  Presentation details will be sent to the President and Treasurer listed on the Budget Request form the night before the presentation date  At least one member of the organization’s executive board must give a presentation to the Finance Board

9. Marketing (§8.6)  Funding for promotional items will be restricted as follows:  One day events : $400 (Facebook Ads: $40)  Week-long events: $600 (Facebook Ads: $80)  Month-long events: $900 (Facebook Ads ($100)  All events funded by the SAF must bear the SAF Logo on any promotional materials  All events funded by the SAF must be listed on the OrgSync Campus Calendar

10. Supplementary Requests: Equipment (§12)  Organizations may submit one equipment request per semester  Equipment: ≤ $1,500 with a 1 year life span  Capital Equipment: ≥ $1,500 with a 2 year life span  Must be stored in a CSI provided locker or an approved on-campus location

11. Supplementary Requests: Conferences/Competitions/Organization Fees (§13)  Organizations may be funded for 1 conference, competition, or organization fee per fiscal year  Conferences  Maximum of $500 in full registration fees  If the registration is greater than $250, funding will be provided for 2 registration fees up to $500 per registration fee  Competitions  Competition fees for the minimum number of participants may be funded  Organization fees  Organizations will be funded up to $750 as long as the fee is imperative to the existence of the organization

12. Other Fundable Requests  Publications (§9)  Must include a quote from the Finance Board suggested vendor  Currently: Smith Print, Inc.  If another vendor is preferred, a quote from this vendor must be provided as well  Annual Budgets (§14)  Organization must provide a service to the entire undergraduate student body  Ensure their services are available year-round  Be unable to function on an event by event basis  Demonstrates proper spending habits  Has not be sanctioned/on probation within the past year  NUPD (§8.7)  NUPD costs associated with an event will be funded out of the SAF Safety Fund  Only SAF-funded vents are eligible to receive NUPD funding  If an organization is directly responsible for an increase in officers or costs, the group will be required to cover the extra costs from their cash index  Supplies/Decorations

13. Funding Policies (§8)  Events should not exceed $45 per anticipated attendee  Costumes and Props may be funded considering that:  They are reusable  Appropriately stored  The organization maintains an inventory  Equipment Rentals may be funded considering that:  The event cannot occur without the equipment  All on-campus options have been explored  Venue equipment does not meet requirements of performer or event

14. Funding Policies (§8)  Only one food event per organization per semester will be funded  For multi-day programs with more than one event, only one of the events may be funded for food  The total cost for food, including drinks should not exceed $10 per anticipated attendee  Giveaways should not exceed $5 per anticipated attendee  T-shirts are considered giveaways and should not exceed $5 per anticipated attendee  Program hand-outs are considered giveaways and should not exceed $1 per program

15. Ticketing (§8.9)  All ticketed SAF-funded events must be funded through the University Box Office or myTickets ($3 box office fee per ticket)  The Board has the authority to set ticket pricing for any SAF funded event  Ticket revenue will be returned to the Student Activity Fee

16. Funding Decisions/Payment Requests  Funding Decisions (§10)  A request may be fully funded, partially funded, or denied  The Funding Decision memo and allocation breakdown will be provided via OrgSync within 7 business days after presentation  Payment Requests (§11)  Must be submitted within 30 days of the event  Payment requests will either be approved, approved with notes, or disapproved  Organizations may not request funding while any previous payment requests are past due

17. Reallocations (§15)  If a student group wishes to reallocate funds from one line item to another, they must submit the Reallocation Form available on OrgSync.  The Comptroller will review the request. Upon approval, the student group shall receive a notification of approval via e-mail and their OrgSync Budget Request will be updated to reflect the new line item allocations.

18. Appeals (§18) Sanctions (§17)  A Finance Board decision may be appealed if:  Established policies and procedures were not followed  Funding allocation decision was arbitrary  Severity of sanctions was unnecessarily harsh  An event being partially funded, solely does not constitute grounds for an appeal  An appeal must be written to the Student Body President within 7 days of receiving the funding decision  Sanctions may be imposed for the following reasons:  Failure to submit/disapproval of a payment request  Unauthorized spending  Inappropriate storage or inventory of equipment, costumers, and props  Falsifying Information  Implemented Sanctions  Loss of eligibility to request funding  Requirement to co-sponsor events for a specified amount of time  Return of funds spent inappropriately  Referral to Student Involvement board of the Office of Student Conduct and Conflict Resolution for review

19. Process Overview Event Planning OrgSync Budget Request Submission Program Manager Approval Finance Board Presentation Finance Board Funding Decision Memo Event Preparation Event Event Payment Request Submission Payment Request Memo Paperwork Deadline Request pools on OrgSync are locked and new requests will no longer be accepted. Submit to Program Manager Provide your PM with ample time to approve your request and make any necessary changes

20. Submitting a New Budget Request

21. 1. Access Treasury through your student group portal.

22. 2. Select Manage Budgets to begin a new request or view your previously submitted requests.

23. Drop-down menu allows you to see all requests your group has made by period.

24. 3. Begin your Budget Request.

25. Event Name Budget Pool

26. Selection of a Category will automatically open up a Form to provide more information about your request.

27. 4. Fill out Form. (Budget Request cannot be saved unless required fields are filled out.)

28. Event Form Requirements  Organization Info  Program Manager  Advisor  Budget & Cash Index Numbers  Event Info  Previous Event Info  Attest— Please read it!  Manual Exemptions

29. Requested Vendor Quoted Price Item/Preferred Vendor Change info in form. Add item Don’t click

30. 30 4. Upload Quotes in a PDF or MS Word document. Please only upload ONE document. Do not upload.zip files. Provide TWO quotes for each item requested.

31. How many quotes do I need? TWO comparable quotes for every line item requested unless written justification is provided in the Manual Exclusions portion of the form explaining why obtaining two quotes is not possible  This includes speakers and performers—you must have quotes for an alternate act prepared

32. 5. Submit Budget Request. Program Managers will be automatically notified upon submission. 6. E-mail Group Advisor a copy of request for approval. (cc: E-mail to FinanceBoard@neu.edu.) Download PDF version of request. 32

33. 7. Upload Advisor Approval e-mail. (Additional documents can be uploaded after Budget Request submission, however the request itself cannot be edited. Contact your Program Manager to edit the body of your request.) 33

34. Comment Notification If something is missing from your request, you will receive a comment notification. You should receive an e-mail saying that a comment has been made. You should be checking on your request the Monday before your presentation date to double check if a comment has been made.

35. Comment

36. 2015-2016 Finance Board  Michael Counihan  Counihan.m@husky.neu.edu Counihan.m@husky.neu.edu  Academic  Matthew Hootstein  Hootstein.ma@husky.neu.edu Hootstein.ma@husky.neu.edu  Advocacy & Global Impact  Spencer Howell  Howell.sp@husky.neu.edu Howell.sp@husky.neu.edu  Community Connection/Community Engagement  Jocelyn Duran  Duran.jo@husky.neu.edu Duran.jo@husky.neu.edu  International & Cultural  Desmond Gray  Grey.de@husky.neu.edu Grey.de@husky.neu.edu  Political Action  Karan Marwah  Marwah.k@husky.neu.edu Marwah.k@husky.neu.edu  Performing Arts/Creative & Visual Arts  Kyle Skelton  Skelton.ky@husky.neu.edu Skelton.ky@husky.neu.edu  Outdoor Adventure & Wellness

37. Contact Nicole J. Thomas, Comptroller Chair, Finance Board 332 Curry Student Center financeboard@neu.edu