1. Kenneth Sng – Vice President of Finance Hunter Malasky – Speaker of the Treasury Vikram Biswas – Budget Committee Chair Presidents & Treasurers Training Fall 2015

2. Budget Allocation Process Treasurer’s Training Submit Budget on SU Finance website Budget Interview Budget Allocation Treasury Approves Allocation Groups receive Allocation Group decides to Appeal Submit Appeal on SU Finance website TodayMonday, Oct. 5 th, 11:59 pm Oct. 6 th – 16 th November 4 th No deadline Oct. 19 th – 30 th

3. BUDGET SUBMISSION

4. Step 1: Go to sufinance.wustl.edusufinance.wustl.edu Step 2: Click on the group you want to create a budget for Budget Submission

5. Budget Submission, Contd. Step 3: Once you do, your main screen will look like this. Begin to add the events you want to program, in order of importance.

6. Budget Submission, Contd. Step 4: Enter Information and Click Save

7. Q1. Do I have to have the exact dates? A1: No, but you have put a realistic approximate date! Q2. What’s the difference between WU Students and Guests? A2: WU Students refers to the expected number of Wash U undergraduates. Guests refers to the expected number of non-Wash U undergraduates Budget Submission FAQs

8. Budget Committee has different rules for different types of events! Do not choose the wrong Event Type! (When in doubt, check with me or your BAT leader) Different Types of Events

9. Fundraising Events will not be funded by Budget Committee! VP Finance will provide groups with loans to hold Fundraising events! Budget Committee will fund Revenue events. Fundraising Events

10. Step 5: Enter Individual Expenses Budget Submission, Contd.

11. Please be as specific as possible when filling out your budgets (More information in “How to Write a Budget” Guide) Budgeting Tips

12. Here is an example of a bad budget Budgeting Tips, Contd.

13. Here is an example of a good budget Budgeting Tips, Contd.

14. Step 6: Click “Review This Budget” Budget Submission, Contd.

15. Step 7: Click “Submit This Budget” Budget Submission, Contd.

16. Category I groups will need to attend a face-to-face interview. Category II groups will receive an email interview from your BAT leader. Be prepared and give as much information as possible! Your BAT leaders will need the information to help you get more funding! Interviews will take place October 6 th – 16 th BAT leaders are here as your advocate! *BAT stands for Budget Allocation Team Budget Interviews

17. BAT leaders will present the budgets from each BAT to the rest of Budget Committee. Budget Committee will go into discussion and ask BAT leaders any questions regarding the budget! (That’s why they need the answers from you!) Budget Committee then vote to approve an allocation amount. The process repeats for the next student group. Budget Allocation Process

18. After allocation has been done for all student groups, VP Finance will look at the total approved amount and the amount of funds available. Thereafter, he will decide on a funding percentage if BC overallocates. For example: Budget Committee approves $1,000,000, but SU Treasury only has $900,000. VP Finance will apply a 90% funding percentage across all student groups. But if BC does not approve more than their funds, the funding percentage will be 100%. Budget Allocation

19. Note: Only Category I groups are subjected to funding percentage. Category II will always receive 100% of what is approved! Note: If you indicate that a particular expense item is an equipment, it will also not be subjected to funding percentage. Budget Allocation

20. After VP Finance decides on the funding percentage, Budget Committee Chair will go before Student Union Treasury and present the final allocation to the representatives. Treasury will then vote to approve the Budget Committee Chair’s final allocation. Treasury Approves Budget

21. Budget Committee Chair will then send out an email to all Treasurers and Presidents informing them that allocation results are out! Group Receives Allocation

22. Sept. 20th: Introduction Email from BAT Leaders Oct. 5th, 11:59 pm:Budget Submission Deadline Oct. 6th – 16 th :Budget Interviews conducted by BAT Leaders Nov. 3 rd :Treasury approves Budget Allocation Important Dates

23. Q1. What’s the best advice you can give for improving your budget? Be as specific as possible when describing your line items. This includes describing the items in detail and relating the description to how it benefits/relates to your group Q2. What do I do if my group wasn’t allocated an item? Appeal directly to VP Finance is $1000 Frequently Asked Questions (FAQs)

24. Q3. Who should I contact if I need help filling out my budget? You can contact anyone on Treasury! Especially your BAT leader, BC Chair Vikram Biswas (budget@su.wustl.edu), or Speaker of the Treasury, Hunter Malasky (treasury@su.wustl.edu) Frequently Asked Questions (FAQs)

25. Budget Submission process is identical Once a year in Spring semester Budgets reviewed by Student Union Vice President of Finance Block Funding budget voted on by student body SU Entities budget voted on by Treasury Block Funding & SU Entities?

26. Appeals Process

27. Please disregard the dates! How to Submit an Appeal

28. Click How to Submit an Appeal, Contd.

30. Fill out the information as best you can. How to Submit an Appeal, Contd.

31. Click How to Submit an Appeal, Contd.

32. Before you submit, make sure you check to see that everything looks correct! How to Submit an Appeal, Contd.

33. If the appeal is less than $1,000, it goes straight to SU VP Finance If the appeal is more than $1,000, it goes before SU Treasury: –Appeals are seen every Tuesday, 9:30pm, Simon 113 –Submit appeal at least three weeks in advance –You can change the appeal after submitting it –You will receive an email from the Speaker of the Treasury confirming receipt and setting your presentation date Procedure

34. CAT I Groups: No Restrictions CAT II Groups: Speaker, Conference, or Equipment only –Can also appeal to VP Finance for items <$1,000 CAT III Groups: Not Eligible for appeals Block Funding: Not Eligible for appeals Eligibility

35. 5 minutes presentation before Treasury Q&A Session followed by Discussion Treasury representatives will vote to fund appeal at a certain amount Follows Robert’s Rules of Order Appeal Logistics

36. Include information relevant to your event: –Date and location –Itemized costs of the event –Total amount requested –How you plan on marketing or advertising –Impact on your student group and student body Presentation Tips

37. If your group has been funded by Treasury for similar past events, include: –How much were they funded for –Any additional expense items –Attendance for the event Presentation Tips, Contd.

38. Process is almost identical Appeals >$1,000: Executive Council Appeals <$1,000: VP Finance SU Entities?

39. Important Contacts –Kenneth Sng, Vice President of Finance: finance@su.wustl.edufinance@su.wustl.edu Talk to him about General Budget, Advocacy Fund, SU Entities Appeals, Block Funding, Sports Clubs budgets, Appeals under $1,000, and SU financial policies –Hunter Malasky, Speaker of the Treasury: treasury@su.wustl.edutreasury@su.wustl.edu Talk to him about Treasury appeals and Speaker Series Appeals –Vikram Biswas, Budget Committee Chair: budget@su.wustl.edubudget@su.wustl.edu Talk to him about CAT I, II, and III student group budget –Danyao Xu, Student Group Activities Chair: sgac@su.wustl.edusgac@su.wustl.edu Talk to her about Activities Fair, your new group’s application and changing categories Any Questions?

40. Thank You!

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