1 Presented by: Sheadrick Stevenson September 20, 2013

Agenda Welcome How to Complete Your Budget Request Form What the Committee is Looking For Student Activity Fee Guidelines and Overview Rules to Spending Spending Funds Monthly Expenditure Review Deposits Social Media Web Pages Questions 2

Student Activity Fee Committee Annette Cash, Chair, Faculty Walter W Walthall, Faculty Amira Pippins, Student Andrea Ferguson, Student Bao Chua Ly, Student Brittany Frazier, Student Fulterius King, Student Malika Kelly, Student Margracious Brown, Student Megan Moore, Student Neil Gillette, Student Scott Leavitt, Student Travon Hayes, Student Yennhi Hoang Luu, Student 3

Completing Budget Request Form 4 Filling Out The Budget Request Form  Your request should be treated as a business proposal. Neatness and clarity is very important.

What the committee is looking for Complete application Professional Presentation Spending Growth Active members Activities Additional revenue Collaboration 5

6 Please remember the advisor’s information and signature is required before submission. The advisor is our contact person for any questions.

7 The mission statement is a very important statement. It should capture in a few sentences your organization’s goals and objectives. Give an overview of the growth of your organization Please attach sign in sheets and flyers that will support your accomplishments

8 An Actuals Drilldown Report can be provided by the Business Manager of your department. Organization’s are encouraged to raise funds from other resources to cover expenditures that may exceeds the amount awarded.

9 Due to limited resources the Committee awarded funds for registration fees associated with travel expenses. This does not in any way prohibit organizations from using their funds for travel. We encourage organizations to raise revenue to cover lodging and transportation. So the committee can make a sound decision, please provide detail information on your travel expenses. Next year we will add a worksheet to support the total expenses and estimated revenue. Your total expenses and estimated revenue should balance.

10 Please Activity Fee Guidelines and Overview under forms and procedures.

Rules to Spending Funds No alcoholic beverages can be purchased. Purchase of food for meetings can not exceed 10% of the organizations account balance. Example: GSU SAF Award $1000 Organization contribution $2000 Total for Org. Account $3000 Total amount allowed for food is $300 for meetings only. (Reference page Student Activity Fee Overview pg.3 #7) 11

Spending Funds Contact your Business Manager for assistance with: Purchase Order Requisitions Payment Request Forms Reimbursements 1. Please attach all original receipts. 2. For meeting expenses please attach: a) Attendance sign in sheet. b) Flyers of the event or agenda. 12

Monthly Expenditure Review Please review your organization’s monthly expenditures at the end of each month. By reviewing your monthly expenditures you can immediately identify any errors that may have occurred. Please see your Business Manager for a copy of your Actuals Drilldown Report. An example of a Actuals Drilldown Report can be found in your package. 13

Deposits Know your organizations Speed Type.(account number) Contact the Business Manager of your organization for assistance. Complete a GSU deposit form for proper credit of funds to your organizations account. The revenue account number is Your Business Manager will then contact the Arts & Sciences Administrative Services Accountant to increase your budget by the amount deposited. 14

Facebook & Twitter 15

Social Media Web Pages Please visit the university’s social media web page for guidance on what is allowed at guidelines/. guidelines/ Questions should be directed to University Relations at or Please contact Rene Mondy at to reserve the Information Booth on the second floor of Langdale Hall to promote upcoming 16

Contact Information If there is a change in President or Advisors of your organization, please contact your Business Manager and the Administrative Services Accountant as soon as possible. Sheadrick Stevenson Accountant II College of Arts and Sciences Administrative Services