Budget Management system (bms) Requesting Money for 2013-2014 Using the OrgSync Budget Management system (bms) Welcome to the SOuRCe’s SOLV series. In this video we will be focusing on how to request money for your organization by using the OrgSync Budget Management System (BMS). The BMS is used to request money for your organization’s project, event, or travel expenses.

Finding: “Budgets” & Budget Periods The first step is to access the “Budgets” page on OrgSync. You can do this by clicking the “Treasury” feature on your left hand side and then selecting the budgets option. On this page you will be able to choose which budget period your event is occurring. Click the down arrow next to the budget period box and select the appropriate date for your event. Please be aware of the budget period request deadline when selecting which budget period. Once you have chosen the correct budget period, click new budget.

New Budget Request Next, review the “New Budget Request” instructions. All student organizations wishing to travel or host an event/project on campus must be fully registered for the 2013-2014 academic year before applications will be reviewed. In addition, the budget request form must be completed and approved by the Campus Advisor before the Budget Period deadline to be eligible for review. Student organizations requesting funds for overnight and day trips may request up to $3,000 for undergraduate organizations or $2,000 for graduate organizations per fiscal year. Organizations wishing for financial support for events or projects are eligible to receive up to $3,000 for undergraduate or $1,000 for graduate. Next, fill in the budget name box for your event. For example, if your organization is hosting a carnival, type in the word carnival.

Budget Details, Name, & Category The next step is to select your budget category. From the category box, select either project/event or travel. For this video, we will choose travel.

Travel vs. Project/Event A new window should appear with the title of Travel Authorization/Allocation Request. Please read through the general policies. You will then need to fill out the box with your student organization name. Type in the full name of your organization, not an abbreviation. Next, choose whether undergraduate, graduate, or both types of students will be traveling. Then click all of the reasons why your organization is traveling.

Travel & Project/Event Benefits Once you have finished these sections, you will need to justify how this trip will benefit your organization and why you should be provided funding. Make sure to provide adequate information to ensure funding. For example, you could say, “My organization should be provided funding to travel to New York City for a national conference because we are receiving an outstanding award and being recognized.” You will then be asked your travel destination, anticipated date of travel, how many students plan on traveling, what type of travel the trip is, and the distance of your destination. *Provide adequate information to ensure maximum funding

Supplemental Support Next, you will be asked if you have other financial means to support this trip. Examples of these include supplemental support from another Department on campus, a fundraiser being hosted by your organization, or student members paying out-of-pocket. If you have no other financial means, simply type none.

SAF Account The next section asks for the approximate balance in your organization’s SAF account. The SAF account is the account your organization deposits money into. If you do not have documentation of your balance, you can contact the SOuRCe for assistance. If you have a little or a lot of money, that will not hinder your request.

Student Information Example: Jon Doe (jon@zips.uakron.edu/1234567) You will then be asked to enter the name, email, and ID number for all students who wish to travel. All students will be checked to see if they are in good standing before traveling. When entering the students’ information, please include the first and last name of student followed by a parenthesis, the student’s email address, backslash, ID number, and end with parenthesis. Example: Jon Doe (jon@zips.uakron.edu/1234567) Beth Doe (beth@zips.uakron.edu/1234566)

Special Circumstances The next section asks if there are any “special circumstances” the governing body should consider when reviewing your request. For example, you have 5 people going on a trip, but you requested a mini bus because you need to transport props and other large items as well. Once finished, click done.

Line Item, Description, & Request Under “Budget Details” you will select a line item. You will then be asked to supply a description and budget. For example, if you select lodging, you can give the hotel name as the description and how expensive the hotel will be. To add additional line items click the plus sign and follow the same procedure.

Upload Documents & Supportive Documentation This next portion is extremely important. You are required to upload a scanned or electronic document to verify the budget you are requesting. For example, you can take a screenshot of your hotel registration and upload that file to show how much the hotel costs. This section supplies us with the information to make sure the budget request is accurate. After this, you can save and finish your request at a later time or choose submit.

Comments Section & Approval After the undergraduate student government or graduate student government deny or approve your budget request, it will be available on OrgSync. This section justifies how the government funded your organization and you or your advisor is able to add comments.

Example Allocation You will then receive an external email with a downloaded review of your budget request and how much money the student government gave you.

Questions? Contact us Phone: 330-972-2483 Email: source@uakron.edu Stop by our office 1st Floor of the Student Union, Across from the Game Room, In the Center for Service and Leadership This concludes our lesson on how to request money using the OrgSync Budget Management System. If you have any questions please contact The SOuRCe. Either call us at 330-972-2483, email us at source@uakron.edu, or stop by our office.