Student Association Mandatory Budget Workshop 2019 Please sign in at the front of the room to ensure your attendance is recorded.

Welcome SA Treasurer: Essence Coleman SA Deputy Treasurer: Chandler Jones SA Accountant: Marzena Szmydt SA Advisor: Tiffarah Jackson Learning Outcomes: As a result of attending this workshop, participants will gain a better understanding of: The SA Finance Policy The budget request process for Fiscal Year 2020 The expenditure form in Huskie Link: huskielink.niu.edu

Budget Process Complete the online budget request form Submit the request form via Huskie Link by Sunday, October 14h by 11:55pm Wait for SA to email your org to schedule a budget presentation date Fall: General Programming & Activities Spring: Greek Councils, Cultural Orgs, Sports and Recreation, University Services, Academic and Professional Present budget to Treasurer and SILD Accountant Treasurer presents final budget to Senate

WHO IS ELIGIBLE FOR FUNDING? REQUIREMENTS •Officially recognized by the SA Senate for at least 2 calendar years as of the date budget requests are due: Sunday, October 14, 2018 •If an organization is inactive for 1 or more years, they must go through the recognition process again in order to be eligible for funding in future years. (Contact SA Vice President Devin Halicki dhalicki1@niu.edu for more information) •Organization’s President & Treasurer must attend one Mandatory Budget Workshop to be eligible for funding for FY20.

Click Here

Used instead of having documents notarized Very Important

Add the name of the event

Name the expense and select the category Name the expense and select the category. Then select the quantity and cost.

If you do not hit submit your request will not be processed

General Spending Policy You cannot spend student activity fee dollars on: Donations Coke products (including water – you must purchase Aquafina unless the store does not have this product and Pepsi products) Alcohol

Expenditures Refer to Article IV section 2 of the SA bylaws All expenditures must be pre-approved and purchase requests must be submitted via Huskie Link prior to all purchases. huskielink.niu.edu: finance tab (located within the menu on the left margin of the page) within your organization Any unapproved purchases or obligations for services or items will leave the individuals making those purchases personally responsible for covering those expenses.

Finance Request and Purchases Student organizations can request money to pay for event supplies, speakers, honorarium for presenters or performers, marketing expenses, conferences competitions, and promotional items. (through supplemental funding or executive allocations not your yearly allocation), Promotional item requests are carefully reviewed by the NIU finance department and must be accompanied by strong rationale.

NIU Spending Guidelines Expenditure Justifications How does this purchase meet the definition of mission critical? What other alternatives/options have been explored and evaluated (include pricing)? If applicable. Why is this option the best choice? How will this purchase support student recruitment or retention efforts? To demonstrate our commitment to being good stewards of institutional funds, attach a minimum of three quotes from separate vendors, when applicable. How many people are benefitting from this expenditure? How many people do you expect to participate in this event? Attach the W-9 of the vendor from which you would like to make a purchase. (This does not apply to online purchases.)

NIU Spending Guidelines All organizations are strongly encouraged to use University resources, when possible including Campus Dining Services (catering), Document Services (printing), venues (campus buildings). Food purchases by student organizations can only benefit NIU students. Non-students must pay for food costs. Orgs must supply a list of attendees to the SILD Accountant Marzena.

NIU Spending Guidelines Travel: Includes conference registration fees, transportation and lodging Any overnight hotel stays in Chicago or other close locations should only be considered if there are early morning and/or late night events that require participation. These stays require the prior approval of the Assistant/Associate Vice President and the Budget Office. When booking travel, please share the confirmation or reservation with SILD Accountant for financial processing.

General Timeline for Event Planning Reserve room for event, submit event request and initiate purchase request via Huskie Link (at least 4-6weeks prior) If purchasing food for your event outside of Campus Dining Services, please contact SILD Accountant to schedule a date to purchase the food All campus departments (including student organizations) are required to submit purchase requests 4-6 weeks prior to the event

Purchase Request Instructions Organizations Treasurer must be logged into huskielink Click under “memberships” to organization’s home page > top right “manage organization” Click Top left 3 dashed lines > scroll down to “Finance” Top right, click “Create purchase request” Fill out according to organizations needs and upload necessary documents Notify org. president that purchase request was initiated

Purchase Request Stages 2 & 3 Organizations President must be logged into huskielink Click under “memberships” to organization’s home page > top right “manage organization” Click Top left 3 dashed lines > scroll down to “Finance” Review the purchase request Notify Advisor that purchase request was initiated Organizations Advisor must be logged into huskie link Click under “memberships” to organization’s home page > top right “manage organization” Click Top left 3 dashed lines > scroll down to “Finance” Review the purchase request Notify SA Treasurer that purchase request was initiated and pending approval

C.O.D.E Training Workshops Conversations on Diversity and Equality Series of 4 workshops Educating students on cultural differences that shape the World Mandatory to attend by Sept 31! President/Treasurer and 1 member Member must be on roster Accounts will be put on hold if meeting is not attended

Check Your Mailboxes! Several organizations have mailboxes in the Student Association Office ( CLB 180) Please check them weekly for bills, flyers etc. Orgs can be subject to removal if mail is not checked consistently Other organizations are waiting to take your spot!

QUESTIONS? Our door is open Monday-Friday 8am-4:30pm

CONTACT INFO SA TREASURER Essence Coleman 815-753-1617 ecoleman2@niu.edu SA DEPUTY TREASURER Chandler Jones ACCOUNTANT Marzena Szmydt 815-753-5204 mszmydt@niu.edu