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Budgeting Presentation
By: Nicholas Mavrelis ’17 SA Treasurer
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SAAC Leadership Anne-Marie Algier, EdD ‘16 Associate Dean of Students
Patrick Fink ‘17 Deputy Treasurer Nicholas Mavrelis ‘17 Treasurer Jennifer Nicholson, EMBA ’18 Staff Accountant
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Student Accountants Bonga Khoza Stacey Fisher Gregory Harris
John DiSarro/Laura Ballou/Janice van Opdorp Laura Ackerman Griffin LaDew Maxwell Kearns Eileen Bruton Thomas van der Straaten Catherine Lewis/Glenn Cerosaletti Benjamin Dantowitz Griffin LaDew Bobby Gerami Heather Maclin Rita Pecoraro Brian Magee/Madeleine Aborn
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Budgeting Process SAAC sets the Student Activities Fee
SAAC Budgeting Presentation (Due by by 1/24) Meet with your student accountant & primary advisor to review draft – no signatures required (Due by 2/10) Final budget due – must meet with primary advisor and student accountant (Due by 3/1) SAAC Budgeting Meeting (On 3/25) Appeals Final budgets submitted to Senate for approval Budgeting Process
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Writing Your Budget A different format this year – using Google Sheets instead of word processing software Cover Page – a snapshot of your budget Subsidy = Expense – Income Subsidy is the amount of money given to your organization by the Students’ Association Expenses and Income Organized by program
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Writing Your Budget Cont.
Make every effort to make appropriate estimates for your expenses and income Refer to our Funding Guidelines (see on the SA website) and other guidelines (refer to the end of this presentation) to see what SAAC will consider funding
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Inside the Budget: The Cover
Column Fill this in using this year’s numbers Proposed Column Will automatically update as you complete subsequent sheets Do not edit but verify totals are correct Approved Column Do not touch
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Inside the Budget: The Expenses
Type, left-justify, and bold event name under Event Name column (e.g. A5) Type estimated month(s) when event will occur under Date column (e.g. D5) Type brief notes about event under Notes column – not required (e.g. F8) Highlight entire event row yellow or we will not accept your budget Type and right-justify individual expenses below corresponding event (e.g. A6 & A7) Type estimated cost in the neighboring cell under Proposed Expenses column (e.g. B6 & B7) After all individual expenses are typed as explained above, return to the yellow highlighted row and sum all of the individual expenses using the =sum() formula under Proposed Expenses column (e.g. B5)
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Inside the Budget: The Income
Type, left-justify, and bold event name under Event Name column (e.g. A5) Type estimated month(s) when event will occur under Date column (e.g. D5) Type brief notes about event under Notes column – not required (e.g. E7) Highlight entire event row yellow or we will not accept your budget Type and right-justify individual income items below corresponding event (e.g. A6) Type estimated income in the neighboring cell under Total Income column (e.g. B6) After all individual income items are typed as explained above, return to the yellow highlighted row and sum all of the individual income items using the =sum() formula under Total Income column (e.g. B5)
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Inside the Budget: The Color Yellow
It is very important that you use this variant of yellow or we will not accept your budget
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Other Guidelines In addition to our Funding Guidelines, use the below when making your expense estimates Gas expenses are set to $0.20 per mile For the majority of events providing food, overall food expenses should be covered by your income Fall and Spring General Interest Meetings maximum now set to $40 per meeting Can request up to $15 per costume/uniform per member ECM costs are $15 per hour with no equipment charges at a minimum Will not pay for fundraising materials (i.e. stuff you’re selling) but will pay for advertising materials (i.e. printing costs for flyers)
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Budget Milestone (2/10) & Final Deadline (3/1)
Must speak with student accountant before 2/10 to review your draft budget to ensure you’re compliant with our rules and the new template No signatures are required and you may conduct this process electronically Final budget is due on 3/1 by 4:00PM and requires signatures from your primary advisor and your student accountant Do not wait until the last minute Must drop off a hard copy of your budget to the SAAC office Must electronically share your Google Sheet budget with and your student accountant
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Evaluating Budgets The SOAR Student Accountant Report Advisor Report
ARC Report Group History with SAAC Storage Reports Evaluating Budgets
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Reminder: USEED@Rochester
A crowd-funding alternative to traditional fundraising If your student organization is looking to create a fundraising campaign, consider this option Donors may receive tax benefits by donating through this method Please contact Stacey Fisher if interested
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Questions? Nicholas Mavrelis, Treasurer – nmavreli@u.rochester.edu
Budget – Lydia Crews – Nicholas Mavrelis Anne-Marie Algier – Patrick Fink Stacey Fisher – Bonga Khoza Catherine Lewis – Thomas van der Straaten Glenn Cerosaletti – Thomas van der Straaten Laura Ballou – Greg Harris Griffin LaDew – Ben Dantowitz ) & Laura Ackerman Brian Magee – Rita Pecoraro Heather Maclin – Bobby Gerami
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