1. FY19 Budget Workshop 1/24/18 – 1/25/18, 7:00 pm
Jamie LaPierre, Treasurer
Simon Pavlow, Finance Chair

2. Outline Financial Calendar Tier System Creating your budget request
Categories of budget request
Budget submission instructions
Hearings
Appeals Process
Inventory Sheet, Contractual Agreement
Summary

3. Financial Calendar January 24 and 25, 2018 February 2, 2018
Budget Workshop.
February 2, 2018
Budget requests are due.
February 10, 2018*
Budget hearings begin. Appointment will be made by the Finance Committee with each club as it deems fit.
February 23, 2018
Budgets ed to club-signers for review.
February 26, 2018
Appeals process begins.
March 20, 2018
Budgets sent to SGA Senate for approval.
April 12, 2018
All summer financial paperwork due to Finance Office.
May 4, 2018
Spending for School Year (FY18) will close unless a written request is submitted to the SGA Treasurer.
June 8, 2018
SGA Finance Office will close all FY18 spending.
June 30, 2018
End of Fiscal Year 18.

4. Maximum Budget Request % of Requested to Fundraise
Tier System
Tiers are determined based on the AMOUNT REQUESTED by the club
Tiers dictate the amount that a club MUST fundraise
Includes budget AND Supplemental requests
Tier
Maximum Budget Request
% of Requested to Fundraise
Tier 1
$50,000+
15%
Tier 2
$20,000 - $49,999.99
10%
Tier 3
$5,000 - $19,999.99 8%
Tier 4
Under $5,000 5%
Tier E
No budget request
Must fundraise all funds

5. Purpose of Tier System Maintain control of budget inflation
Strictly against our policies
Increase responsibility of spending
Promotes financial sustainability

6. Budget Request Materials

7. Budget Request Materials
Materials available on the Lynx at

9. Scroll to the bottom to download documents and complete all forms

10. Creating your budget request
Look at the categories before you begin
Fill out “Summary” tab where indicated
Request on tabs only

11. Creating your budget request
Do NOT change the formulas!!!
Discuss with future leaders
Be realistic
Use current year expenses
Use notes!
Explanations – What is the money for? Why do you need the amount you are requesting?
Calculations
Prioritize

12. ATTENTION: DON’T DO THESE THINGS!!
ABSOLUTELY DO NOT CHANGE ANY FORMULAS IN THE SHEET!!!!!!
DON’T CHANGE THE FONT!!!
DON’T CHANGE THE SIZE!!!

13. Categories of the Budget Request
Budget Categories
Wages
For contracted employees (i.e. coaches… NOT referees) TALK WITH BLANKA
Services and Honorarium
For invoiced or billed services
Travel
Hotels, vans, and buses
Events
Hosted by the club (i.e. workshops, seminars, tournaments)
Registration
Entry fees, dues, and registrations
Equipment
Capital Funding Projects: let us know if you have large purchases coming up and will be planning on using capital funding in FY18
Other
Expenses that do not fit the previously listed categories (i.e. facility rentals)

14. Allocation Rates The Finance Committee will allocate UP TO:
$1,000 for airfare for 2 club members ($500/member) ONCE a year
$90 a day on van rentals (SGA and external vendors)
SGA rate is $70/day
Avis $109/day
$120 for a hotel room/night/4 people in a room
FOOD
70% of the total cost, up to $4,000

15. What NOT to Request Fundraising activities Food Gas Uniforms
Only if tied to core mission of the club
Gas
Uniforms
Nationals/Qualifiers
Student hires (without consulting Finance Office)

16. Inventory Required for all clubs List all assets worth $50 or more
If none, submit with “none”
List all assets worth $50 or more
Includes cumulative value
If unsure, see Finance Office for previous year’s inventory to make references

17. Contractual Agreement
Hard copy must be provided and turned into Sara at the front desk in SGA
For clubs with upcoming elections, the name of underclassman who is part of the budget process must be provided

18. Submission
Go back to the Lynx and go to “Forms”

20. LATE SUBMISSIONS SUBJECT TO PENALTY/MAY NOT BE ACCEPTED
All forms due by 3:00 PM February 2nd, 2018
Submit through the Lynx
Budget Request (saved as ClubName_Budget_FY19)
Food Request (saved as ClubName_FoodBudget_FY19)*ONLY IF FOOD CENTERED ORG
Inventory Sheet (saved as Club_Name_Inventory_FY19)
Printed, Signed and Turned in to Sara in SGA Office
Contractual Agreement
LATE SUBMISSIONS SUBJECT TO PENALTY/MAY NOT BE ACCEPTED

21. Hearings REQUIRED: for requests >$20,000 (Tier 1 & 2)
Optional for all others
Sign up sheets available in SGA January 26th – February 2nd
Hearings will be held on the weekends of February 10th/11th and February 17th/18th

22. Appeals Process Reasons to appeal: How to Appeal:
If club feels the SGA Financial Policies were not followed
Feels that the Finance Committee misinterpreted a financial request
The allocation was unjust in any way
How to Appeal:
A formal appeals letter must be sent to the Finance Chair by February 26th at the latest
A hearing will be scheduled to review the allocation in question between February 26th and February 28th
All appeals will be completed by February 28th

23. Updates Update us on Club-Signer Changes Roster Foundation Campaign
for account balances

24. Questions?