1. SAFAC 2012-2013

2. What is SAFAC? $Student Activity Fee Allocation Committee $Derives authority from the Board of Trustees and the Vice President for Student Affairs $13 voting members, representing different aspects of student life, and 1 non-voting Chair $Meet every Wednesday to discuss student organizational budgets

3. What SAFAC does… $SAFAC allocates money to student organizations to help subsidize organizational expenses $We help provide student organizations money to create events and fulfill their organizations guiding principles $We allocate funds for one fiscal year. A referendum is required for multi-year expenditures $We are here to SUBSIDIZE an organization’s expenditures, not to fully fund

4. Types of Funding $ Fall Request $ Typically submitted during the spring semester of the previous year $ Supplemental Funding (can ask for up to 2 per year) $ Funding in excess after October 16 th, 2012 $ Must make an appointment to present before the committee $ Capital Funding (can ask for 1 per year) $ Requests for equipment or items that will last more than one year $ Must make an appointment to present before the committee

5. Fall Budgets $ Fall Budget Request $ Typically submitted during the spring semester of the previous year $ To help fund activities, events, and fees up until October 16 th, 2012 $ Follow separate Precedents and Guidelines that are set by previous year’s committee $ 5 year averages have been removed $ Deadline: March 9 th, 2012 $ Unspent funds will be recouped after October 16, 2012 and will be reallocated

6. Guidelines and Precedents $ Guidelines: $ Set of principles that SAFAC follows when deciding on approving items for organization’s request $ Decided by previous year’s committee during spring when looking through regular budgets $ ex: banners, conferences, food $ Precedents: $ Decisions made by SAFAC during meetings through voting $ Used to guide SAFAC in making unbiased decisions when deciding on funding for organizations $ ex: funding a certain amount of banners per semester

7. Important to Note on Budget Form $ Guiding Principles: $ Found in your organization’s Constitution, that is located on the COSO Database. Contact COSO if you do not know where or how to find it $ Guiding Principles shown on the budget must be identical to Guiding Principle in your Constitution $ Used by SAFAC to determine funding and make decisions regarding the necessity of a student organization’s request $ Gift Account: $ Your own organization’s money $ Account number usually starts with a 9 (vs SAFAC account that starts with 4) $ Talk to your ADVISOR to find most updated account amount $ Must be included on your Fall budget $ Itemize Your Budget: $ Must list specific items on your budget requests $ ex: Binders vs Supplies or Sponges vs Fundraising Material

8. How to Make a SAFAC Request Complete in the Following Order: $ Meet with your Executive Board to determine funding far in advance (start at least a month before you would need the money!) $ Fill out the 2012-2013 budget request form found on the SAFAC website and attach documentation for EVERYTHING that is not explicitly stated in our guidelines $ Ex: price quotes of your binders that you would like to purchase $ Consult your SAFAC liaison (found on SAFAC website and COSO database page www.miami.edu/myumgroups) if you have questions $ Meet with your liaison to review and sign the form AFTER $ Obtain signatures from advisor, president and treasurer AFTER meeting with your liaison!

9. SAFAC Request cont… Email a copy of the form to safac@miami.edu with the following subject line: Organization Name_Budget Request Type_ 2012-2013 ex. (COSO_Supplemental Budget Request_2012-2013) Submit signed form and written documentation to the STIC If Supplemental or Capital, make sure to sign up for a presentation time SAFAC meets Wednesdays from 2:30-4:45

10. What SAFAC takes into account when reviewing a budget…  How it relates to the Guiding Principles  Necessity of expenditures for successful completion of program  On campus and open to entire university community  Guidelines and precedents

11. Dealing with the money…  Business Expense Reimbursement Form (BERF)  Interdepartmental Requisition (IDR)  Check requisition (e-Check) and Purchase Orders (Pos)  Stipulated Funds  For more information on these methods  http://www.miami.edu/sa/index.php/student_life/student_organizations/s tudent_activities_and_student_organizations/resources http://www.miami.edu/sa/index.php/student_life/student_organizations/s tudent_activities_and_student_organizations/resources  Under the tab “Student Organization Resources”, click on “Student Organization Handbook” and the information is located on pages 15-18

12. Stipulated Funds $ Generally Contracts $ SAFAC italicizes and greys the box of stipulated items on the budget $ Process: $ Bring the contract or invoice to Laura Stott as that money is not automatically put into your account

13. Pre-Authorizations What SAFAC considers as a Reimbursement: – Spending money for an item not approved by SAFAC and seeking return on purchase from SAFAC Eg: Buying an airline ticket before budget has been seen and item has been approved SAFAC does NOT fund reimbursements If you purchase anything before the Friday after you are eligible to present to SAFAC, it is considered a reimbursement and will not be funded In order to be eligible to present for a specific Wednesday, your form MUST be turned in no later than 5pm the Friday before PLAN AHEAD! If an emergency arises—contact safac@miami.edu immediatelysafac@miami.edu – ex: purchase/event occurs before presentation time occurs ( Pre-Authorization )

14. SAFAC Appeals Process Student Government process Visit www.miami.edu/sg for more information www.miami.edu/sg

15. Questions???? Contact us at 305-284-6399 Or on the web www.miami.edu/safac Email the SAFAC Chair with questions at safac@miami.edu