1. PAWS Leadership Series: S tudent Organization Finance Vice President of Finance Student Government Coordinator

2. Agenda AS Grant Process AS Grant Process AS Student Organization Services AS Student Organization Services Fundraising Fundraising Travel Travel Points of Contact Points of Contact Questions Questions

3. Types of Funds Club Money Club Money Club Money is the money raised by the club. It is deposited by club members into their club account. Clubs deposit money they make from Fundraisers, Club Dues Etc. Grant Money Grant Money A Club Grant is money provided to student clubs and organization by your Associated Students Government. All chartered clubs and organizations in good standing are eligible to receive funding; all you have to do is apply!

4. Getting an AS Grant Getting an AS Grant AS provides grants to clubs during the academic year. AS provides grants to clubs during the academic year. Grant applications are available on Orgsync Grant applications are available on Orgsynchttps://orgsync.com/20944/forms Grant-seeking organizations must be chartered and in good standing. Grant-seeking organizations must be chartered and in good standing.

5. Grant Money Can be used for: Grant Money Can be used for: Publicity and Copies Publicity and Copies Supplies & Equipment rental for events Supplies & Equipment rental for events Fees for speakers/performers Fees for speakers/performers Travel & lodging costs for speaker/performer Travel & lodging costs for speaker/performer Travel for conferences and events Travel for conferences and events Office Supplies Office Supplies Banners Banners

6. Grant Money cannot be used for: Grant Money cannot be used for: Food or Alcohol Food or Alcohol Firearms Firearms Clothing, Costumes, Uniforms Clothing, Costumes, Uniforms Awards, wages, or specialty items for club members Awards, wages, or specialty items for club members

7. Grant Request Process Complete an Grant Request Form on Org Sync Complete an Grant Request Form on Org Sync The Grant Request will be reviewed and Approved – Grant funds will be awarded Denied – Grants funds will not be awarded Deferred – A decision will be made pending further information/time An announcement will be provided from the Office of the Vice President of Finance with one of the 3 above decissions

8. Grant Requests: Programming Grant Requests: Programming Clubs and Organizations must make hosted events open to all students of the University. Clubs and Organizations must make hosted events open to all students of the University. All Events must be actively marketed to students outside of the Organization. All Events must be actively marketed to students outside of the Organization. A Club can receive up to $2,000 per year. A Club can receive up to $2,000 per year. All Programming requests are reviewed by the Club Congress Finance Committee. All Programming requests are reviewed by the Club Congress Finance Committee.

9. Programming Grant Request Form Available on Orgsync

10. Grant Requests: Travel Grant Requests: Travel Off campus travel must enrich leadership, academic, professional or athletic development. Off campus travel must enrich leadership, academic, professional or athletic development. Clubs can use grant money for transportation to and from registration for conferences, competitions and seminars including flights, vehicle rentals, conference fees, and fuel reimbursement Clubs can use grant money for transportation to and from registration for conferences, competitions and seminars including flights, vehicle rentals, conference fees, and fuel reimbursement A club can receive up to $1,000 per year A club can receive up to $1,000 per year

11. Travel Grant Request Form Available on Orgsync

12. Grant Requests: Supplies & Equipment Grant Requests: Supplies & Equipment  Clubs can use Supply/Equipment money to build Club infrastructure or to recruit members, can also be used to pay for dues and entry fees for Sports clubs. Clubs can use for equipment purchases that will belong to the club and will not become personal property.  A club can receive up to $500 per year

13. Supplies & Equipment Grant Request Form Available on Orgsync

14. Grant Decision Guidelines Grant Decision Guidelines Process is viewpoint neutral. Process is viewpoint neutral. Money for grant requests come from student fees. Money for grant requests come from student fees. AS emphasizes programs, services, and activities that affect the widest possible population of students at SSU. AS emphasizes programs, services, and activities that affect the widest possible population of students at SSU. A Grant Request may not be funded at the full requested amount A Grant Request may not be funded at the full requested amount

15. Grant Request Consultation Grant Request Consultation Involve your advisor in the development of your grant request. Involve your advisor in the development of your grant request. Work with your fellow officers, especially those who have done event planning or grant requests in the past. Work with your fellow officers, especially those who have done event planning or grant requests in the past. Meet with Student Government Coordinator, for assistance and advice on a successful grant application. Meet with Student Government Coordinator, for assistance and advice on a successful grant application.

16. Spending Grant Money Spending Grant Money Complete the Club Grant Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, and remember to include signatures! Complete the Club Grant Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, and remember to include signatures! If voucher with all documents required is turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. If voucher with all documents required is turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. Checks are available for pick up at the Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will notify through a message. Checks are available for pick up at the Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will notify through a message. Expenditures with submitted after 90 days will NOT be reimbursed. Expenditures with submitted after 90 days will NOT be reimbursed.

17. GRANT Voucher The “Blue Form” Forms available in CSLIS or outside the 2 nd Floor ASI offices.

18. California 204 Form “When in doubt, fill it out!”

19. AS Club Trust Form AS Club Trust Form  Each club fills out a Club Trust Form when chartering or re-chartering. This is where clubs specify who is able to authorize Club Expenditure Vouchers. Signatures: Must have at least Advisor & Treasurer 1 or 2 signatures required. 1 or 2 signatures required. Filled out during the chartering or re-chartering process. Filled out during the chartering or re-chartering process. Club chartering is done at the CSLIS office. Club chartering is done at the CSLIS office. Center for Student Leadership, Involvement, and Service (CSLIS) Center for Student Leadership, Involvement, and Service (CSLIS)www.sonoma.edu/campuslife Location: 1st Floor, Sonoma Student Union CSLIS Student Assistants 664-4323 cslis@sonoma.edu

20. Club Communication Form This Form is placed in Club Mailboxes when supported document is not attached to the voucher. The appropriate box will be checked to indicate what is needed to provide payment.

21. California 204 Form “When in doubt, fill it out!”

22. Club Money Complete the Club Account Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, and remember to include signatures! Complete the Club Account Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, and remember to include signatures! If voucher with all documents required is turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. If voucher with all documents required is turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. Checks are available for pick up at the Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will notify through a message. Checks are available for pick up at the Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will notify through a message.

23. Fundraising Pub Club Pub Club Letter Writing/Solicitation Letter Writing/Solicitation Sporting Events Sporting Events Restaurant Nights Restaurant Nights Mt. Mike’s, Coldstone, Mary’s Pizza Shack, Cattlemen’s Mt. Mike’s, Coldstone, Mary’s Pizza Shack, Cattlemen’s

24. Travel Policies All individuals must read and sign travel waivers and receive a letter describing travel risks. All individuals must read and sign travel waivers and receive a letter describing travel risks. All drivers must take a defensive driving course. All drivers must take a defensive driving course. To rent vans or book airfare through ASI, all travel forms must be completed in advance. To rent vans or book airfare through ASI, all travel forms must be completed in advance. If you are planning to travel, you must contact CSLIS. If you are planning to travel, you must contact CSLIS.

25. Travel Options Rental cars/vans: Clubs may take advantage of ASI rates/insurance by booking with Enterprise Rent-A-Car through the ASI Business Office. Rental cars/vans: Clubs may take advantage of ASI rates/insurance by booking with Enterprise Rent-A-Car through the ASI Business Office. Airlines: Consult with the ASI Business Office on booking flights and making payments. Airlines: Consult with the ASI Business Office on booking flights and making payments. Busses: All bus travel must be done through SSU preferred bus lines; otherwise, proof of liability coverage must be provided. Busses: All bus travel must be done through SSU preferred bus lines; otherwise, proof of liability coverage must be provided.

26. Points of Contact Student Union Information Desk Student Union Information Desk Deposits, forms Deposits, forms Club Mailboxes Club Mailboxes Pink form Pink form Orgsync/Email Orgsync/Email Appointments, questions, requests Appointments, questions, requests Orgsync Orgsync Grant forms, budget request information

27. Don’t Forget… All expenditures must be backed up by an original, itemized receipt or invoice. All expenditures must be backed up by an original, itemized receipt or invoice. ASI does not reimburse for alcohol ASI does not reimburse for alcohol Unpaid campus bills (including sports club violations) or overdrawn accounts will result in your club’s privileges being suspended Unpaid campus bills (including sports club violations) or overdrawn accounts will result in your club’s privileges being suspended ASI does not mail checks to students. ASI does not mail checks to students.

28. Forms available in CSLIS or outside the 2 nd Floor ASI offices. Club Money Voucher The “White Form”

29. Club Communication Form The “Pink Form”

30. Questions? Account balances, statements, status of checks Account balances, statements, status of checks Orgsync  Balance Inquiry Request online. Orgsync  Balance Inquiry Request online. Grant process and request status Grant process and request status Developing your grant request Developing your grant request jason.fitzer@sonoma.edu jason.fitzer@sonoma.edu jason.fitzer@sonoma.edu