1. Student Group Training 2011-2012 University Funding Board

2. Introductions My Name: Matt Meriweather My Position: External Vice President Student Government Office: 655 Steger Student Life Center (SSLC)

3. Today’s Agenda BeforeBefore Requesting Funds ProcessThe Process of Requesting Funds AfterAfter Requesting Funds

4. Important Information Each Group is allotted up to $7,000/year. –Must submit budget and follow UFB criteria to attain these funds Each Group has $300/year in operating funds –This money does not require you to create a budget but it does require exact documentation of funds used Your Responsibility

5. Eligibility for Funding (pg. 21) ELIGIBLE Group is open to all UC students Group has registered with Student Activities Board (SAB) New Organizations –Must wait 10 weeks after becoming a group to request funding NOT ELIGIBLE Group has restrictive membership Group receives any kind of academic credit Any group eligible for GSGA funds *i.e. club sports, Greek organizations, honoraries

6. What is an Event? Two Different Types of Events Conference: “An event off campus in which any member of the group will stay overnight as a part of the event.” –Program: “An event that is held on or off campus that does NOT require the group to stay overnight to attend.” UFB Criteria 2010-2011

7. Items Generally Not Funded (pg. 24) Seed Money (Loan) Student Gifts/Giveaways Honoraria for University students, faculty, staff, or administrators Service Contracts (Coaches, Photographers) Media Equipment (magazines, videos, films) Electronics Alcohol Dues/Insurance (National/State Dues, Insurance)

8. Before Requesting Funds Know if you are eligible for funding Know what event (program/conference) you are planning Create a budget and fill out the budget request form Meet with a UFB Representative!

9. Process for Requesting Funds (pg. 27) Filling out the Request Form –The Front Name of Group and name of Event Specific Dates Person who Attended Treasurers Workshop Signature Advisor Signature Description of the Event Purpose of the Event –Needs to align with the purpose of the group

10. Process for Requesting Funds Filling out the Budget Request Form –The Back The $$$$ part of the budget Line Items –Make sure you add correctly! After you are done filling out the Budget Request Form you need to attach documentation

11. Line Items (pg. 28) 100% Deductions There is a deadline: Two Thursdays before your program date before 3pm Signatures do not match M-numbers. You need them or you cannot go! Each line item that does not have proper documentation 25% Deductions Balanced Figures All items that do not fully explain the cost breakdown of each item All figures that do not match documentation –25% deduction from actual cost of item Mathematical miscalculations

12. Line Items (pg. 28) Advertising If an event on campus has food and beverages and has limited availability OR event is located off campus advertising with RSVP is required Transportation Airlines tickets for guest speakers ONLY We will pay $0.25 a mile for gas –UC Vehicles ONLY Food You can get up to $2000 to pay for food at up to two events each year. Food only for UC students Lodging UFB can fund up to $1000 of lodging per year for conferences We do pay for speaker’s lodging when they come to town for an event

13. If you’re planning a conference… M-Number for all attending 10 student registrations paid for annually (Not per Conference) Have proper documentation for travel expenses Itinerary needed

14. Documentation Documentation is the most important part –Each line item on your budget needs to have documentation Example: –Sally wants to spend $146.87 on food. Receipts, pictures of prices on food, or invoice for company is needed –UFB needs proof of what you are spending the money on. The more documentation the better

15. Agenda Agendas are required for all programmed events Example of acceptable agendas are located in the student government office.

16. M-Numbers Groups traveling to a conference or anywhere in a university provided vehicle must provide a list of M-numbers for all students. This includes everyone, not just the people who are including in the conference fees that UFB pays for This is for your safety and very important. Failure to have M-Numbers results in a denial of the budget and this is non-appealable

17. Co-Sponsorships (pg. 24) Filling Out the Paperwork ONE front cover with president/treasurer and advisor’s signature from BOTH organizations ONE back cover explaining what each item both groups are paying for and how much from each group Food cannot exceed $2000 per events Cannot spend more than $3500 each year on co-sponsored events

18. After You Are Done Making Your Budget Get it checked by UFB www.uc.edu/sga –Go under the UFB tab and our office hours are posted Turn in your budget TWO FULL THURSDAYS before your event before 3pm

19. Passed/Denied Passed Congratulations! Visit Gila Johnson in 655 Steger Student Life Center –She will tell you what forms to fill out AND –How to obtain the money you were approved for Denied Create a new budget –New date, event, name –You cannot apply for the same event twice, dual submission Appeal –You only have one week to turn in your appeal along with the proper documentation You cannot appeal automatic deductions Due by 3pm the next Thursday

20. Assessments (pg. 29) Assessment Forms (Online)Assessment Forms (Online) –You must fill out an assessment form online and turn in all your receipts within TEN days of your event –If the form is filled out late, UFB will freeze the group’s funds for a number of days equal to ½ the number of days late the form was –If your groups fails to fill out an assessment form, the budget request will not be heard for at least THREE business days

21. Changes for this year No Third Party Vendors (Hotwire, Expedia) No Kroger/shopping benefit cards

22. Important Dates April 15 th, last day to spend operating funds Requests for Summer funding due the 5 th week of spring quarter Requests for Fall 2011 due the 8 th week of spring quarter

23. Helpful Hints Documentation is KEY Check the math Typed or legibly written Make sure event is educational Have a UFB representative check you budget before it’s turned in!

24. Membership Each fall we have a membership drive for UFB. We have two spots open this year October 17, 20: Open House for students interested in joining UFB following meeting –10/17 6:30 PM, 655 SSLC –10/20 5 PM on 600 level of SSLC (open space) October 28: Membership Applications Due

25. Contact Information Matt Meriweather meriwemt@mail.uc.edu (office) 513-556-1195 (cell) 740-505-6390

26. Thank you! Next: Gila Johnson