1. Allocations Fall 2011 Peter Kipp, SGA Treasurer

2. Requirements  Be a registered student organization per Campus Activities Center  Attend an Information Workshop  Attend a Finance Committee Presentation

3. Where do Allocations come From?  University Fee Council Meets mid February through early March Meets mid February through early March Votes on amount to fund Allocations Votes on amount to fund Allocations SGA Senate then approves or amends recommended total SGA Senate then approves or amends recommended total President Scott has ultimate approval President Scott has ultimate approval

4. How Much Money is Available  FY 11: $50,000 funded for Allocations $25,000 allocated for each semester $25,000 allocated for each semester Money not claimed in the Fall rolls over into the general fund for the Spring. Money not claimed in the Fall rolls over into the general fund for the Spring.

5. What can be Funded?  Films, Videos, DVD’s, Other Electronics Must be kept in the media library for use by anyone. Electronics will be kept in SGA office upon approval. Must be kept in the media library for use by anyone. Electronics will be kept in SGA office upon approval.  Lecturers/Speakers Consultant Agreement Form needed Consultant Agreement Form needed  Travel Mileage, hotel, meals, registration fees Mileage, hotel, meals, registration fees Appendix B: Travel Registration Appendix B: Travel Registration Appendix C: Advisor’s Checklist for Travel Appendix C: Advisor’s Checklist for Travel Liability purposesLiability purposes

6. Restrictions  Advisor expenses CANNOT be paid for through Allocations.  You must fill out Appendix D: Event Summary Form for each event that you use Allocations money.  All on-campus events must be open to the students, faculty, and staff at NO COST and must be ADVERTISED.

7. Restrictions Cont.  Two or more organizations CANNOT receive funding for the same activity.  Organizations CANNOT purchase supplies for fundraisers with Allocations funds.  Organizations CANNOT use Allocations funds as a donation.

8. How my Organization is Reimbursed  Bring receipts into SGA Office and give DIRECTLY to Barb Circle, Administrative Assistant, or Peter Kipp, Treasurer Preferably in an envelope marked with the organization’s name, contact information and event being funded Preferably in an envelope marked with the organization’s name, contact information and event being funded Organizations should keep copy of receipts for their records Organizations should keep copy of receipts for their records  Treasurer sends DPR to Business Office

9. How my Organization is Reimbursed (cont.)  On Campus Accounts Amount from DPR is paid into given account Amount from DPR is paid into given account To reimburse individuals: To reimburse individuals: Organization must submit a separate DPR to the Business Office for each individualOrganization must submit a separate DPR to the Business Office for each individual  Off Campus Accounts Check for amount from DPR is returned to the Business Office Check for amount from DPR is returned to the Business Office Organization is responsible to pick up check (generally advisor is contacted) Organization is responsible to pick up check (generally advisor is contacted)

10. General Info  All forms are available on the SGA website and can be filled out Electronically and turned in via email. (Not Appendix A)  Organization Information in Appendix A must be turned in BEFORE the Finance Committee Interview.  Maximum amount that can be requested is now $1,000 per semester.

11. Finance Committee Presentations  10 minutes to present and answer any questions the finance committee might have.  Things to include in presentations: Events you are requesting allocations for. Events you are requesting allocations for. The amount you are requesting. The amount you are requesting. Who will be attending your events Who will be attending your events What the goals of your events are. What the goals of your events are.  Only things requested in your presentation will be reimbursed unless discussed with the treasurer before.

12. Finance Committee Presentations  Presentations must be made by students. Advisors should not attend Advisors should not attend Advisors may be contacted if there are any unanswerable questions Advisors may be contacted if there are any unanswerable questions  A computer will be available for students to use during presentations.  If using handouts please only make 2-3 copies.

13. Important Dates to Remember  Finance Committee Presentation Times Mon., Oct. 24 th, 5-8:00 p.m. Mon., Oct. 24 th, 5-8:00 p.m. Wed., Oct. 26 th, 4:30-6:30 p.m. Wed., Oct. 26 th, 4:30-6:30 p.m. Thurs., Oct. 27 th, 5-8:00 p.m. Thurs., Oct. 27 th, 5-8:00 p.m. Mon., Oct. 31 st, 5-8:00 p.m. Mon., Oct. 31 st, 5-8:00 p.m. Wed., Nov. 2 nd, 4:30-6:30 Wed., Nov. 2 nd, 4:30-6:30 Wednesday Nov. 9 th SGA will vote on the resolution Wednesday Nov. 9 th SGA will vote on the resolution  All receipts due by 12:00 p.m. on Friday BEFORE Dead Week. DECEMBER 2nd

14. Contact Information  I will be communicating directly with the Informational Workshop representative unless requested otherwise.  SGA website- www.pittstate.edu/campus- life/groups/sga/

15. QUESTIONS? QUESTIONS?