1. Allocations Molly Morgan Vice President Jacob Taylor Treasurer

2. What is Allocations? Allocations is a budget that is comprised of funds collected by students fees. The purpose of allocations is to provide funding for predetermined events and trips for organizations for the following fiscal year (2016-2017).

3. Who can apply for Allocations? Any FHSU Organization or approved waiver organization qualify for allocations funding. Student organizations requesting funds from SGA must be registered through the Center for Student Involvement or on Tiger[Link]. https://tigerlink.fhsu.edu/

4. Is Allocations right for you? Any trip request or speaker/event request under $1000 might be recommended to Appropriations. Any equipment request under $1500 might be recommended to Appropriations. What is Appropriations? Appropriations funding is a limited fund reserve for student organizations that have NOT received funding through Allocations.

5. Preliminary Application NOT mandatory, but HIGHLY encouraged Submitted application & budget will be reviewed by Allocations Committee and will provide feedback Preliminary Deadline: Monday, December 7, 2015 @ 4:30 p.m. in the SGA Office(Lower Level MU Rm 017)

6. Before submitting Preliminary Application…. Prior to submission, please make sure the following items are included in the application: SGA Allocations Request Form Question Answers 4-digit Budget *SGA Format 6-digit Budget *SGA Format Updated Membership List/Roster Supplemental materials may be included with the application.

7. Final Application MANDATORY for all student organizations/waiver groups requesting funds Sign up for a date & time to present request to committee Committee will review request and provide recommendations as well as explain rationale on changes Final Deadline: Friday, February 5, 2016 @ 4:30 p.m. in the SGA Office (Lower Level MU Rm 017)

8. Details, Details, DETAILS! The more information you can give the committee, the better! Examples: Hotel Costs How many people to a room? How many rooms? Flight Costs Where are you flying from? Where are you flying to? Number of attendees per trip Number of vehicles going on a trip Mileage per Vehicle Provide Documentation Honorarium Costs Where are they flying from? Does honorarium include food, hotel rooms,gas, etc.? Does the honorarium just include speaking?

9. Before submitting Final Application…. Prior to submission, please make sure the following items are included in the application: SGA Allocations Request Form Question Answers 4-digit Budget *SGA Format 6-digit Budget *SGA Format Updated Membership List/Roster Supplemental materials may be included with the application. PLEASE NOTE: ALL ITEMS LISTED ABOVE ARE REQUIRED FOR THE FINAL APPLICATION. SUBMISSIONS WILL NOT BE ACCEPTED WITHOUT ALL REQUIREMENTS. COMPLETE APPLICATION MUST BE TURNED IN TO BE ALLOWED TO SIGN UP FOR A HEARING!

10. Budget Hearing 15 minutes per organization request submitted Students be prepared to answer questions about your request Know your budget! Faculty member or advisor can be present, but are NOT allowed to speak. All speaking must be done by the student members of the organization/waiver group!

11. First Reading Not mandatory, but encouraged to attend Student organizations/waiver groups will be able to defend their original request & have a chance to testify in front of the senate. LAST chance to appeal to the Senate. Thursday, March 3, 2016 @ 7:00 p.m. –Black & Gold Room

12. Second Reading MANDATORY for all student organizations/waiver groups At LEAST 1 student representative from each organization (not a member of the student senate) MUST be present. Failure to attend the second reading will result in an organization being zero-funded – NO EXCEPTIONS! Attendance will be taken periodically, so everyone in attendance must stay throughout the ENTIRE process. Thursday, March 10, 2016 @ 7:00 p.m.- MU Ballroom

13. Personal Gain Allocations will NOT help fund personal gain items Personal gain items are anything considered a reward/gift and is not returned to the organization. This includes: T-shirts, sunglasses, cups, key-chains, lanyards, or anything given out at events Food being sold or given out at events T-shirts, notebooks, pins, or any other item given to members of an organization UNLESS the items are returned to the organization at the end of the school year and are housed on campus; Museum admission, theater tickets, or other admission fees; Any event hosted by an organization that charges attendees admission fees; Contest prizes or gift cards, or trophies or plaques that will not be stored on campus Decorations that will not be stored on campus Items for resale (Example: fundraisers- SGA DOES NOT fund these) Expenditures related to parties or dances Awards Check with SGA Treasurer if you are unsure about a potential personal gain item.

14. Mileage SGA does not reimburse for the amount of gas spent SGA reimburses the number of miles traveled based off calculation from the State of Kansas on PERSONAL vehicles $0.57 per mile Ex: A trip from Hays to Kansas City is about 270 miles (270 miles X 2) X $0.57 per mile= $308.94 University vehicles charge the following amount: Cars.23 cents/mile Mini-van (7-passenger).26 cents/mile Van (8-passenger).41 cents/mile Van (12-passenger).41 cents/mile

15. Budgets All student organizations on campus have two different accounts. Six-Digit Budget (State Account) SGA Account where funds will be distributed to Restricted budget Ex: If $2000 is allocated for a specific trip, then that $2000 MUST be spent on that specific trip or any other form of a trip. This money CANNOT be spent on anything else unless otherwise approved by the treasurer. Four-Digit Budget (Student Activity Account) Membership dues, fundraising, donations, etc. Unrestricted budget

16. 4-Digit Account Budget

17. 6-Digit Account Budget

19. OFFICE HOURS Fall Semester: M,W,F: 8:00am to 4:30pm. T/Th: 9:00am to 5:00pm Spring Semester (2016): Everyday (M-F) 8:00am to 4:30pm Memorial Union Lower Level Room 017

20. Contact Information Molly Morgan, Vice President 785-628-5311 memorgan2@fhsu.edu Jacob Taylor, Treasurer 785-628-5311 jptaylor3@fhsu.edu Jacob’s Office Hours: Monday, Wednesday, Friday: 11:00 a.m. – 2:00 p.m. Tuesday, Thursday: 9:00 a.m. – 12:00 p.m.