Baylor Missions + Student Organizations Leader Handbook

(updated 2016)

Section 3: Table of Contents

Financial Policieso Trip Budget……………………………………………………. 3o Contracts/Agreements…………………………………... 3o Deadlines………………………………………….………... 3-4o Logistics…………………………………...……………………..4

Preparing for Your Budget Meetingo Sample Budget………………………………………..…...5-6o FAQs/Completing Budget...................................7-10

Support Raising Procedures…………………………….....11

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 2

BU Missions Financial Policies for Student Organization TripsThese policies have been designed to protect both the trip participants and the organization from unnecessary financial liability.

Trip Budget- Faculty/Staff and Student leaders will work together to complete an official

trip budget (see sample at end of packet).

- Faculty/Staff and Student leaders will meet with BU Missions to review and approve trip budget. Trip cost cannot be advertised prior to budget approval by BU Missions.

- All budget changes must be submitted in writing by the Faculty/Staff leader to BU Missions for approval.

Trip Contracts/Reservations/Agreements- Contracts/Reservations/Agreements relating to the trip must be submitted

to BU Missions upon receipt or at budget meeting.

- If contract is required by vendor/partner it must be submitted to BU Missions for University review and approval. Per University Policy no one is authorized to sign a contract on behalf of Baylor University.

- Can take a MINIMUM of FOUR weeks to process a contract; so make sure to get them to BUMissions as soon as you receive them from global partner/vendors

Deadlines- Student Organizations must follow timeline and deadlines set by BU Missions

for application deadlines, material submissions, and payment deadlines.

- All concerns about deadlines must be expressed by the time of the budget meeting.

- Baylor Missions will share team members’ trip financial balances with Faculty/Staff leaders who must communicate this with individual students. Student leaders are not authorized to receive individual team members’ financial balances.

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 3

Q: Why does Baylor Missions have the financial deadlines they have set? A: It’s vital that our teams follow the prescribed payment schedule for their team because…

Each set of deadlines is based off financial commitments that must be met by the Missions Office

o Airline Ticket Reservationso Drop date for unused ticketso Pre-payment of suppliers (ie. deposits, deadlines set by global

partners/vendors needed prior to arrival)o Time needed to allow $ to flow through the Baylor system

How funds flow through Baylor systemo Funds are not available to us immediately upon receipt.o Receive Funds à Make Deposità Credit Given to Missions Account

for Deposità Voucher/Requisition Entry for Payment of Invoiceà Approval Process in TRAX à Issue Funds to Pay Invoice

Logisticsthe team at Baylor Missions is equipped to serve you in planning and executing the logistics needed to make your itinerary happen! Please Coordinate with Polly Flippin regarding what items you want us to handle for you.

Airfare – lodging – transportation—visas—immunization and malaria prevention clinics for your team and more!

We will handle all International Travel insurance for Baylor participants Discuss any international students on your team with us asap – this can effect

the airline ticketing process and the visa process if required If you have made your own lodging or transportation arrangements, please

discuss this with us so we can work to arrange payment If you need airline tickets, send Polly and email asap including preferred

airlines, travel dates, number of travelers and any other flight related details. We can hold more tickets than we need on a group contract, but it is hard to add more seats later. Especially Spring Break trips – seats book quickly and prices go up.

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 4

Preparing for your Budget Meeting

As part of the proposal process, student leaders will collaborate with Faculty/Staff team leaders to submit a completed budget for approval by Baylor Missions prior to advertising trip cost to prospective participants. This budget must be in congruence with current information provided by global partners and vendors with whom you are partnering. Please confirm prices with vendors/partners during this budgeting process--do not rely on information from past estimates, as variables may have changed since last year (ie. exchange rates, inflation). When your budget is completed, arrange a meeting with Baylor Missions’ budget associates to review and approve. The earlier it’s approved, the earlier you can start recruiting!

For budget template and sample: http://www.baylor.edu/missions/doc.php/232878.xls

Budgets should be approved no later than: August 1: Fall Break (w/o Airfare) and Winter Break (with Airfare) September 1: Winter Break (w/o Airfare) and  Spring Break (w/ Airfare) October 1: Spring Break (w/o Airfare) and May/Summer (All)  

Pre-payment of trip expenses is the preferred method of payment. Choose potential vendors and accommodations based on their willingness to allow for prepayment and to be set up as a vendor with the University.

for more assistance in budgeting or to set up your team budget meeting, contact Polly_flippin@baylor.edu

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 5

SAMPLE BUDGET (can also be found online as an excel editable file at: http://www.baylor.edu/missions/doc.php/232878.xls

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 6

Questions to ask/know for completing budget How many people are traveling with you (Anticipated)? We use these numbers to figure out estimated per person cost. As this number increases/decreases it could impact the overall cost for all team members.

How many students are you anticipating? How many faculty/staff are you anticipating?

o Baylor Missions will provide leadership grants for two F/S leaders. For larger teams (over 20 student participants), additional funding for F/S with leadership responsibilities may be available (10:1 ratio)

Do you anticipate any alumni or guests traveling with your group?o All guests are subject to the same pricing as the group and will pay

Baylor Missions directly for all trip costs. They cannot fundraise through BU Missions, but may fundraise independently, then make payment to Baylor.

For International Trips Only Do you anticipate any international students/U.S. Permanent Residents

traveling with you ? o All international students/permanent residents must be approved by

Baylor Missions/CGE prior to being accepted to the team by team leader

o If you have international participants/permanent residents, we must know ASAP as there may be different visa requirements/costs for them to travel to different locations. International/permanent resident participants/ will be responsible for their own visa processing and additional costs related to that process.

o We will not purchase any tickets for international students/US permanent residents until proof of valid visa is provided to Baylor Missions

Travel Itinerary Info Dates of Travel: *Have these dates been confirmed with your global partner?

o Departure (leaving USA)o Return in USA (date you want to be back in the USA, not necessarily

the day you leave country X) Airport Transport: How will you get to the airport from Waco?

o Baylor Missions does not cover the cost of group transportation from Waco to X airport. If you want group transportation OR other airport expenses covered (i.e parking), you must put it in your budget.

o Group Options: Waco Streak http://waco-streak.com/ , carpooling (at least 3/car), charter bus (This process can take up to 4 weeks)

Airport Expenses: know how many cars you want to budget (ie. group is carpooling in 3 cars so you’ll need 3 cars x parking and mileage)

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 7

o Parking: Baylor will only reimburse for the cheapest available airport parking  (ie. remote parking $9/day) If you park in terminal/valet/express parking, you will be not be reimbursed for additional expenses). You can also chose to park in off-site parking for a cheaper cost (ie. parknfly, parking spot, nearby hotel)

o Mileage: Baylor will reimburse predetermined number of cars for mileage according to this chart: http://www.baylor.edu/travel/doc.php/203140.pdf

Airlineso Do you have a preferred airport? (ie. DFW, IAH, AUS)o Do you have a preferred airline?o Preferred times of travel/layover times

If you choose an early AM flight out of DFW/IAH, will you need to arrange accommodations at airport for night before for the team? This could become an additional expense to anticipate.

o What’s more important to you...Cost? Or Travel Time?o How do you feel about overnight layovers? (ex. Dubai)

Visa/entry/exit feeso Does country X have a visa or entry fee? Is this something that can be

purchased upon arrival or has to be arranged prior to travel? https://travel.state.gov/

Trip Expenses Ground Transportation (on site)

o This is usually provided as a group expense, so we divide it by the total number of participants to figure out estimated per person cost. As this number increases/decreases it could impact the overall cost for all team members. (ex. If it’s $100 for a group of 10, that’s $10pp; if you drop to 5 people, it’s now $20pp..the $100 total doesn’t change)

o Make sure you know what type of transportation you’ll be requesting and what are the size limits for each type of vehicle (ex. 15 passenger van doesn’t always equal 15 people if you have luggage and supplies)

Hotel/Accommodations o Do you anticipate a contract/reservation agreement?

These must be approved by Baylor Office of General Counsel (OGC) and VP for Student Life. This process can take up to 4 weeks.

o Method of Payment? Does it require a credit card to hold the rooms?

Baylor Purchasing cards cannot be used to make reservations. A personal credit card will be required.

Can we prepay? Find out what payment options are accepted (i.e. wire or check)

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 8

Excursions/Debriefing Activitieso Do you anticipate a contract?

These must be approved by Baylor Office of General Counsel (OGC) and VP for Student Life. This process can take up to 4 weeks.

o Method of Payment? Does it require a credit card to hold the rooms (i.e. Hotel on

Safari)? Baylor Purchasing cards cannot be used to make

reservations. A personal credit card will be required. Can we prepay?  Find out what payment options are accepted

(i.e. wire or check) Food/Meals

o Which meals will you be responsible for purchasing for your team while on site? Is breakfast provided at hotel daily? Do you want to pack sack lunches every day? Are you eating out every meal? (Suggested: $20/day/person)

Travel Food/Meals (OPTIONAL)o If you want to include travel meals, we suggest $20 each way. If you

do not include travel meals, make sure that your team members know this could be an additional expense to them.

Projects:  A key element of your trip is the projects you will do with your host partner(s). The sooner you know what projects you will do, the more accurate your estimate cost can be.

o What materials will you need? Can you purchase them on site, or will you need to pre-purchase and take with you (see supplies below)?

o How many days will it take to complete the project? Do you have enough/too many students for the project?

o Do you need a special license or agreement to do the project on site (i.e. government approval)? If so, your host partner should secure this prior to your arrival.

o Will you hire local people to assist with the project (i.e. carpenter, painter)? If so, how will they be paid? Remember that cash gifts or donations are not permissible. A fee is a permissible expense. Please be very specific in your budget explanation.

Supplieso Has your partner requested supplies that you will need funds to

purchase here or on site? (i.e. books, school supplies, sporting goods) If purchased on site, you will need an itemized receipt for

materials purchased, even if your host purchases items on your behalf.

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 9

Before purchasing supplies prior to your trip, please check with Baylor Missions budget associates to confirm adequate funds.

o OR can you get these supplies donated?

Feeso Do you anticipate having a translator or providing an administration

fee to your global partner? Do you anticipate any additional tips for hotel/restaurant staff?p;

Additional Trip Expenses Travel Insurance (=$2/day/person)

o Required for all travellers on international teams. Domestic trip participants must have proof of coverage.  

Pre-trip misc. (advertising, t-shirts)o This line is most often used for teams who buy t-shirts to sell or to

wear.o If you want to budget some cost for food/snacks for team meetings,

you can put that here. o If you have any anticipated fundraising expenses (i.e. fee to book

venue/rent space to sell something at Christmas on 5th) Telephone/Data

o if you want Baylor to reimburse TL(s) for buying an international phone/data plan, please include this cost in your budget. You are encouraged to research cost. Baylor Missions will not reimburse your phone bill post trip if it was not included in your budget.

o If you are going to buy local phones/data/minutes, please anticipate this cost (this can be used for students or F/S)

Administrative Fee (International) = $150 per person REQUIRED Administrative Fee (Domestic) = $75 per person REQUIRED Miscellaneous

o Ex. When you need more bottled water or additional bag feeso Suggested:$25/person

Contingency Fee (= 3% of overall trip budget)o Although every effort is made to accurately determine trip cost, we

anticipate some unexpected expenses. A contingency fee is included in your budget to cover things like:

an increase in airfare fuel charges a decrease in travelers that does not impact sunken or set costs

(i.e. a van will cost $1000 regardless of # of travelers) fluctuation in exchange rates the need to book another hotel room because of occupancy A damaged rental vehicle Lost or stolen funds

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 10

Support Raising ProceduresA Support Raising 101 Packet and other great fundraising resources are available on our website for all leaders and participantshttp://www.baylor.edu/missions/supportraising

Students should review the advice provided on the website above Students should be encouraged to send letters to friends and family, as well as

set up a Mobile Cause account. Every support letter or fundraising request should include a donor card for your

specific team on this website: http://www.baylor.edu/missions/donorforms Donor cards help BUMissions to know how to apply every donation or payment.

Monies raised through team fundraising events should be split evenly amongst the team. Team fundraising is utilized at the team leader’s discretion. It can be allotted to individual student accounts, but should be discussed in advance to the fundraising events/activities.

Regular fundraising reports should be made available to Faculty/Staff leaders to share with students on the team to know how they are doing with their fundraising efforts.

What is a DONATION?*All monies raised through team fundraising events and turned into BU Missions are considered team funds. *  A donation is any check, cash or money that is NOT designated for a particular

individual.o No individual name can appear on a check given as a donation to Baylor

University. If a name does appear on the check, it is no longer considered a donation but a payment.

Donations are non-refundable to students. Donations are designated for a team fund and are allotted to team members

according to the team leader's discretion. Donations are tax-deductible and the Baylor Gift Office will send a gift receipt.

What is a PAYMENT?   A payment is any money that is designated for a specific individual A payment will have the name of the individual student written on the check

or gift. A payment is only applied to a student's individual balance, not the team's A payment is NOT tax-deductible. Payments are only refundable after all unrecoverable expenses are paid and

can only be refunded to the individual that made the payment.

Baylor Missions + Student Organizations Leader Handbook: Section THREE: Finances pg. 11