CLUB SPORTS AND THE BUDGETING PROCESSPresented November 20, 2014

Liz MacNeill – SGA Treasurer – emacneil@uvm.edu – (802) 656-7734

Roger DaGama – SGA Finance Chair – rdagama@uvm.edu

BUDGET PLANNING FOR FISCAL YEAR 2016

December 4, 2014 Budget request forms released

December 13, 2014 – January 11, 2015

Winter Recess

January 21/22, 2015 Budget Workshop (ALL TREASURERS MUST ATTEND)

January 30, 2015 Budget requests and supporting documents due by 3 pm. No late submissions

February 9, 2015 Budget hearings begin

February 27, 2015 Budgets posted for club review

March 2, 2015 Budget appeals begin

March 17/24, 2015 Budgets to Senate for approval

July 1, 2015 Fiscal Year 2016 Begins

REVIEW OF RESPONSIBILITY CENTERED MODEL

• Change made to avoid budget inflation

• Higher allocation rates with lower requests

• Tier system determines fundraising requirements

TIER SYSTEM

Tier Maximum Budget Request

% of Requested to Fundraise

Tier 1 $50,000+ 15%

Tier 2 $20,000-$49,999.99 10%

Tier 3 $5,000-$19,999.99 8%

Tier 4 Under $5,000 5%

Tier E No Budget Request 100%

ALLOCATION RATES

• Hotels: maximum of $120/night/room/4 people

• Airfare: $450/person, 2 people maximum

• 12 passenger vans: $80/day• SGA rate is $70/day• Contracts with Hertz, Avis, and Enterprise

• Coach bus may be partially funded only when all other alternatives are unavailable

POLICIES

• SGA will not allocate on requests for fundraising activities

• SGA will not allocate on food requests

• Discovery of budget inflation will result in investigation from the Student Activities Committee

• All documents must be submitted on time in order to be considered for a FY16 budget

LINE ITEM EXPLANATIONS

• Calculations show us where your numbers are coming from

• Keep explanations concise – we have a lot to read

• What is most vital to your club? Prioritize!

EXAMPLE:BAD REQUEST

EXAMPLE:GOOD REQUEST

OTHER FORMS NEEDED FOR BUDGET TURN IN

• Contractual Agreement• Needs signature of current and upcoming President

and Treasurer, as well as club advisor

• Club Check in/info Sheet• Available on the Lynx

THINGS TO CONSIDER

• All requests (budget and supplemental) impact your fundraising requirement

• The finance committee does not fund for food or fund-raising activities

• Gas should not be requested in the budget

HOW TO PREPARE

• Talk with other club officers and determine priorities

• Plan ahead! Take time over the winter holiday

ASK QUESTIONS!