Student Government Association Student Organization ...An annual Student Activity Fee paid by every...

Student Government Association Student Organization Financial Handbook

For additional information contact:

Abigail Akinyemi SGA Vice President of Finance

[email protected]

Andrew Goodall SGA Advisor

[email protected]

Rob Neiss Director of Student Activities

[email protected]

SGA Financial Handbook 1

Table of Contents Introduction ............................................................................................................................................... 1

SECTION I – Your Student Fee .............................................................................................................. 2 SECTION II – Obtaining Funding (The Allocation Process) ............................................................... 3

SECTION III – Budgeting Guidelines ..................................................................................................... 5 SECTION IV – Appeal Process ................................................................................................................ 8

SECTION V – Audit Process .................................................................................................................... 9 Standardized Allocation Language ........................................................................................................ 10

Appendix A: Freuqently Asked Questions ............................................................................................ 10 Appendix B: Sample Budget Request .................................................................................................... 13

Appendix C: Sample Expenditures Tracking Sheet.............................................................................14 Appendix D: Sample Audit Form .......................................................................................................... 19

Appendix E: Budgeting Schedule Calendar Year 2017 ....................................................................... 20

Introduction This Handbook is a resource written to assist student organizations with understanding the financial policies and procedures that the Student Government Association has put forth for student organizations at Drury University. It is designed to be a comprehensive reference to student organizations on how to receive funding, stay within the budgeting guidelines, keep track of your budget throughout the year, and prepare a budget request and audit. This handbook is divided into six sections:

1) An explanation of the student fee and where that money goes. 2) Description of how to obtain funds – commonly referred to as the “Allocation Process.” 3) Budgeting Guidelines – guidelines that SGA uses to make decisions regarding allocations. 4) Description of the appeal process 5) Description of how to complete an audit 6) Appendix – Frequently Asked Questions and supporting materials to assist your student organization.

For more specific information on how to register, renew, or revive a student organization; or general information about student organizations, please contact Rob Neiss in the Student Activities Office at [email protected] or 873-6854. For more information about your account number contact your faculty advisor. For more specific information on how to request funding from the Student Government Association or how to complete and submit your student organization’s audit, please contact the SGA Advisor, Andrew Goodall, at [email protected] or 873-6871.


SECTION I – Your Student Fee An annual Student Activity Fee paid by every full-time day school student at Drury funds the Student Fee Treasury. For the 2017-2018 academic year, the fee will be $325 per student (the graphic below is of the 2017-2018 academic year). Drury assesses this fee in conjunction with the Student Government Association (SGA) that covers a small portion of the operating costs of the Barber Fitness Center and other initiatives on campus. The remainder of the money is allocated to student organizations and special projects by SGA such as the USA Today Collegiate Readership Program. Through the Allocation Process (described in Section II), student organizations in good standing may request money from SGA to fund their activities and programs.


SECTION II – Obtaining Funding (The Allocation Process) Student organizations in good standing may request funding from SGA. The procedure for requesting money is very specific and should be planned for well in advance. Also, SGA does not have to be the only source of funding. If funds are not granted by SGA they may be fundraised elsewhere. Examples include:

• Member Dues • Fundraisers • Department Funds • Sponsorship

Step 1 Renew your student organization through the guidelines put forth by the Student

Activities Office located in FSC 124. Organizations are ineligible to request funding without receiving this renewal notice. Email [email protected] for more information.

StudentOrganiza.ons/SpecialProjects37%($120)

Subsidiaries27%($88)

Sustainability7%($23)

CRP6%($19)

SGA5%($16)

$22,807

$325perstudent

CampusImprove-ment6%($20)

Wellness 12%($39)

$31,930


Step 2 With the help of your Campus Advisor; plan an operating budget based on your organization’s planned activities for the academic year. Each group plans their budget differently, but generally, it is a good idea to have a brainstorming session early in the year (or the previous year) to gather input from all your officers or members. Be specific in what you want to do and research costs for travel, special events, and supplies. Be realistic – remember that there are many other groups asking for money as well and SGA does not look favorably on artificially inflated budgets. When possible, collaborate with other groups or departments. See the Budgeting Guidelines and sample Budget Request in this handbook for more information. Step 3 Submit your budget request to the SGA Finance Committee emailing it to [email protected] . The file must be named using the following example: “Student Organization_Academic Year_Request”. Printed copies will not be accepted (to be environmentally friendly). Budget Request Submission a) Annual Allocation Cycle:

o Allocation Cycle § Allocations will begin in March. All student organizations who wish to receive funding for

the successive school year must request funding at this time. Funds will not be transferred into student organization accounts until they have successfully passed their annual audit (Audit details discussed in section IV).

b) Each organization should plan on one budget request for the academic year. Only under special circumstances will SGA allow additional requests for the same academic year. Funding will be distributed on a first-come-first-serve basis beginning with Category 1 organizations and working down through Category 4 organizations.

o Category 1 requests will be allocated first. § Category 1: SGA-sponsored programs and operating expenses that are paid annually by

agreement or constitutional mandate. o Category 2 requests will be allocated after Category 1 has received their allocation.

§ Category 2: Formally known as Subsidiaries, these are organizations explicitly named in the SGA Constitution as organizations obligated to receive funds from SGA.

o Category 3 requests will be allocated after Category 1 has received their allocation and after any Category 2 organization has received their allocation.

§ Category 3: To qualify for Category 3 your organization must meet the following criteria: • All organizations must be on good standing with the university and have been active

for two or more consecutive years. • All organizations of Category 3 must meet one of the additional sub-criteria:

o Organizations that are primarily operated by a university department that have a designated full time Campus Advisor as required by their job description.

o Organizations of a competitive nature. o Any other organizations who have received approval from the Student

Government Association by establishing themselves on campus and by their relative impact.

o Category 4 requests will be allocated after Category 1 has received their funds and after any Category 2 and Category 3 organizations have received their allocation.

§ Category 4: These are any other student organizations that do not qualify for Category 1, 2, or 3 or meet the following criteria.

• Organizations considered an “honor society” or are associated with a national honor society.

• Organizations with a religious or political purpose. c) Requests should be detailed and outlined as shown in the sample Budget Request in this handbook. d) The request should give a brief overview of the organization’s goals and objectives for the year, outline their

budget request, and explain the rationale for the amounts requested.


The role of the Finance Committee is to oversee all issues relating to the Student Fee Treasury. It is their duty to oversee business concerning the allocation and distribution of student fees. Furthermore, the committee is always available to assist all student groups and organizations in the allocation process. As part of this, the committee shall establish guidelines for allocations, and communicate to student organizations the necessary procedures for the allocation process. The student fees that are allocated through SGA are a privilege awarded to organizations that truly benefit the entire student body, demonstrate a financial need, and fulfill all of the requirements as set forth by Drury University and the Student Government Association. The Finance Committee reserves the right to determine the most appropriate use of the student activity fee when undergoing the slating process. Step 4 Your request is allocated by SGA. The entire SGA General Assembly will vote on all budget requests by the end of the spring semester. At this time, the Finance Committee will communicate their recommendation to the Assembly, discussion among SGA representatives will occur, and your request will be voted on. It is typical for organizations not to receive their full requests due to budgetary constraints and other requests falling outside the guidelines. The General Assembly meetings are always open to all students. It is strongly encouraged for a representative from your group to attend but it is not necessary. Step 5 Your group is notified of their allocation. Your group will be notified typically within two business days of its allocation. This notification will be emailed to the student contact and to the organization’s Campus Advisor. An explanation will be given if you did not receive your full request. If the student organization believes their allocation was decided in error, and meets the qualifications for an appeal, then they are welcome to follow the appeal process as outlined in Section IV of this handbook. Step 6 The allocated money is transferred to your organization’s account. Following allocations, the VP of Finance will notify the Business Office of the approved amounts to be transferred typically within two business days. Please note that it may take a couple weeks for the money to show up in your organization’s account. Once you receive notification from SGA of your allocation, it is not necessary to wait for the money to post to your account to start spending your money.

SECTION III – Budgeting Guidelines General Statement When evaluating Budget Requests, SGA will consider the following guidelines. Senators will follow these guidelines and be consistent and efficient in allocating Drury student fees. Circumstances may arise that may cause an allocation to fall outside of these stated guidelines and may be suspended by a two-thirds vote by the SGA General Assembly. Beneficiaries of Student Fees Since only undergraduate Drury day school students pay the student activity fee, SGA will only directly allocate funds that benefit those students. CCPS students, faculty, and staff are not entitled to student activity fees, and will therefore not generally receive funding from student fees. In addition, student organizations should not expect an allocation substantially higher than the amount that their participants collectively pay in student fees. General Funding Criteria


a) The organization MUST be recognized by the Student Affairs Committee and be good standing with the Student Activities Office.

b) The organization MUST have submitted a satisfactory audit and completed all other stipulations required by SGA.

c) The Finance Committee will make their recommendations in a viewpoint-neutral manner. d) Funding for approved activities may be granted in any amount deemed reasonable by the committee. This

may or may not be the entire amount requested. e) All Drury University rules, regulations, and policies are expected to be followed for any event in which SGA

provides funding. If any university rules, regulations, or policies are not adhered to in any event for which SGA provides funding, the sponsoring organization who received funding must return the student fee money and will face university sanctions.

f) The committee looks favorably on those groups that actively seek alternative sources of funding such as fundraising, membership dues, and outside sources, as well as organizations who are prudent in record keeping.

g) For a budget request, the organization must subtract out the remaining balance of its account as of the budget request submission deadline.

h) Organizations must include an itemized list of anticipated expenditures for the remainder of the semester. i) The organization’s activities should positively affect the Drury community and the student body. j) The committee considers the number of students who are actively involved in the organization, as well as the

number of students who benefit from the event or activity. Newly Recognized Organizations Organizations that have been established less than two years are considered “newly recognized.” These organizations are eligible for funding the same as any other group; however, SGA will monitor them closely to determine the group’s sustainability. Funding requests will be limited for newly recognized groups to a maximum of $2,000 each year for the first two years, subsequent requests may be increased if the group proves that it can be responsible, sustainable, and have a positive effect on the Drury community. Subsidiaries The Student Government Association has four organizations deemed “subsidiary” groups because of their long-lasting importance to the university and student body: The Mirror, KDRU, DUTV, and Student Union Board (SUB). a) SGA is obligated to grant financial support to the subsidiaries (no other student groups are guaranteed

funding). b) Subsidiary groups are given preference in funding by being able to request funds prior to Category 3 and

Category 4 organizations. c) No more than 30% of the total beginning Student Fee Treasury for a fiscal year may be allocated to the

organizations in Category 2. Special Projects Special Projects are defined as events or projects that are unusual in nature and are considered on a case-by-case basis by SGA. They are usually a one-time event or a special circumstance. A Special Project is usually organized by an individual, department, or group and can be presented by a student, faculty, or a staff member. In order to request funding from SGA for a Special Project, one has to meet the following guidelines: a) There must be a reasonable benefit to Drury full-time day school students. b) A budget request meeting SGA’s guidelines is to be submitted to the Finance Committee a reasonable amount

of time before the event takes place. Please refer to Appendix B for more details. c) The budget request should be highly itemized and as detailed as possible including brochures or posters if

applicable. Cost of items should be researched properly before a proposal is submitted. d) Submit an audit if the individual, group, or department has received funding from SGA in the past.


e) Attend SGA General Assembly meeting on a date specified by the Finance Committee in order to facilitate the discussion during allocation.

f) The Finance Committee reserves the right to request a meeting with the individual or department requesting funds if necessary.

Alcohol a) In the event of a student organization sponsoring an event where alcohol will be present, all Drury University

Alcohol Policies and Procedures must be followed. For more information, please see the Student Organization Handbook.

b) The personnel and any charge being imposed due to the sale or distribution of alcohol may not be paid for or covered by funding through SGA. Funding for this may be found through various different ways including: membership dues, departmental funding, outside sponsorships or fundraising, etc.

c) If any funding through SGA has been found to be funding alcohol, the responsible group may lose their ability to request funding for one year.

Charity/Donations/Community Service Allocations a) There must be a reasonable benefit to Drury full-time day school students. b) SGA may cover costs associated with operating a charitable/ community service event (i.e. gloves,

advertisements, bags, etc.) c) SGA will NOT cover direct gifts/donations for charitable purposes (i.e. cash donations, books to other

institutions, etc.) Travel & Conferences Due to the large expense associated with travel and the generally concentrated benefit to a relatively small number of students, SGA will only allocate a portion of the travel expenses and request that student participants cover the remaining costs. a) An off-campus activity will be considered a trip if the destination is more than 30 miles off campus and at

least one of the criteria is met: • Transportation/ airfare is requested for travel • Housing/ lodging is requested • Conference/ registration fee is requested

b) An activity will not be considered a trip if the aforementioned factors are funded by the student organization. Organizations are encouraged to seek out the most time and cost efficient means of travel.

c) SGA will not allocate funds to cover the expense of food on trips. d) Since allocations for travel will be heavily dependent on the number of participants, SGA expects that the

number of participants allocated for actually attend. If fewer participants attend than allocated for, the remaining funds MUST be either refunded to SGA or retained in the student organization’s account, and be noted in the audit. DO NOT request funding for more participants than you expect to attend.

e) Student groups may take multiple trips throughout the year but the total amount of funding by SGA for travel related purposes will be limited to no more than $250 per person on each trip. A maximum of $3,750 per organization can be allocated each year.

f) Student groups are encouraged to take different people for each trip funded by SGA. g) For all automobile travel, a standardized per mile payment will be determined as 50% of the 2016 IRS tax rate

of $0.54 per mile. So SGA will pay $0.27 per mile for fuel for travel purposes. h) Travel expenses must be reasonable for the type of event and distance to/from the location. Usually distance

will be calculated from 900 N Benton Avenue, Springfield, MO 65802. i) Alternative Spring Break may request funds for up to $7,500 for trips throughout the year, and a maximum of

$250 per person. j) Travel outside of the continental United States may not be funded with SGA funds. Miscellaneous Guidelines a) For guest speakers who volunteer their time, up to $100 stipend will be allotted if requested. For professional

speakers, proof of the speaker fee must be provided.


b) Student groups can request funding for t-shirts. Each t-shirt may use no more than $7 per shirt. SGA will fund up to $210 for t-shirts. Additionally, clothes can be sold and used as a fundraiser.

Special Note for Competitive-based Travel Teams Certain student organizations travel extensively due to the nature of their organization. These organizations are competitive in nature and travel to other locations to pursue their primary function of competing. Because of the special circumstances surrounding these organizations, the committee has developed the following guidelines in addition to all the guidelines mentioned above: a) Money for materials, supplies, and equipment necessary to the function of the group may be

allocated; however items should become property of the organization, and by extension, the university, and not be kept by the individual members unless purchased from the group.

b) Uniforms or other required dress should be paid for by the individual members unless they are to become property of the student organization.

c) The previously stated travel restrictions still apply, however the cap may be extended to $10,000 which includes the original allocation amount as well as the special request.

Special Circumstances a) SGA takes into account the amount of money student groups have in their account prior to each new

allocation of funds, it is the responsibility of the student organization to provide this balance in their request and account for its use.

b) Each year SGA has a limited amount of student fees to allocate based on the enrollment of the university and other special projects. For each eligible group to have a chance to request funds, SGA may not be able to fund the entire request of an organization.

c) The aforementioned guidelines set a maximum amount that will be allocated for certain requests, and groups may receive less than this amount due to budgetary constraints. Your SGA Allocation Notification will explain in detail how much money your group was allocated and the reasoning behind the allocation.

d) SGA reserves the right to allocate more or less amount of funding to a student group than specified by the Budgeting Guidelines, subject to budgetary constraints, the nature of the student group, or the benefit to the student body.

e) It is an expectation that funds allocated to an organization are used in the period for which they are allocated. Items NOT Funded by SGA a) Activities that are required by an academic department or that directly support classroom instruction. These

activities should be funded by the academic departments. b) Scholarships or monetary payments with the exception of reimbursements for members and gift cards that are

given as prizes other than to leaders of the organization. c) Meals for routine meetings that are generally attended by group members only or meal stipends for travel. d) Events where dining is the main purpose unless directly related to recruitment or the purpose of the

organization. e) Activities or events that have already taken place, unless the reason the group did not receive the funding for

the event in time is because of a delay on SGA’s part. f) Other expenses not approved in advance by SGA will not be reimbursed. Groups should only spend money

that has already been allocated to them and never in anticipation of future funding. g) Individual membership dues to local, national, or international organizations. These fees should be paid out of

membership dues. h) Graduation apparel (cords, medallions, etc.). These should be paid out of membership dues. i) Any activities or items banned by Drury University

Section IV – Appeal Process The appeal process is reserved only for the following purpose:


o To determine whether the decision was made in a viewpoint-neutral manner. o To determine whether the allocation process was conducted fairly and in accordance with the budgeting

guidelines. If a student organization wishes to appeal their allocation based on one of the above reasons, they must write a letter detailing their concern within two weeks of the allocation date. This letter can be e-mailed to the VP of Finance (see cover page) and to the SGA advisor, Andrew Goodall, [email protected]. Once the letter requesting an appeal has been received, a meeting will be scheduled between the student organization requesting the appeal and the Appeals Committee. The Appeals Committee will consist of:

o SGA VP of Finance o SGA Advisor o Two students that are not part of the SGA Finance Committee o One staff/faculty member that is not a part of SGA o Dean of Students o Advisor of the appealing organization Each member shall have an equal vote within the committee.

The student organization requesting the appeal should be represented by their President, Treasurer, and the Advisor. Based on the information presented in the meeting, the Appeals Committee will render its verdict. The appeals committee shall make a decision and offer the decision to the General Assembly. The General Assembly shall only vote on the decision made using pass fail voting procedure with two thirds majority, and shall not offer amendments to the proposed decision.

SECTION V –Audit Process The Audit Process As stated in the SGA constitution, student fees allocated to your organization must be used towards the purpose for which they were allocated. Parties who have received student fee allocations must keep a record with receipts over how the fees were spent. All spending procedures must follow the Drury Business Office protocols. Towards the end of each academic year, the Finance Committee will hold an annual audit and all groups who have spent funding through student fee allocations will be required to submit their spending records, as provided with their budget request, over the allocated fees. Audits must be turned in on the last day of the academic year unless an extension is granted by the VP of Finance. This process is not meant to be a burden (and if the group was properly tracking their budget, it shouldn’t be), but rather an appropriate check-and-balance system in order to prevent inappropriate use of student fees and to hold groups accountable for the money entrusted to them. Should a group be found to be grossly misusing student fee money allocated to them, or fail to submit a timely audit, that group may lose their ability to request funding for one year at the discretion of the Finance committee. More details about the audit process will be sent via email in April each year. Audit Submission a) Audit submissions must include the following items:

o Audit Form – Included in the budget request workbook o Expenditures Tracking Sheet – Included in the budget request workbook o Audit Certification Letter – Available online at www.drury.edu/getinvolved àOfficer Resources à

Treasurer Tab à Important Forms (Column on right side of the screen) o Account Statement – Available through your Campus Advisor or the Business Office

§ If all of your purchases for the year are not yet posted on your account you must provide receipts for the outstanding expenses.

Satisfactory/Unsatisfactory Audit


a) Organizations need to have at least 90% account reconciliation in order to have a satisfactory audit. Anything below 90% will be considered unsatisfactory. b) Automatic audit failure will occur if either of the following criteria are met:

o An organization uses student fee allocations for expenses that contradict Drury Business Office Protocols or the guidelines outlines in the SGA Financial Handbook.

o An organization uses funds for events other than those specified in the budget request, unless previously approved by the SGA Vice President of Finance.

o An organization fails to submit an audit in a timely fashion. c) An unsatisfactory audit is when there is an audit failure, or when an organization receives less than a 90% on their audit. The organization may lose their ability to request funding for one year at the discretion of the finance committee if this occurs.

Standardized Allocation Language Pending submission of renewal documents

The group is currently not in good standing with the Student Activities Office, therefore the allocation is pending submission of all required documents.

Pending submission of a satisfactory audit

The group has not turned in a satisfactory audit; therefore the allocation is pending submission of a complete audit to SGA.

Postponed…more information…or other

SGA does not have sufficient information to allocate money for the following request and asks that the group bring more detailed information and submit a new request.

Low Priority Item Due to budgetary constraints, the requests for the following items were decreased due to their seemingly low level of priority.

Budgetary Constraints SGA desires every eligible student organization the opportunity to request funding; therefore the following was cut from this request due to budgetary constraints.

Newly recognized group

Due to the fact that this group is relatively new on campus, SGA would like to see that the group can be successful and sustaining before they are allocated their full request.

Unreasonable request SGA feels that the amount requested is unreasonable for the activities outlined by the request.

Request falls outside of the Budgeting Guidelines

There are certain requests that SGA does not fund (such as donations, required academic projects, meals for member meetings, or reimbursements). See the Budgeting Guidelines for a more detailed list.

Appendix A: Frequently Asked Questions


Questions about developing and submitting a budget: How should our budget requests look? Your budget requests should look just like the sample budget request in Appendix B. On the cover sheet in Appendix B please be as detailed as you can. The SGA senators will want to see that you have thought through your events and have them planned out. We aren’t sure how expensive some of our events will be. How do we go about estimating our expenses? To estimate your expenses, it’s best to start off by planning your organization’s activities for the year. This should ideally be done the year before at an officer transition meeting or new officer retreat. Your advisor or previous officers should be able to provide you with a previous budget request. Save your records! Each year, the officers should pass off any relevant materials to the new officers. Should we overestimate our expenses or be conservative? Organizations should estimate their expenses as accurately as possible. SGA does NOT refund for any event. Can our organization submit our budget early and have it checked before we request? (Or) I have questions about my request. Can I schedule an advanced meeting? Organizations are encouraged to contact the Finance Committee if they have advance questions about their budget. The VP of Finance (or SGA Advisor) can provide advice but it will only be their personal opinion. Final decisions will be made by the entire SGA General Assembly. General Questions: What are my options if no money was allocated to my group? If there were specific problems with your request, you can make changes and submit your request of only the changes by the next allocation deadline. Otherwise, your organizations can charge membership dues, fundraise, or attempt to get corporate sponsorship. Do I only get one chance per year to ask for money? Typically, yes. SGA tries to hold multiple allocation cycles throughout the year. Look on the schedule when your organization’s category is supposed to submit your request. It is the choice of the student organization to defer their request to a future cycle granted it is for the academic year in question. Yes, all allocations will occur in the spring semester. The only exceptions will be for special projects as outlined in Section III of this handbook. What does it mean if my request is postponed? A request is “tabled” when it is set aside from the meeting’s vote. This usually happens when the senators need more information about a request or the requesting group needs to fulfill some additional requirements before they receive money. What does it mean if my request is pending? A “pending” request means that there is some additional requirement attached to the money. This usually involves turning in the required paperwork or a completed SGA audit.

What if I am not happy with the amount that my organization was allocated? Organizations who feel that they were treated unfairly may appeal their decision, but just because a group was allocated less than they requested, does not mean the process was unfair. Please refer to Section IV in this manual. Also, it is normal for student organizations to not receive their full amounts Where can I get more information about the student organization registration and renewal process? Contact the Student Activities Office, FSC 124, or at [email protected]. Why do I have to be a registered/renewed organization to receive SGA funding? The registration/renewal process is in place to assure that groups who ask for money are legitimate, organized, and coincide with the Drury mission. What is the Student Affairs Committee?


It is a standing faculty committee comprised of both students and faculty. One of their functions is to officially recognize new student organizations.

Questions about the Audit Process: How do I complete an audit? Each organization’s budget request workbook includes an expenditures tracking sheet and audit form. Treasurers should fill in the expenditures sheet throughout the year as purchases are made. Towards the end of each academic year, SGA will send out the Audit Certification Letter which should be signed by the treasurer and campus advisor and attached to the front of your audit. At this point, the treasurer should also request a copy of their account statement from the Business Office for the entire academic year (June 1st – May 31st) and fill out the audit form at the end of the budget request. The final printed audit should include: signed Audit Certification Letter, expenditures tracking sheet, audit form, official account statement, and any receipts to transactions that do not appear on the account statement. How can I get my organization’s account statement? Your Campus Advisor should have access to the organization’s account through their MyDrury account or the organization treasurer can ask the Business Office to print a copy of your organization’s account statement. What if I don’t have any receipts to validate my expenses? Receipts are not required for the SGA audit if the transaction has been posted to the account (all receipts need to be turned in to the Drury Business Office). If the transaction has not been posted to the account before your organization needs to submit its audit, then a copy of the receipt should be attached to the audit. SGA reserves the right to impose sanctions on groups that do not complete a satisfactory audit. Are there any penalties for not completing a satisfactory audit? The organization will lose their funding for 1 year and be on probation. This sounds like a lot of work. Do we get any help through this process? The VP of Finance is available to help them through the process. In addition, you may contact the SGA Advisor with your questions.


Appendix B: Sample Budget Request

OrganizationName:AcademicYear:President:PresidentEmail:Treasurer:TreasurerEmail:Advisor:AdvisorEmail:OrganizationAccountNumber:

Numberofactivemembers?

Howhaveyouresearchedyourproducts/travelforthecheapestprice?Welookedatseveralwebsites(priceline.com,orbitz.com,kayak.com)tocompareairticketsforourtripandcomparedpricesatdifferentsupermarkets(Walmart,PriceCutter,Dillons)foranyfoodorsuppliesthatweneeded.

Pleasedescribeyourorganizationanditspurpose:

SGASTUDENTORGANIZATIONBUDGETREQUESTPaintingClub2016-2017

[email protected]

[email protected]

Thereisatemplateforyourbudgetrequest,expenses,andtheauditinthefollowingtabsofthisworksheet.

BobJones

Whatfundraisinghaveyoudoneorothersourcesoffundingdoyouhave?Weholdourannualpaintingauctioninthespringeveryyearwherestudentscanselltheirart.Thisisasignificantsourceofincomeforourorganization,andisalsoourbiggestevent.

OthermiscellaneousinformationyouwouldlikeSGAtoknow,pleaselistithere:

ThepurposeofthePaintingClubistonotonlyallowforstudentstoexpressthemselvesthroughtheartofpainting,butalsotoexposethemtootherartstylessotheycangainabetterunderstandingofit.

Howdoesyourorganizationpositivelyaffectthestudentbody?DruryUniversityiscommittedtoaliberalarts,well-roundededucationandbyexposingstudentstodifferentartstylesandallowingthemtoexpressthemselves,wearefurtheringthismission.Students'artwillalsobeavailabletodisplayaroundcampus.

[email protected]

Pleaseanswerthefollowingquestions:25

Areyourmeetings/eventsopentotheentireschoolormembersonly? Opentoentireschool


AmountAllocated

100.00$4.00$13.50$

Subtotal PaintSplash 117.50$

200.00$47.25$100.00$

Subtotal RonJohnsonSpeaker 347.25$

Subtotal Event/Expense#3 -$

Subtotal Event/Expense#4 -$

464.75$

TotalAmountReceiving

TotalRemainingIncome -$

500.00$464.75$35.25$

OtherIncome(t-shirtsales,memberdues,etc.)

PaintSplash

RonJohnsonSpeaker

Event/Expense#3

Event/Expense#4 Descriptionofevent/expense,includingthedate(s)oftheeventifapplicable

EntranceFee($10/personx10people)ExpenseDetailExpenseDetail

ExpenseDetailExpenseDetailExpenseDetail

SubtotalRemainingExpenses

PaintCans

EstimatedYear-endAccountBalance

Sameeventasonthisyearsrequest,butithasnotoccurredyetthisyear-itisscheduledforApril15

ProfessionalArtAdmisistrationspeakeratNationalConferenceinSt.LouisonMarch8

Descriptionofevent/expense,includingthedate(s)oftheeventifapplicable

ExpenseDetail

IncomeDetailIncomeDetailIncomeDetail

CurrentAccountBalanceTotalRemainingExpenses

ExpenseDetailExpenseDetail

ExpenseDetailExpenseDetailExpenseDetailExpenseDetail

Mileage(175milesx$0.27/mile)

REMAININGEXPENSESOnthispagepleaselistanyremainingexpensesfromyourallocationforthecurrentschoolyear.Forexample,ifyouwreallocatedfundsforaneventinAprilthathasnotyetoccurred,pleasetransfer

theeventinformationfromlastyear'sallocationontothissheet.

Paper(10ft)Tarp(15ft)ExpenseDetailExpenseDetail

VanRental

Event/Expense Description


DollarAmountPerItem

Quantity FrequencyAmount

Requested

Allocation(SGAUseOnly)

2.00$ 15 2 60.00$ 60.00$5.00$ 15 2 150.00$ 150.00$5.00$ 25 2 250.00$ 250.00$20.00$ 3 1 60.00$ 60.00$

-$Subtotal PaintSupplies 520.00$ 520.00$

5.00$ 6 1 30.00$ 30.00$2.50$ 3 1 7.50$ 7.50$1.00$ 100 1 100.00$ 100.00$

-$-$

Subtotal ArtAuction 137.50$ 137.50$

5.00$ 20 1 100.00$ 100.00$4.00$ 1 1 4.00$ 4.00$13.50$ 1 1 13.50$ 13.50$

-$-$

Subtotal PaintSplash 117.50$ 117.50$

-$-$-$-$-$

Subtotal Event/Expense#4 -$ -$

-$-$-$-$-$


775.00$ 775.00$

DollarAmountPerItem

Quantity FrequencyAmount

Requested


210.00$ 5 1 1,050.00$ 1,050.00$85.95$ 2 1 171.90$ 171.90$15.00$ 5 1 75.00$ 75.00$

-$Subtotal ChardoneNationalMuseum 1,296.90$ 1,296.90$

5.00$ 5 1 25.00$ 25.00$-$-$-$

Subtotal KevinJonesTalk 25.00$ 25.00$

Descriptionofevent/expense,includingthedate(s)oftheevent,ifapplicable

PaintSplash

AppetizerplatesStreamersFlyers/Printing

Tarp(15ft)

ExpensedetailExpensedetail

CampuswideeventinApril;for$1studentscanparticipateinthecampusmural,allproceedsgototheChildren'sFoundationforEducationalResearchPaintCansPaper(10ft)

BUDGETREQUESTSHEETChangeonlycellswithbluebackground(graycellsareforSGAuseonly.)

Suppliesincludesbrushes,paint,canvases,andsomeeasels.Studentswillusethesetocreatetheirart.PaintBrushes(packsof5)PaintTubes

Event/Expense Description

PaintSupplies

ChardoneNationalMuseum SeveralstudentswillbetakingatriptotheChardoneNationalMuseuminNYConJanuary8-15tovisittheirpaintingexhibitandtalktoartexperts.AirlineTickets(onlypartial,restwillbepaidthroughfundraising)HotelRooms

CanvasesEaselsExpensedetail

ArtAuction Studentsselltheirart;eventtakesplaceinAprilandconsistsofagalleryshowingafterwhichbuyerscanbidontheart.

ExpensedetailExpensedetailExpensedetailExpensedetail

Event/Expense#4


ExpensedetailExpensedetailExpensedetail

TotalEventsExpense

TravelEvents Description

Expensedetail

Event/Expense#5 Descriptionofevent/expense,includingthedate(s)oftheevent,ifapplicableExpensedetailExpensedetail

MuseumFee

KevinJonesTalk SeveralstudentswilltraveluptoKansasCitytohearKevinJones,anartexpert,speakataneventinearlyMarch.EventFeeExpensedetailExpensedetailExpensedetail

Expensedetail


-$-$-$-$

Subtotal TravelTrip#3 -$ -$

1,321.90$ 1,321.90$

TaxRate TotalMilesAmount

Requested


0.27$ -$

0.27$ 186 50.22$ 50.22$

0.27$ -$

50.22$ 50.22$

1,372.12$ 1,372.12$

EstimatedAmountPerItem

Quantity FrequencyTotalAmountReceiving

100.00$ 1 1 100.00$-$-$

100.00$

35.25$2,011.87$2,011.87$

Expensedetail

TravelTrip#3 Descriptionoftravel,includingthedate(s)andlocationnameExpensedetailExpensedetailExpensedetail

SubtotalMileageExpense

SubtotalTravelExpense

GasMileage Destination(Address)

ChardoneNationalMuseum Addressofdestination

KevinJonesTalk 5578SBroadwayAve,KansasCity,MO

TravelTrip#3 Addressofdestination

EstimatedBeginningBalanceTotalAmountRequestedTotalAmountSlated/Allocated

TotalTravelExpense

OtherIncomeSources(t-shirtsales,memberdues,etc.)

AnnualDonationfromPeggySueIncomedetailIncomedetail

TotalOtherIncome


AmountAllocated

AmountSpent

Difference

60.00$ 72.00$ (12.00)$150.00$ 125.00$ 25.00$250.00$ 225.00$ 25.00$60.00$ 60.00$ -$-$ -$

Subtotal PaintSupplies 520.00$ 482.00$

30.00$ 30.00$ -$7.50$ 7.50$ -$

100.00$ 110.00$ (10.00)$-$ -$-$ -$

Subtotal ArtAuction 137.50$ 147.50$

100.00$ 100.00$ -$4.00$ 4.00$ -$13.50$ 13.50$ -$-$ -$-$ -$

Subtotal PaintSplash 117.50$ 117.50$

-$ -$-$ -$-$ -$-$ -$-$ -$


-$ -$-$ -$-$ -$-$ -$-$ -$


775.00$ 747.00$

AmountAllocated

AmountSpent

Difference

1,050.00$ 1,050.00$ -$171.90$ 171.90$ -$75.00$ -$ 75.00$-$ -$

Subtotal ChardoneNationalMuseum1,296.90$ 1,221.90$

25.00$ 25.00$ -$-$ -$-$ -$-$ -$

Subtotal KevinJonesTalk 25.00$ 25.00$

-$ -$-$ -$-$ -$-$ -$

Subtotal TravelTrip#3 -$ -$

1,321.90$ 1,246.90$

PaintCansPaper(10ft)

StreamersFlyers/Printing

Canvases Foundabetterdeal!Easels

CarbonCopychargedmorethananticipatedExpensedetailExpensedetail

PaintSplash

Expensedetail

ArtAuctionAppetizerplates

EXPENSESTRACKINGSHEETPleaselisteachexpenseonthispage.Changeonlycellswithbluebackground(graycellsareforSGAuseonly.)

Event/Expense DifferenceExplanation

PaintSuppliesPaintBrushes(packsof5) HadanincreaseinmembersandneededsuppliesPaintTubes

Event/Expense#4ExpensedetailExpensedetailExpensedetail

Tarp(15ft)ExpensedetailExpensedetail

Expensedetail

TotalEventsExpense

Expensedetail

Event/Expense#5Expensedetail


Expensedetail

Expensedetail

MuseumFee TheArtdepartmentsponsoredtheticketcostExpensedetail

KevinJonesTalkEventFee

DifferenceExplanation

ChardoneNationalMuseumAirlineTickets(onlypartial,restwillbepaidthroughfundraising)HotelRooms

TravelEvents

TravelTrip#3ExpensedetailExpensedetailExpensedetail

ExpensedetailExpensedetailExpensedetail

Expensedetail

SubtotalTravelExpense


AmountAllocated

AmountSpent

Difference

-$ -$Total ChardoneNationalMuseum 1,221.90$

50.22$ 50.22$ -$Total KevinJonesTalk 75.22$

-$ -$Total TravelTrip#3 -$

SubtotalMileageExpense 50.22$ 50.22$

1,372.12$ 1,297.12$

EstimatedTotal

Receiving

TotalActuallyReceived

Difference

100.00$ 100.00$ -$-$ 50.00$ (50.00)$-$ -$

100.00$ 150.00$

1,894.12$35.25$

2,011.87$153.00$

KevinJonesTalk

TravelTrip#3

TotalTravelExpense

OtherIncomeSources(t-shirtsales,memberdues,etc.) DifferenceExplanation

GasMileageforTravelEvents DifferenceExplanation

ChardoneNationalMuseum

SubtotalOtherIncome

TotalExpenses(thisamountgoesinLined)EstimatedBeginningAccountBalanceTotalAllocatedfromSGARunningTotal

AnnualDonationfromPeggySueIncomedetail AdditionaldonationfrorecentAlumniIncomedetail


Appendix C: Sample Audit Form

SGA Use Only

Line a Account Beginning Balance June 1, 2016 35.25$ a

Line bSGA Funding

(All Allocations) Add 2,011.87$ b

Line cOther Income

(Describe Below) Add 150.00$ c

Line dTotal Expenses

(See Attached Form) Subtract 1,894.12$ d

Line e Account Ending Balance May 31, 2017 303.00$ e

Amount100.00$ 50.00$

Carry Total to Line c Above Total: 150.00$

Note: All shaded areas are for SGA use only.

AUDIT FORM 2016-2017Please note that it is easier to fill out your audit electronically and then print it out to get the signatures before turning it in. 1. Obtain a copy of your organization's account statement from the Business Office and attach it.

4. Itemize other income on this page.

2. Summarize your expenses by category on form attached. (It's easier to fill this in electronically than by hand.)3. Fill in any variance (difference between budgeted amount and actual cost) and explain. Attach supporting documents if necessary.

5. Carry other income total to Account Summarization Line c. Carry expenditure total to Account Summarization Line d.6. Turn the completed audit packet to the SGA Office, FSC 214.

If your organization uses software, such as Excel or Quickbooks, you may attach a detailed report that shows spending in addition to your Statement and Summary.

FOR S GAAUD ITOR US E ONLY-P L E AS E L IS TANYADD ITIONAL NOTE S ,C ONC E RNS ,AND F OL LOWUP QUE S TIONS .

Account Summary

Other IncomeExplanation

Annual Donation from Peggy SueDonation from recent Alumni


Appendix D: Budgeting Schedule Calendar Year 2017 March 2 -Budget Request Submission Deadline -Organizations must submit their budget requests by 5 pm, March 2nd to [email protected] March 9 -Category 1 Allocations @ 4:30 in FSC 204 March 23 -Category 2 Allocations @ 4:30 in FSC 204 March 30 & April 6 -Category 3 Allocations @ 4:30 in FSC 204 April 13, 20, & 27 -Category 4 Allocations @ 4:30 in FSC 204 May 12 -Audit Submission Deadline -Organizations must submit their audit by 5 pm, May 12th to the SGA Office: FSC 214 *These dates are subject to change as deemed necessary by the 2016 SGA Finance Committee. Any changes will be reported as soon as possible. *This draft of the Financial Handbook, suggested by the 2016 SGA Finance Committee, is used to aid the allocation of student funds in a fair and efficient manner. This draft is subject to change in the future and is only a guideline for the committee. The Finance Committee reserves the right to modify this draft and any of its contents with approval from the SGA General Assembly. In addition, the committee also reserves the right to make decisions based on other information presented that may not directly comply with the aforementioned guidelines.

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