Allocations Training

Katelyn DahlkeV.P. of FinanceEngineering Student Council

September 5th, 20127:00pm, Gallery Room, MU

Constitution Description

• The Financial Body shall be lead by the Vice President of Finance (Article IV, section A.3.) who shall preside over all funding methods.

Membership• Treasurer of represented organizations• Must meet eligibility guidelines established (Article III, section A.2.a.)

Attendance• All organizations requesting funding must have attended ALL 4

general ESC meetings held last semester to receive 100% funding Special Funding Requests

• Engineering Student Council reserves the right to fund any non-represented organization for a one-time only request

• Must meet established guidelines set for all represented organizations

Funding from COE

Funds• COE has provided us with $25,000 this

semester (possibly up to $30,000) Budget

• Descriptive budgets• All requested funding must be justified with a

specific source

Fall 2012 Allocations

Regulations• Money can only be spent on items in the

approved request• Specific requests with specific sources (internet

links requested)o For example, walmart.com is not a specific source

• Money that is unused that is not reallocated will be deducted from the allocated amount

o Example: If you have $270 leftover from Fall 2011, and ESC allocates you $1600, the amount that will be put into your account is $1,330

Priorities

A full, detailed list is in the budget template for your convenience

Priority 1 Career & Leadership Development Collaboration Programs Outreach Programs Safety Equipment

Priority 2 Faculty & Student interaction Diversity Programs Community Service Programs Organizational Improvement Tools and Parts

Priority 3 (Not Funded) Hotel/food costs while traveling Cost of travel at events Food for general meetings/club events Give-aways Contingency Funds Fundraising Material/ Sponsorship

Recognition Overseas Travel

RequirementsPresentation

• Use PowerPoint template available on ESC website.• E-mail presentation to Katelyn Dahlke at

isu.esc.vpf@iastate.edu or bring on thumb drive

Guidelines• Presentation will be no more than 10 minutes long• No more than three presenters for each organization• If presenter is late, time will be forfeited• Provide explanation of what priority of allocation your

organization is requesting• Please bring a hard copy of your budget and

your power point to your presentation

Presentation Template

Please use the following PowerPoint to create your club’s presentation.

Please follow the template given in the following slides. You are free to change the background, add pictures,

more slides, or other relevant information. Budget MUST be emailed to me before you are allowed

to present. You may email me the PowerPoint or simply bring it to

your presentation on a flash drive. Email Katelyn Dahlke at isu.esc.vpf@gmail.com

Engineering Student Council

President: Austin Laugen, isu.esc.president@gmail.com

Treasurer: Katelyn Dahlke, isu.esc.vpf@gmail.com (308)-293-3438

Include President’s name and e-mail address, Treasurer’s name, e-mail address, and phone number

Club Overview

Represent students and student organizations of the College of Engineering to the administration, faculty, and the public.

Keep this slide very brief. We are more concerned with your budget information than your club overview.

Reallocation Request

What funds you did not use from last semesterWhat you plan to do with funds

• What is the activity• Who does it involve• When does it occur/last until• Where does it happen• How will you fund the additional amount• Priority # & Request

This is your allocated amount from Spring 2012 minus the receipt total from Spring 2012

Reallocation Request

Had $150.00 leftoverPlan on purchasing College of Engineering

banners for club use • $170• Fund the extra $20 from cookie sales• Priority 2

Title of Project/Activity

What is the activityWho does it involveWhen does it occur/last untilWhere does it happenHow will you fund the additional amountPriority # & Request

ChemE Car Project

All semester – competition in April1145 Sweeney To help fund the ChemE Car project, and obtain

safety personal protective equipment for students

Dow Chemical funds, AIChE moneyAll items are priority 1Total amount requested:

• $59

Fundraising

$500 per year from Lockheed Martin$100 for outreach projects from Dow

Corning

Allocation Request

Insert Overview Table of Amounts

This is the money you are requesting, not your entire budget. For example, if you have $1000 in your account and have $1500 in Priority1 budget, you only need to request $500 from ESC.

Allocation Request

Priority 1: $315Priority 2: $125Total: $440

End of PowerPoint Template

RequirementsBudget

• Form online under Allocations www.engineering.iastate.edu/esc/clubs/allocations/

• Please use the budget template from the website

• Email it to Katelyn Dahlke at isu.esc.vpf@gmail.com before you present

• Be very specific on what money you are requesting and exactly what you need it for

• Include fundraising events your club has done recently and any corporate donations

Spring 2012 Receipts

Due before you present• Can turn them into the ESC Mailbox in 110

Marston by 12:00 PM on Monday Sept. 17th • Bring them with you to your presentation• Must fill out the coversheet, found online

www.eng.iastate.edu/esc, under Allocationso This will help you know whether or not you have

money to reallocate

Reduction of Funding ListThe following items can make your club

subject to a $50 reduction of funding. • No completed receipt cover sheet• No hard copy of budget and/or presentation• No electronic copy of budget and/or

presentation• Missing your scheduled presentation time

Important Information

Travel PoliciesReimbursements

Questions/Comments Watch the deadlinesIf anyone is interested in helping with the

Allocation process, please e-mail mePresentations will occur on Sept. 17th and

18th from 5:00 – 10:00 PM. A sign up sheet will be posted by 110 Marston by September 10th to sign up for a time slot.

Katelyn Dahlkeisu.esc.vpf@gmail.com

E-mails regarding Allocations include in the subject box:“Fall 2012 Allocations”