CPO StaffTracey Howard – Assistant Dean for Program

Development◦ Supervises all CPO & Kellogg Center Staff◦ Works with new student groups during their formation◦ Assists student groups with websites◦ Advises the Student Senate Appropriations Committee◦ Co-Directs the SOAR Program

Jonathon Collier – Assistant Director for Greek Life & Student Organizations◦ Advises all social fraternities and sororities as well as the

Interfraternity & Panhellenic Councils◦ Serves as a contact person for all student organizations◦ Coordinates Briton Bash

Campus Programs and Organizations

3rd Floor of the Kellogg CenterOpen 8am – 5pm

Phone: 517-629-0433Fax: 517-629-0930

Email: cpo@albion.edu

http://www.albion.edu/about/campuslife

BUDGETWORKSHOP

FALL 2014

The Appropriations Committee

Mitch Moore◦ Student Senate Chief Financial Officer◦ Appropriations Committee Chair◦ Email: mwm11@albion.edu

Clare Russell◦ Appropriations Committee Vice-Chair◦ Email: cer10@albion.edu

Accessing our WebsiteStudent Senate website:

http://campus.albion.edu/studentsenate Click on the Appropriations Committee tab

at the topAll forms related to budgets, check requests,

etc. can be found hereNew forms can easily be filled out on a

computer, printed, and submitted on paper

Need Additional Help?Stop by the CPO Office (3rd floor KC)

◦Monday – 3:00-4:15 PM◦Wednesday – 1:00-3:00 PM◦Friday – 2:00-4:00 PM

ProbationAccording to the SAF Guidelines,

organizations must spend at least 70% of their budget

If an organization fails to spend at least 70% of their budget for two consecutive semesters, they will be placed on probation

The CFO and Appropriations Committee reserves the right to limit funding or place other funding sanctions on organizations on probation

BUDGET AND FUNDING REQUEST PACKET

General Supply FormSupplies Include:

◦PR◦T-Shirts◦Office Supplies◦Other miscellaneous items that are not part

of a program or event, but are vital to the mission of your organization

General Supply FormEquipment

◦Must support the mission of the Organization◦Must not be available for use elsewhere on

Campus (College-owned equipment)◦Must be permanently stored on College

property◦Single items costing more than $250 must be

accompanied by a paragraph (minimum) explain why the equipment is necessary for the organization’s mission *can’t exceed $800

General Supply FormPR

◦ Individual items pertaining to PR do not have to be listed separately in a budget request 1 line item, titled PR, will suffice as long as

an explanation of how PR funds will be used is given

◦The SAF cannot fund off-campus PR, except for paper flyers

◦$200 limit per semester

General Supply FormT-Shirts

◦Request funding not to exceed the lesser of cost or $5.00

◦Documentation must be shown per item cost, the number of items purchased, and the design of the shirt/clothing

◦$200 limit per semester

ProgramsPrograms are usually events comprised of

multiple expensesPrograms include campus-wide events,

fundraisers, trips, conferences, formals, etc.Common items requested include

registration fees, travel, lodging, etc.There is a $1,000 limit per program for

General Clubs and Organizations

ProgramsTravel Reimbursement Requirements

◦Flying Flight Itinerary showing amount paid

◦Rail Rail Itinerary showing amount paid

◦Vehicles Personal vehicles can be reimbursed at

$0.56 per mile College vans require Albion College Invoice

Co-SponsorshipsTwo or more organizations may partner

together to fund a single program/eventEach organization requesting funding for the

program/event must fill out the co-sponsorship form in their budget request

The $800 limit per event for an organization still applies, so two organizations together could fund up to $1600

Cannot be used to purchase equipment

Limitations$800 limit per supply or equipment item$1,000 limit per program/trip$800 limit per organization for co-

sponsored events$200 limit on PR materials$200 limit on T-Shirt Printing Costs

ExclusionsSalaries/Wages/HonorariaAnything giving academic creditNon-Campus PR – except paper fliersAny item(s) for Pledging/Ritual EventsInter/National DuesLuxury Items or GiftsAlcohol or alcohol-related material(s)DonationsSee Art 3, Sec VI of the SAF Guidelines for full list

ExclusionsFood

◦Food and beverages may be funded if and only if it can be proven that: Items are critical part of a

cultural/educational program Items are part of a contracted obligation for

performances or professional services required for the presentation of a program

◦Food to generate attendance will NOT be funded

◦Meals during a trip will NOT be funded

Please NoteAll items in the Budget and Funding

Request packet must have accompanying documentation proving their costs

An organization’s unspent funding from previous semesters does not rollover to the current semester, so spend the money you ask for each semester

Submitting BudgetsAll general clubs and organizations must

submit their Budget and Funding Requests by: Sunday, September 14 at 11:59 PM

All budget requests must be submitted electronically by email to:

senatecfo@albion.eduYou will receive an email confirming that your

budget has been received within 24 hours of submitting it

NO PAPER COPIES WILL BE ACCEPTED!

Submitting BudgetsIn extreme extenuating circumstances, the

President or Treasurer of an organization may request an extension from the CFO. This request will be considered only if made at least 24 hours before the posted budget deadline and will be granted at the discretion of the CFO.

Extension request deadline:Saturday, September 13th at 11:59 PM

If an extension is granted, budgets must be submitted by:

Tuesday, September 16 at 11:59 PM

Budget Approval ProcessBudgets will be reviewed by the

Appropriations Committee to ensure requests are in accordance with the SAF Guidelines

Student Senate will receive and approve all budgets at its regular meeting on:

Monday, September 22th at 9:10 PMOrganization presidents and treasurers will

receive their approved budgets via email by:Thursday, September 25 at 11:59 PM

Budget Approval ProcessIf you disagree with the decisions of the

Appropriations Committee, you may appeal its decision within 72 hours of receiving your budget by notifying the CFO◦More information regarding the appeal

process can be found in Art 4, Sec IV of the SAF Guidelines

REQUESTING CHECKS, LINE-ITEM CHANGES, AND EMERGENCY FUNDING

Check RequestsCheck Requests must be submitted on paper

to the folder outside the Student Senate Office

Requests must include the Check Request form and supporting documentation (copies of receipts/bills/ contracts)

Checks can take 5-7 days to processAll requests due by Sunday, November 30th

Check RequestsSupporting Documentation

◦Proof of purchase is required in order for checks to be written to individuals

◦Documentation must state the total amount paid/due

◦Requests involving invoices or contracts may have the check written directly to the vendor

◦Checks cannot be written directly to the organization requesting the check unless proof is provided that the organization already reimbursed an individual for a purchase or used its own checking account or debit/credit card

Check RequestsTo receive a check for travel in a personal

vehicle, submit a Mileage Check Request form to the folder outside the Senate Office◦Must attach a map showing exact mileage◦DO NOT attach gas receipts◦Please note, travel needs to have already

occurred before you submit this form

Check RequestsDenied Check Requests

◦An email will be sent regarding the nature of the denial, and how to fix it

Authorized officers will receive an email from CPO when a check is ready to be picked up◦Only the authorized officer who submitted the

request may retrieve the check(s)Checks expire 60 days from the day the

check is written

SAF Debit CardGeneral Clubs & Organizations,

Percentage Groups, and other types of groups such as Senate and Student Volunteer Bureau(SVB) are eligible in using the SAF Debit Card in making online purchases

SAF Debit Card Qualified ItemsAirfare (Associated taxes and check/uncheck baggage fees

acceptable)

Hotel Reservations (only room(s) and associated taxes acceptable, NO pay per view, mini fridge purchases, or any in room purchases)(the SAF Debit card will NOT be on file and guest(s) will need to use their own credit/debit card to cover damages/be on file with the hotel)

Recreation/Concert/Event ticketsLarge ticket equipment/supplies (large item(s) which

have a high price tag and are not easily purchased through other means or channels are eligible) (NO everyday small purchases allowed)

Using the SAF Debit Card The SAF Debit Card will remain in the sole

possession of the Appropriations Committee’s Advisor

The Treasurer or President of the group/organization can use the debit card by setting up an appointment with the Appropriations Committee’s Advisor

The Appropriations Committee’s Advisor will make the actual purchase for the group

A check request will still be filled out at the time of making the transaction

SAF Debit CardAt no time will the debit card number or

debit card itself be given to individuals of a group/organization

Any unauthorized use of the debit card, its numbers, or the actual purchases in any way other than what was approved by the Appropriations Committee’s Advisor is subject to sanctions by the Appropriations Committee and/or college judicial system

SAF Debit CardTracey Howard –

◦Assistant Dean for Program Development◦Appropriations Committee’s Advisor ◦Email- tlhoward@albion.edu ◦Office located in CPO (3rd Floor KC)

Line-Item ChangesMoney may be moved between existing line-

items on the budget by submitting a Line-Item Change form

Forms must be submitted on paper to the folder outside the Senate Office

You will not receive email confirmation of approval, and will only be notified if there is a problem with the request

All requests due by Sunday, November 30th

Requests for VarianceMoney may be moved to a new line-item on

the budget by submitting a Request for Variance form

Forms must be submitted on paper to the folder outside the Senate Office

Must provide detailed explanation of the new line-item and why it wasn’t in the original budget request

You will only be notified if there is a problem with the request

All requests due by Sunday, November 30th

Emergency FundingEmergency funding is available if your

organization experiences an event where immediate funding is needed and it can be shown that:◦The item/event could not be budgeted for during

the regular budget process, and◦The item/event meets all SAF Guidelines

Submit an Emergency Funding Request via email to the CFO to begin the process

Organizations may only request emergency funding once per semester

All requests due by Sunday, November 30th

RecapSubmit all budgets to senatecfo@albion.edu

Sunday, September 14th at 11:59 PMYou will receive your approved budget by

Thursday, September 25th at 11:59 PM

Emergency Funding Requests due by Sunday, November 23rd

All other requests due bySunday, November 30th

Questions? Email senatecfo@albion.edu