Finance BoardWorkshop

2015-2016

About the SAFStudent Activity Fee

$124.00 per student per year

Allocated by students (Finance Board) for students Review the event presented itself and not the student

group Provide opportunity for every eligible student

organization to request funding from for campus-wide events

Pooled into a fund overseen by SABO (Student Activities Business Office) Director, George Sarikas

Established in 1983 by SGA referendum

SAF Manual HighlightsThe complete manual can be

found on the SGA Website.

Eligibility for Funding (§3)Organization’s must be fully recognized by the

Center for Student Involvement and the Student Involvement Board

Must be fully recognized by and in good standing with the Student Activities Business Office

Treasurer/E-board member must attend an SAF Workshop

Cannot have outstanding Event Spending Reports/Payment Requests

Event Budgeting (§4)Monthly Breakdown:

Small: Equal to or below $5,000 Medium: Equal to or below $15,000 and more than

$5,000 Large: More than $15,000

Major Event Status Pre-approved Occurs annually, occurred the past two years Cost of over $50,000 in the previous FY

All student groups should keep in mind that funding is limited and not all events will be able to be funded.

(§10)

SAF Deadlines Program Manger Deadline: Budget request must be submitted on

OrgSync for Program Manager Review by this date Extensions may permitted at the discretion of the Program Manager

as long as the request is approved by the Program Manger by the Finance Board deadline

Finance Board Deadline: Budget request must be approved by Program Manager by this date Extensions may be provided with prior approval by the Comptroller Failure to meet Finance Board deadline may result in inability to

present or receive funding

Presentation Date: The date which requests for each pool will present to the Finance Board Failure to appear for scheduled presentation without prior notice to

the Comptroller may result in ineligibility to receive funding

Deadlines for the 2016 Fiscal Year can be found on the SGA Website

Non-Fundable Items (§5)Anything purchased prior to receiving funding

from the Finance Board cannot be funded

Expenditures not funded: Deposits/Security Fees Designers/Designer Fees Photographers/Videographers Fundraisers – except for space fees Services provided by Northeastern Students Gift Cards

Event Requirements Submission Deadlines will be set and publicized at the beginning of

each fiscal year (July 1 – June 30)

Organization should work with Program Manager to determine logistics of event including which items funds will be requested for

A complete OrgSync Budget Request submitted by appropriate deadlines 2 comparable quotes for all items

Presentation details will be sent to the President and Treasurer listed on the Budget Request form the night before the presentation date

At least one member of the organization’s executive board must give a presentation to the Finance Board

Marketing (§8.6)Funding for promotional items will be restricted

as follows: One day events : $400 (Facebook Ads: $40) Week-long events: $600 (Facebook Ads: $80) Month-long events: $900 (Facebook Ads ($100)

All events funded by the SAF must bear the SAF Logo on any promotional materials

All events funded by the SAF must be listed on the OrgSync Campus Calendar

Supplementary Requests: Equipment (§12)Organizations may submit one equipment

request per semester

Equipment: ≤ $1,500 with a 1 year life span

Capital Equipment: ≥ $1,500 with a 2 year life span

Must be stored in a CSI provided locker or an approved on-campus location

Supplementary Requests: Conferences/Competitions/Organization Fees (§13)

Organizations may be funded for 1 conference, competition, or organization fee per fiscal year

Conferences Maximum of $500 in full registration fees If the registration is greater than $250, funding will be

provided for 2 registration fees up to $500 per registration fee

Competitions Competition fees for the minimum number of participants

may be funded

Organization fees Organizations will be funded up to $750 as long as the fee is

imperative to the existence of the organization

Other Fundable Requests Publications (§9)

Must include a quote from the Finance Board suggested vendor Currently: Smith Print, Inc.

If another vendor is preferred, a quote from this vendor must be provided as well

Annual Budgets (§14) Organization must provide a service to the entire undergraduate student body Ensure their services are available year-round Be unable to function on an event by event basis Demonstrates proper spending habits Has not be sanctioned/on probation within the past year

NUPD (§8.7) NUPD costs associated with an event will be funded out of the SAF Safety Fund Only SAF-funded vents are eligible to receive NUPD funding If an organization is directly responsible for an increase in officers or costs, the

group will be required to cover the extra costs from their cash index

Supplies/Decorations

Funding Policies (§8) Events should not exceed $45 per anticipated

attendee

Costumes and Props may be funded considering that: They are reusable Appropriately stored The organization maintains an inventory

Equipment Rentals may be funded considering that: The event cannot occur without the equipment All on-campus options have been explored Venue equipment does not meet requirements of

performer or event

Funding Policies (§8)Only one food event per organization per

semester will be funded For multi-day programs with more than one event,

only one of the events may be funded for food

The total cost for food, including drinks should not exceed $10 per anticipated attendee

Giveaways should not exceed $5 per anticipated attendee T-shirts are considered giveaways and should not

exceed $5 per anticipated attendee Program hand-outs are considered giveaways and

should not exceed $1 per program

Ticketing (§8.9)All ticketed SAF-funded events must be funded

through the University Box Office or myTickets ($3 box office fee per ticket)

The Board has the authority to set ticket pricing for any SAF funded event

Ticket revenue will be returned to the Student Activity Fee

Funding Decisions/Payment RequestsFunding Decisions (§10)

A request may be fully funded, partially funded, or denied

The Funding Decision memo and allocation breakdown will be provided via OrgSync within 7 business days after presentation

Payment Requests (§11) Must be submitted within 30 days of the event Payment requests will either be approved,

approved with notes, or disapproved Organizations may not request funding while any

previous payment requests are past due

Reallocations (§15) If a student group wishes to reallocate funds

from one line item to another, they must submit the Reallocation Form available on OrgSync.

The Comptroller will review the request. Upon approval, the student group shall receive a notification of approval via e-mail and their OrgSync Budget Request will be updated to reflect the new line item allocations.

Appeals (§18) Sanctions (§17)

A Finance Board decision may be appealed if: Established policies and

procedures were not followed Funding allocation decision

was arbitrary Severity of sanctions was

unnecessarily harsh

An event being partially funded, solely does not constitute grounds for an appeal

An appeal must be written to the Student Body President within 7 days of receiving the funding decision

Sanctions may be imposed for the following reasons: Failure to submit/disapproval of a

payment request Unauthorized spending Inappropriate storage or inventory

of equipment, costumers, and props Falsifying Information

Implemented Sanctions Loss of eligibility to request funding Requirement to co-sponsor events

for a specified amount of time Return of funds spent

inappropriately Referral to Student Involvement

board of the Office of Student Conduct and Conflict Resolution for review

Process Overview

Event Planning

OrgSyncBudget Request

Submission

Program Manager Approval

Finance Board

Presentation

Finance Board Funding

Decision Memo

Event Preparation

EventEvent Payment

Request Submission

Payment Request Memo

Paperwork Deadline

Request pools on OrgSync are locked and new requests will no longer be accepted.

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Submitting a New Budget

Request

1. Access Treasury through your student group portal.

2. Select Manage Budgets to begin a new request or view your previously submitted requests.

Drop-down menu allows you to see all requests your group has made

by period.

3. Begin your Budget Request.

Event Name

Event Name

Budget Pool

Selection of a Category will automatically

open up a Form to

provide more information about your

request.

4. Fill out Form. (Budget Request cannot be saved unless required fields are filled out.)

Event Form RequirementsOrganization Info

Program Manager Advisor Budget & Cash Index Numbers

Event Info

Previous Event Info

Attest—Please read it!

Manual Exemptions

Requested Vendor Quoted Price

Item/Preferred VendorChange info in

form.

Add item

Don’t click

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4. Upload Quotes in a PDF or MS Word document.

Pleaseonly upload

ONE document.

Do not upload

.zip files.

Provide TWO quotes

for each item

requested.

How many quotes do I need?

TWOcomparable quotes for

every line item requestedunless written justification is provided in the Manual

Exclusions portion of the form explaining why obtaining two quotes is not possible

This includes speakers and performers—you must have quotes for an alternate act prepared

5. Submit Budget Request. Program Managers will be automatically notified upon submission.6. E-mail Group Advisor a copy of request for approval.

(cc: E-mail to FinanceBoard@neu.edu.)

Download PDF version of request.

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7. Upload Advisor Approval e-mail. (Additional documents can be uploaded after Budget Request submission, however the request itself cannot be edited. Contact your Program Manager to edit the body of your request.)

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Comment Notification

If something is missing from your request, you will receive a comment notification. You should receive an e-mail saying that a comment has been made. You should be checking on your request the Monday before your presentation date to double check if a comment has been made.

Comment

2015-2016 Finance Board Michael Counihan

Counihan.m@husky.neu.edu

Academic

Matthew Hootstein Hootstein.ma@husky.neu.edu

Advocacy & Global Impact

Spencer Howell Howell.sp@husky.neu.edu

Community Connection/Community Engagement

Jocelyn Duran Duran.jo@husky.neu.edu

International & Cultural

Desmond Gray Grey.de@husky.neu.edu

Political Action

Karan Marwah Marwah.k@husky.neu.edu

Performing Arts/Creative & Visual Arts

Kyle Skelton Skelton.ky@husky.neu.edu

Outdoor Adventure & Wellness

ContactNicole J. Thomas, Comptroller

Chair, Finance Board

332 Curry Student Center

financeboard@neu.edu