2012-2013

FINANCIAL TRAININGMODULE #1

OVERVIEW

Activity & Service Fee Business Office at the University of Central Florida4000 Central Florida Blvd. SU Bldg. 52, Room 215

Orlando, FL 32816407-823-5548

All registered student organizations that are interested in receiving funding from the Student Government Association (SGA) for any of their activities must have all authorized offi cers successfully complete the Financial Training Workshop off ered by the A&SF Business Offi ce prior to requesting funding and bring your certifi cate of completion to the SGA when requesting funding.

Funding provided by the Student Government Association does not imply or express liabil ity. Students and registered student organizations util izing Activity & Service Fee funds for travel are not covered by University of Central Florida insurance unless travel is for offi cial SGA business (CRT Allocations, Senate Bills, etc. are not offi cial SGA business).

IMPORTANT: There will be no reimbursement for items purchased prior to receiving approval from the A&SF Business Offi ce.

FINANCIAL TRAINING WORKSHOPFISCAL YEAR 2012-2013

There are three (3) methods of funding - Allocations (CRT & FAO), Senate Bills, and the A&SF Budget Bill

Conference Registration and Travel (CRT) Allocation Individual – Maximum of $250.00/fiscal year RSO – Maximum of $1,500.00/fiscal year

Financial Allocations for Organizations (FAO) Allocation Events & Promotional Items – Maximum of $1,000.00/semester Offi ce Supplies – Maximum of $100.00/fiscal year

Senate Bill

Activity & Service Fee (A&SF) Budget Bill

TYPES OF ALLOCATIONS

CRT – This allocation is approved by the Conference Registration and Travel Committee and is for registration, lodging, and transportation expenses only. Maximum allocation for group travel is up to $1,500.00 once per fiscal year and up to $250.00 once per fiscal year for individual travel allocation.

FAO – This allocation is approved by the Financial Allocations for Organizations Committee. It is for purchases related to a specific event, promotional items, and offi ce supplies. Maximum allocation RSOs can receive per semester for events/promotional items is $1,000.00. Maximum allocation RSOs can receive for offi ce supplies is $100.00 per fiscal year.

TYPES OF ALLOCATIONSCRT & FAO ALLOCATION

STEP 1: Register and complete A&SF Financial Training

STEP 2: Obtain, complete, and submit FAO or CRT Allocation Request Form to the SGA Offi ce (SU 214) These forms can be found on the SGA website (http://ucfsga.com/forms)

or in the SGA Offi ce.

STEP 3: Attend FAO or CRT Committee Meeting in SGA Offi ce Bring a verification copy of your Financial Training Completion Traditionally, FAO meets every Wednesday at 4:30 PM and CRT meets

every Monday at 4:30 PM. Check posting board outside of SGA Offi ce for updated times.

Come prepared to explain your funding request, and provide details.

STEP 4: Complete Paperwork to access funding Meet with A&SF Business Offi ce Accountant. Complete Purchase Request Forms (PRF), Travel Request Forms (TRF)

and Group Travel Roster as needed.

STEP-BY-STEPCRT & FAO ALLOCATION

RSOs typically apply for funding through the Senate Bill process when trying to be approved for more then $1,500.00 of funding for a specific event and/or travel expenses.

Plan ahead if you would like to receive funding for a specific event or travel expenses through the Senate Bill process.

The Senate Bill process generally takes eight (8) – ten (10) weeks from 1st reading until final approval by the Vice President of Student Development & Enrollment Services (SDES). This does not include processing time from the A&SF Business Offi ce.

Approval includes 50+% of Senate, Student Body President, and Vice President of SDES with no unresolved issues.

TYPES OF ALLOCATIONSSENATE BILLS

STEP 1: Register and complete A&SF Financial Training.

STEP 2: Contact SGA Senator to write up Senate Bill. Your senator contact information can be found on the SGA website (

http://ucfsga.com/fi nd-your-senator) or you can go to the SGA Offi ce and ask to speak with a senator.

STEP 3: Attend Committee and Senate Meetings You will need to attend either the FAO or CRT meeting and the several senate

meetings. Consult with your senator for times and locations. This process usually takes approximately three (3) school weeks. Summer Senate meets every other week

Come prepared to explain your funding request, and provide details. Once the bill is passed, it must be signed. This usually takes approximately fi ve (5)

weeks.

STEP 4: Complete Paperwork to access funding. Meet with A&SF Business Offi ce Accountant. Complete Purchase Request Forms (PRF), Travel Request Forms (TRF) and Group Travel

Roster as needed.

TYPES OF ALLOCATIONSSENATE BILLS

Approved by the A&SF Budget Committee once each fiscal year, registered student organizations (RSOs), agencies and departments may request/be approved for A&SF funding through the application process that is available to RSOs, agencies and departments.

RSOs, agencies, and departments should visit our main website at www.asf.ucf.edu for up to date deadlines and information regarding the application process and to check their organization’s budget status throughout the fiscal year.

The A&SF Budget Bill contains Proviso Language which are certain guidelines everyone must follow for all A&SF funding

TYPES OF ALLOCATIONSA&SF BUDGET BILL

Registered Student Organizat ions may only use a l located funds for goods and services approved in the Act iv i ty & Service Fee Budget, unless otherwise approved by the Student Body President and the SGA Comptrol ler. The SGA Comptrol ler must report a l l budget real locat ions over ten (10) percent for Student Organizat ions to the Student Senate with in the next two (2) regular ly scheduled senate meet ings fol lowing the approval .

Registered Student Organizat ions shal l not receive nor be el ig ib le to receive A&SF funding to provide for cash or cash equivalent awards, pr izes, and/or g i fts .

No Registered Student Organizat ion can use A&SF Funds to purchase ink cartr idges, copier toner and/or copy paper.

Registered Student Organizat ions must have a l l author ized offi cers, as designated with the Offi ce of Student Involvement, successful ly complete Act iv i ty & Service Fee Business Offi ce Financia l Tra in ing before the expenditure of any a l located A&SF funds.

No Registered Student Organizat ion shal l receive addit ional funding for a l ine i tem that has been funded in the 2012-2013 Act iv i ty and Service Fee Budget.

UCF Faculty, UCF Staff , and current UCF Students shal l not be e l ig ib le to receive speaker and professional service honorar iums without the writ ten approval of both the Student Body President and Speaker of the Senate.

For complete Proviso Language, see A&SF Business Offi ce website

PROVISO LANGUAGE

Refer to the proviso language determined by the Student Government Associat ion (SGA) for addit ional information on specifi c prohibi ted expenses.

NOTE: Expenditure of funds can only be requested and processed when an A&SF Business Offi ce Accountant receives approved al locat ions and bi l ls f rom either the FAO Chair , CRT Chair , or SGA Senate Secretary, depending on the type of Al locat ion.

DO NOT purchase anything. See an accountant fi rst. There will be no reimbursement for an “after the fact” purchase.

Student Organizat ions should be in an act ive registered status with the Offi ce of Student Involvement in order to request the expenditure of funding.

Each student organizat ion should update i ts registrat ion information and names of newly e lected/appointed offi cers with in the fi rst two weeks of each Spring and Fall semester with Offi ce of Student Involvement (SU 208).

Indiv iduals or student organizat ions should fami l iar ize themselves with a l l Student Government Statutes and use for their reference Title VIII: The Finance Code, which is on the SGA & A&SF Business Offi ce websites.

THINGS TO REMEMBER

A&SF Business Offi ce Website http://www.asf.ucf.edu/

SGA Website http://ucfsga.com/

  Forms (PRFs, TRFs, Group Travel Roster, W-9 Form, etc) – A&SF Business

Offi ce http://www.asf.ucf.edu/forms/formindex.htm

  Forms (FAO Al location, CRT Al location, ORC Promotional Approval , etc) – SGA

Website http://ucfsga.com/forms

  Find Your Senator – SGA Website

http://ucfsga.com/fi nd-your-senator  Staples

http://www.staples.com/  UCF Offi ce Plus

https://offi ceplus.ucf.edu/index.html

Student Union http://ucfsu.com/ 

HELPFUL LINKS

Physical Address: 4000 Central Florida Blvd. Student Union Building 52 Room 215

Front Desk – 407.823.5548Fax – 407.823.6356

Accountants: Latchmin Jaggernauth - Latchmin.Jaggernauth@ucf.edu –

407.823.5648 Rose Mai – Huong.Mai@ucf.edu – 407.823.2530 Maria Joey Modi - Maria.Modi@ucf.edu – 407.823.0452 Kristine Nola – Kristine.Nola@ucf.edu – 407.823.5783 Fran Uddo - Fran.Uddo@ucf.edu – 407.823.6354

CONTACT US…