Franklin College Student Activity Fee Allocation Details

FRANKLIN COLLEGE OF ARTS & SCIENCES STUDENT ACTIVITY FEE ALLOCATION Proposal Information Session

WHAT IS FEE ALLOCATION? The allocation of Student Activity Funds by the Student Run Fee Allocation Committee. FCAS Fee Allocation Committee 2 Information Session

WHOCANAPPLY? To receive an allocation from Franklin College, your organization must be academically related to Franklin College of Arts & Sciences. If the department with which your organization most closely aligns is not in FCAS, consider seeking funding from that department s school. FCAS Fee Allocation Committee 3 Information Session

COMMITTEE MEMBERS FCAS Dean s Student Advisory Board Undergraduate & Graduate students from various Arts & Sciences departments Co-Chairs: Jennifer Patrick Coordinator of Student Academic Services Candee Bradbury Administrative Specialist II, Dean s Office FCAS Fee Allocation Committee 4 Information Session

FLOWOF STUDENT ACTIVITY FUNDS University of GA Student Activity Fees Dean of Students Office Tate Center UGA Colleges & Schools: Franklin College of Arts & Sciences Fee Allocation Committee Various Student Organizations FCAS Fee Allocation Committee 5 Information Session

THINGSTO CONSIDER WHEN PREPARING YOUR BUDGET PROPOSAL PACKAGE FCAS Fee Allocation Committee 6 Information Session

IMPORTANT These are Tate Student Center funds, not Franklin College funds After the allocation process, questions should be directed to the Tate Business Office 706-542-8514 320 Tate Student Center FCAS Fee Allocation Committee 7 Information Session

FCAS FEE ALLOCATION COMMITTEE GENERALLY FUNDS Expenses involved in bringing a speaker to campus Supplies needed to operate your organization Student travel Publication costs FCAS Fee Allocation Committee 8 Information Session

FCAS FEE ALLOCATION COMMITTEE NEVER FUNDS Taxes paid for goods For visiting lecturers, lodging costs above the current State travel limit set for Athens - $90/night Personal items for members (T-shirts, books, gifts, etc.) FCAS Fee Allocation Committee 9 Information Session

HONORARIAFORMS Must be signed by the speaker! Must be submitted after the speaker has been on campus. Payment cannot be ready for a speaker when he/she arrives. FCAS Fee Allocation Committee 10 Information Session

NONRESIDENT ALIENS If your speaker is a nonresident alien: A nonresident alien packet needs to be completed prior to the speaker s arrival In order to have any pre-paid expenses reimbursed, everything on the nonresident alien checklist must be accounted for. FCAS Fee Allocation Committee 11 Information Session

STUDENT TRAVEL If you have been funded for student travel: You must submit the Student Travel Authority forms at least 3 weeks prior to your departure date. Keep your receipts! Original receipts are required for most reimbursements. FCAS Fee Allocation Committee 12 Information Session

FOODPURCHASING Organizations may spend no more than 10% of their activity fee allocation on food; refer to SAF Guidelines All food purchases must comply with the UGA/Board of Regents food policy http://dos.uga.edu/services/businessoffice/food _purchase.html FCAS Fee Allocation Committee 13 Information Session

STEPSTO RECEIVING FUNDING FROMTHE FEE ALLOCATION COMMITTEE FCAS Fee Allocation Committee 14 Information Session

BUDGET REQUEST PACKAGE PREPARATION & SUBMISSION BE THOROUGH All parts of the budget request package must be complete to be considered. BE NEAT Requests that are hard to read are harder to consider seriously. BE TIMELY Late submissions may not be considered. FOLLOW THROUGH If the committee requests additional information, be sure to respond by the deadline. FCAS Fee Allocation Committee 15 Information Session

REQUIRED MATERIALS Complete Line Item Budget Proposal Letter of Support from your Department Head FCAS Fee Allocation Committee 16 Information Session

LINE ITEM BUDGET PROPOSAL It is very important that you fill this out as completely as possible. Your organization is responsible for any information distributed to your contact person! Try to add everything you would like the Committee to know about your group. FCAS Fee Allocation Committee 17 Information Session

LETTEROF SUPPORT Each Organization must submit a letter of support from an Arts & Sciences Department Head. The letter should be from the department most closely related to the group. FCAS Fee Allocation Committee 18 Information Session

CENTERFOR STUDENT ORGANIZATIONS REGISTRATION You can register online, but BE SURE to print a copy of the registration Registration for 2014-2015 is now open Info session dates and times are available at: http://stuorgs.uga.edu/register/index.html FCAS Fee Allocation Committee 19 Information Session

ACCESSINGYOUR FUNDS After your Organization has been allocated funds, you are free to access these funds to use for any approved expenses. FCAS Fee Allocation Committee 20 Information Session

PLEASE REMEMBER Plan Ahead! Forms are available on the Tate Center Business Office website: http://dos.uga.edu/services/business office/forms.html FCAS Fee Allocation Committee 21 Information Session

RESPONSIBILITY The completion of these forms is the responsibility of the student officers. If you have any problems while completing the forms, contact the Tate Business Office in the Tate Center. FCAS Fee Allocation Committee 22 Information Session

PAYMENTS & REIMBURSEMENTS Approved expenses can be submitted for payment by 1 of 5 methods: Petty Cash Voucher UGA Check Request Intra-University Payment (e-Ticket) Intra-Departmental Charges Purchasing Card Purchase Request FCAS Fee Allocation Committee 23 Information Session

PETTY CASH VOUCHER http://dos.uga.edu/services/businessoffice/pettycash.html Only for approved reimbursable expenses Petty Cash vouchers require original imprinted receipts if no imprinted receipt, the vendor must sign both the receipt & the voucher Only use voucher obtained at Student Activities in the Tate Center FCAS Fee Allocation Committee 24 Information Session

CHECK REQUEST https://webapps.ais.uga.edu/PCFA/index.jsp Use a check request to reimburse for travel expenses, pay honoraria, etc. Check requests are initiated via e-check request with your departmental office Your department will need to assist you FCAS Fee Allocation Committee 25 Information Session

INTRA-UNIVERSITY PAYMENT (E-TICKET) http://dos.uga.edu/services/businessoffice/intrauga.html Lodging expenses from the Georgia Center When you are making a reservation at the Georgia Center: Tell the reservation desk you will be paying by Intra-University Payment You will need the account name, number, and object code to be credited Campus Food & Catering Services FCAS Fee Allocation Committee 26 Information Session

INTRA-DEPARTMENTAL CHARGES Tate Center Print and Copy Services Tate Center Equipment Set-up and Room Reservations University Bookstore University Printing and Central Duplicating FCAS Fee Allocation Committee 27 Information Session

PURCHASING CARD ORDER REQUEST Forms available at: http://dos.uga.edu/Library/docs/PCardform.pdf Instructions available at: http://dos.uga.edu/services/businessoffice/pcard.html FCAS Fee Allocation Committee 28 Information Session

ENDOF YEARDEADLINES Fee allocations not spent by June 30 are forfeited The actual Tate Center deadlines for spending are MUCH EARLIER than June 30; pay attention to memos as they are issued The Fee Allocation Committee does consider prior year spending when allocating FCAS Fee Allocation Committee 29 Information Session

QUESTIONS & CONCERNS CANDEE BRADBURY 300A Old College (706) 542-5745 candee@uga.edu JUNE WINDATE 320 Tate Student Center (706) 542-8514 jwind@uga.edu FCAS Fee Allocation Committee 30 Information Session

THANK YOU Thank you for your participation. FCAS Fee Allocation Committee 31 Information Session