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Club Budget Process

Club Budget Process. Budget Process. Club Budget Process Schedule. Club Budget Training – 2 Sessions Tuesday, March 15, 2011 6-7:30 pm Campus Center – 1010/1015 Rooms Wednesday, March 16, 2010 6-7:30 pm SAU – 1829 Room

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Club Budget Process

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  1. Club Budget Process Budget Process

  2. Club Budget Process Schedule Club Budget Training – 2 Sessions Tuesday, March 15, 2011 6-7:30 pm Campus Center – 1010/1015 Rooms Wednesday, March 16, 2010 6-7:30 pm SAU – 1829 Room If you require an interpreter, notify Merry Schading at mlw0137@rit.edu at your earliest to be certain we can accommodate Additional Club Budget assistance is available by appointment Please go to Club Resource Center located in Campus Center to book an appointment with Merry Schading or Carol Giuliano Friday, April 1, 2011 Budget proposals are due by 4:30 pm Before printing out your club budget proposal, please check page break preview on your budget worksheet to make sure documents print out horizontally on one page. Your document may be many pages, but horizontally worksheet should be on only one page Print out a copy of completed budget for your club files HARD COPY to Ryan Giglia - Assistant Director for Campus Life Programs, Center for Campus Life, Campus Center - Room 1629 HARD COPY AND EMAIL COPY to Merry Schading, Campus Center – Room 1621 Email copy must indicate 4/1/11 date and received before 4:30 p.m. Hard copy will be stamped date received and logged in order of receipt

  3. Club Budget Process Schedule (Mon. 4/4/11 – Fri. 4/8/11) Initial screening of budget proposals begins Note: Budget proposals requiring further information or adjustment will be returned and an update will be due in a week’s time (Mon. 4/11/11 – 4/15/11) Notification to clubs confirming receipt of budget proposal and status. (Mon. 4/18/11 – 4/22/11) Final budget review by the SG Budget Review Committee Budget allocations will be made at this time. Tier 3 Club Representatives are invited to be present at their budget hearing. Requests should be made on the budget proposal that you submit . (Fri. 5/6/11) SG Senate votes on club budgets Final Budget allocations available in Club mail folders as soon as process is complete

  4. Typical Questions Asked What is the Budget Process? What is the SG Finance Committee? How Do I Develop My Budget? What Happens After I Turn in the Club Budget Proposal? Criteria used by the SG Budget Review Committee to Review Budgets

  5. What is the Budget Process? Tier I Operates only from fundraising and AFAF’s (Additional Funding Requests through SG) No budget proposal is created nor handed in unless club is trying to change status to Tier II Tier II Maximum of $400 budget and AFAF’s Needs to follow the budget process to qualify for up to $400 Tier III Needs to follow the budget process to qualify for their budget

  6. What is the Budget Process? The Student Government (SG) Budget Process allows RIT student organizations to request funds for their club’s operating costs for the upcoming academic year The SG Budget Review Committee reviews all club budget proposals under the direction of the Director of the Center for Campus Life and Student Government President

  7. What is the Budget Process? To move from Tier I to Tier II or from Tier II to Tier III a written appeal should be made to the Assistant Director for Campus Life Programs This appeal should be included with your club’s budget proposal

  8. What is the Budget Process? The budget process begins during the Spring quarter and ends approximately the end of May All budget proposals submitted by the deadline will be reviewed and allocations decided Only hard copies of budget proposals submitted to the Assistant Director for Campus Life Programs and Merry Schading by 4:30 pm April 1, 2011 AND an electronic copy of budget proposal emailed to Merry Schading, will be eligible for full consideration by the SG Budget Review Committee Budget proposals submitted after the deadline date may be subject to penalty of limited funding or no funding at all

  9. What is the SG Budget Review Committee ? The SG Budget Review Committee is made up of the following: Assistant Director for Campus Life Programs Campus Life Financial Coordinator Representative from Club Review Board

  10. How Do I Develop My Budget? It will be important for you to utilize the club recognition packet to develop your budget. Purpose of your organization Mission Statement Goals & Objectives Step 1: Plan Ahead Step 2: Research Step 3: Preparing the Budget Proposal

  11. How Do I Develop My Budget? Step 1. Plan Ahead Think about what events, activities, and/or expenses your club will have for the upcoming year.

  12. How Do I Develop My Budget?Step 1. Plan Ahead Expenses Keep events within the purpose and mission of the club. Basic operating expenses should be included that represent basic costs needed to run your club Try to tie activities into your mission statement and goals. Look at activities sponsored in the past (or ask your club advisor) and see if they were successful. Do you want to repeat the activity? If not what else could you do? Consider any new events for the club to attend/host/sponsor or cosponsor. Is there a conference or speaker that will be in the area next year? Is there an event that you could not attend last year that you would like to attend this year? Is there an opportunity to co-host a speaker with another club and/or a similar club from another college?

  13. How Do I Develop My Budget? Step 1. Plan Ahead Look at costs of these events Did/will the cost of the event be justified by the benefit to your club and/or the RIT community? Will the cost for the event(s) need to be increased?

  14. How Do I Develop My Budget?Step 1. Plan Ahead Income Think about the potential sources of income that your club may have access . Consider the following sources: fund-raisers including vendors, bake sales, and raffles donations sponsorships from external groups, corporations or parent chapters RIT Departmental Support AFAF events co-sponsorship from other organizations at RIT Be sure income estimates are realistic as you will be held accountable for the income stated

  15. How Do I Develop My Budget?Step 1. Plan Ahead Final Review of Expenses & Income Rank order the expenses and incomes that you would like to propose in your budget Due to budgetary restrictions, the club may not be able to afford all the events or expenditures Prioritize your request by: Basic operating expenses Event expense/equipment expense/travel expense in case you are not allocated a budget to cover all your requests.

  16. How Do I Develop My Budget?Step 2. Research Get estimates for the costs of all events or items to be purchased. The following resources can help you determine your costs: Prior Year budget expenditures Competitive shopping Office Max catalog (available in Club Resource Center for review) Newspapers/sale notices Airline/ticket agencies or online Conference registration (based on anticipated numbers attending and/or costs from prior year) HUB for copying expense SG for cost of Driver Certifications

  17. How Do I Develop My Budget?Step 3. Preparing the Budget Proposal The first page of your budget proposal should include your club’s mission statement and the goals for the next academic year. If you are appealing for a Tier move, include your justification for the move within this first page. Your budget worksheet follows The budget worksheet can be found ONLY on-line at http://campuslife.rit.edu/main/clubs/resources

  18. How Do I Develop My Budget? HELPFUL HINTS Expenses should be approximately the same from year to year. There are more clubs and limited funding Be sure to check all figures for accuracy Budget worksheet has formulas that will calculate quantities times costs to give you total costs Include rationale for any changes of 10% or more from the previous year Before printing out, please check page break preview on your budget worksheet to make sure documents print out horizontally on one page. Your document may be many pages, but horizontally worksheet should be on only one page See: http://campuslife.rit.edu/main/uploads/1New_Club_Budget_Process_Form.pdf for more information

  19. What Happens After I Turn in the Club Budget Proposal? The SG Budget Review Committee will: begin to review club budget proposals for form and basic content as they are submitted return those budget proposals requiring additional information or clarification to the club contact person upon initial review. Those groups will be asked to resubmit an updated budget within a week’s time notify the club contact person of the budget proposal’s status begin the process of allocating funds based on financial criteria

  20. Criteria used by the Finance Committee to Review Budgets Due to the growing number of clubs and demand for limited budget money, accounts will be looked at closely by the SG Budget Review Committee: Checking closely to see what each club actually spent last year Checking to make sure that the items listed in each budget proposal reflect the purpose, mission statement, and goals & objectives submitted by the club Specific financial criteria A basic budget for the club to operate on campus

  21. Although a budget proposal is only an estimate of expected expenses, the SG Budget Review Committee asks that all clubs please list their expenses fairly and with as much accuracy as possible.

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