1. Groups
Group 1 – Jared Fialkoff Group 2 – Lakshmi Miller- Group 3 – David Wang Group 4 - Ngosa Mupela
Graphic Arts Vedam American Sign Language Sexual Health Awareness
Genocide Intervention SA Appropriations CAB Spanish Latin Student Association
LOGOS SA General Hartnett Gallery ADITI
Interpres Student Activities Office WRUR FASA
JUR Undergraduate Councils Cooking Club Celtic
UR Messenger Creative Arts Club Amnesty
Campus Times SADACA Shades
Grassroots
Slavic Club
Group 5 – Mike Grotke Group 6 – Shreya Krishnan Group 7 – Reid
Japan Matsuri Mini Baja DesRuisseaux
Group 8 – Club Sports
Women’s Caucus Debate Union/Solar Splash Marching Band
– Meg Recktenwald
UR Israel Council UR Cinema Group Off Broadway on Campus
Black Students Union Pride Network Korean Poongmul (Hon)
Chinese Students Association NJR D’Motions
KASA Mock Trial Ballet Club
Urban Exploring Community Service Network UR Concerts
UR Savvy Thelion (Quiz Bowl) Radiance
TASA Model UN Ballroom Dance
Colleges Against Cancer Sihir Bellydance Ensamble
Emergency Afro Expressions
Meliora Capital
Group 9 - Jiyu Cheng Group 9 – CONTINUED
Class Councils Vocal Point
Yellowjackets Golden Key
Rochester Students for Life ILC (International Living)
In Between the Lines Strong Jugglers
Simulation Gaming National Society of Collegiate Scholars
College Republicans/Psi Chi Multicultural Greek Council
IVCF (Christian) Roc the RAAS
UR Foot SR Class Gift Drive
UR Robotics Ramblers
Afterhours
UR TV
2. SA Budget Workshop
2013-2014
Due Wednesday March 6th - 4 PM
Room 101E – Ruth Merrill Center
Michael Dymond
SA Treasurer
mdymond@u.rochester.edu
3. Budgeting Process
Where does the money come from?
Student Activity Fee - $266/year
Allocated to budgeted groups and to
supplemental funding accounts
Budget proposal is for the upcoming year
using the current year as reference
SAAC evaluates budgets
Budget Workshop
4. Writing Your Budget
Follow the Budget Template
Cover Page
At a glance summary of request
Subsidy = Expenses – Income
Expenses and Incomes
Organize by program
Follow format in packet
Budget Workshop
5. Writing Your Budget
Make every effort to make appropriate
estimates of expenses
Refer to spending limits and fixed costs
Ask for what your group needs to support
the programming that you hope to do, but
please use your judgment
Do not expect a major increase
Budget Workshop
6. Co-Sponsorships
Policy Change
No Longer Budget Financial Co-Sponsorships
Exceptions:
CAB, Concerts, and CSN are able to budget co-
sponsorships
Dance3 will remain as is
Art-Awake will be budgeted to UrbEx
Budget Workshop
7. Evaluating Budgets
What does SAAC base allocation on?
Many factors are considered
Mid Year Report
Accountant Report
Advisor Report
Group history with SAAC – late
budgets, overspending, mandatory meetings, etc
Budget Workshop
8. Final Notes
Please do not wait until the last minute
We are here to help
Treasurer, Accountants, Advisors
Check Debbie’s door for your Accountant’s
office hours
Due Wednesday March 6th - 4 PM - Room
101E – Ruth Merrill Center
Budget Workshop
9. New Online Supplemental Forms
Conference Supplemental Form -
https://ccc.rochester.edu/form/start/18760
Equipment Supplemental Request Form -
https://ccc.rochester.edu/form/start/18762
Post Season Play Supplemental Form -
https://ccc.rochester.edu/form/start/16405
Program and Travel Supplemental Form -
https://ccc.rochester.edu/form/start/16401
Budget Workshop
10. Questions?
Michael Dymond
mdymond@u.rochester.edu
https://sa.rochester.edu/sa/senate/saac/
Budget Workshop
11. Groups
Group 1 – Jared Fialkoff Group 2 – Lakshmi Miller- Group 3 – David Wang Group 4 - Ngosa Mupela
Graphic Arts Vedam American Sign Language Sexual Health Awareness
Genocide Intervention SA Appropriations CAB Spanish Latin Student Association
LOGOS SA General Hartnett Gallery ADITI
Interpres Student Activities Office WRUR FASA
JUR Undergraduate Councils Cooking Club Celtic
UR Messenger Creative Arts Club Amnesty
Campus Times SADACA Shades
Grassroots
Slavic Club
Group 5 – Mike Grotke Group 6 – Shreya Krishnan Group 7 – Reid
Japan Matsuri Mini Baja DesRuisseaux
Group 8 – Club Sports
Women’s Caucus Debate Union/Solar Splash Marching Band
– Meg Recktenwald
UR Israel Council UR Cinema Group Off Broadway on Campus
Black Students Union Pride Network Korean Poongmul (Hon)
Chinese Students Association NJR D’Motions
KASA Mock Trial Ballet Club
Urban Exploring Community Service Network UR Concerts
UR Savvy Thelion (Quiz Bowl) Radiance
TASA Model UN Ballroom Dance
Colleges Against Cancer Sihir Bellydance Ensamble
Emergency Afro Expressions
Meliora Capital
Group 9 - Jiyu Cheng Group 9 – CONTINUED
Class Councils Vocal Point
Yellowjackets Golden Key
Rochester Students for Life ILC (International Living)
In Between the Lines Strong Jugglers
Simulation Gaming National Society of Collegiate Scholars
College Republicans/Psi Chi Multicultural Greek Council
IVCF (Christian) Roc the RAAS
UR Foot SR Class Gift Drive
UR Robotics Ramblers
Afterhours
UR TV
Budget Workshop
Notas del editor
Accountant’s hours will be posted on the door of the SAAC officeGroup 3 is being run by David Wang now instead of Alyson ManningYou can find contact information on our website, as well as a wealth of other resources. I encourage you to be utilizing our website and the materials on there for your group
Just a couple key points about the budgeting processWho has never done this before? (Please raise your hand so I have a good tally of where we are at)Student Activity FeeAllocated to budgeted groups and supplemental fundingRaise your hand if you have never done this process beforeYour accountant and I will be able to help you throughout the processBe sure to communicate with usAfter budgets are submitted SAAC will evaluate them and make allocations for the upcoming yearA few general points before we get started as well:Accountants have been trained on the budgeting process and what every organization needs to do to submit their budget. We will also be going through a few more trainings to make sure we are serving you as best as we can and that we are able to answer your questions in timely fashion.I have encouraged all of our accountants to keep client service as one of the first and foremost ideas in their mind while working with you. We do aim to communicate with you quickly and directly, to answer your questions, and to assist you as best as we can going through this budgeting process.With that said, we do need an investment from everyone here in order to get this accomplished. It will require a bit of time on your end and some careful thought as to your group’s needs, weighed against the need to be fiscally responsible with the pot of public money, and some work formatting that into one of our standard budgets.You should be prepared to work closely and carefully with your Executive Board to get this completed and to assess your needs.With all of that, while I encourage you to be ambitious about your budget and take on new programs and initiatives insofar as they are beneficial educationally to you and your group, I do want you to balance that with the idea of fiscal responsibility. You have no incentive to reduce your expenses, but if there are expenses that can be reduced, or economizing on programs or costs that can be done, I would like to see you identify those and reduce those. I am more than happy to work with you on this, but keep in mind I am not intimately familiar with your budgets and groups, as you are.
Very simple if you can get an electronic copy of an old budget and edit it (I have some of these if you cannot access it from your own group’s resources. Please communicate with me if you would like me to find your budget from last year and email it to you)Use the template as your guideOrganize your expenses by programPlease see the 4th page in your budgeting information packet for an example that you can use.Are there any questions at this point?To summarize, you’re organizing your budget by program, chronologically over the course of the year.The cover page is a bit complex. Here’s what you do:The expense number is the total amount that you want to spend over the course of the year. That’s the total costs your group faces. The income number is the amount that the SA expects you to raise over the course of the semester through fundraisers, dues, prize money, etc. The subsidy is then your expense number less your income number. This is the amount deposited into your account at the beginning of the year, in essence, given to you by the SA through everyone’s student activities fee. You start with this amount, and must raise the rest through income.We expect you to bring in income so that we are sharing the costs with each group. So while we want to make all of your group’s pursuits possible and we subsidize them to make this happen, we do expect some cost-sharing so the individuals benefitting directly from the group’s pursuits are bearing some of the direct costs for this.
Make every effort to make appropriate estimates of expenses – Use this year as a guideRemember that there are many other groups competing for a limited amount of moneyIf there are increases in your allocation from year to year, they are typically on the order of only a few percentage pointsThe fixed costs are accurate or in the range of accurate so use those in estimating some costs such as event support, campus times, and copying. These costs may change but the changes will in the scheme of things be small.We also need you to work with your accountant on spending limits. I don’t have these reprinted here, but either your accountant or myself can provide you with a fill set of what these are. They are in our BM’s manual, I believe in your budgeting information packet, and in most of the materials on our website (i.e. go to supplemental funding page on our website).These are steadfast rules for spending. Any requests for exceptions are on a case-by-case basis and should be discussed with your accountant and then brought to me. In order to ensure consistency, we are unlikely to make exceptions to these, and I’d ask that you have compelling and legitimate reasons in requesting any exceptions.
New policy to improve budgeting going forwardExplain exceptions – CAB CSN and Concerts are expected to provide financial assistance to smaller groupsDance cubed (diversity of dance) will remain
We look at all requests holistically and consider many factors, not just one in evaluating your budgets. If there are any considerations you would like us to make, any special circumstances warranting my attention, or anything we should discuss please come and see me or communicate with me before you hand in your budget. Any special considerations or things I should know about you should communicate with meWe aim for consistency/ “Fairness”, community-based spending, and financial responsibility as overarching goals in all that we do.
Do not wait until the last minuteMust meet with accountant and advisor to obtain signatures before it can be submittedYou must receive approval from your accountant in order to submit the budget, otherwise Debbie will not accept it.You will also email your budget in Word or PDF form to your student accountant. We are keeping electronic copies of the budgets for easy access!
Accountant’s hours will be posted on the door of the SAAC office
