Organization Funding 101

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Organization Funding 101

• A Guide for Using Student Organization Funds.

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MAIN MENU

• Click on the topic for which you need assistance
• Additional Allocations (receiving additional
  funds from SGA)
• Reallocations (moving money around within your
  SGA budget)
• Spending Organizational Funds
• Cash Handling Procedures for Revenue-Generating
  Events

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Additional Allocations

• Step One Determine the budget for the event/
  program/ trip/ purchase for which you need
  additional funding.

For help brainstorming what items you may need
funding for, click here.
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Additional Allocations

• Step Two Complete an Additional Allocation Form
  and submit it to the SGA Treasurer at least 30
  days before the event/trip/purchase.

Step Three The SGA Treasurer will send it to the
Finance Board. Step Four The Finance Board will
review your request. If requested, attend a
hearing, scheduled by the SGA Treasurer. Step
Five Once the request is approved or not
approved, the SGA Treasurer will notify the
president or treasurer of your organization. Step
Six If the request is not approved, meet with
the SGA Treasurer for further assistance. If the
request approved, you may spend the money. Click
here for help on Spending Organizations Funds.
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Reallocations

• Reallocations allow you to change your SGA budget
  through moving funds around within your budget.

Example Original Budget Guest Speaker
Event Honorarium
500
You cant book a speaker, but would like to hold
a dance instead, so you decide to reallocate the
500 from the Guest Speaker Event to the Dance.
New Budget Dance DJ / Band Food
300
200
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Reallocations

• Step One Determine what you want to
  reallocate.

For help brainstorming what items you may need
funding for, click here.
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Reallocations

• Step Two Complete a Reallocation Form and submit
  it to the SGA Treasurer at least 5 days before an
  Event Request Form.

Step Three The SGA Treasurer will review the
request (usually within a week of the request
being submitted) with the Accounting Clerk. Step
Four Once the request is approved or not
approved, the SGA Treasurer will notify the
president or treasurer of your organization. Step
Five If the request is not approved, meet with
the SGA Treasurer for further assistance. If the
request approved, you may spend the money. Click
here for help on Spending Organizations Funds.
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Items SGA Funds

• Provided is a list of items SGA funds that you
  can use as a guide for budgeting. This list is
  not exclusive you may request funding for items
  not on this list.

Administrative Flyers / Copies Banners Decorations
Dues Distribution Pamphlets Books Equipment Offi
ce Supplies T-shirts Costumes / Uniforms Other
Equipment
Trips Conference Dues Registration Admission Compe
tition Entry Fees Bus Rental Airfare Train-fare Ga
s Rental Vehicle Lodging Food / Meals Other
Trip-related Expenses
Continues on next page...
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Items SGA Funds
Event Planning Security (needed if 75
attendees) Food / Utensils Cooking Supplies Grill
Rental Grilling Supplies Equipment
Rental Workforce Gaming Permit (required for all
raffles and other gaming activities) Raffle
Tickets Ticket Printing Movie Rentals Karaoke
Machine Board Games Other Games Gifts Door Prizes
and Giveaways Contest Prizes Programs Invitations
Royalties Materials / Supplies
Event Setup AV Sound / Audio Lighting Microphone P
odium Tables Chairs Room Rental Setup Fees Pool
Table Rental Stage Setup Runway Guests (Speaker,
Entertainer, etc.) DJ / Band Guest Coach /
Instructor Guest Honorarium Guest Fees,
including Performance Fees
Transportation Parking Lodging
Food / Meals Gift - Limited-funding
item see Budgetary Policy
Return to Additional Allocations Return to
Reallocations
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Spending Organizations Funds

• BEFORE SPENDING YOUR MONEY.
• Do you have money in your budget specifically
  designated to this event/ trip/ purchase?
• If YES, please continue to the next page.
• If NO, but I have money in my budget that I would
  like to redesignate towards this event/ trip/
  purchase, then you should use the Reallocation
  Process first.
• If NO, I need to request additional funding from
  SGA, then you should use the Additional
  Allocation Process first.
• If NO, SGA cannot fund this type of expenditure
  but I would like to use Carryover Funds (funds
  from sources other than SGA), please continue to
  the next page.

Return to Main Menu
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Spending Organizations Funds

• EVENT REQUEST FORMS
• You must submit an Event Request Form before the
  event to the Office of
• Student Life Event Consultant (Commons 336, 1130
  AM 430 PM) no
• later than outlined below
• Level One (1) Event involves spending no money.
  
• Form should be submitted for consultation to the
  Office of Student Life at least 3 class days
  prior to the event.
• Level Two (2) Event small to medium size
  events, including but not limited to events /
  activities requiring spending funds, audio /
  visual equipment, food, security (75 or more
  attendees).
• Form should be submitted for consultation to the
  Office of Student Life at least 10 class days (2
  weeks) prior to the event.
• Level Three (3) Event larger events, including
  but not limited to events involving off-campus
  or paid entertainment, all UC Ballroom events,
  events with off-campus advertising, or 200 or
  more attendees.
• Form should be submitted for consultation to the
  Office of Student Life at least 30 days (1 month)
  prior to the event.

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Spending Organizations Funds

• What type of expenditure is it?
• Im Purchase a Good / Service On-Campus
• Im Paying for a Guest Speaker / Entertainer
• Im Making Copies of Flyers / Posters on Campus
• Im Purchasing Something at the Bookstore
• (Use Purchasing Something at Bookstore
  for buying postage stamps.)
• Im Purchasing Something Off-Campus

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Purchasing a Good / Service On-Campus

• Step One On your Event Request Form, please note
  the amount your organization can pay towards the
  event and note the appropriate account
  (SGA-allocated funds or club carryover funds).

Step Two Follow-up with the on-campus department
to ensure everything is planned for the event.
Organizations planning Level 3 events need to
attend a SAFE Committee meeting.
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Purchasing a Good / Service On-Campus

• Step Three After your event, complete a
  Post-Event Form and attach (staple) all
  documentation received regarding the on-campus
  expenditure (i.e. for purchases through Wood
  Dining Services, turn in a copy of the Bulk Food
  Request). The Post-Event Form should be submitted
  to the Office of Student Life Event Consultant
  within two days of the event.

Step Four The on-campus department will invoice
the Business Center to charge your account. Step
Five Update your Organization Ledger Form.
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Paying for Guest Speaker or Entertainer

• Step One Working with the Office of Student
  Life, the guest speaker / entertainer must
  receive and sign a contract before the day of the
  event.

Step Two If your group wishes to pay an
honorarium to a performer and the contract is
completed through a UMBC department other than
the Office of Student Life, the guest must sign a
letter of acceptance for the honorarium on the
day of the event. The letter of acceptance should
include the clubs name and the guests full
name, social security number, mailing address,
and type of service / performance provided. Step
Three After your purchase, complete a Post-Event
Form. The Post-Event Form should be submitted to
the Office of Student Life Event Consultant
within two days of the event. Step Four Update
your Organization Ledger Form.
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Making Copies of Flyers / Posters on Campus

• Note If copies must be made off-campus because
  UMBC cannot provide the services, use the process
  for All Other Types of Purchases.

Step One Submit a RESGAF to your Event
Advisor. Step Two The Event Advisor will approve
accordingly and send you to the SABSC. Step
Three The SABSC will approve accordingly and
will keep the needed paperwork. Step Four They
will give you a copy of the RESGAF, which will
serve as your authorization to get copies. Step
Five Take you copy of the approved RESGAF to
CommonVision (next to the Bookstore) to get your
copies made.
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Making Copies of Flyers / Posters on Campus

• Step Six Staff in CommonVision will ensure that
  SABSC gets the exact amount spent on copying and
  will also give you this information.

• Step Seven Reconcile your account with the SABSC
  and update your Organization Ledger Form.
• If you overspent on the event, you must make the
  necessary adjustments with the SABSC.
• If you need to cancel any part of an approved
  RESGAF, notify the SABSC immediately.

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Purchasing Something at the Bookstore

• Step One During the business hours of the
  Business Center, coordinate with the Accounting
  Clerk so that the Accounting Clerk can go with
  you to the Bookstore to make the purchase.

Step Two Purchase the item and save the
receipt. Step Three After your purchase,
complete a Post-Event Form and attach (staple)
the receipt. The Post-Event Form should be
submitted to the Office of Student Life Event
Consultant within two days of the event. Step
Four Update your Organization Ledger Form.
Return to Main Menu
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All Other Purchases

• Step One Determine whether you are going to
  (click on one)
• 1. Purchase the good off the University Credit
  Card and have it delivered to campus. click here
• Make a purchase off the University Credit Card
  and pick it up. click here
• Make a purchase in which the vendor will invoice
  UMBC. click here
• Make a purchase involving reimbursement under
  150 (Petty Cash). click here
• Make a purchase involving reimbursement over
  150. click here

We recommend that you make purchases exceeding
150 WITHOUT need for reimbursement, if at
all possible,
because reimbursements
can take up to SIX WEEKS.
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University Credit Card with Delivery

• Step Two About two days after submitting the
  Event Request Form and no later than 15 days
  prior to your event, go to the Accounting Clerk
  in the Business Center. You should bring the
  following information with you
• Name, Mailing Address, Phone Number and Website
  (if applicable) of the vendor
• Name, Cost, and necessary Details about the item
  being purchased

Step Three Working with the Accounting Clerk,
you will make the purchase using the Accounting
Clerks university credit card. Typically, the
order can be done online. The one member of the
organization must be present when making the
order. UMBC Student Affairs Business Services
Center 1000 Hilltop Circle Commons Suite
334 Baltimore, MD 21250
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University Credit Card with Delivery
Step Four After the purchase, complete a
Post-Event Form. The Post-Event Form should be
directly submitted to the Accounting Clerk
immediately. Do not repeat these purchases on the
Post-Event Form completed after the event.

• Step Five If the item is sent to the Business
  Center, please pick it up in a timely manner upon
  notification.
• Step Six If the item is sent directly to you
  (rare occasion), please submit to the Office of
  Student Life Event Consultant within 2 days of
  receiving delivery
• All itemized receipts and documentation
• A memo explaining that you received delivery and
  why the Business Center did not
• Step Seven Update your Organization Ledger Form.

Return to Main Menu
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University Credit Card without Delivery

• Step Two About two days after submitting the
  Event Request Form and no later than 1-2 days
  prior to the purchase, go to the Accounting Clerk
  in the Business Center. You should bring the
  following information with you
• Name, Mailing Address, and Phone Number of the
  vendor
• Vendors Website (if applicable)
• Name, Cost, and necessary Details about the item
  being purchased

• Step Three During the business hours of the
  Business Center, coordinate with the Accounting
  Clerk so that the Accounting Clerk can call the
  store with a VISA card number and coordinate the
  purchase.
• Step Four After the purchase, please submit all
  of the following to the Office of Student Life
  Event Consultant within 2 days of the pickup
• A completed Post-Event Form
• All itemized receipts and documentation
• A memo explaining why you picked the item up
  (instead of taking delivery)
• Step Five Update your Organization Ledger Form.

Return to Main Menu
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Purchase Involving an Invoice to UMBC

• Step Two After receiving verification that you
  have funds for this purchase (approved Event
  Request Form), coordinate with the vendor for the
  invoice. Invoice should be send to
• UMBC Student Affairs Business Services Center
• 1000 Hilltop Circle
• Commons Suite 334
• Baltimore, MD 21250

Step Three After the purchase, complete a
Post-Event Form and attach (staple) any
documentation. The Post-Event Form should be
submitted to the Office of Student Life Event
Consultant within 2 days of the event. Step
Four The vendor will invoice the University.
Payment usually takes 30-45 days please make
sure the vendor is aware. Please follow-up with
the Business Center to ensure payment. Step
Five Update your Organization Ledger Form.
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Petty Cash Reimbursements (Under 150)

• Petty Cash must meet the following criteria
• No more than 150 per person per day.
• You must pay in cash.
• You must complete the reimbursement within 2-10
  days of the purchase.

Step Two Do not make purchase until after you
receive approval (on Event Request Form). Note
PURCHASES MUST BE APPROVED AHEAD OF TIME! If you
spend money before a RESGAF approval, you will be
responsible for the payment personally. Step
Three BEFORE making the purchase, obtain a copy
of the tax-exempt certificate from the SABSC or
SGA Treasurer. UMBC does not pay sales tax. Step
Four Make the purchase paying in cash. (If you
do not pay in cash, you must follow the process
for reimbursement over 150, which can take 6
weeks). Continue to next slide for steps 5-7
Return to Main Menu
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Petty Cash Reimbursements (under 150)
Step Four After purchasing item submit a
Post-Event Form and attach (staple) the itemized
receipt, as well as a flyer from the event or
list of attendees with attendee signatures. The
Post-Event Form should be submitted to the Office
of Student Life Event Consultant within 2 days of
the event. Additionally, if proof of payment
(i.e. credit card number) does not appear on the
receipt, you must provide one of the following as
proof of payment
Step Five Pickup the your petty cash
reimbursement from the Business Center on the
Friday following submission of the receipt. Email
Shawny White (saddison_at_umbc.edu) for if you need
to make other arrangements. Step Six Update
your Organization Ledger Form.
Return to Main Menu
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Reimbursements Over 150

• Step Two Do not make purchase until after you
  receive approval (on Event Request Form).

Note PURCHASES MUST BE APPROVED AHEAD OF TIME!
If you spend money before a RESGAF approval, you
will be responsible for the payment
personally. Step Three BEFORE making the
purchase, obtain a copy of the tax-exempt
certificate from the SABSC. UMBC does not pay
sales tax. Continue to next slide for steps 4-6
Return to Main Menu
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Reimbursements Over 150 (contd)

• Step Four After purchasing item submit a
  Post-Event Form and attach (staple) the itemized
  receipt, as well as a flyer from the event or
  list of attendees with attendee signatures. The
  Post-Event Form should be submitted to the Office
  of Student Life Event Consultant within 2 days of
  the event. Additionally, if proof of payment
  (i.e. credit card number) does not appear on the
  receipt, you must provide one of the following as
  proof of payment
• If purchase with a credit card, original credit
  card receipt or statement will serve as receipt.
• If purchased with a check, a canceled check
  showing payment will serve as a receipt you must
  have copies of the front and back of the check
  and an original receipt.

Step Five Reimbursements may take up to six
weeks. Allow for this in your personal budget if
this is the course of action you choose. Step
Six Update your Organization Ledger Form.
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Cash Handling Procedures

• To Request a Cash Bag and/or Seed Money
• To request a cashbag and/or seed money, contact
  the Student Affairs Business Services Center
  (SABSC, 3rd floor of Commons), one week prior to
  the event.

Event Admission PRE-SALE TICKETS Selling
tickets prior to an event is really easy and we
recommend you take advantage of this. Event
coordinators simply need to complete a Ticket
Sale Request Form and turn it in along with the
tickets to your Event Advisor one week prior to
the start of sales. Tickets will be sold at the
Information Center and can be sold up until 10pm
the night of the event.
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Cash Handling Procedures

• Event Admission (continued)
• COLLECTING MONEY THE NIGHT OF THE EVENT If you
  plan to sell tickets/ admission at the door, you
  must complete the Request for Wristbands, Cash
  Box/Bag, Seed Money form and turn it in to your
  Event Advisor one week prior to the event.
  Organizations may have no more than two admission
  prices per event.One the day of the event, a
  member of your organization must pick-up the
  wristbands/cash box/bag after 4 pm from the
  Information Desk in The Commons. All unused
  wristbands must be turned in (unseparated) with
  the deposit. Everyone entering the event must
  receive a wristband.

Checks All checks should be made out to UMBC,
not to the Organization or to any individual
receiving the fees. You may note the
organizations name in the memo part of the check.
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Cash Handling- Making a Deposit

• MAKING A DEPOSIT
• For programs occurring on campus where money will
  be exchanged, the organization must use
  wristbands or tickets to account for the money
  raised. An Event Deposit Form must be submitted
  with the deposit and wristbands

• If everyone is charged the same admission price,
  the formula isAdmission Price times (x)
  Wristbands Deposit

• If there is a sliding scale, a report should be
  done to reflect the Wristbands NOT turned in
  times (x) the Various Fees to display the Total
  Deposit
• Example
• UMBC Students 5 x 50 250
• Non-Students 10 x 20 200
• Total 450

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Cash Handling- Making a Deposit

• MAKING A DEPOSIT(Continued)
• Within 2 business days of the event, the
  organization needs to turn in an event deposit,
  cash bag, and seed money to the SABSC.

• Normal Business Hours
• Deposits need to be brought to the SABSC (The
  Commons, 335) during regular business hours
  Monday-Friday, 830 AM - 430 PM
• After Business Hours
• Deposits will still be made after business hours,
  with the following procedures
• After the event, count your deposit, and complete
  the Event Deposit Form
• If your event is in The Commons, take your
  deposit to the Information Desk and ask the staff
  to deposit your money in the safe. Remember to
  fill out, sign, and have the desk staff sign the
  binder at the desk as proof of dropping off the
  funds!
• If your event is in the University Center, drop
  your deposit in the safe on the 3rd floor by the
  bathrooms. Check to make sure you can locate the
  safe before the close of business hours,
  contacting Operations if help is needed.
• On the following normal business day, your
  organizations treasurer must come back to the
  SABSC to complete the deposit.

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Cash Handling Procedures

• Raffles / Gaming Permits
• Student organizations that are recognized by the
  Student Government Association (SGA) will be
  permitted to hold raffles on campus.

Before All Raffles, student organizations must do
the following 1. Student organizations are
responsible for obtaining a gaming permit
through the Baltimore County Department of
Permits and Development Management, located in
the County Office Building, Room 101, Towson, MD
21204. Permits are 30. Please call 310-887-3616
for information on how to obtain an application
for a gaming permit. 2. Before you go to get your
permit, please stop the Office of Student Life to
obtain documentation that confirms your
organization in from UMBC. This information may
be requested by The Department of Permits and
Development Management. 3. The original raffle
permit must be secured and presented to the
Office of Student Life one week prior to the
beginning of the raffle.
NO PERMIT
NO RAFFLE
NO EXCEPTIONS!!!
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