McCombs Affiliated Student Organization Training

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McCombs Affiliated Student Organization Training

• Where Leadership is Earned

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Goals

• The success of each of your organizations
• Individual leadership experiences
• Awareness of all the services and tools available
• Knowledge of UT and McCombs policies and
  procedures
• We are here for you Resources, Advocates,
  Connections, Mentors, Guides, etc.

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UPO 2007-2008

• New Dean
• From Student Affairs to Office of Student Life
  (OSL)
• OSL move ETA October 2007
• Leadership Certificate Program (LCP)
• Leadership Library
• Forms updated

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Affiliated Student Organizations - Benefits

• Access to the Frito Lay Student Leadership Center
• Access to the support of Student Affairs Advisors
  and Administrators
• Apply for event funding from the Undergraduate
  Programs Office (UPO) - OSL
• Request corporate contacts information from the
  BBA Career Services and Corporate Relationship
  Management
• Advertise events in BBA weekly email and on the
  Pplasma and TV screens
• Name on Texas BBA website
• Advertise in freshmen student handbook
• Advertise in Annual Recruiter Summit Booklet

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Affiliated Student Organization - Requirements

• Attend MASO training
• Follow all rules and guidelines from the office
  of Student Activities and Leadership Development
  (SALD) travel, logos, etc.
• Follow the rules and guidelines for appropriate
  use and access of the Frito Lay Leadership Center
  
• Representative (President) attends bi-weekly
  Organization Leadership Meeting
• Spend money and use resources appropriately
• Represent the McCombs School of Business well
• 60 or your organization must be business
  students
• Respond to inquires by the UPO in a timely manner
• Remain in active status with SALD in the Dean of
  Students Office
• Provide an executive summary at the end of the
  year

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We want to support you BUT

• Failure to meet the requirements may result in a
  semester or a year probation as well as removal
  as a McCombs Affiliated Organization. If
  appropriate, the Dean will report issues to SALD
  for further action.

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Logistics

• Reservations
• General Classrooms SALD
• Business School Special and Paula Gilbert
• Food Form
• MIKE HOLT
• Posting
• Parking

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FUNDING

• Were here to help!

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Types of Funding

• SALD Accounts
• UT Account with Pooled Corporate Funds
• Co-Op Money allocated through UPO website
• Individual UT accounts only a few orgs have
  them, no longer available to orgs

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SALD Accounts

• Fundraising (rules in SALD Manual)
• Member dues
• Selling merchandise
• Donations (individual or company looses tax
  credit)
• DO NOT USE Sales Tax Exemption Form

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UT Account with Pooled Corporate Funds

• Corporations may donate funds to UT for specific
  groups or with criteria and Corporate
  Relationship Management (CRM) suggests a program
  to match
• Corporations give directly to support an event or
  organization through students proposing an event
  or general organizational support to contacts
• Corporations view new CRM site and select
  appropriate program

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Income/Expense Tracking
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Co-Op Money

• Organizations can submit requests to UPO for
  allocation of Co-Op funds
• Website - https//utdirect.utexas.edu/business/sof
  r/open May 1 for following Fall and Spring
• Funding requests reviewed in July, September,
  November

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Social Event and Risk Management Policy for UPO

• Events financially supported by the UPO-Student
  Life are primarily those professional in nature.
  A very limited number of events that are social
  in nature and/or held off-campus will be
  supported.

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Individual UT accounts

• Only a few orgs have them, no longer available to
  orgs

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Corp. Check and Invoices

• Give us the check within 24 hours along with
  intent of check, from whom (name and title), and
  the original envelope
• Invoices mailed from vendors or checks from
  Corporate donors should be sent to
• University of Texas at Austin
• 1 University Station, B6100
• Undergraduate Programs Office
• Attn Student Org Name
• Austin, TX 78712

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General financial rules for UT money

• Meet with Stephanie and/or Paula once you have an
  idea of a program
• Large programs semester before
• Small program one month in advance
• Copy both Stephanie and Paula on all emails
  (including attachments)

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Financial Rules cont.

• Only individuals who have attended this training
  and/or know the rules may spend and request funds
• All vendors or students being reimbursed must
  have a Payee Information Form (PIF) on file
• Vendors must be in good tax standing with the
  State of Texas
• http//ecpa.cpa.state.tx.us/vendor/tpsearch1.html
  
• MUST submit Official Occasion Expense Form (OOEF)
  and budget for food, entertainment, gifts or
  give-aways including t-shirts, awards

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General rules for spending

• Name of purchaser, organization, and event title
  must be on all estimates, invoices, and receipts
• Receipts must be itemized, show date of purchase
  and payment, and NO sales tax
• Only two reimbursements per organization per
  semester
• Net 30 UT policy Vendors will be paid within 30
  days of the receipt of goods or final invoice,
  whichever is later.

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OOEFs

• Official Occasion Expense Form (OOEF) for food,
  entertainment and gifts required before event
  (minimum of 2 weeks)
• Approval required before money can be spent
• Can use credit card for HEB, Wal-Mart, Target or
  any grocery store
• Cash prizes also require a Memorandum through
  Dean and Provost office BEFORE publicizing

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Office Supplies

• Office Depot
• UT contract discount
• Submit item number, description, quantity and
  price by noon on Friday to Stephanie or Paula.
• https//bsd.officedepot.com/login.do
• Login name hook-em
• Password hook-em

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Non-Office Supplies

• Procard (Credit Card) Purchases
• Card may be checked out for morning or afternoon
  no overnight requests
• Email Stephanie and Paula with request to use,
  including date and time
• Credit card must be returned with itemized
  receipts

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T-Shirts, Trophies, etc.

• Submit a quote or estimate from vendor so
  Purchase Order (PO) can be initiated
• Try to use vendors that direct bill
• PO number is given to vendor to provide services
• Final invoice must be given or sent to Paula for
  processing

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Rentals, Hotels, Buses

• Require contracts signed by Deans Office
• UT does not do deposits
• Facilities Services - tables, chairs, trash
  cans, tablecloths, electricity, work order done
  one month in advance

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Duplicating Services

• 3rd Floor Duplicating Services
• Bring back carbon copy must have student name,
  org name, and event title
• DIIA
• Central Duplicating for larger jobs
• Bidding recommended but no longer required

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Student Travel

• Can meet organizational goals, be fun, but
  high-risk
• Risk management - Insurance and Liability
• Leadership Conferences
• National Conference on Student Leadership, Oct.
  20-23 (Anaheim) and Nov. 17-20 (Orlando)
• 4th Annual Out for Business Undergraduate
  Business Conference, Oct. 5-6, (NYC)

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Corporate sponsorship or contacts

• CeCe Ridder Undergraduate Programs Liaison to
  Corporate Relationship Management and BBACS
• Sept 7th 12-2
• Corporate Contact, Field Trips, Speakers,
  Corporate Funding

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Company Field Trips BBA Career Services (BBACS)

• All out-of-state trips REQUIRE staff/faculty
  member attend
• Information to provide to company on students
  for students attending Company Field Trip
• Insurance and liability paperwork
• BBACS will provide a pre-departure workshop.
• Dress For Success Booklet Resume Guidelines are
  available at BBACS or downloadable from
  http//fcc.mccombs.utexas.edu

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Publicity

• BBA Newsletter deadline is Tuesday at noon for
  that Friday. Can have email addresses, small
  pictures, and web links.
• TV Screen regular PowerPoint slide
• Plasma Screen Download 16x9 PowerPoint template
• Web space - McCombs provides accounts for MASOs
  on the Web - webmasters_at_mccombs.utexas.edu can
  help.

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Undergraduate Business Council

• Representative body of the Business School
• Umbrella organization for all McCombs Affiliated
  Student Organizations (MASO)
• Only sponsored organization of the Business
  School
• Staffs Frito Lay Leadership Center

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The Frito

• Computers and monitors on loop alarms
• NEW Printer
• Alarmed Fire Exit
• Proximity Reader ETA
• Cleaning Schedule - Making Opportunity
• Reserving Conference Rooms
• Lockers

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Frito Upkeep

• Everyone maintains courtesy cleanliness in the
  shared space
• A MASO will be selected for cleaning the Frito
  every week between Thursday, 8 am, and Friday, 3
  pm.
• Each organization will be responsible for a
  period of three weeks at a time.
• A cleaning checklist supplies will be provided
  by the UPO.
• A member of your organization will be responsible
  for setting up a time to meet and review the work
  with the student or professional staff of the UPO
  within normal business hours.
• After three satisfactory reviews 200 will be
  approved for your organization to spend before
  the end of the year.
• The Application Deadline

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Frito Access

• Must have names of officers and members w/EIDs in
  Excel Sheet
• Access will be turned on when Proximity reader
  arrives.
• If locked - please check out key from the desk
  Officers Chairs Return when done or within 24
  hours whichever is first