McCombs Affiliated Student Organization Training

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McCombs Affiliated Student Organization Training

• What Starts Here Changes the World

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Goals

• We care about the success of each of your
  organizations
• We care about your individual leadership
  experience
• Be aware of the all the services and tools
  available to you
• We are all on the same page when it comes to UT,
  McCombs policies and procedures
• We are here for you Resources, Advocates,
  Connections, Mentors, Guides, etc.

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UBC is the student governing body of the
Undergraduate Business School

• Renewed UBC
• Helping hand
• Representative body
• Added support and guidance from UPO
• True Umbrella
• Organization network
• Open network

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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
• Request corporate contacts information from the
  Ford Career Center and the Office of Resource
  Development
• Advertise events in the TXBBA Friday email and on
  the Plasma Screen
• Name on Texas BBA website
• Advertise in freshmen student handbook
• Advertise in Annual Recruiter Summit Booklet to
  receive company support

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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 every
  semester

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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.
• No big problems and smaller problems solved.

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Requests for funding and corporate sponsors

• 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 how you get the funds

• Fund raising (lots of rules in the SALD Handbook)
• Member dues
• Selling apparel (shirts)
• Etc. (possibly corporate money not encouraged,
  company looses tax credit)
• DO NOT USE Sales Tax Exemption Form with SALD
  money

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UT Account with Pooled Corporate Funds how you
get the funds

• Corporations may donate funds for specific groups
  or criteria and organizations may be asked for
  proposals mid-year.
• Corporations give directly to support specific
  events or organizations which they have
  historically funded

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Co Op Money how you get the funds

• Organizations can submit proposals to UPO for
  allocation of Co Op funds
• Website - https//utdirect.utexas.edu/business/sof
  r/Allocation based on strength of proposal
  submitted to UPO

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Individual UT accounts

• Only a few orgs have them, no longer available to
  orgs
• Organizations who have had a long history of
  support at the Business School

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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)
• No social or off campus events will be funded by
  UPO

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Financial Rules cont.

• Only individuals who have attended this training
  may 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 have Official Occasion Expense Form (OOEF)
  completed for food, entertainment, gifts or
  give-aways including t-shirts, awards

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Office Supplies

• Office Depot UT contract offers huge discount,
  has all types of office supplies, cleaning
  supplies. Submit orders (item number,
  description, quantity and price) by noon on
  Friday to Stephanie or Paula. To get pricing
  info
• https//bsd.officedepot.com/login.do
• Login name hook-em
• Password hook-em

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General rules for spending

• Name of purchaser, organization, and event title
  must be on all estimates, invoices, and receipts
• Any receipts submitted 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 paid within 30 days of
  the receipt of goods or final invoice, whichever
  is later.

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Billing Address

• Final Invoices mailed from vendors 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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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,
  tablecloths for on-campus events
• Facilities Services work order done with
  Stephanie at least one month in advance
• Austin American Rent All - direct bill (no
  contract required

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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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Duplicating Services

• 3rd Floor Duplicating Services
• Bring back carbon copy must have student name,
  org name, and event title
• Central Duplicating for larger jobs
• Bidding recommended but no longer required
• Aztec 320-0195
• Velvet 280-3771

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Corporate Checks

• All checks from corporations should be made out
  to UT and deposited in UPO. Send to
• University of Texas at Austin
• 1 Univ Station, B6100
• Undergraduate Programs Office
• Attn Student Org Name
• Austin, TX 78712
• Please make sure to give us check as soon as you
  receive it
• Give us all the necessary information about why
  you were given the check and from whom

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Corporate sponsorship or contacts

• Submit request online
• Corporate Contact, Field Trip, Speakers,
  Corporate Funding
• CeCe Ridder Undergraduate Programs Liaison to
  Corporate Relationship Management and the Ford
  Career Center

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Even if your process, proposal or contact list is
established

• Corporate Relationship Management can
• Provide information that might be useful
• Edit your proposal
• Connect you with other organizations approaching
  the same companies

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Corporate Proposals
1 Semester before the event.
Alumni or Established Contacts
Have past proposal Or wrote w/o a template
Starting from Scratch
Student Org Request Site
Corporate Proposal Generated
2 weeks
Template to CeCe for edits
Forward to Ford Career Center or Corporate
Relationship Mgmt.
2-4 weeks
FCC, CRM back to CeCe, sent back to org (contact
yourself or forwarded on to company contact)
https//utdirect.utexas.edu/business/sofr/
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Tips for Working with Corporations

• Research the company-why send a proposal to them?
  Make sure your committee members are in on the
  discussion.
• Find ways to include the company, even if youre
  sure they wont show up.
• Give out an email and phone number that will be
  checked at all times.
• Send details! Dont forget about parking.
• Send a thank you letter.

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Corporate Logos on campus

• NO LOGOS ON POSTERS OR WEBSITES.

The Business Student Association Presents Coffee
With Investment Bankers Sponsored by

Company of the Month
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Supported by the UPO can be used if we actually
support you.
The Business Student Association Presents Coffee
With Investment Bankers Supported by

McCombs School of Business
Undergraduate Programs
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Write out the company names
The Business Student Association Presents Coffee
With Investment Bankers Supported by Dell, Inc
and ConocoPhillips
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Company Field Trips Ford BBA Career Services

• All out-of-state trips REQUIRE staff/faculty
  member attend
• How do we get started?
• https//utdirect.utexas.edu/business/sofr/
• Information to provide to company on students
  for students attending Company Field Trip
• See MASO Handbook
• FCC will provide a pre-departure workshop.
• Dress For Success Booklet Resume Guidelines are
  available at FCC or downloadable from FCC website
  http//fcc.mccombs.utexas.edu

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Miscellaneous

• Email Paula Taylor if you need help finding a
  room before you go to Paula Gilbert
• Posters flyers (25 maximum) need to be approved
  at the front desk before posting
• Food forms must be submitted for any on-campus
  event
• Parking permits for the Brazos garage check
  before your event for availability

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Publicity

• BBA Newsletter deadline is Tuesday at noon for
  that Friday. Can have email addresses and web
  links.
• TV Screen regular PowerPoint slide sent to
  Stephanie
• Plasma Screen Download 16x9 PowerPoint template
  off UPO site and send to Stephanie

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The Frito

• Staffed by Undergraduate Business Council
• Computers and monitors on loop alarms
• Alarmed Fire Exit
• Proximity Reader must sent UT EID of all
  students with new IDs
• Cleaning Schedule - Making Opportunity
• Reserving Conference Rooms Email Steph
• 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 deadline to turn in applications

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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.
• Until then please check out key from the desk
  Officers Chairs Return when done or within 24
  hours whichever is first