SGA FUNDING - depts.ttu.edu

SGA FUNDING - depts.ttu.edu

Teresa Davis Account Manager Funding Training & Application Process Funding Regulations Handbook Funding Training Funding training is for student orgs that were allocated funds through funding process held last spring OR Orgs not currently funded and plan to apply for Contingency Funds SGA Website (www.sga.ttu.edu)

Funding Overview page is SGA Funding Homepage It is the orgs responsibility to check this page for up-to-date information about its funding! This is the main resource for funding information. SGA Allocations Check Your Balance Balances & processed expenses are on the SGA website http://www.depts.ttu.edu/sga/StudentOrganizationsFundi ng/ Click on either Graduate or Undergraduate Spreadsheets are uploaded to the site every Friday (or last day of week if university closes early)

Page 9 of Regulations Handbook Duties of SGA Funded Org Each organization funded through SGA must obtain a copy of and is responsible for compliance with the SGA Funding Regulations Handbook. Financial representatives of each organization must turn over all financial materials to their successors and make them aware of all policies and procedures at the end of their terms in office. TWO officers (preferably president and treasurer) are required to attend funding training, (advisors are highly encouraged to attend especially if the org travels). Funding Training is held each September.

Each organization is responsible for registering the organization and meeting Risk Management requirements as set forth by the Center for Campus Life. Notify the Center for Campus Life of any officer or advisor changes Page 7 of Regulations Handbook Compliance Three Requirements to Meet Before Utilizing Funds Registration must be fully registered as a student org Risk Management must be compliant

To check your registration and risk management status, contact the Center for Campus Life at 742-5433 A link to both requirements above are on the SGA website (funding overview page) Attend SGA Funding Training - (2 officers) Advisors do not have to attend unless the org travels then it is highly recommended! If an org fails to attend funding training they need to contact Teresa Davis. Orgs cannot receive reimbursements for expenses incurred

prior to being a registered org IF requirements are not met, orgs cannot begin utilizing funds until fully compliant. Failure to comply will cause the org to forfeit their funds! Page 5 & 6 of Regulations Handbook Risk Management Training Dates Contact: Keri Shiplet Center for Campus Life 742-5433 [email protected] Fall 2019 Sessions: September 11, 2019 - 5:30-7:00pm SUB Matador Room October 8, 2019 - 4:00-5:30pm SUB Ballroom A November 11, 2019 - 6:00-7:30pm SUB Matador Room

Check times/locations at: http://www.depts.ttu.edu/centerforcampuslife/Involvement/Risk_Management/index.php RSVP on TechConnect Funding Training Dates Contact: Teresa Davis SGA - 742-3631 [email protected] Sessions on Sept 3 & 4th will be held in the Lubbock Room in SUB Sessions on Sept 5 & 6th will be held in the Senate Room in SUB Session Session Session Session Session Session Session Session Session

Session Session Session 1: Tuesday, September 3, 2019 at 9:30am - 11:00am 2: Tuesday, September 3, 2019 at 12:00pm - 1:30pm 3: Tuesday, September 3, 2019 at 2:30pm - 4:00pm 4: Wednesday, September 4, 2019 at 9:00am - 10:30am 5: Wednesday, September 4, 2019 at 12:00pm - 1:30pm 6: Wednesday, September 4, 2019 at 3:00pm - 4:30pm 7: Thursday, September 5, 2019 at 9:30am - 11:00am 8: Thursday, September 5, 2019 at 12:00pm - 1:30pm 9: Thursday, September 5, 2019 at 2:30pm - 4:00pm 10: Friday, September 6, 2019 at 9:00am - 10:30am 11: Friday, September 6, 2019 at 12:00pm - 1:30pm 12: Friday, September 6, 2019 at 2:00pm - 3:30pm Compliance Penalties Deadlines Failure to comply with the three requirements: October 31, 2019 will forfeit 1/3 of their

allocated funding December 4, 2019 will forfeit an additional 1/3 of their allocated funding February 28, 2020 will forfeit the remainder of their allocated funding Deadlines for Use of SGA Funding FALL Friday, December 4, 2019 SPRING Friday, May 5, 2020 FINAL DEADLINE Friday, August 7, 2020 Travel is the only exception to the final deadline if trip takes place between Aug. 7-31 must discuss with Teresa to make sure policies are followed All payment and reimbursement requests must be submitted by 5:00 p.m. on the due date Page 8 of Regulations Handbook

Type of Expenses Allowable Expenses 1. General Office Supplies (must be purchased from Staples SGA can purchase from Staples which will receive a state discount and taxes are not charged) 2. Organization Banners & Signs Must include copy of design 3. 50% of Recruiting Items T-shirts, pens/pencils, mugs, koozies, e.g Request for Expense Approval Form required Must include copy of the design

4. Copying and Printing Must include a copy of what was printed 5. Event Room Rental 6. Non-Research Travel 7. Speaker Expenses Page 13 of Regulations Handbook non~Allowable Expenses

1. Food (Catering for Banquets or membership meetings) 2. Research and presentation travel, Advisors expenses, internship fees, membership fees 3. Tables, Tents, Camping equipment, Coolers, Grills and Accessories 4. Computers, Printers, Scanners, Digital Cameras, Equipment of any variety 5.

Texas State sales tax 6. Scholarships, awards, gifts, prizes, gift cards 7. Operating Expenses (Telephone, Salaries, Copier Rental, e.g.) Page 13 of Regulations Handbook Funding Forms (excluding Travel) Request for Expense Approval Form To used when requesting artwork pre-approval & unique expenses

Logos/Designs have to be pre-approved Any item with a design (promotional/recruiting items/printed materials) will need Sponsored by Student Government Association or SGAs logo on the item. If these items are printed/received without this information SGA will NOT provide funding for the expense whether its paying the vendor directly or reimbursing the organization. Student Government Association MUST be spelled out do not use Sponsored by SGA If you want SGA to pay a portion of the expense the logo must meet university guidelines. If the logo is not approved prior to making the purchase and does not meet university guidelines SGA will not pay/reimburse the expense. The org will be notified via-email when a decision is made regarding the request. Page 10 of Regulations Handbook X

Patrick Steed Students for TTU Success Patrick Steed [email protected] Tshirts for members of student organization. Shirts will be worn during all organization functions and recruiting activities. Shirts for members of organization will add to recruiting capabilities of University and support the activities of the organization $499.00 from prior fundraising activities. $499.00 Page 12 of Regulations Handbook General Reimbursement Form To reimburse an organization for an expense it paid for

Fill out the General Reimbursement form and attach the necessary documentation itemized receipt, paid invoice, artwork design (for promotional/recruiting items and printing expenses) Under no circumstances will SGA reimburse a TTU department pcard, TTU Voyager Card, or any other TTU issued credit card. There are ways SGA can work with a department to split expenses ~ contact Teresa Davis. All reimbursements will be made to the org only and it is the responsibility of the org to disburse the reimbursement to the appropriate individuals. Page 14 of Regulations Handbook

Students for TTU Success Teresa Davis Patrick Steed 101.74 130.00 Teresa Davis 09/30/2012 Student Government Association 742-3631 2032

[email protected] Pens, pencils, crayons, envelopes, first aid kit Registration at North Central AAAE Conference Patrick Steed Page 15 of Regulations Handbook Vendor Setup for Student Organizations Orgs must be established as a vendor with TTU before a reimbursement can be processed o If an org has an R# to the right of their name on the spreadsheets located on SGA website they are already established as a vendor w/TTU o If an org needs to update (or setup) their direct deposit or on-campus information they need to use the Vendor Direct Deposit & Advance Payment Notification form for

Existing Vendors also located on the SGA website Organizations not currently established as a vendor w/TTU will be required to submit the Vendor Setup Form prior to being reimbursed for any expense paid out of pocket o All organizations must have a tax ID or EIN number o If your org has a checking account this number should already be established and your bank would be able to provide that to you o If the org needs to apply for a tax ID number refer to the Applying for a tax ID and Exempt Status form under Miscellaneous Information on the Funding Overview page of the SGA website o The advisors information will need to be used to establish a tax ID (do not use a members information) o Fill out the Sections A, B, C and E of the New Vendor Setup Form o Use the organizations on-campus address and the advisors contact

information (campus phone & email) 24-27 in Regulations o Email the completed form to TeresaPage Davis and (vendor she willform) get the org setup Handbook Purchase Request Form To pay vendors directly for an org expense Fill out the Purchase Request form and attach the necessary documentation sales order/quote, artwork design (for recruiting items and printing expenses)

NOTE: If you submit a sales order the vendor will not be paid until an invoice is received If you submit an invoice with this form it will be assumed the org has received the product so it be processed as an After-the-Fact and could take up to three months to pay the vendor. Page 16 of Regulations Handbook Students for TTU Success Teresa Davis 02/10/2010 Student Government Association Patrick Steed

742-3631 2032 [email protected] 499.00 Scarborough Specialties Inc. 10501 Indiana Ave, Lubbock, TX 79423 96587 Teresa Davis Patrick Steed Page 17 of Regulations Handbook Direct Payment to TTU Entities

The Org will submit the Purchase Request form and attach the contract or quote. SGA president would review for approval. SGA will email the contract back to the service department and provide the account number (FOP) to charge The FOP will not be given to the student org The Org will need to follow-up with the service department to be sure that all information needed for the expense was received. Page 16 Regulations Handbook TTU Entities con't

Rentals United Supermarkets Arena Alumni Merket (no food) Frazier Pavillion (no food) Vehicle rental through the Physical Plant (trips only) Printing/Copying Copy Services kiosk in the SUB (around the corner from the Police kiosk) Advertising La Ventana Page 16 Regulations Handbook

Guest Speaker Form ~ 1 1. Fill-out Campus Organizations Contract for Speakers or Professional Fee 2. If paying Speaker Fees and or reimbursing travel expenses to speaker. Fill out: Independent Contractor Questionnaire Vendor Setup Form Please make sure you use the forms located on the SGA website as they are the most up-to-date forms Page 18-27 of Regulations Handbook The Name of Organization needs to be the name of the TTU student org whos hosting the speaker

Student Government 09/15/2014 Bill Cosby 111-11-1111 X X 123 Akron Ave. TX Dallas 88888 How bacteria grows in dirt

TTU Students & faculty in the Biology Department $500 $500 Bill Cosby Patrick Steed Teresa Davis Use form from SGA website it will have org contact section so SGA knows who to contact with any issues/ questions Page 21 of Regulations Handbook

Guest Speaker Form ~ 2 Form is specific to hotel and airfare SGA can Purchase Speakers Hotel and/or Airfare Fill out the Purchase Request for Speaker Airfare and Hotel Attach a copy of the speakers flight preference with guest name as it appears on license and birthday For hotel reservation provide check in and check out date If SGA arranges hotel reservation get state rate If organizations need to purchase airfare or lodging for guest speakers, SGA needs to do this directly through one of the university's travel agencies. TTU will not reimburse the student organization, its members or its faculty advisors. TTU will not reimburse individuals for travel expenses paid for other people. This is against TTU policies because there are too many possible complications. Page 18-27 of Regulations Handbook The Name of Organization needs

to be the name of the TTU student org whos hosting the speaker 09/15/2014 Student Government Bill R. Cosby 05/11/2011 X X 123 Akron Ave. TX Dallas

88888 How bacteria grows in dirt TTU Students & faculty in the Biology Department $100/night 05/10-12/2011 $500 Southwest flight 1 on 05/10/2011 at 5:00 pm from Dallas, TX to Lubbock Southwest flight 3 on 05/12/2011 at 9:00 am from Lubbock, TX to Dallas, TX Teresa Davis Use form from SGA website it will have org contact section so SGA knows who to

contact with any issues/ questions Patrick Steed Page 22 of Regulations Handbook Payments to an International Visitor You MUST contact Michael Johnson in the Office of International Affairs at 806-742-3667 BEFORE inviting this visitor to campus to ensure that he/she will have a payable visa type. Refer to the Funding Regulations Handbook to see the list of things Michael will need to know when you call him

A link to the OIA website is provided on the Funding Overview page of the SGA website (under Funding Forms number 6c) Page 19-20 of Funding Handbook Contingency Funding Form/Process Contingency Form (serves two purposes) To fund new student organizations (newly formed or those orgs who have not been funded by SGA within the past three years) To provide additional funding to orgs who have utilized the allocation provided to them for the fiscal year Currently funded organizations may request up to 25% of their original allocation from Contingency Funding (after original allocation has been exhausted or very minimal amount remaining to be used with approved

contingency amount) Requests will not be accepted from currently funded orgs prior to the start of the spring semester One application a year (September through August) for ONE unexpected event or expense NOT previously included on budget application. Contingency Funding is made for specific events and will not be a general allocation. Page 9 of Regulations Handbook Student Government Association [email protected] Patrick Steed Patrick Steed

NA Teresa Davis We are having a recruitment event and would like to have t-shirts made to be given out. TTU and SGA will be promoted No other funding will be available Up to 25% of current year funding Page 11 of Regulations Handbook Student Affairs Travel Policy Organizations must abide by the Student Affairs travel policy which is consistent with TTU OP 79 (with the exception of food per diem our division does not allow must

have actual itemized meal receipts) All student travelers are bound by the Code of Student Conduct of TTU Part1 Section D Each student traveling (utilizing university funding) must be active and in good standing Page 41-46 of Regulations Handbook 2/3 Rule A maximum of 2/3 of an organizations allocation may be used for travel expenses, including, but not limited to, hotel, gas, airfare, meals, & registration.

If more than 2/3 of the organization is participating, then the organization may use up to 100% of their allocation for travel SGA is a supplemental source of funds for travel will not cover the full cost of any trip Page 28 of Regulations Handbook Organizations travel applications are under Advisors name Per the Student Affairs travel policy and Texas Education Code 51.950 any student/student organization (utilizing university funding to travel) must be sponsored by a university employee. The advisor will personally receive the cash advance (if requested)

and the travel reimbursement Advisor travel expenses may not be reimbursed on SGA funds. All signatures in the travel system are electronic Advisors will receive an email once the travel voucher has been submitted. They will need to log in to the travel website (through raiderlink.ttu.edu) to sign my voucher. (Link will be provided in the email from Travel Services) Page 28 of Regulations Handbook Students Receiving Cash Prizes/ Awards After Competitions

Any cash prizes/awards must be disclosed to SGA upon receipt The amount of the cash prize will either need to be returned to SGA or offset the funding received from SGA for travel expenses Failure to do so is a violation of state law and will affect the funding your organization receives in the future Travel Expenses Allowable Travel Expenses

Fuel or Mileage Lodging Expenses, including Hotel Tax Rental Car Airfare Meals (actual itemized receipts per diem is not allowed (if mileage is requested justification must be provided as well as a comparison of personal car vs. car rental) under the Student Affairs Travel policy)

Public Transportation Registration Fees Parking Pages 29-32 of Funding Handbook Tips for Using Rental Cars State contracts exist for rental cars through: Avis Budget Enterprise Hertz National

Contact Teresa for the code to use for above vendors Cost includes the state rate for the vehicle as well as all required insurance If another company is used, insurance will not be reimbursed AND justification will have to be provided as to why one of the vendors above were not utilized Page 29-30 of Regulations Handbook Tips for Purchasing Airfare/Hotel

Receipts from Expedia, Orbitz, Travelocity, Airbnb, etc. will be processed as follows: In state of Texas travel SGA will reimburse ONLY the room rate paid Out of the state of Texas travel SGA will reimburse room rate and taxes Airbnb SGA does not reimburse any cleaning or service fees Must submit a receipt reflecting full payment (reservation confirmation will not suffice) Email confirmations serve as your receipt (as long as a payment method is included). Turn in all pages. SGA can purchase flights for your organization. Please contact Teresa Davis no less than 4 weeks in advance to determine

what is required If SGA books flights for you whether it is through SWABIZ or a travel agent, you MUST contact Teresa to make changes to the ticket or itinerary Page 30 of Regulations Handbook non ~ Allowed Travel Expenses Research Presentation Travel Expenses Alcohol Tips or gratuity Texas State Sales Tax on Hotels Insurance for travel outside the US Room Service Internet/Wi-Fi Fee Cleaning/Service Fees

Page 29 of Regulations Handbook Travel Forms & Supporting Documentation BEFORE YOU TRAVEL: Fill out the Travel Application Form Attach conference or event itinerary (per Travel Services) Attach a copy of the Student/Participant Release & Indemnity Agreement form from each student traveling the organization must maintain the original for three years A link to this form is on the SGA website Provide a compiled list of the names, Student R numbers, emergency contact information, & residency status (international students only) for all of the students attending the trip. Student enrollment status with the

university must be verified by SGA before approval is given for each trip. If the application is submitted without the names and R#s for each student the application will not be processed which could cause delay with cash advance OR travel funding may be denied SGA will NOT pay any expenses for individuals who are not currently enrolled in active status and good standing with the university Page 28-32 of Regulations Handbook IF you ask for a cash advance, the list of students MUST be submitted along with the application and a letter from your advisor. (sample letter is on SGA website) You may request a Travel Advance Card for the trip (rather than funds being sent to/through your advisor). Make sure you write Travel Advance Card Request at the top of your application because it is processed slightly different. There is a strict policy with this option. If abused or not followed the org will not be allowed to use it again.

Submit Completed Travel Application packet to Teresa in the SGA office: Due 3 weeks prior to the trip Applications may be denied if received inside the 3 week window Page 28-32 of Regulations Handbook Students for TTU Success 9/25/10 Teresa Davis 2032 742-3631 742-0170

R00524521 Expenses are estimated Los Angeles, CA Make sure you include the advisors R#. 650.00 250.00 250.00 10/29/10

11/1/11 7:00 a.m. 10:00 p.m. 5 Travel to Los Angeles, CA, to recruit at the 200th Annual Successful Student Conference. $1150.00 Teresa Davis Patrick Steed Page 33 of Regulations Handbook Sample List of Travelers Name

R# Emergency Contact Contact Information Mickey Mouse R00000001 Walt Disney 800-428-1123 Donald Duck R00052712

Daisy Duck 465-555-8977 Pluto R00652154 Minnie Mouse 331-654-8195 Goofy R00634871 Petunia 806-637-7944

Simba R00159223 Rafiki 925-756-3862 This list must be submitted with the travel application form so SGA can verify academic standing for each student traveling. Also, if you are requesting a cash advance for your trip you this information has to be included on the application submitted to Travel Services before they will approve the cash advance! Sample Letter from Advisor Page 35 of Regulations Handbook Upon Return

From Travel AFTER YOU RETURN FROM THE TRIP: Fill out the Return from Travel Form and attach all original itemized receipts. Make sure meal receipts are itemized. If they are not they do not get reimbursed. Also, make sure the hotel and rental car receipts have a zero balance. Turn the form and receipts in to the SGA Office within 5 business days! Failure to follow this policy could cause your org to be prohibited from using the funds to travel in the future! If a cash advance was received and funds are left from the cash advance, hold the money until SGA notifies you of the

official amount owed to the University. A check or money order will need to be submitted in the appropriate amount to SGA. Temporary checks are not acceptable. Page 31 of Regulations Handbook Students for TTU Success 11/6/10 Teresa Davis R00524521 2032 742-3631 Patrick Steed 742-0170

806-222-5468 Los Angeles, CA X 10/29/10 11/1/10 X If another dept. provides funding please include the FOP and amount. 11:00 a.m. 9:00 p.m. Mickey Mouse, Donald Duck, Pluto, Goofy, Simba

Expenses are actual Dont stress too much on the sales tax. Amounts will be adjusted when processed. 1407.00 3 941.70 4 19.36 2368.06 Teresa Davis

Patrick Steed Page 34 of Regulations Handbook Receipts Name AND location of the business and/or restaurant must be clearly stated Uber/Lyft/taxi/rideshare receipts MUST include to/from location for verification purposes as well as payment information (SGA does not pay for Entertainment expenses) Please DO NOT tape or staple receipts

simply place them in an envelope or paperclip Common Questions SGA does not issue a check to organizations for the amount of their SGA allocation. Purchases made with SGA monies have to meet university guidelines and are tracked for auditing purposes. Paper Trail process in place to track expenses Orgs may host give back nights with various restaurants and the business will ask the org for a tax exempt form SGA does not provide this to orgs - orgs cannot use TTUs tax ID number as their own The org needs to retrieve a W9 form from www.irs.gov Use their own tax ID number and contact

information Provide the W9 to the vendor for tax purposes Can we be reimbursed for an expense which occurred the previous fiscal year? NO Orgs can only be reimbursed for expenses which occurred during the current fiscal year. Each fiscal year runs September through August What will happen if we DO NOT use all of the funds allocated to our org? A penalty may be applied to the amount allocated during the next allocation process.

The Budget & Finance committee looks at orgs spending history when determining allocations. Current fiscal year - allocation only Three previous fiscal years allocation, contingency awards, penalties and remaining balance The usage of funding is a huge factor during the process SGA Communication SGA Website (Funding Overview Page) always up to date with information needs to be the first go-to resource for orgs TechAnnouncements - Tuesdays only! for any approaching trainings/deadlines

TechConnect please keep contact information up to date How long will it take to process forms/receive payment? SGA President reviews/approves ALL expenses before they are processed Travel (processed with priority) Cash Advances issued to advisor either by check or direct deposit (depending on how advisor is setup with Travel Services) 1-3 days before the trip Travel Reimbursements issued to advisor 2-3 weeks after travel voucher is received by Travel Services Travel Advance Card is another option for orgs. With the TAC the advance is issued via credit card rather than to the advisor. Travel forms and receipts are still required to be submitted to SGA. If you want a TAC you must write Travel Advance Card Requested at the

top of the Travel Application form you submit to SGA. Travel Services generally issues the card within a couple days of receipt. Continue Purchase Requests Purchase orders are processed within two weeks after approval from SGA Pres. The vendor will not be paid until an invoice has been received by SGA. If purchase requests are submitted to SGA after-the-fact they are processed completely different and may take up to six weeks for processing Per Purchasing!! (including speaker fees) The vendor has to be an established vendor with Tech or go through the process to make them a vendor General Reimbursements

Reimbursements to the organization are processed within two weeks after approval from the SGA Pres. The org should have their check 4-6 weeks after submitting to SGA. Org MUST be established as a vendor with Texas Tech Cont Guest speakers Reimbursement for travel expenses Processed within two weeks after approval by SGA Pres. If SGA purchases airfare or hotel for speaker Processed within two weeks after approval by SGA Pres. Speaker Fee (only) If paperwork was submitted three weeks prior to presentation date the fee will be issued after they presented. If paperwork was submitted on the day of (or after)

presentation date it is treated as an after the fact PO and could take six to eight weeks for processing. How long will it take to process forms/receive payment? Cont The deadlines are estimates to give you a general time frame. It will take longer if additional documentation is required. There are times when the process may take longer than 3 weeks What is a Funding Coordinator? The Budget & Finance Committee serve as Funding Coordinators

They will serve as the liaison between the SGA Account Manager, Teresa Davis and the organizations. Their duties are: Meet with the organizations as needed Ensure completion of registration, risk management, funding training (for the current fiscal year) Ensure completion of the funding application process (for the upcoming fiscal year) http://www.depts.ttu.edu/sga/StudentOrganizationsFunding/ fundingcoordinators.php Orgs should never submit their paperwork to the funding coordinators! Additional Resources

Home page to SGA Funding: http://www.depts.ttu.edu/sga/ StudentOrganizationsFunding/ Check Orgs Balance Funding Handbooks Important Dates & Information Forms Other University Funding

Treasurer Transfer Checklist (page 37) Keep within your organization Has pertinent information to provide to incoming officer(s) Fundraising Ideas (pages 38-40) Student Affairs Travel Policy (pages 41-46) Tech Connect (main portal) https://ttu.campuslabs.com/engage/

Tech Connect Budget (budget portal) https://ttu.campuslabs.com/budgeting/ Frequently Asked Questions for Funding http://www.depts.ttu.edu/sga/StudentOrganizationsFunding/FundingFAQs.php SORC Information http://www.depts.ttu.edu/sga/StudentOrganizationReprsenativeCouncilSORC.ph p Funding Process Handbook Funding Application Process for Upcoming Year Two Requirements to Meet Before Applying Funding

Must be currently registered as a student organization Must meet Risk Management compliance To check your registration and risk management status, contact the Center for Campus Life at 742-5433 A link to both are on the SGA website (funding overview page) Steps for Application process Funding/Budget Application (submitted electronically) https://ttu.campuslabs.com/budgeting/ Funding Contract (fill out online, print, get signatures and turn in to SGA) https://ttu.campuslabs.com/engage/submitter/form/start/194239

Funding Interview Request (submitted electronically) https://ttu.campuslabs.com/engage/submitter/form/start/199335 Attend Scheduled Interview (schedule is located on Funding Process page of SGA website) There are step-by-step instructions for this process!! They are located on the Funding Overview page AND Funding Process page of the SGA website. Deadlines & Timeline FY21 Funding Application Process Funding for September 2020-August 2021

Funding Request Process begins September 9, 2019 at 8:00 a.m. Orgs can only apply via TechConnect Instructions on submitting the packet will be on the SGA website Three steps: Budget Application TechConnect Budget site Funding Contract WITH signatures fill out online, print and get signatures then turn in to SGA TechConnect site Sign up for a funding interview TechConnect site IF Campus Life does not approve the application will be denied! Step-by-Step instructions are provided on the SGA website as well as direct links to each of the three steps of this process Notification to Orgs via TechAnnounce (on Tuesdays) and SGA Website

FY21 DEADLINES Application & funding contract due (without penalty) Friday, November 15, 2019 by 5:00 p.m. Applications & funding contracts received between November 15, 2019 at 5:01 p.m. and November 26, 2019 will receive a 20% penalty from the allocation decided upon by Budget & Finance Committee Funding Interview Sign Up (without penalty) starts January 15, 2020 to January 22, 2020 at 5:00 p.m. Funding Interview Sign Ups after January 22, 2020 at 5:01 p.m. to Friday, January 27, 2020 at 5:00 p.m. will receive a 20% penalty from the allocation decided upon by Budget & Finance Committee Organizations will not be allowed to sign up after January 27, 2020 Organizations who either miss or not allocated funds during this process will have to wait until September 1, 2020 and apply for contingency funding Senate Resolution 52.02 FY21 Funding Application Process cont.

Interview process January 28, 2020 through February 7, 2020 Budget & Finance committee interview orgs Allocation Weekend (February 7-8, 2020) Creation of the Bill of Appropriations Senate approval/passage March/April 2020 Must go through three readings before being passed by Senate Usage of FY21 funding starts September 1, 2022 Two Spreadsheets to Check/Track Process Funding Interview Schedule

Refer to this spreadsheet to view availability before submitting your interview request AND scheduled date/time Funding Application Process Orgs will need to frequently check the Funding Application Process Tracking spreadsheet (on the Funding Process page of the SGA website) to monitor what has been received by SGA during the application process After allocations weekend (February 7-8, 2020) the orgs can check to see what they were allocated for FY21. Teresa will email the orgs through TechConnect letting them know this spreadsheet is on the website. If the org is not satisfied then they can go through the appeals process There are a couple of appeals processes orgs may go through if they are not satisfied with their allocated amount. Refer to the Funding Process Handbook or the Funding Process page of the SGA website.

After the third/final reading of the Bill of Appropriations the Funding Application Process Tracking spreadsheet will be updated on the Funding Process page of the SGA website so orgs will know what their allocated amount will be. Also, once the Bill of Appropriations is passed it will be uploaded on the Student Orgs Historical Allocations page of the SGA website Additional Training for Student Orgs Cash Control & Fraud Prevention Training SGA (HIGHLY) encourages all orgs AND advisors to complete this! This training helps orgs avoid misappropriation/misuse of funds. The trainings can be customized for student orgs to include cash

control in addition to fraud prevention Make sure you tell them its for a student org! Contact: Joni Harrison Email: [email protected] Phone: 806-742-3220 Reminders A fiscal year runs September through August Refer to the SGA Website (Funding Overview Page) for the most up-to-date information

During the fall/spring semester orgs apply for funding for the upcoming fiscal year Registration and risk management runs academic year and is maintained in the Center for Campus Life Dont forget to fill out the sign-in sheet (2 officers MUST attend this training) Contact Information SGA Office Suites Teresa Davis SGA Org Funding Account Manager

742-3631 or 834-0458 [email protected] Tarah Hill SGA Chief of Staff, SORC 742-3631 [email protected] Sequoyah Perry Chair, Budget & Finance Committee 742-3631 [email protected] Student Union Building, Room 302, 3rd Floor

Ph: Number: 742-3631 Fax Number: 742-0170 Website: www.sga.ttu.edu Email: [email protected] Page 36 of Regulations Handbook

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