f ranklin c ollege of a rts & s ciences s tudent a ctivity f ee a llocation proposal information...

FRANKLIN COLLEGE OF ARTS & SCIENCES

STUDENT ACTIVITY FEE ALLOCATION

Proposal Information Session

WHAT IS FEE ALLOCATION?

The allocation of Student Activity Funds

by the Student Run Fee Allocation Committee.

FCAS Fee Allocation Committee

Information Session2

WHO CAN APPLY?

• To receive an allocation from Franklin College, your organization must be academically related to Franklin College of Arts & Sciences.

• If the department with which your organization most closely aligns is not in FCAS, consider seeking funding from that department’s school.



COMMITTEE MEMBERS

• FCAS Dean’s Student Advisory Board– Undergraduate & Graduate students from

various Arts & Sciences departments

Co-Chairs:• Jennifer Patrick– Coordinator of Student Academic Services

• Candee Bradbury– Administrative Specialist II, Dean’s Office



FLOW OF STUDENT ACTIVITY FUNDS



University of GAStudent Activity Fees

Dean of Students Office Tate Center

UGA Colleges & Schools:Franklin College of Arts &

Sciences

Fee Allocation Committee

Various StudentOrganizations

THINGS TO CONSIDERWHEN PREPARING YOUR BUDGET PROPOSAL PACKAGE



IMPORTANT

• These are Tate Student Center funds, not Franklin College funds

• After the allocation process, questions should be directed to the Tate Business Office– 706-542-8514– 320 Tate Student Center



FCAS FEE ALLOCATION COMMITTEE

GENERALLY FUNDS

• Expenses involved in bringing a speaker to campus

• Supplies needed to operate your organization

• Student travel• Publication costs



FCAS FEE ALLOCATION COMMITTEE

NEVER FUNDS

• Taxes paid for goods• For visiting lecturers, lodging

costs above the current State travel limit set for Athens - $90/night

• Personal items for members (T-shirts, books, gifts, etc.)



HONORARIA FORMS

• Must be signed by the speaker!

• Must be submitted after the speaker has been on campus.

• Payment cannot be ready for a speaker when he/she arrives.



NONRESIDENT ALIENS

If your speaker is a nonresident alien:

• A nonresident alien packet needs to be completed prior to the speaker’s arrival

• In order to have any pre-paid expenses reimbursed, everything on the nonresident alien checklist must be accounted for.



STUDENT TRAVEL

If you have been funded for student travel:

• You must submit the Student Travel Authority forms at least 3 weeks prior to your departure date.

• Keep your receipts! Original receipts are required for most reimbursements.



FOOD PURCHASING

• Organizations may spend no more than 10% of their activity fee allocation on food; refer to SAF Guidelines

• All food purchases must comply with the UGA/Board of Regents food policy

• http://dos.uga.edu/services/businessoffice/food_purchase.html



http://dos.uga.edu/services/businessoffice/food_purchase.html



STEPS TO RECEIVING FUNDINGFROM THE FEE ALLOCATION COMMITTEE



BUDGET REQUEST PACKAGEPREPARATION & SUBMISSION

• BE THOROUGH• All parts of the budget request package must be

complete to be considered.

• BE NEAT• Requests that are hard to read are harder to

consider seriously.

• BE TIMELY• Late submissions may not be considered.

• FOLLOW THROUGH• If the committee requests additional

information, be sure to respond by the deadline.



REQUIRED MATERIALS

• Complete Line Item Budget Proposal

• Letter of Support from your Department Head



LINE ITEM BUDGET PROPOSAL

• It is very important that you fill this out as completely as possible.

• Your organization is responsible for any information distributed to your contact person!

• Try to add everything you would like the Committee to know about your group.



LETTER OF SUPPORT

• Each Organization must submit a letter of support from an Arts & Sciences Department Head.

• The letter should be from the department most closely related to the group.



CENTER FOR STUDENT ORGANIZATIONS REGISTRATION

• You can register online, but BE SURE to print a copy of the registration

• Registration for 2014-2015 is now open

• Info session dates and times are available

at: http://stuorgs.uga.edu/register/index.htmlFCAS Fee Allocation Committee


ACCESSING YOUR FUNDS



After your Organization

has been allocated funds, you are free to access these

funds to use for any approved

expenses.

PLEASE REMEMBER

• Plan Ahead!• Forms are available on the

Tate Center Business Office website: http://dos.uga.edu/services/businessoffice/forms.html



http://dos.uga.edu/services/businessoffice/forms.html

http://dos.uga.edu/services/businessoffice/forms.html

RESPONSIBILITY

• The completion of these forms is the responsibility of the student officers.

• If you have any problems while completing the forms, contact the Tate Business Office in the Tate Center.



PAYMENTS & REIMBURSEMENTS

Approved expenses can be submitted for payment by 1 of 5 methods:

• Petty Cash Voucher• UGA Check Request• Intra-University Payment (e-Ticket)• Intra-Departmental Charges• Purchasing Card Purchase Request



PETTY CASH VOUCHER

• http://dos.uga.edu/services/businessoffice/pettycash.html

• Only for approved reimbursable expenses

• Petty Cash vouchers require original imprinted receipts– if no imprinted receipt, the vendor

must sign both the receipt & the voucher

• Only use voucher obtained at Student Activities in the Tate Center



http://dos.uga.edu/services/businessoffice/pettycash.html

http://dos.uga.edu/services/businessoffice/pettycash.html

CHECK REQUEST

• https://webapps.ais.uga.edu/PCFA/index.jsp

• Use a check request to reimburse for travel expenses, pay honoraria, etc.

• Check requests are initiated via e-check request with your departmental office

• Your department will need to assist youFCAS Fee Allocation

CommitteeInformation Session25

https://webapps.ais.uga.edu/PCFA/index.jsp

https://webapps.ais.uga.edu/PCFA/index.jsp

INTRA-UNIVERSITY PAYMENT (E-TICKET)

• http://dos.uga.edu/services/businessoffice/intrauga.html

• Lodging expenses from the Georgia Center• When you are making a reservation at the

Georgia Center:– Tell the reservation desk you will be

paying by Intra-University Payment– You will need the account name, number,

and object code to be credited• Campus Food & Catering Services



http://dos.uga.edu/services/businessoffice/intrauga.html

http://dos.uga.edu/services/businessoffice/intrauga.html

INTRA-DEPARTMENTAL CHARGES

– Tate Center Print and Copy Services– Tate Center Equipment Set-up and

Room Reservations– University Bookstore– University Printing and Central

Duplicating



PURCHASING CARD ORDER REQUEST



Forms available at:• http://

dos.uga.edu/Library/docs/PCardform.pdf

Instructions available at:• http://dos.uga.edu/services/businessoffice/

pcard.html

http://dos.uga.edu/Library/docs/PCardform.pdf

http://dos.uga.edu/Library/docs/PCardform.pdf

http://dos.uga.edu/services/businessoffice/pcard.html

http://dos.uga.edu/services/businessoffice/pcard.html

END OF YEAR DEADLINES



• Fee allocations not spent by June 30 are forfeited

• The actual Tate Center deadlines for spending are MUCH EARLIER than June 30; pay attention to memos as they are issued

• The Fee Allocation Committee does consider prior year spending when allocating

QUESTIONS & CONCERNS

CANDEE BRADBURY

300A Old College(706) 542-5745

[email protected]

JUNE WINDATE320 Tate Student

Center(706) [email protected]



THANK YOU

Thank you for your

participation.



f ranklin c ollege of a rts & s ciences s tudent a ctivity f ee a llocation proposal information...

Documents

activity fee allocation

fcas f ee

allocation process

ctivity f ee

tate student center

f unds taxes

f low of s tudent

student travel authority