OrgSync Instruction Manual

Budget Management System (BMS)1

Logging In and Getting Started

Log in to OrgSync with your UID (www.orgsync.umd.edu).

Click on the Organizations tab on the University of Maryland’s homepage.

Search for your organization’s name in the search bar.

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Navigate to Your Organization’s Portal

Click on your organization’s name.

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Navigate to Your Organization’s Treasury

Once you are at your organization’s homepage on Orgsync, go to the More tab, then select Treasury.

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Navigate to Your Organization's Budget(s)

Click on the “Manage Budgets” button to take you to your group’s budgets to create a new one or check the status of your current ones.

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Your Organization's Budget - StatusesOn this page, you will find your current budget requests, their status, the amount your requested and the amount approved (if any).

STATUSES

Partial – an application has been started but not yet submitted.

Pending – an application has been submitted butnot yet been reviewed by the SGA Finance Committee

Approved – an application has been reviewed by the SGA Finance Committee, funds have either been fully funded, partially funded or not funded at all

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Your Organization's Budget: Amount Requested/Approved

Requested -and Approved - Request is the total amount requested for this budget and Approved is the total amount funded (if any).

If your budget contained multiple line items, you can click on the budget name to see the entire application and a breakdown, by line item, as to how much was funded for each line item.

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Creating a New Budget Request

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To start a Budget Application, select

“New Budget”.

New Budget Request (Cont’d) For each Budget Application, you must provide:

1) Budget Title – Name of program or brief name ofexpense(s) funds are being requested for. Forexample: Cultural Event, Annual Conference,Supplies for on-going project, General Operations.

2) Budget Period – Select the Budget Period – Onlythe current academic year/fiscal year budget periodwill be available.

3) Item Title – enter in a descriptor which should be abroad description of the item(s) funding is beingrequested for. Examples: DJ Services, room rentalin Clarice, costumes for performance.

4) Category – Select the appropriate item from thedrop down list.

5) Budget Category Form – click on and fill outattached form

6) Line item and Description – The choice of lineitem(s) will be determined by the Category selected.Description is optional.

7) Amount requested for that line item – Totalamount for line item which can be for a single itemor multiple related items. 9

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Budget Item Details Item Title - This should be a broad description of the item(s) for THIS specific line item. For example, room rental for rehearsals, car rental for weekly service trip, materials/supplies for on-going project, costumes and props for performance.

Category - The list of SGA approved line item categories (see following screen for complete list). Select the category that best represents the item(s) that funding is being requested for. **Remember! Every budget application MUST include “*Required Budget Information (MUST COMPLETE)” as one of its line items. Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED.

Fill out attached form - Every Budget category has a Required customized form. This is where you will enter the Line Item Justification and Line Item Breakdown. The form will also provide the documentation requirements, caps (if applicable) and reasons why funding may be 10 denied specific to that Line Item.

New Budget Request (Cont’d)

Budget Categories are designed to match the Line Item categories in SGA’s Manual on Financial Affairs and Discretionary Guidelines. Each category has an associated form that MUST be completed. Each form will contain the current discretionary guidelines associated with that line item as well as any caps (if applicable).

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New Budget Request (cont’d)

To add additional budget items, click the “Add Budget Item” button.

A new budget item should be completed for each separate line item request for this application.

For example, if you are holding an event where you are requesting funds for space rental, av equipment, costumes and flyers, you would complete four (5) budget items. One each for the *Required Budget Information (MUST COMPLETE), then one each for Space Rental, AV Equipment Rental, Wearing Apparel and Advertising.

Summary – this is an optional field and can be used to provide any additional information or documentation links you couldn’t provide anywhere else in the application

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New Budget Request (Cont’d)

1) After filling out the BudgetTitle & Item Title, go tocategory and select*Required BudgetInformation (MUSTCOMPLETE).

2) Fill out the attached formfor this category.

3) Select “*Required BudgetInformation (MUSTCOMPLETE)” for the lineitem, give brief descriptionand leave “Request aBudget” at 0.00. 23

Budget Item Details (cont’d): - Budget Category

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Every Budget Application MUST include the “*Required Budget Information (MUST COMPLETE)” Category. Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED.

“Category” represents every funding category as determined by the SGA Finance Committee. Detailed information for each category can be found in the “Manual on Financial Affairs & Discretionary Guidelines” on the SGA Finance Committee website (ter.ps/sgafinance).

Select the category that best represents the expense you are requesting funding for.

Creating a New Budget Request (cont’d)Each budget request you apply for needs to have at least TWO Budget Items.

The first budget item you select should be the *Required Budget Information (MUST COMPLETE). Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED.

The second (and subsequent budget items) are what you are actually requesting funding for.

The budget application can have as many Budget Items as necessary.

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New Budget Request –Budget FormEvery Category has an associated Budget Form. Each form is customized to match the category and will include:

• Examples of items that fall under that category

• Line item justification and breakdown fields

• Required documentation for that category

• Applicable caps (if there are any for that category)

• Reasons why the funding request might be denied

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IMPORTANT NOTEREGARDING DISCRETIONARY GUIDELINES

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All of the information in the Budget Form is pulled from SGA’s Manual on Financial Affairs and Discretionary Guidelines. Only Discretionary Guidelines associated with a specific line item are included in the budget application.

Make sure to review ALL of the discretionary guidelines in the manual as they will have an impact on your eligibility for funding.

New Budget Request –Budget Form

• Information – The list of itemsprovided are not exhaustive and areprovided to help determine theappropriate category for the item youare requesting funding for.

• Line Item Justification – Provide asmuch detail as possible to justify whythe item(s) being requested isessential to the program/group.

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New Budget Request – Budget Form (cont’d)

Itemized Breakdown –

• If you are requesting items that DONOT have a flat fee, you mustprovide a detailed breakdownshowing how the total cost beingrequested for that line item wasdetermined.

• Multiple items that fall under thesame category should be includedon the same form.

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New Budget Request – Budget Form (cont’d)• Documentation Requirements – These

are taken directly from the SGA’sDiscretionary Guidelines. They detailexactly what conditions need to be met forSGA to consider funding for this item. Youcan upload documentation at the bottomof the main budget application and/orprovide links in the Summary box foreach Line Item.

• Possible Reasons for Denial – Examplesof what may lead to a denial for fundingbased on SGA’s Discretionary Guidelines.

• Groups are still expected to review and befamiliar with SGA’s Manual on FinancialAffairs & Discretionary Guidelines to ensurethey understand all applicable guidelines.18

New Budget Request –Budget Form (cont’d)

Some Line Items have funding caps that limit how much funding you can receive for that item. For those line items, the Budget Form will provide information from the Manual on Financial Affairs & Discretionary Guidelines noting the amount of the cap as well as any other pertinent information regarding the cap.

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Budget Item Details (cont'd)- No. Line Item

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No. Line Item - The Budget Category selected for each Budget Item will determine which Line Item is available for that category which minimizes the chances of selecting the wrong line item for requested budget items.

In this example, the category Dues and Fees has two types of line items that are relevant to this category so select the one that best represents the item(s) funding is being requested for.

Most categories will have only one line item associated with them.

The Description field is optional.

Request a Budget - This should be the total amount of funding being requested for this Line Item.

Budget Item Details (cont'd)- No. Line Item & Request a Budget

If funding is being requested for multiple items that fall under the Category, they should all be included in the same Budget Item.

In this example, funding is being requested for two space rentals - Hoff Theater and Nanticoke Room in the Stamp. Both of these items would fall under the “Room/Space Rental” line item and the total cost for both rentals is $452.00. For this budget item, then, the No. Line Item should be “4970 - Room/Space Rental” and the “Request A Budget” amountshould be $452.00 (see example on right). The Line ItemDescription field is optional.

An example of how the how this figure was arrived at will be covered in the following slide and would be entered in the Itemized Breakdown within this Budget Category Form. 21

Budget Item Details (cont'd)- Itemized Breakdown

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The Budget Category form for Room/Space Rental is where you will provide an itemized breakdown of how the Line Item total was calculated (see example on the right).

This method applies to all Budget Categories. For example, if you are requesting funding for a variety of office supplies such as pens, copier paper, post-it notes, etc. totalling $100, you would show the cost associated with each individual item in the Itemized Breakdown in the Budget Category Form. On the main application screen, the No. Line Item Category would be “Office Supplies” and the “Request Budget Amount” should be $100.00.

Save and Finish Later

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At any time, you can save the application to complete at a later time.

Prior to saving, you will be prompted to complete any required information from both the main application as well as any Budget Category Forms.

Save & Finish Later (cont’d)

If the required information is missing from the main application page, you will be prompted as indicated below. You will need to scroll through the application to determine what information is missing. Required fields are:

● Budget Title● Item Title● Category● No. Line Item● Request a Budget

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Save & Finish Later (cont’d) If required information is missing from any of the Budget Category forms, the form will automatically open and indicate which fields need to be completed.

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Submitting the Budget ApplicationOnce you have completed the application:

• You will need to upload any required documentation. Failure to upload required documentation will result in your entire budget application being DENIED.

• If there is any additional text information or links to documentation you want to provide in the application, you can enter that information in the “Summary” section.

• Submit the application.

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Submitting the budget application (cont’d)

• There is no limit to the number of Budget Items that you can add to a BudgetApplication.

• The *Required Budget Information (MUST COMPLETE) and each BudgetForm you complete will note what documentation you will need to upload tothe Budget Application.

• ALL uploads must be added to the main application so be sure to do thatprior to submitting your budget application. The maximum file size for uploadsis 10 MB. Failure to upload required documentation will result in your entire budgetapplication being DENIED.

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Submitting the budget application (cont’d)

At any point, you can save your application and come back to it at a later time. The “Save & Finish Later” option is at the bottom of the application form.

Saved budget applications will appear in your list of budgets with the “Partial” status.

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Reminders and Summary

● EVERY budget application MUST include the “*Required BudgetInformation (MUST COMPLETE)” using the “*Required BudgetInformation (MUST COMPLETE)” Budget Category. Failure to include the*Required Budget Information (MUST COMPLETE) line item will result in yourentire budget application being DENIED.

● ALL required documentation must be uploaded to the application prior tosubmission using the “Upload” link or submitting links in summary box on themain application page. Failure to upload required documentation will result inyour entire budget application being DENIED.

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Contact us

● SGA Finance Committee - for questions related to the funding process, emailthe SGA Finance Committee at sgavpfinance@umd.edu or visit their websiteat ter.ps/sgafinance. This includes questions about eligibility for funding,deadlines as well as policies and procedures related to the funding process.

● SORC - for questions/issues related to how to use the OrgSync BudgetManagement tool for submitting the budget, email SORC at sorc@umd.edu.You may also call or visit SORC, Monday through Friday 9:00am-5:00pm forassistance.

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