PAWS Leadership PAWS Leadership Series:Series:SStudent Organization tudent Organization

FinanceFinanceVice President of Vice President of FinanceFinance

Student Government Student Government CoordinatorCoordinator

AgendaAgenda

AS Grant ProcessAS Grant Process AS Student Organization ServicesAS Student Organization Services FundraisingFundraising TravelTravel Points of ContactPoints of Contact QuestionsQuestions

Types of FundsTypes of Funds

Club MoneyClub Money

Club Money is the money raised by the club. It is Club Money is the money raised by the club. It is deposited by club members into their club deposited by club members into their club account. Clubs deposit money they make from account. Clubs deposit money they make from Fundraisers, Club Dues Etc.Fundraisers, Club Dues Etc.

Grant MoneyGrant Money

A Club Grant is money provided to student clubs A Club Grant is money provided to student clubs and organization by your Associated Students and organization by your Associated Students Government. All chartered clubs and Government. All chartered clubs and organizations in good standing are eligible to organizations in good standing are eligible to receive funding; all you have to do is apply! receive funding; all you have to do is apply!

Getting an AS Grant Getting an AS Grant

AS provides grants to clubs during the AS provides grants to clubs during the academic year.academic year.

Grant applications are available on Grant applications are available on OrgsyncOrgsync

https://orgsync.com/20944/formshttps://orgsync.com/20944/forms Grant-seeking organizations must be Grant-seeking organizations must be

chartered and in good standing.chartered and in good standing.

Grant Money Can be Grant Money Can be used for: used for:

Publicity and Copies Publicity and Copies Supplies & Equipment rental for eventsSupplies & Equipment rental for events Fees for speakers/performersFees for speakers/performers Travel & lodging costs for Travel & lodging costs for

speaker/performerspeaker/performer Travel for conferences and eventsTravel for conferences and events Office SuppliesOffice Supplies BannersBanners

Grant Money cannot be Grant Money cannot be used for: used for:

Food or AlcoholFood or AlcoholFirearmsFirearmsClothing, Costumes, UniformsClothing, Costumes, UniformsAwards, wages, or specialty items Awards, wages, or specialty items

for club membersfor club members

Grant Request ProcessGrant Request Process

Complete an Grant Request Form on Complete an Grant Request Form on Org SyncOrg Sync

The Grant Request will be reviewed and Approved – Grant funds will be awarded Denied – Grants funds will not be awarded Deferred – A decision will be made pending

further information/time An announcement will be provided from

the Office of the Vice President of Finance with one of the 3 above decissions

Grant Requests: Grant Requests: ProgrammingProgramming

Clubs and Organizations must make Clubs and Organizations must make hosted events open to all students of the hosted events open to all students of the University.University.

All Events must be actively marketed to All Events must be actively marketed to students outside of the Organization. students outside of the Organization.

A Club can receive up to $2,000 per year.A Club can receive up to $2,000 per year. All Programming requests are reviewed All Programming requests are reviewed

by the Club Congress Finance by the Club Congress Finance Committee.Committee.

ProgrammingProgrammingGrant Request Grant Request

Form Form Available on Available on

OrgsyncOrgsync

Grant Requests: TravelGrant Requests: Travel

Off campus travel must enrich leadership, Off campus travel must enrich leadership, academic, professional or athletic academic, professional or athletic development.development.

Clubs can use grant money for Clubs can use grant money for transportation to and from registration for transportation to and from registration for conferences, competitions and seminars conferences, competitions and seminars including flights, vehicle rentals, including flights, vehicle rentals, conference fees, and fuel reimbursementconference fees, and fuel reimbursement

A club can receive up to $1,000 per yearA club can receive up to $1,000 per year

TravelTravelGrant Grant

Request Form Request Form

Available on Available on OrgsyncOrgsync

Grant Requests: Grant Requests: Supplies & Equipment Supplies & Equipment

Clubs can use Supply/Equipment money Clubs can use Supply/Equipment money to build Club infrastructure or to recruit to build Club infrastructure or to recruit members, can also be used to pay for dues members, can also be used to pay for dues and entry fees for Sports clubs. Clubs can and entry fees for Sports clubs. Clubs can use for equipment purchases that will use for equipment purchases that will belong to the club and will not become belong to the club and will not become personal property.personal property.

A club can receive up to $500 per yearA club can receive up to $500 per year

Supplies & Supplies & EquipmentEquipment

Grant Grant Request Form Request Form

Available on Available on OrgsyncOrgsync

Grant Decision Grant Decision GuidelinesGuidelines

Process is viewpoint neutral.Process is viewpoint neutral. Money for grant requests come from Money for grant requests come from

student fees.student fees. AS emphasizes programs, services, AS emphasizes programs, services,

and activities that affect the widest and activities that affect the widest possible population of students at possible population of students at SSU.SSU.

A Grant Request may not be funded at A Grant Request may not be funded at the full requested amountthe full requested amount

Grant Request Grant Request ConsultationConsultation

Involve your advisor in the Involve your advisor in the development of your grant request.development of your grant request.

Work with your fellow officers, Work with your fellow officers, especially those who have done event especially those who have done event planning or grant requests in the past.planning or grant requests in the past.

Meet with Student Government Meet with Student Government Coordinator, for assistance and advice Coordinator, for assistance and advice on a successful grant application.on a successful grant application.

Spending Grant Spending Grant MoneyMoney

Complete the Club Grant Expenditure Voucher, Complete the Club Grant Expenditure Voucher, attach original, itemized receipts/invoices, a attach original, itemized receipts/invoices, a 204 form, and remember to include signatures!204 form, and remember to include signatures!

If voucher with all documents required is If voucher with all documents required is turned in on Monday before 5 pm, the check turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. will be ready the following Friday after 1 pm.

Checks are available for pick up at the Student Checks are available for pick up at the Student Union Front Desk. If check payee has an Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will Orgsync Account, the ASI Business Office will notify through a message.notify through a message.

Expenditures with submitted after 90 days will Expenditures with submitted after 90 days will NOT be reimbursed.NOT be reimbursed.

GRANT GRANT VoucherVoucher

The “Blue Form”

Forms available in CSLIS or outside the 2nd Floor ASI offices.

California California 204 Form204 Form

“When in doubt, fill it

out!”

AS Club Trust FormAS Club Trust Form

Each club fills out a Club Trust Form when chartering or re-Each club fills out a Club Trust Form when chartering or re-chartering. This is where clubs specify who is able to authorize chartering. This is where clubs specify who is able to authorize Club Expenditure Vouchers. Signatures: Must have Club Expenditure Vouchers. Signatures: Must have at leastat least Advisor & TreasurerAdvisor & Treasurer1 or 2 signatures required.1 or 2 signatures required.Filled out during the chartering or re-chartering process. Filled out during the chartering or re-chartering process. Club chartering is done at the CSLIS office. Club chartering is done at the CSLIS office. Center for Student Leadership, Involvement, and Service Center for Student Leadership, Involvement, and Service (CSLIS) (CSLIS)

www.sonoma.edu/campuslife www.sonoma.edu/campuslife

Location: 1st Floor, Sonoma Student Union Location: 1st Floor, Sonoma Student Union

CSLIS Student Assistants 664-4323 cslis@sonoma.eduCSLIS Student Assistants 664-4323 cslis@sonoma.edu

Club Communication FormClub Communication Form

This Form is placed in Club Mailboxes when This Form is placed in Club Mailboxes when supported document is not attached to the supported document is not attached to the

voucher. The appropriate box will be voucher. The appropriate box will be checked to indicate what is needed to checked to indicate what is needed to

provide payment.provide payment.

California California 204 Form204 Form

“When in doubt, fill it

out!”

Club MoneyClub Money Complete the Club Account Complete the Club Account

Expenditure Voucher, attach original, Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, itemized receipts/invoices, a 204 form, and remember to include signatures!and remember to include signatures!

If voucher with all documents required is If voucher with all documents required is turned in on Monday before 5 pm, the check turned in on Monday before 5 pm, the check will be ready the following Friday after 1 will be ready the following Friday after 1 pm. pm.

Checks are available for pick up at the Checks are available for pick up at the Student Union Front Desk. If check payee Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business has an Orgsync Account, the ASI Business Office will notify through a message.Office will notify through a message.

FundraisingFundraising

Pub ClubPub Club Letter Writing/SolicitationLetter Writing/Solicitation Sporting EventsSporting Events Restaurant NightsRestaurant Nights

Mt. Mike’s, Coldstone, Mary’s Pizza Mt. Mike’s, Coldstone, Mary’s Pizza Shack, Cattlemen’sShack, Cattlemen’s

Travel PoliciesTravel Policies

All individuals must read and sign travel All individuals must read and sign travel waivers and receive a letter describing waivers and receive a letter describing travel risks.travel risks.

All drivers must take a defensive driving All drivers must take a defensive driving course.course.

To rent vans or book airfare through ASI, To rent vans or book airfare through ASI, all travel forms must be completed all travel forms must be completed in in advanceadvance..

If you are planning to travel, you If you are planning to travel, you mustmust contact CSLIS.contact CSLIS.

Travel OptionsTravel Options

Rental cars/vans: Clubs may take advantage Rental cars/vans: Clubs may take advantage of ASI rates/insurance by booking with of ASI rates/insurance by booking with Enterprise Rent-A-Car through the ASI Enterprise Rent-A-Car through the ASI Business Office.Business Office.

Airlines: Consult with the ASI Business Airlines: Consult with the ASI Business Office on booking flights and making Office on booking flights and making payments.payments.

Busses: All bus travel must be done through Busses: All bus travel must be done through SSU preferred bus lines; otherwise, proof of SSU preferred bus lines; otherwise, proof of liability coverage must be provided.liability coverage must be provided.

Points of ContactPoints of Contact

Student Union Information DeskStudent Union Information Desk Deposits, formsDeposits, forms

Club MailboxesClub Mailboxes Pink formPink form

Orgsync/EmailOrgsync/Email Appointments, questions, requestsAppointments, questions, requests

Orgsync Orgsync Grant forms, budget request Grant forms, budget request

informationinformation

Don’t Forget…Don’t Forget… All expenditures must be backed up All expenditures must be backed up

by an original, itemized receipt or by an original, itemized receipt or invoice.invoice.

ASI does not reimburse for alcohol ASI does not reimburse for alcohol Unpaid campus bills (including Unpaid campus bills (including

sports club violations) or overdrawn sports club violations) or overdrawn accounts will result in your club’s accounts will result in your club’s privileges being suspendedprivileges being suspended

ASI does not mail checks to students.ASI does not mail checks to students.

Forms available in CSLIS or outside the 2nd Floor ASI offices.

Club Money Club Money VoucherVoucher

The “White Form”

Club Club CommunicatiCommunicati

on Formon Form

The “Pink Form”

Questions?Questions?

Account balances, statements, status Account balances, statements, status of checksof checks Orgsync Orgsync Balance Inquiry Request Balance Inquiry Request

online. online. Grant process and request statusGrant process and request status Developing your grant requestDeveloping your grant request

jason.fitzer@sonoma.edu