Student Government Association Senate Finance Committee

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Student Government AssociationSenate Finance
Committee

• Budget Training Session
• Fiscal Year 2010
• Presentation by Mitchell Barthelemy

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Excel budget

• http//www.stcloudstate.edu/csold/studentorganizat
  ions/BudgetBasics2.asp
• Go to www.stcloudstate.edu/csold
• Click on student organizations at the top of
  the page
• Click on Organization Resources
• The link is at the top of the page.

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Enable buttons

• Microsoft 2007 version.
• To enable buttons click OPTIONS on the top of
  the screen below the tool bar.
• Click Enable this content then click OK.
• You will now be able to use the buttons.

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Enable buttons

• Microsoft 1997-2003 version
• When the screen opens there will be a window that
  pops up, click Enable Macros
• You will now be able to use the buttons.

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SAVE Excel Budget

• Save the file as
• (Student Organization Name) Budget FY10.xls
• Save file to easy to find location (i.e. desktop)
• Double click on the excel budget file to open

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Helpful hint spots

• Red Triangles will give you some helpful hints as
  you go through your budget packet!

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Beginning Intro

• Yellow box sections (cells) are the only thing
  you need to fill in if applicable. The program
  does not allow you to click on anything other
  than the yellow boxes and buttons.
• Type your student organizations name in the
  yellow box and your 334 account in the yellow box
  below.
• Read over the text box to the right for helpful
  hints and instructions.
• Click the green CONTINUE button on the top
  right side of your screen.
• (NOTE You can also scroll through the sections
  by clicking on the tabs at the bottom of your
  screen)

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Details1

• If you need to go back to the previous sections
  click on the red Back button on the top right
  side of your screen.
• 1. State the purpose of your organization and how
  it benefits the university (Much of this can come
  from your constitution).
• 2. Enter the number of active members.
• 3. Enter where you organization has its meetings
  (Mississippi Room, Lady Slipper Room, Centennial
  Hall room 301, etc.).
• When finished with this sections click the
  CONTINUE button.

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Details2

• 4. Fill in the names and St. Cloud State email
  addresses for the leaders of your organization.
• 5. Enter the fee that your organization charges
  its members and how much of that it keeps.
• 6. Provide the 334 account balance (your 334
  account number populated from the Intro
  sections). Enter your organizations 900 campus
  account number and its current balance
• Other account balances should be listen. Only
  organization with approval from the university
  may have off campus accounts.
• When finished with this sections click the
  CONTINUE button.

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Discloser of outside funding Revenue

• Provide all revenue sources that your
  organizations has received and is projected to
  receive for the current fiscal year (FY09).
  Include the description of the revenue source
  (i.e. type of fundraiser, grant from what source,
  ticket sales revenue from what events, etc.).
• Include anticipated/estimated revenue for the
  next fiscal year and its source under
• When finished with this sections click the
  CONTINUE button.

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Expense Breakdown Expenses

• Provide a breakdown of expenses that have
  occurred and are anticipated to occur for the
  current fiscal year (FY09).
• Provide a breakdown of expenses that are
  anticipated for the next fiscal year (FY09).
• When finished with this sections click the
  CONTINUE button.

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Equipment Audit
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Funding through the Budget

• Two forms for budgeting
• Operating Budget
• Programming Budget
• Operating day to day operations of the
  organization (Printing meeting notes, advertising
  of the organization, repairs to equipment, etc.)
• Programming Events that the organization will
  put on (educational field trips, cultural nights,
  etc.)

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Operating Budget

• Select an object code
• Object code is a code for a certain type of
  funding to your organization.
• Example 1110 Advertising is funding for costs
  related to the advertising of your organization.
• Maximum operating budget is 1000

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Object Codes and description
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Operating Budget

• Example
• When finished with this sections click the
  CONTINUE button.

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Program Budget

• Programming budget is used for events, large
  equipment purchases, travel for educational field
  trips, cultural nights, travel for team
  competition, etc. Maximum Program Budget is
  10,000.
• Read instructions to the programming budget
  FIRST.
• When you have finished reading the instructions
  click the green CONTINUE button.
• If there are other parts of the budget you want
  to go back to click the red Back button.

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Event 1

• Enter the name of the event.
• Enter the estimated date, time and location of
  event.
• Enter the estimated number of people expected to
  attend.
• Enter the purpose of the event, be as descriptive
  as possible.
• Line item budget allows for a breakdown of
  expense for the event.
• Give a description of the item that will be used,
• In the yellow cell next to it list the number of
  these items you will need,
• In the next cell give a cost for just one of the
  items,
• The total cost of the items will populate in the
  cell next to it.
• EXAMPLE

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Event 1 Continue

• If lodging required
• Enter the name of the lodging establishment or
  reasonable estimate of the establishment you will
  be saying (e.g. what lodging establishment you
  have stayed at before).
• EXAMPLE
• (NOTE Minimum 4 people per room. If more lodging
  rooms are needed please come speak with me or
  email me at sfc_at_stcloudstate.edu so we can create
  more rooms for lodging, or double the nights and
  add that to the explanation in Other information
  the Finance Committee should know about this
  event)

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Event 1 Continue

• If transportation is required
• Enter in the number of miles the trip is in the
  far left yellow cell of the section
• In the next yellow cell to the right enter the
  cost per mile
• NOTE there is a drop down box to select the cost
  for a 7 passenger or a 12 passenger Atwood
  vehicle
• In the next yellow box is the number of days you
  will be using the vehicle
• NOTE there is a 15 per day user fee for the
  Atwood vehicle
• EXAMPLE

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Event 1 Continue

• In the Other information the Finance Committee
  should know about this event yellow cell please
  include any information you deem relevant to the
  event that you feel would help the Senate Finance
  Committee in making the best judgment possible on
  the funding of this event.
• The total cost of the event will populate at the
  bottom of the screen.
• If you would like to create another event go to
  the top right of your screen and click the gray
  button CREATE ANOTHER EVENT/NEXT EVENT you will
  then be taken to another event to which you can
  create.

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Finished

• If you are all finished with the budget click on
  the grey FINISHED button at the top right of
  your screen.
• Once you click the button you will be brought to
  a Summary screen. If you are not finished with
  you budget click on the grey NOT FINISHED
  button at the top left of the screen and it will
  take you back to the Intro page (all information
  is as you left it).
• On the Summary screen you will see you a summary
  of you requested funding. There is also a section
  that shows the totals of your requested operating
  and programming budget.

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SUMMARY FY10

• When you are all finished with the budget packet
  SAVE the document while you are still on the
  Summary screen. Print this Summary sheet and get
  the required signatures at the bottom.
• Bring this ONE sheet to the Finance Committee and
  put it in the Senate Finance Chairs mailbox in
  Atwood Memorial Center 138.
• Email this excel file to the Senate Finance
  Committee sfc_at_stcloudstate.edu
• Make sure the excel file has the name of you
  organization on it.
• Make sure the sent email is saved for your record
  (or print the email). This is to ensure that if
  there are any clerical errors we will know for
  sure that you did send the email.
• Budget deadline is February 4th

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Are there any questions?!
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The Senate Finance Committee does NOT fund

• Banquets
• Award ceremonies
• Conferences and Seminars (this must be requested
  through the free balance reserves)
• Awards/trophies
• Alcohol/cigarettes
• Illegal items
• Gifts
• Charitable contributions
• Gasoline purchases
• Items strictly for individual use (Costumes,
  uniforms)
• Scholarships
• Security loans
• Membership or conference fees
• Anything that puts the organization in violation
  with University policy