Making “Cents”Making “Cents”of Financesof Finances

Marci NuñezDirector for Student InvolvementStudent Leadership and Engagement

IntroductionsIntroductions

In This Workshop…In This Workshop…

Planning & BudgetingPlanning & Budgeting Raising the FundsRaising the Funds Spending the FundsSpending the Funds USF Club DiscountsUSF Club Discounts USF FormsUSF Forms TipsTips QuestionsQuestions

Planning Your Budget Planning Your Budget andandBudgeting Your PlanBudgeting Your Plan

A budget is a reflection of A budget is a reflection of a plana plan

Dream Big but…Dream Big but… Plan ahead!Plan ahead! Utilize resourcesUtilize resources Spend wiselySpend wisely

What? What? How?How?

Outline Your PlanOutline Your Plan

Brochures and flyers to recruit new Brochures and flyers to recruit new membersmembers

Banner for table at Involvement FairBanner for table at Involvement Fair Executive Board planning retreatExecutive Board planning retreat Campus-wide event featuring Campus-wide event featuring

well-known speakerwell-known speaker Thank you party for membersThank you party for members

Potential Funding Potential Funding SourcesSources

Club Copy CardsClub Copy Cards ASUSF Funding GrantsASUSF Funding Grants Flexi DonationsFlexi Donations Other fundraisersOther fundraisers Collaboration (other clubs, depts, etc.)Collaboration (other clubs, depts, etc.) Member duesMember dues Keeping your own supplies for futureKeeping your own supplies for future

Copy Copy CopyCopy Copy Copy

• $100 per semester!$100 per semester!• Copy CardCopy Card

• $10 increments, can be refilled$10 increments, can be refilled• Copy MillCopy Mill

• BrochuresBrochures• FliersFliers

ASUSF Funding GrantsASUSF Funding Grants

• Internal DevelopmentInternal Development• T-shirts, supplies, bannerT-shirts, supplies, banner

• TravelTravel• Professional Development ConferencesProfessional Development Conferences

• Campus-Wide EventsCampus-Wide Events

Bon Appetit CateringBon Appetit Catering

• Discount for Student Discount for Student Organizations = 33%Organizations = 33%• Fill out the catering Fill out the catering

discount formdiscount form• Flexi DonationsFlexi Donations

• Amounts over $50 Amounts over $50 need to be approved need to be approved by Bon Appetitby Bon Appetit

FundraisingFundraising

• Member Dues & ContributionsMember Dues & Contributions• Department Co-Sponsorship & ContributionsDepartment Co-Sponsorship & Contributions• Ticket SalesTicket Sales• Baked Goods or Food SalesBaked Goods or Food Sales• OtherOther

• Fill out the FundraisingFill out the Fundraising

Proposal FormProposal Form

Making The ConnectionMaking The Connection

About your organizationAbout your organization What’s your connection What’s your connection

to the issue?to the issue? Do you have the skills Do you have the skills

and resources?and resources? Why do you care?Why do you care? Why should they care?Why should they care?

Finding Your SupportFinding Your Support

Connected to youConnected to you• FriendsFriends• FamilyFamily• ClubsClubs• ProfessorsProfessors• DepartmentsDepartments• BusinessesBusinesses

Connected to issueConnected to issue• GeographyGeography• DemographicsDemographics• CustomersCustomers• Service ProvidersService Providers• MissionMission

Putting It TogetherPutting It Together

How can you fund How can you fund your plan?your plan?

Who can you Who can you approach for support?approach for support?

Where will you invest Where will you invest for the future?for the future?

What will members What will members contribute?contribute?

Plan….Plan…. Budget…Budget…

Brochures and flyers to Brochures and flyers to recruit new membersrecruit new members

Banner for table at Banner for table at Involvement FairInvolvement Fair

National organization National organization professional conferenceprofessional conference

Campus-wide event Campus-wide event featuring well-known featuring well-known speakerspeaker

Thank you party for Thank you party for membersmembers

Club Copy FundsClub Copy Funds

Apply for Internal Apply for Internal Development GrantDevelopment Grant

Apply for Travel GrantApply for Travel Grant Apply for Event Grant, Apply for Event Grant,

raise Flexi donations, raise Flexi donations, co-sponsorshipco-sponsorship

Club account: member Club account: member dues & fundraisersdues & fundraisers

Reasons to Plan AheadReasons to Plan Ahead

ASUSF Funding Grants – ASUSF Funding Grants – 6 weeks!6 weeks!

Fundraising Proposal Fundraising Proposal Form – 10 days!Form – 10 days!

Catering Form – 10 days!Catering Form – 10 days! Processing TimeProcessing Time

Discounts & Special Discounts & Special PurchasesPurchases

USF CateringUSF Catering Copy MillCopy Mill Office DepotOffice Depot Social ImprintsSocial Imprints USF BookstoreUSF Bookstore

USF Funds = Club USF Funds = Club PurposePurpose

Benefits the organization, not the individualBenefits the organization, not the individual Follows University policies, state & federal Follows University policies, state & federal

laws, etc.laws, etc. Proper documentation is needed (no cash Proper documentation is needed (no cash

advances)advances) Use the USF Financial FormsUse the USF Financial Forms

Business PurposeBusiness Purpose

Name or description of event including Name or description of event including date and location if applicabledate and location if applicable

Description of item purchasedDescription of item purchased Food purchasesFood purchases

Approx. # of attendees (15 or more)Approx. # of attendees (15 or more) Names of attendees (less than 15)Names of attendees (less than 15)

Support DocumentationSupport Documentation

Valid ContractValid Contract Performance AgreementPerformance Agreement W-9 Tax FormW-9 Tax Form

Original invoice or receipt:Original invoice or receipt: Name of business & locationName of business & location Date of purchase or invoiceDate of purchase or invoice Itemized list of items purchasedItemized list of items purchased Total costTotal cost In some cases, tax information neededIn some cases, tax information needed

ApprovalsApprovals

Financial approvals by SLE staff onlyFinancial approvals by SLE staff only Copy/print/promotion approvals require Copy/print/promotion approvals require

approval of design (i.e. posters, t-shirts)approval of design (i.e. posters, t-shirts) Contracts approved by Legal, Contracts approved by Legal,

Risk/Liability, and signed by USF officialRisk/Liability, and signed by USF official Travel requires approval in advanceTravel requires approval in advance

Processing TimeProcessing Time

Quick (1-3 days): Copy forms, Quick (1-3 days): Copy forms, petty cashpetty cash

Long (3+ weeks): Performance Long (3+ weeks): Performance Agreements, check requests, Agreements, check requests, expense reportsexpense reports

Very Long (4+ weeks): Travel, Very Long (4+ weeks): Travel, other contracts, equipmentother contracts, equipment

USF Financial FormsUSF Financial Forms

Department Deposit Record (DDR)Department Deposit Record (DDR) Petty Cash VoucherPetty Cash Voucher Non-Employee Expense ReportNon-Employee Expense Report

Business & Finance website:Business & Finance website:

University of San Francisco (USF) - Forms

Completing & SubmittingCompleting & Submitting

Assistance from Peer Advising TeamAssistance from Peer Advising Team Get signatures in advance (petty cash Get signatures in advance (petty cash

and expense report)and expense report) Provide all informationProvide all information Submit to SLE desk on UC 4Submit to SLE desk on UC 4thth

Copies in club mailboxCopies in club mailbox Petty cash pick-upPetty cash pick-up

TipsTips

1-2 people in charge of $$1-2 people in charge of $$

CommunicateCommunicate

Plan in advancePlan in advance

When in doubt, ASKWhen in doubt, ASK

For more help…For more help…

Peer Advising TeamPeer Advising Team

SLE, UC 4SLE, UC 4thth Floor Floor

sle@usfca.edu

(415) 422-7256(415) 422-7256