Organization Resource Group
Finance Training
Outline
•
General Information
–
Organization Resource Group
–
Websites
–
Funding Overview
–
Deadlines
•
Travel Funding
•
Honorarium Funding
•
General Expense Funding
•
Reminders
•
Questions
Organization Resource Group
• Office of Student Organizations, Department of Student
Life
• 6 student staff members, 1 full-time staff member
• Goals
– Allocate Funding
– Help student organizations be successful
– Promote Involvement
– Recognize new organizations
Websites
www.getinvolved.missouri.edu
www.orgsync.missouri.edu
Funding Overview
• ORG is funded by the Student Activity Fee
–
Approximately $300,000 available for allocations each year
• 3 Budget Deadlines each Semester
– Budgets Submitted on OrgSync by officers of organizations
• 3 Categories of Funding
– Travel
– Honorarium
– General Expense
Eligibility for Funding
• In order to be eligible for ORG funding, your organization must
– Be recognized by the ORG office
– Have officers attend both Administrative and Finance Training
– Update OrgSync portal once per academic year
• Organizations not eligible for funding
– IFC/PHA Fraternities & Sororities
– Single Gender Organizations 501(c)7
– Club Sports
– Organizations funded by their own Student Activity Fee (MSA/GPC)
Student Organization Allocation Committee
(SOAC)
• Group of students tasked with reviewing budgets to make
funding decisions
• Mission:
– SOAC is a viewpoint neutral group responsible for allocating travel,
general expense, and honorarium funds to recognized student
organizations
• 10 student members chosen via application
– 1 MSA representative
– 1 GPC representative
– Broad scope of majors and interests
How to Access Request Form
•
Request Forms are only open during the week of the deadline
– Open each Monday at 8:00 am prior to Friday deadline
•
Must be listed as an administrator on OrgSync to view/submit requests
•
From Homepage of OrgSync:
– Hover over “My Memberships”
– Select organization
– Hover over “More” tab
– Select Treasury
– Select Manage Budgets
– Click Green “New Budget” Button
Example Budget Request Form
Name of Budget
Name of
Organization
Select Category
Enter the cost of
line item
Select the item(s) you are
requesting
Provide a brief description
Example= $200
Example: 4 Registrations @ $50 each
Note: Uploads Section Below this Form on OrgSync
Travel Funding
Travel Funding Overview
• Events, conferences, or competitions that directly relate
to your organization’s purpose
• 3 Categories of Funding
– Transportation
• Airfare if destination is >600 miles
• Mileage if destination is < 600 miles
– Lodging
– Registration
Travel Funding Policies
• Cap of $2,000 per organization per fiscal year
• No funding for non-MU students
• Only one form of travel is funded
– Choose either mileage OR airfare based on mileage to destination
– No metro cards, taxi fare, shuttle to airport, etc.
• Travel allocation is typically based on maximum of 4 attendees
– Your organization can choose to send more than 4, but this means the
allocation will decrease per person
– Exception: competitions
• Calculate costs based on leaving from Columbia, MO
Travel Funding Policies
• Truth in Travel Policy
– Check this box on funding request form
– Reimbursement based on the number of attendees, not the
number in your original request
– If fewer attend than requested, reduction to allocation
• Travel Itinerary Form
– Emergency contact info and travel details
– Submit this form on OrgSync prior to departure
– Failure to do so results in a 25% reduction to allocation
Information Needed to Apply
• Documentation to support all costs requested
– Screen shots that show prices
– Attach in Uploads Section of Budget Request Form
• Proof of Event Documentation
– Screen shot that proves event exists and dates of event
• Answers to questions in pop-up Form
– Trip description, dates, impact, justification
Travel Reimbursement Process
• Travel Reimbursement Form on OrgSync
– Located in the Files Section of ORG Membership Portal
– Attach: proof of expense and proof of payment for each approved
item, and proof of attendance
• Due within 45 days of return
– Must be turned into ORG Office
– Not accepted via email
• Check to Organization’s Bank Account
– ORG strongly recommends organizations send check to the
organization’s ORG mailbox (2500 MU Student Center).
Before & After Trip To-Do
•
•
Before
–
Submit Travel Itinerary Form on OrgSync
–
Purchase categories that were approved (airfare, registration, lodging)
–
Save Receipts
–
Open bank account
–
Request ORG Mailbox from ORG Office Managers ([email protected])
After
–
Submit Travel Reimbursement Form with cost documentation to ORG
•
Not accepted via email or if incomplete
•
Cover sheet available on OrgSync
–
Proof of expense (receipt), proof of payment (bank statement), proof of attendance
–
Due within 45 days of return
General Expense Funding
General Expense Funding Overview
• Categories funded by ORG
– Copies
– Advertising: MU Info or Maneater Ads
– On-Campus Rentals
• Room reservations, Disability Services
– Reusable supplies critical to your organization’s purpose
• Categories not funded by ORG
– Dues to national organizations
– Personal Items (apparel, name tags, business cards, etc.)
– Food
– Anything pertaining to fundraisers
Information Needed to Apply
• Copies
– Describe how the copies will be used and amount of copy funding
your organization would like to request
• MU Info ($50)
– Describe what you will be advertising and the number of ads your
organization is requesting
• Maneater Ad ($78)
– Describe how the ad will be used and justify visual advertisement
as well as number of ads your organization is requesting
• Rental
– Event description and room reservation fee from Unions Website
Information Needed to Apply
• Supplies
– Explain why the item critical to your organization’s purpose
– Document price of the item(s)
– Note: Items purchased by ORG must be stored on campus
– Note: Only books not available in the library
– Note: Comparable prices for items exceeding $250
How to Spend Allocation
•
Copies
–
•
•
MU Info
–
MU Info Request Form on OrgSync
–
Submit one week before desired publication date
Maneater
–
•
•
Stop by the ORG office to get a Digiprint Form
Stop by the ORG office to get a Maneater Request Form
Supplies
–
Submit Approved Supply Order Form on OrgSync
–
Do not purchase these items on your own, ORG cannot reimburse
Rental
–
Have Unions bill ORG directly or bring Invoice to the ORG Office
Equipment Inventory Policy
• ORG requires an annual status update of previously
purchased items
• Equipment Inventory Form on OrgSync
– Due before first General Expense Deadline of the Fall semester
– Failure to submit this form will result in denial of new general
expense funding
– SOAC reviews these forms when allocating funds
Honorarium Funding
Honorarium Funding Overview
• Speakers, Performances, Professional Services, and
Teambuilding
• Advantages:
– Teach other students about your organization
– Recruit new members
– Learn from experts in your organization’s field of interest
– Teambuilding through Venture Out
Categories Funded in Honorarium Requests
• Expenses Related to a Speaking Event
– Speaker Fees
– Speaker’s Travel Expenses - transportation and lodging
– Speaker’s Meals - $30/day
– Room Reservation Fee
– Advertising – MU Info, Copies, Maneater Ads
• Teambuilding Events
– Cost to attend a Venture Out Event
Honorarium Policies
• Events must fit with the organization's purpose
• Events must be free to all attendees
• Events must be held on campus
• $5,000 cap per organization, per fiscal year
• $2,500 Cap per event
– If the cost exceeds this amount, the event must be co-sponsored
by a department on campus
– Student organizations cannot sponsor other student
organizations
Honorarium Policies
• 10% of total allocation must be reserved for advertising
purposes
• Include 3rd party credentials for all speakers with budget
request
– Newspaper article, trade journal, etc.
– No self-promoting websites
• If requested speaking fee exceeds $1,000
– Price quote from comparable speaker must be included with
budget request
– Meet with VC Finance of ORG to check-in each month
Honorarium Policies
• Do not offer a speaker or performer a specific amount of
funding for their service
– If so, you will be responsible for fulfilling this contract whether it
is approved by the funding committee or not
• Prospective speaker must provide a quote of how much
their services cost
– University Policy
• If your speaker requires payment at the time of the event
please contact the ORG Vice Chair of Finance prior to
having the speaker complete the Honorarium Contact
paperwork.
Honorarium Policies
• All organizations approved for Honorarium funding must
meet one on one with the Vice-Chair of Finance to
discuss their honorarium event.
– Email [email protected] to set up a time.
• Discuss Advertising Plan to ensure your organization’s event will be
successful.
• Discuss timeline between your organization and our office for your
honorarium event.
• Answer questions your organization may have about the process.
Honorarium Policies
• All organizations approved for Honorarium funding must
utilize the following OrgSync tools to advertise and
promote their event.
– Create an OrgSync Event
– Check-out a Card Swipe Reader from the Organization
Resource Group and Track the Participation of your approved
event
• Any organization that does not utilize OrgSync could face funding
penalties in the future.
– After the Honorarium event has taken place, the organization is
required to submit a description of the event and attendance
numbers within three business days.
Venture Out
• Office in the Department of Student Life specializing in
teambuilding and experiential learning
• Visit ventureout.missouri.edu for more information
• Please do not schedule a Venture Out Course until you
have been approved for funding.
• Info needed to apply:
– Number of students wishing to attend with justification
– Names and ID numbers of those wishing to attend
– Why this activity will benefit your organization
Information Needed to Apply
• Speaking Event
– Speaking fee quote
– Documentation of travel expenses
– 3rd Party Credentials for Speaker
– Comparable speaker quote if speaking fee > $1,000
– Co-Sponsorship agreement if event cost > $2,500
– Event Details – description of topics covered, appeal to other students, etc.
• Teambuilding
– Number of attendees
– Student ID numbers of attendees
General Information
Appeals
• If your request is initially denied, there are two chances to appeal
the decision
– Budget Appeal Form on OrgSync
– Due 5:00 pm on Friday following decision date
– Respond to SOAC’s Comments
• Most Common reasons budgets are denied
– Out of Date OrgSync Portal
– Officers did not attend training sessions
– Missing Documentation
Timeline of Budget Requests
Week
Monday –
Thursday
Friday
1st
Budgets Accepted
2nd
Data compiled;
memos prepared
Memos emailed
to officers
3rd
Appeals Accepted
Appeals due @ 5
4th
Appeal Committee
meets
Appeal memos
sent to officers
5th
Secondary
Appeals accepted
Secondary
Appeals due @ 5
6th
Appeal Committee
meets
Notified when
decision is made
Saturday/Sunday
Budgets Due @ 5 SOAC Review
Reminders
• All budgets are due by 5:00 pm on OrgSync on the deadline
– Budgets open Monday prior to deadline at 8:00 am
– Not accepted via email or paper copy
• Funds do not transfer from one period to the next
• Only spend funds as they are allocated in your request
• If your request is initially denied, there are two chances to
appeal
• Comments Section below Budget Request Forms are not
considered by the funding committee
• Visit the ORG Office to have your budget reviewed
Travel or General Expense Questions?
• Phyleia Battle, ORG Chair
• [email protected]
• 573-882-2630
• Travel Reimbursement Questions
• Michael Pavich
• [email protected]
• 573-882-8687
Honorarium Questions?
• Cameron Elbert, Vice-Chair of Finance for ORG
• [email protected]
• 573-882-2630
Questions?
• Email [email protected]
• Call 573-882-2630
• Visit ORG Office
• 2500 MU Student Center (CSI)
• 8 am – 5 pm Monday - Friday