TOWN HALL MEETING
FALL 2013-2014
Club Sports
• Lynde Dobson
– Director, Intramural & Club
Sports
– [email protected]
Club Sports
• Club Status
– As it states in the club agreement clubs are
meant to be for recreation or athletic
competition
– All clubs are required to submit either your
competition schedule from Spring of 2013 or
your upcoming schedule for Fall of 2013
along with updated rosters for each season.
– If you are not a competing/performing club or
cannot prove that you will be a competing or
performing in the upcoming academic year then
your status will change to a CIO only.
Club Sports
• Reservations
– All reservations for Club Sports will be done on a quarter
basis.
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August 27 until October 11th
Oct 16th until Dec 6th
Jan 13th until March 7th
March 17th until April 29th
Spring reservations will be due by Dec 6th
– Please note if you make a rolling reservation and nothing
interferes with that reservation for the next quarter, your
reservation will remain the same, pending no conflicts.
– Please do not assume your reservations are guaranteed
until they have been confirmed each quarter.
Club Sports
• Facility Usage
– Compensated or voluntary instruction is not permitted
without advanced approval from the IntramuralRecreational Sports Department. (Clubs are not
allowed to use our facilities to make a profit, this
is illegal)
– Weapon and combative contact without approved
gear is not permitted.
– If your club is found breaking our policies you will lose
your status as a club and also your ability to reserve
space in our buildings for a minimum of one semester
– Only approved activities are permitted in the
reserved spaces and facility.
Club Sports
• Club Brochure
– We will no longer be including blurbs about
each club sport. We will however refer new
and current students to @UVA so please be
sure to have all of your information updated
on @UVA.
Club Sports
• Reminders
– Flyers – submit to AFC Business Office (4 copies) and we’ll distribute to
the facilities for posting
– Verification of your club for league membership or tournament
registration email Lynde ([email protected]) to get a letter that will
verify your status as a club Sport on Grounds.
– Mail is being sent to Newcomb Hall please make arrangements to pick
up your mail in the Student Activities Center – Room 164; Leadership
Consultants are there to help you as well.
– IM Membership cards for Coaches/Instructors: submit via email to
Lynde at [email protected]: Name of individual, club relationship, and
who will pay for the pass (individual or club). The coach will need to get
photo identification card if they don’t already have a UVA ID. If they
have a valid UVA ID or IM-Rec Membership card we can activate the
card as soon as we get payment. ($185.00/semester)
– Certification of eligible players – see registrar
– Varsity Athletic facility space requests will be denied
Event Planning Services
• Deanne Davis, CMP
– Event Planning Manager
– [email protected]
Event Planning Services
• Academic Space
– Requested via The Source
– Available Monday – Thursday 7:00pm until 11:00pm,
Friday 5:00pm and 11:00pm and Saturday and Sunday
8:00am until 11:00pm
– No use of University property proper will be permitted then
disrupts academic activities, scheduled events, university
functions or other normal pursuits that take place in the
area.
– Need approval to extend or alter reservation
– Meetings only – no musical/dance performances or
rehearsals
– Space should be returned to its original condition
– Food is not permitted in academic space
Event Planning Services
The SOURCE
– Only way to reserve space
– View availability of spaces
– View Calendar of Events
– Details on capacities, policies, equipment,
and photos of spaces
Event Planning Services
General Policies
– Main Lounge no longer able to reserve
– Equipment approval forms must be submitted
two weeks prior to event or event will be
cancelled
– Possibly 2 forms that need to be filled out for
Health Department
Event Planning Services
General Policies
– Any group or department 90 days past due on
invoices within Business Services will loose
space reservation privileges for at least one
month. Reservation privileges will be
reinstated on the first day of the month
following payment of invoice.
Event Planning Services
• Reservations
– Spring and Summer reservations will be
accepted on the last day of classes during the
Fall Semester and processed during week of
final exams.
– Fall reservations will be accepted on the last
day of classes during the Spring Semester
and processed during week of final exams.
Event Planning Services
• Cancellation Policy and Fees
– Reservations in the Newcomb Ballroom, Theater,
Forum at O’Hill, Ern Commons, and the Student
Activities Building may be cancelled without penalty
up to 10 days before a scheduled event. Within 10
days of the scheduled program, a late cancellation
fee will be incurred by the organization or department.
– Reservations in Newcomb’s conference/meeting
rooms may be cancelled up to 3 days before a
scheduled event. Within 3 days, a late cancellation
fee will be charged.
– Organizations or departments that do not cancel their
reservations and do not show up will be charged a fill
room rate.
Event Planning Services
• Website
– www.virginia.edu/deanofstudents/eventplanning
Student Activities
• Kendra Paisley
– Program Coordinator for
Organization Support
– [email protected]
• Mike Citro
– Assistant Dean
– [email protected]
for Student
Student Activities
• Student Activities Center and Media
Activities Center
– Welcome Week Hours for SAC & MAC
• Monday-Thursday: 9:00 a.m.-8:00 p.m.
• Friday: 9:00 a.m.-6:00 p.m.
• Saturday: CLOSED
– New Hours This Semester
• Monday-Thursday: 9:00 a.m.-11:00 p.m. SAC & MAC
• Friday: 9:00 a.m.-6:00 p.m. SAC & MAC
– *6:30 p.m.-10:30 p.m. SAC is open for movie ticket sales only-MAC Closed
• Saturday: CLOSED
– *6:30 p.m.-10:30 p.m. SAC is open for movie ticket sales only-MAC Closed
• Sunday: 12:00 p.m.-9:00 p.m.
Student Activities
• Student Activities Center and Media
Activities Center
– Services Available
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Printing and Copying
Mailboxes
Storage (application Process
Equipment Check-Out
Event Ticketing Services
Scanner
Adobe Creative Suite
CIO Support
Student Activities
• Posting and Chalking Policy
– Post on designated boards and kiosks only
– NO CHALKING ON BRICK OR OLD STONE
Student Activities
• Use of University’s Name
– Only use name as “XYZ Club at Uva”
• Use of University Logos
– Must get approval to use logos on flyers,
logos, clothing, etc.
Mike Jones, Media
Relations
[email protected]
Student Activities
• atUVA
– Primary Contact
– Roster
– Messaging
– Hooview
– Update Constitution/Name Change
– Documents
– Renewals In April
– SAC Advisory Board
Student Activities
Student Activities
• Website
– http://www.virginia.edu/deanofstudents/studen
tactivities/
• Youtube
– http://www.youtube.com/user/UVAStudentActi
vities/videos?view=0
Appropriations
• Neil Branch, Vice President for
Organizations
– [email protected]
Appropriations
• What is the Vice President of
Organizations?
– Represents on Student Council the interests
of CIOs and voices their concerns
– Oversees the appropriations committee and
CIO Consultants
– Revises SAF guidelines
– Appoints members to Board of Audit and
Management
Appropriations
• What is the Appropriations Committee?
– Group designated with allocating funds to all
CIOs
– Work with the VPO on updating the SAF
guidelines
– Advise groups on matter pertaining to
budgeting and finance
Appropriations
• Meet the Team
Mackenzie Griffin
Ashish Makadia
Jason Steckler
Appropriations
• Student Activities Fee
– Student Activity Fee of $25 per semester
charged to all students
– Spending of this money is bound by SAF
guidelines
– Results in $550,000 for CIO Allocation
Appropriations
• SAF Guidelines
– These are restrictions placed on funding by
the Board of Visitors and Vice President for
Organizations
– Certain parts can be changed by the VPO
with the support of the Student Council
Representative Body
– Ensures that funding is allocated with the
University’s educational goals and values
Appropriations
• In order for a CIO to be funded by
Student Council:
– 1. The organization must be a Student Council qualified CIO for
the current academic year and must also renew its status for the
academic year in which it will spend the allocated funds.
– 2.The Organization cannot duplicate the goals or services of
another organization that is funded by the Student Activity Fee.
– 3. The organization cannot be in debt. (A CIO must not have any
outstanding debts. A debt will be considered outstanding if it is
unpaid more than 90 days past its due date
– 4.The group must fall into one of the fundable categories as
defined by the Board of Visitor’s guidelines.
Appropiations
• What does SAF not fund?
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FOOD and DRINK (except guest speaker meals)
Social Entertainment (i.e. concerts, semi-formals)
Shirts (only can fund costumes and uniforms)
Items provided by the University at no cost (camera,
projector, sound system)
Philanthropic Activities
Fundraisers
Labor Costs
Items that do not remain within the organization
(socks, warmups, etc.)
Gifts and Giveaways (Jefferson cup, keychains)
Appropriations
• What can we fund?
– Travel to conferences and competitions including
lodging
– Copying and Printing
– Guest Speaker Travel
– Items necessary to your group
– Registration Fees for conferences and
competitions
– Journal Printing Costs
– Office or Art Supplies
– Software
Appropriations
• Car Mileage Guidelines
– SAF Guidelines dictate $0.35 per mile member
travel
– $0.50 per mile guest speaker travel
– No local travel is funded
– Richmond is 150 miles round trip
– Washington, D.C is 250 miles round trip
– All other places use google map mileage
– Calculate based on four people per car
– The funding of car rentals is at the discretion of
VPO
Appropriations
• Airfare & Lodging
– At discretion of VPO about whether plane is
necessary rather than car
– Airplane Travel SAF Contribution per ticket is
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New York $200
Chicago $275
Denver, CO $275
Los Angeles $325
– Hotel Rooms
• Rooms funded at four people per room
• $100 a night per hotel room
Appropriations
• Advertising & Printing
– The maximum cost for publicizing & advertising
that will be funded for any one event is $24 with a
maximum of 200 flyers
– Color paper for flyers will be funded at $10 per
ream
– CIOs able to apply for additional printing funds for
meeting and competition needs
– Printing Costs
• Black & White Copying - $0.02 per page
• Color Copying - $0.12 per page
Appropriations
• How do I apply for Funding?
– Read over the SAF guidelines
– Create a budget using the budget form on
atuva.net
– Upload budget online before deadline
– Come to a budgetary review hearing
Appropriations
• What funding options are there?
– There are two types, Rolling Rounds and Semiannual
– Semi-annual- apply once at the beginning of the
semester
• Common for organizations with a set schedule (sports
teams, journals, etc.) and larger budgetary needs
($5,000+)
– Rolling Rounds- able to apply up to four rounds
throughout semester
• Common for newer organizations that desire flexibility
and have smaller budgets
Appropriations
• Semi-Annuals
– Designed for CIOS with predictable expenses for an entire semester.
Often used by older CIOs or CIOs competitive in nature (i.e. club sports
teams, mock trial teams, etc.)
– Groups that apply for semi-annualized funding forfeit their right to
request money during Rolling Rounds.
– CIOs are eligible for contingency funding for emergency/unpredictable
expenses. This only allowed on a rare basis and is subject to the
discretion of the VPO. This applied for in conjunction with a Rolling
Round. Groups must email the VPO prior to submitting a contingency
budget in order to determine the validity of this emergency request.
– Groups have 60 days from the date of the invoice/cash receipt to turn in
requests for payment and/or reimbursement from ODOS Business
Services. If there are less than 50 days remaining before the SemiAnnual deadline, the payment / reimbursement must be submitted by
the established deadline found on the Appropriations Calendar.
Appropriations
• Rolling Rounds
– Designed for newer CIOs, or CIOs programmatic in nature that
may not plan far enough ahead for semi-annual budgeting.
– CIOs only have to apply for the rounds in which they need
money. Groups may apply during as many rolling rounds in a
given semester as they like.
– These CIOs do not qualify for contingency funding for
unpredicted expenses. However, these CIOs are eligible to reallocate any un-used allocated funds up to the full cost of these
unpredicted expenses.
– Groups have 60 days from the date of the email of their
allocation to request payment reimbursement from ODOS
Business Services. If a Rolling Round’s reimbursement deadline
is less than 60 days from the date of the allocation email, the
payment/reimbursement requests must be submitted by the
established deadline for that particular Rolling Round.
Appropriations
• Hearings
Wednesdays 6-8 PM
Newcomb Hall, Rm. 164
- Sign up on emailed google document
- Show up on time to your hearing.
- The hearing will last anywhere between 5-20
minutes based on how large your budget is.
- Be prepared to discus any aspect of your budget
- Bring in estimates for all items
Appropriations
• Appropriations Calendar
– September 2nd: Fall Semi-Annual Funding Deadline
– September 4th: Fall Semi-Annual Hearings
– September 9th: Fall Rolling Round 1 Funding
Deadline
– September 11th: Fall Rolling Round 1 Hearings
– September 23rd: Fall Rolling Round 2 Deadline
– September 25th: Fall Rolling Round 2 Hearing
Appropriations
– October 14th: Fall Rolling Round 3 Deadline
– October 16th: Fall Rolling Round 3 Hearing
– October 21st: Deadline for Purchase Requests
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for Fall Rolling Round 1 and 2 Deadline
– November 4th: Fall Rolling Round 4 Deadline
– November 6th: Fall Rolling Round 4 Hearing
– December 6th: Deadline for Purchase Requests
– For Fall Semi-Annual & Rolling Round 3 and 4
Appropriations
• Accountability
– Board of Audit & Management will follow up
with groups throughout the year. They will
ask about things like the location and
condition of equipment.
– Discovery of any fraudulent claims or price
inflated requests may result in loss of funding
eligibility
Appropriations
• What happens afterwards?
– VPO meets with Appropriations Chairs to review
and approve budgets
– Enters approved amounts into Excel spreadsheet
– Based on size of allocations, chairs will set
budget ranges and their respective cut-off
percentages (Do not expect 100%)
– Allocations will come out the Monday following
hearings
– Groups cannot make purchases until they receive
their funding approval email through atUVA
Appropriations
• How do I get more money?
– University Programs Council
– Parents Committee
– Cultural Programming Board
– Vice President for Student Affairs Office
Appropriations
• What is new this year?
– An additional rolling round for more funding
opportunities
– Simpler and more comprehensive budget
form to allow greater expression of funding
needs
– Simpler deadlines (only two each semester)
Appropriations
• Contact Information
– Email [email protected] in
regards to funding
– Email [email protected] for any
other questions
Business Services
• Kyle Bowman, Business Services
Manager
– [email protected]
Business Services
• Student Activities Fee (SAF)
– I have just received funding from Student
Council’s Appropriations Process
– now what?
– Do I get a check, how can I access these
funds I’ve just been allocated?
– Who is responsible for what?
Business Services
– The Financial Officer is a CIOs primary contact for all
financial issues.
– The Financial Officer MUST acknowledge that he/she has
read the guidelines prior to accessing funds
– The responsibility for adding/maintaining a CIO and its
members are that of the President/Primary Contact
– Guidelines can be accessed via Student Council and
@UVa websites
– Make sure you read and understand SAF Guidelines
Business Services
• Federal Tax ID/E.I.N.
– Necessary for tax filing purposes
– Banks and other institutions require a Tax ID
to open an account
– Requirement for registering your CIO in UVa’s
financial system in order to receive payments
– Social Security Number should not be used as
Tax ID for your CIO
To obtain a Tax ID contact IRS at
www.irs.gov or
Call 1-800-829-4933
Business Services
• Organization Checking Account
– Internal Control Measure
• use organization name and not an individual member
• which should not have any association to the University
of Virginia / UVa.
• Minutes
• $100
• Tax ID
– Bank Account Approval Document
– Allows reimbursements electronically via direct
deposit
– To set up direct deposit, complete the Student
Organization Direct Deposit Form
– No Fee Checking Business Account = Bank Fee
Waiver Letter
Business Services
• SAF Guidelines-You Should Know
60 Day Policy:
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For Rolling Rounds: Groups have 60 days from the date of the email notification of their allocation to
request payment reimbursement from ODOS Business Services. If a Rolling Round has less than 60
days, the payment/reimbursement requests must be submitted by the established deadline for that
particular Rolling Round.
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For Semi-Annual Rounds: Groups have 60 days from the date of the invoice/cash receipt to turn in
requests for payment and/or reimbursement to ODOS Business Services. If there are less than 60 days
remaining before the Semi-Annual deadline, the payment/reimbursement must be submitted by the
established deadline found on the Appropriations Calendar.
Final Dates to Request Reimbursement
Fall Semi-Annual – 60 Day Policy Applies
ROUND I – TBD
ROUND II, III and IV – TBD
ROUND V – TBD
Round VI, VII and VIII – TBD
Spring Semi-Annual – 60 Day Policy Applies
Business Services
• Reimbursements
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The Financial Officer completes and submits the Create Purchase
Request Form in @UVa creating an electronic document.
The Purchase Request is then printed and all original, supporting
documentation is attached making a complete packet.
**Only original receipts will be accepted and they MUST be itemized**
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The complete packet is then mailed or delivered to Business Services
(Newcomb Hall, room 444).
**You are responsible for ensuring that Business Services receives
all documentation.
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If approved, reimbursement is issued via direct deposit or a check is
mailed directly to the address on file.
Allow 7-10 days for processing of the Create Purchase Request Form
after receipt by Business Services
Business Services
• Paying a Vendor Directly
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Expenses related to Goods/Services only – (large volume printing;
stage and lights; equipment rental; etc…) - Requires advance
approval.
Submit Purchase Request Form in @Uva, get an invoice from the
vendor and submit complete packet to Business Services for review.
**MUST be before the event, finalizing any order or receiving any
good/service**
Vendor will be verified and a Purchase Order (PO) created.
The PO is your approval - If you skip this step then this transaction
become a reimbursement and you will have to pay for the
good/service, provide proof of payment and request for
reimbursement.
Once approved you will receive the PO via email with instructions to
share that PO with the vendor in order for them to be paid.
Business Services
• Co-Sponsorships
– This is an excellent way of off-setting cost.
– If a University department agrees to co-sponsor and
share the cost of the SAF approved expenditure,
notify Business Services immediately.
– Notify Business Services 30 days in advance of event
for check processing.
– Documentation of the agreement or arrangement
must be provided
Business Services
• Travel
– Lodging: Original itemized lodging receipts from checkout (MUST have: proof of
payment, date, room description, number of rooms, etc.)
– Public Transportation: Original boarding passes/tickets and itinerary
– Personal Vehicle:
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Mapquest or Google map
Mileage Reimbursement Form
Proof of travel (fuel receipts, brochure from event, etc.)
Richmond and DC exceptions (predefined mileage)
– Rental Vehicle
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Reimbursement made for cost of rental and gasoline only (no other fees or charges)
– Guest Speakers
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ARE
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Accomplished individuals in the CIO’s area of interest who are in fact SPEAKING
ARE NOT
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UVA Staff, Students, performers, dancers, musicians, artists, etc.
– Requests for reimbursement are due 60 days from the date of the event/travel date
(whichever is later), but before the end of the round.
Business Services
• Mileage Log-Front
Business Services
• Mileage Log-Back
Business Services
• Vendors
Vendors are anyone who provides a good or
service to your organization
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Organizations should NOT pay for service related expenditures (i.e. printing).
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If prepaying a vendor directly, Business Services must be notified 30 days in advance.
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Vendors receiving direct payment MUST be registered in the UVa financial system.
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Contact Business Services for any service related expenses or any vendor direct
payments.
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Service related expenses must be made via a Purchase Order – if you pay for services
out of club/personal funds you will not be reimbursed from the SAF.
Business Services
• Contracts
– Obligations incurred by a student or student
organization are solely to the individual
contractor; neither Student Council nor the
University of Virginia will assume liability for
such agreements. A clause to this effect is
required in every contract entered into by a
student group. This requirement serves to put
merchants on notice that the University does
not guarantee the contract.
Business Services
• Summary for Accessing Funds
– Officers properly updated in @UVa
– Federal Tax ID
– Bank Account
• Bank Fee Waiver Letter - issued to CIO from Business Services
• Bank Account Approval Document – form signed by two or more officers declaring
intent to opening a Fee Free Business Checking account
• Direct Deposit Authorization Form – brought back to Business Services once the
account has been opened
– 60 Day Policy – from purchase date or end of Rounds which comes
first.
– Submit Documentation
• Create Purchase Request Form printed and signed from @UVa by the Financial
Officer
• Itemized Receipts
• Mileage logs
– Payments are made via Direct Deposit only (checks are no longer held in
Business Services) otherwise the central office will mail a paper check to
the address on file – this goes for the CIO and its’ members.
Business Services
• Business Services Team
– Michael Kozuch (mk8w) (434) 924-4225
Assistant Director for Business Services
– Pat Payne
(pjp4c) (434) 924-0867
Business Services Coordinator
– Kyle Bowman (klb9u) (434) 924-8805
Business Services Manager
Business Services
• Contact Information
Office of the Dean of Students
Administrative Services Unit: Business
Services
Email: [email protected]
Phone: (434) 924-8805
Office: Newcomb Hall, 4th Floor, Room 444
Thank You For Attending!
Questions?