Student Organizations Finance Office - FALL WORKSHOP 2013-2014 STUDENT GROUPS PRESENTATION
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Student Organizations
Finance Office
FALL WORKSHOP
STUDENT GROUPS PRESENTATION
2013-2014
What exactly is SOFO?
The SOFO acts as an on-campus bank for
student groups, as well as a travel agent,
purchasing department, and event manager.
ITS, Phone & Payroll services are also
provided. Student organizations using
university facilities must maintain an
account and conduct their business through
our office. Funding for student groups
granted from university sources is also
placed in an appropriate account in the
SOFO.
We help you negotiate
through the red tape of
the bureaucracy of the University!
Meet the SOFO staff!
Terri Baldridge Jon Tsuda Norman Skarstad Wanda Storrer
Office Manager Director of SOFO Assistant Director ITS/Phone/
Events Coordinator Server &
Database
Scott Senger Laura Garrett Erin Hetherington Lauren Brunetti
Travel Events Planning Front Desk/ Front Desk/
Payroll Payroll
SOFO Contact Info
Location: UMC 231
(p)303-492-6366
(f)303-492-2522
Website: http://sofo.colorado.edu/
Email: sofo@colorado.edu
SOFO Student Group Types
Affiliated Student Independent Student
Groups Groups
Be considered OF the Be considered AT the
University, use University, but not
official CU logo’s OF the University…and
and put CU in front have a little more
of your group’s name freedom in the way
you operate your
Need to AFFILIATE group
with a department on
campus
Affiliated vs. Independent
You can…
You can…
Get University funding for
events, travel and ops Get University funding for
events, travel and ops
Apply for SGFB funding
Apply for SGFB funding
Use the University
purchasing system
Have an off campus bank
Use CU at the beginning of account
your name
Use INs for on campus
Use the University’s Tax-
Exempt status purchasing
Have legal access and use
of payroll services
Affiliated vs. Independent
You cannot… You cannot…
Have an off-campus bank Use the University
account purchasing system
Cannot purchase alcohol Use CU at the beginning
of your student group’s
name
Use the University’s Tax-
Exempt status
Have legal access and use
of payroll services
Account Information
Account Signers &
Signature Cards
Signers: people that can
access the student group
account
¡ Full fee-paying students
Signature card: record
keeper of student group
signers
Max. 3 signers per student
• You may only be a signer
group account on ONE account
• Being a signer allows
Changing signers/passing
you to conduct official
the torch: notify SOFO of
University business
ANY signer changes
Student Organization
Group Agreement
All groups must
complete new
agreements yearly
Completed agreements
must be turned into
SOFO by 9/30 or your
group will be listed
as “inactive” or in
“bad standing”
Read relationship
statement!
Student Group Directory
As a student group you are REQUIRED to
register with the Student Group Directory
¡ New CUSG requirement: All active student
groups MUST use the uniform email system
¡ CUSG and SOFO will use the email account
to announce different events, important
announcements, etc.
Website Link
http://sofo.colorado.edu/
SOFOStudentGroupDirectory.htmlKey Points
Viewpoint Neutrality
Release Forms/Insurance Exclusionary Groups
Funding sources do not
Are needed for Are not eligible for
discriminate based on
University funded student fee funding
who group’s are or what
events and activities (SGFB)
they do
that are considered Examples: GPA, Greeks,
high risk NO funding for
gender requirements
political activities
Important Rules/
Financial Statements Guidelines
Monthly statements are University Fiscal Rules
available in the SOFO
Student Fee Regulations
office for balances and
financial transactions Other Guidelines and
BylawsEvents & Travel
Special Events Travel
Try to plan at least 6 weeks
Try to plan at least 8 weeks
in advance.
in advance
Your funding should be in
You will meet with Laura
place at least 4 weeks in
Garrett or Norm Skarstad, at
advance.
SOFO, to discuss event
details Your main point of contact
will be the travel liaison
When inviting elected
Scott Senger in the SOFO.
officials or VIP’s, notify
SOFO Keep travel groups small and
realistic.
You may receive funding for
travel once a semester.
Groups of 3 people or more
traveling internationally
must contact Mary Dando
Mary.Dando@colorado.eduUMC Events Planning &
Catering
EPC Info:
(EPC)
Full service event planning
Phone:
resource
303-492-8833
Meeting rooms and event space
Location:
reservations
UMC Room 140
¡ Must be in GOOD standing
Website:
http://umc.colorado.edu/
with SOFO in order to
planEvent/planEvent.html reserve a room/event space
Hours:
Vendor Contracts
Monday–Friday
8:00AM to 5:30PMCampus Use of University
Facilities
• GOVERNS THE USE OF ALL BUILDINGS AND GROUNDS ON
CAMPUS
• GIVES STUDENT GROUPS A HIGH PRIORITY FOR
RESERVING CAMPUS SPACE AND CAMPUS USAGE
• ESTABLISHES THE UMC FOUNTAIN AREA AS THE FREE
SPEECH ZONE
• ESTABLISHES RULES ON: LAWN SIGNS, CHALKING,
BANNERS, COLLECTING MONEY, AMPLIFIED SOUND,
CANVASSING, CAMPING, SLACKLINING, OUTDOOR
EVENTS, ETC.
• ALL MEMBERSHIP DUES AND REVENUES MUST BE
DEPOSITED INTO GROUP’S SOFO ACCOUNT
HTTP://WWW.COLORADO.EDU/POLICIES/CUUFAlcohol Policy
Affiliated Student Independent Student
Groups Groups
• Any University • Can purchase alcohol
purchasing system
CANNOT purchase • It must be lawful!
alcohol
• Your group is liable
• Using alcohol off
campus helps to keep
out University
involvement
• Inquire with SOFO!Raising Money
Cash Boxes & Group’s Own Sales:
ON Campus Events
• Come into SOFO office a week before your
event to reserve a cash box
• Turn in cash boxes daily or to the reception
desk to be put in the safe
• All tangible items sold are taxed: 8.21%
(food is 8.36%)
• An authorized signer needs to make a request
for the cash boxRaising Money
ON Campus Events Cont:
• If you want to conduct a fundraiser
for charity please see the SOFO office
beforehand as there is a special
process
• If you need tickets for your event
please see the SOFO office a week in
advance
• If you create your own tickets please
allow SOFO to approve themRaising Money
Deposits
• Do not hold on to checks
for more than 1 day!
• Please make sure all
checks received are made
out payable to the
University of ColoradoRaising Money
Affiliated Independent
Student Groups Student Groups
• No off-campus • Off campus bank
bank accounts accounts are
are allowed allowed
• ALL funds • HOWEVER any
collected must money collected
be deposited ON campus must
with SOFO be deposited
with SOFORaising Money Vendor Sales Student groups can sponsor vendors for the loggia ¡ Contact UMC EPC Easy way to make $$ for your group ¡ $35.00 per day
Raising Money
Raffles: SEE SOFO FIRST!!
Raffles are paying Door prizes and games
for a ticket to of skill are allowed
enter a drawing Contact Terri
Raffles are Baldridge, at SOFO,
legalized gambling for further questions
¡ Regulated by state Cannot use the term
and requires a Raffle unless you have
license which SOFO talked to SOFO
hasFunding Sources Student Fee Sources: Arts and Science Student Govt. (ASSG) Cultural Events Board (CEB) Council of Colleges and Schools (CCS) Representative Council (Rep Council) Student Group Funding Board (SGFB) Graduate Student Advisory Council (GSAC) College Student Governments CANNOT be used for any protest expenses! Ø See SOFO for specific funding source guidelines Ø See SOFO for event or travel proposals to obtain funding from the sources listed
Funding Sources Other Funding Sources: Non-student fee funding sources ¡ VCSA & ODECE ¡ RHA & ISSS ¡ CMA & UGGS ¡ Campus Departments ¡ CU Bookstore CANNOT be used for any protest expenses! Ø See SOFO for specific funding source guidelines Ø See SOFO for event or travel proposals to obtain funding from the sources listed
University of Colorado
Student Government (CUSG)
CUSG Info: CUSG is the student body
Phone: government for CU Boulder.
There are three branches, the
303-492-7473
Executive, Legislative and
Location: Judicial branch
UMC Room 125
Website: http://
SOFO is a CUSG cost center,
cusg.colorado.edu and we work very closely with
CUSG throughout the year
Hours:
Monday–Friday CUSG’s Finance Board helps to
8:00AM to 5:00PM create yearly budgets and to
manage student feesSGFB
Student Group Funding Board
Purpose: SGFB allocates operational funds to Student Groups
using Student Fee dollars
- Operational Funds Include: events, travel, payroll,
food, office materials, and advertising
- SGFB also acts as a liaison to student groups to
ensure fiscally responsible spending
§ SGFB allocates for the following fiscal year (2014-2015)
Hearing Process: SGFB delegates money in a bi-weekly hearing
process starting September 26th- February 28th
- SGFB will make all funding decisions from a viewpoint-
neutral standpoint
§ Application for funding are due by 5:00pm the Friday before
the first hearing. Email to SGFB@colorado.edu. In an attempt
to be paperless, only email applications will be acceptedSGFB
Hearing Process (cont): Each student will be required to
attend 2 hearings
- 1st hearing: student group will explain in detail
their budget request
- 2nd hearing: student groups will explain changes they
have made to their budget since the last hearing
§ Level System:
§ Guide for SGFB in differentiating student groups according
to the length of time that they have been established, as
well as their justified presence and impact on campus
Levels:
¡ Level One
÷ A new group
÷ May only receive travel funding for up to two of its
members and may only travel once a year
÷ May only receive funding for one event per semester
(fall/spring)SGFB
Levels:
¡ Level Two:
÷ Been in good standing with SOFO for 1-2 years
÷ Demonstrated a presence on campus and is growing in
members and visibility
÷ May only receive travel funds for up to 5 members and
may only travel 2 times a year
÷ May only receive event money for 2 events, which must
take place during the academic year
¡ Level Three:
÷ A student group that has received good standing from SGFB and
SOFO that they have met or exceeded student group standards and
rules for three or more consecutive years
÷ Is eligible to receive the full amount of travel and event money
to support any number of travel opportunities which the group
has participated in and any event the group has put on for 3 or
more consecutive years
÷ Can apply for pay rollSGFB Contact Info Email: sgfb@colorado.edu Location: CUSG Office, UMC Room 125 Phone: 303-492-7473
Spending Money
Student Fee Sources
SEE SOFO FIRST! If you have received funding from
Affiliated student any student fee sources, your group
is able to use University purchasing
groups have access to methods
the University Come into SOFO to obtain the correct
purchasing system, so paperwork to pay speakers or
you don’t have to performers
spend out of pocket. A separate account will be set up
for your special event or travel
You do have tax-exempt If you do receive funding for plane
status! tickets, come to the SOFO and have
us review the process with you!
DO NOT SIGN ANY You will have access to the
speaker/performance University credit card and purchase
contracts. Bring them orders
into SOFO so we can Most student fees will not pay for
food (except CEB), while in travel
review them! status
Cannot be used for international
travelSpending Money: ON CAMPUS On Campus Spending: Come into our office and get an IN (Interdepartmental Invoice) Only Signers can spend money!!! ***Where to use IN’s*** - Inkspot - UMC EPC - CU Bookstore - Colorado Daily - Campus Departments
Spending Money: OFF CAMPUS
Spending will be out of pocket, then you will get reimbursed.
Under $100.00 – Petty Cash Over $100.00 – check will be
ordered and mailed within 7-10 business days.
Step 1: Fill out Purple Step 2: You must have
Reimbursement Request Form ORIGINAL, ITEMIZED receipts
¡ To receive any money, your
that show what was purchased
group’s authorized signer and proof of payment. No
MUST have signed off on the copies!!
request form!!
ALL Travel and Parking are reimbursed by checks no matter what the amountOFF Campus: University Purchasing System Affiliated Student Groups ONLY! To pay vendors off campus, you have access to the University Procurement Card use and Purchase Orders… - Signer’s MUST sign the purchasing agreement. - Receipts for a procurement card and POs MUST be brought back to SOFO within 7 days of purchase.
Spending
Affiliated Student Independent Student
Group Charge Group Charge
University Admin University Admin
(GAIR) (GAR)
6.09 % 5.54%
Every Expense is
Charged!See SOFO First If…
You have a purchase that You are paying a
will exceed $5,000. To performer or lecturer
avoid University with a contract. DO
violations, Plan ahead NOT SIGN ANYTHING
at least a month as without talking to
these purchases have to SOFO first!
go through many time
consuming approvals!!
You plan on using
You are planning on gift cards.
spending $500.00 or more We will store them
on food, decorations, etc. in our office for
for your event. you!
You will need to fill out
an OFFICIAL FUNCTION FORM!Advertising
Chalking Flyers
Must be done with Make sure you use
stick-chalk or some recyclable paper
substance that fades Posting is prohibited
away within a few days on campus except at
Spray chalk/paint is authorized kiosks,
NOT permitted bulletin boards and
If chalk message does other designated areas
not comply with Before posting the
University policies it flyers must be approved
will be erased! by each building’s
Do NOT chalk under admin office
overhangs or on Do not use astrobrites,
vertical surfaces neons or deeply dyed
papersFlyer Locations
In the Mix
Campus Calendar
Buff Bulletin Board
www.colorado.edu/bulletin/instructionsStudent Group Email Accounts
BE IN THE KNOW--Get communications from CU,
including CUSG and the SOFO, to your group's
individual e-mail account.
Student Group E-mail Account to be used for official
university messaging, information including, but not
limited to, events, elections, announcements, status
of funding requests, and SOFO important messages
and dates.
The student group can name the account and assign
the password.
As the student group Communicator Sign the E-mail/
Computer Usage Agreement---obtain this form from a
SOFO Staff member or on line.Visit SOFO’S Website WEBSITE: http://sofo.colorado.edu For: Student Group Directory SOFO Forms SGFB link on CUSG website Buff Bulletin Board link And much more…
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