Treasurerfaq
From lissa
Contents |
[edit] Budget Background
Each group has its own Simmons account (See PDF below). Money is transferred into all of the accounts twice a year once student budgets are confirmed. Once transferred, funds in the accounts will roll over throughout the fiscal year (July 1st – June 30th); however, any remaining funds are erased at the end of the fiscal year (June 30th). So use it or lost it! :)
Student groups are asked to submit budgets twice a year: once for Fall and Spring and once for Summer. Students will be reminded to submit their budgets with the first few weeks of the Fall and Summer semesters. The more specific each group is with funding, the more likely you will get your funds approved. Think about the funds you might need for:
- general meetings, foods
- speakers's fees
- honoraria
- marketing materials
- self-organized events, etc.
[edit] Submitting a Budget Request
- At the beginning of the academic year (September) or summer (early July), meet with your student organization to devise a budget.
- Create your budget based upon the items listed above: general meeting, food, speaker's fees, honoraria, marketing materials, or other events.
- Send your completed budget to the LISSA treasurer at [---treasurer email address---].
- You will receive your final budget with 10 days of the original submission date.
Deadlines and a sample exemplary budget are notated below.
Keep in mind
- The treasurer uses his or her discretion when dispersing funds to groups. Funds are dispersed based on past budget needs, level of detail with plans for events/speakers and related costs, and numbers of students served (i.e. LISSA West will receive more funds than other single groups because they conduct all student events in Holyoke, vs. the many groups on the Simmons campus).
- Priority will go to groups who have fairly definite plans for use of their funds.
- Student groups should remember to prepare to be flexible on the amount of money they may receive, as there aren’t any guarantees.
- Current Simmons student groups are: ALASC, ASIST, LISSA, LISSA West (Holyoke), LISSA, MSLA, PLG, SIR, SLA
[edit] Checking Your Balance
From October to August, the college produces a monthly budget report. Budget reports are deposited into the general student group budgets folder in the GSLIS Lounge filing cabinets. Please take a few minutes to go over your budget and double-check that the charges listed on your account are in fact yours! If there are charges that you don't recognize, please email your LISSA Treasurer immediately (currently Cindy -- fisher1@simmons.edu).
Not sure how to read your budget report? There is a sample budget report with annotation listed under related resources.
[edit] Event Planning
[edit] Ordering food
Through Simmons Catering
Any student group member can order food and drink through campus catering, simply by calling or emailing them. Remember to have your student group budget number handy, as it will be charged directly to your account.
Through Other Sources
While ordering through Simmons catering is certainly convenient, the costs can add up quickly. To stretch your dollars, think about buying food and drink from your local supermarket or Trader Joes. Simply save your receipt and submit it along side the Student Group Reimbursement Form. Remember that Simmons will not reimburse you for tax or bottle deposits.
[edit] Paying for Speakers
It's your first event of the semester and you've worked out a specific price that your speaker will be paid for their library and/or archives awesomeness. How do you cut them a check? Questions to ask:
- Is the person being paid as an individual or as part of an organization?
- a. If they are an individual, you'll need their
- b. If they are representing an organization, you'll need the
- c. Did they perform this speech, presentation, workshop non-gratis? Would you like to pay for them or buy them a present? In this case, you can surprise them with an honorarium.
