The Student Allocations Committee (SAC) provides funding to student organizations at Winthrop University. To be eligible for funding, organizations must be registered with the Office of Student Activities and have members attend a training. SAC will fund on-campus programs, speakers, equipment rentals, food, decorations, printing, security, banners, and community service supplies. It will also fund off-campus conferences, workshops, competitions, registration, lodging, airfare, mileage, and car rentals. Organizations must submit budget information, event details, and receipts to access allocated funds for purchases, checks, or reimbursements. SAC guidelines and funding request dates are provided.
2. So,Who is SAC?
•The Student Allocations Committee is a university committee
of five students appointed by the Council of Student Leaders.
Our purpose is to assistWinthrop’s student organizations in
sponsoring programs and conferences beneficial to the entire
student body.
WE ARE RESPONSIBLE FORYOUR FUNDING!
3. Are you eligible for funding?
•To be eligible for SAC funding, student
organizations must:
•Be officially registered with the Office of Student Activities.
(Deadline to re-register is 9/30/18)
•Have attended a Student AllocationsTraining session during
the current academic year.
•Have at least ten active members in the organization
4. What will SAC fund?
•On-Campus Programs Off-Campus Programs
Events must be publicized, free, and open to all students.
Events and activities supported in part by SAC funds need not and should not avoid
controversial, political, religious, and/or ideological content. (However, electioneering /
lobbying cannot be funded.)
5. On-Campus Programs: Speakers / Contract Services
• In order to bring a speaker to campus, a Contract for Professional Services with
original signatures must be completed in the Office of Student Activities.
• All fees must be calculated as ONE lump sum and be included in the Contract
for Professional Services. SAC may allocate up to $500 for professional
services.
• May allocate up to $1500 for collaborative programs involving professional
services
• Questions about Contracts for Professional Services may be directed to the
Office of Student Activities
• Check requests must be submitted at least 2 weeks before the event date, so
begin your contract several weeks in advance!
6. On-Campus Programs: Speakers / Contract Services
•Types of Contract Services
• DJ
• Clown
• Motivational Speaker
• Artist
• Dancers
• Comedian
• Photographer
• General Performers
7. On-Campus Programs: Movies & Equipment Rentals
•Funding up to $500 may be granted for the cost of a public
viewing license
• Jaws, Dumb & Dumber, Friday the 13th, Psycho, etc.
• Documentaries
• Independent Films
•SAC will only fund the rental of equipment if it cannot be
borrowed from a department. SAC does not fund purchases.
• Jump castle
• Sumo Suits
• Obstacle Courses
• Slip and Slide
• RockWall
8. On-Campus Programs: Food / Refreshments
•SAC may fund up to $400 for light refreshments if used to
enhance public event:
• Hot Dogs, Hamburgers, Ice Cream, Chips, FruitTrays, Pizza, etc.
•SAC may fund up to $800 for complete meals through Sedoxo.
• Baked Potato Bar, BBQ, Salad, and Latin Buffets
• Pork, Shrimp, Beef, Chicken and Fish Buffet Meals
• Chocolate Fondue Station,Appetizer Bar, Sandwich Buffets
FREE FOOD = MAJORTURN OUT!
9. On-Campus Programs: Decorations, Printing, and Security
• SAC may fund up to $75 for decorations/novelties and has the right to request
that they be turned into the OSA after the event for future use by other
organizations.
• Streamers, center pieces, colored lights, confetti, balloons, etc.
• SAC may fund up to $25 for printing that must be used for event-specific
purposes only.
• Flyers, programs, and handbills
• The SAC logo must be included as a small part of all event advertisements for events
funded in any part by SAC.To obtain the logo, contact the SAC Administrator.
• SAC may provide funding for security officers at events required to have
security.The number of officers required is determined by Campus Police and
the OSA.
PUBLICITY = MAJORTURN OUT!
10. On-Campus Programs: Weekend Programming
Late-night weekend programming
•SAC is willing to sponsor student organizations who collaborate
to provide fun, free, and creative social events.
•AmountsTBD by committee
Requirements
• Open to all Winthrop students
•Non-alcoholic social programming alternatives
•Held on Friday or Saturday evening, preferably not ending until
after midnight
•Held on-campus
11. On-Campus Programs: Other Expenses
•Banner
• SAC may allocate up to $90 for an organization-specific vinyl banner.
• Requested throughWinthrop Printing Services
• Groups are limited to one banner
•Community Service Supplies
• SAC may fund up to $200 for community service event supplies.
• All community service events must be open and advertised to entire
student body.
12. Operational Expenses
•SAC may grant $50 to each organization per semester for
operational expenses
• Extra printing costs, bake sale supplies, food/refreshments, office
supplies).
•All receipts for Operational Expenses must be turned in by
the last day of classes in which the funds were allocated in
order to be reimbursed. (12/3/18)
•Any funding not used at the end of the semester will be
reallocated.
13. Off-Campus Programs: Conferences,Workshops, and
Competitions
• SAC may fund the following for travel:
• Registration (up to $250 per person for 4 people or $1,000 per organization)
• Lodging (up to $150 per day for a maximum of 4 days) (Reimbursable ONLY)
• Airfare (up to $300 round-trip per person for 2 people)
• Car rentals (up to $150 per day, 4 night maximum)
• Mileage or Gas
• If using personal vehicle, mileage rate is $0.25/mile
• If using rental vehicle, gas will be reimbursed with original receipts up to $0.25/mile.
• In order to be reimbursed, the organization MUST complete aTravel Authorization and
Emergency Contact Form with PamVarraso at least 10 business days before the event.
• Must fill out travel worksheet and have advisor signature
• Post-Travel Evaluation form must be submitted after travel.
• A single student organization can receive no more than a total of $2000 for all conferences and
organizational meetings/trainings for the academic year.
14. Budget Information Sheet
• It is in your organization’s best interest
to include a semester-long budget to
help SAC see where funding is needed
most.
• Fill this form out completely and
correctly.
ALL income for your organization must be
shown on the Budget Information Worksheet.
15. Travel Worksheet
You must fill out and
submit a separateTravel
Worksheet completely
and correctly for each
conference with
supporting
documentation.
Travel worksheet must have advisor signature
16. Event Worksheet
• You must submit a separate Event
Worksheet for each event.
• You must submit supporting
documentation with each Event
Worksheet.
• Fill out this form completely and
correctly.
17. Program Request Justification
• Lists specific event info/details
• Prevents unnecessary interviews
• If you are a senior (graduating at the end of
that semester) and attending a conference,
you must justify why the committee should
consider your request.
18. What is Supporting Documentation?
Gas
137.62 x .25= $34.41
Hotel
Registration
Budget Breakdown:
FruitTray - $24.99
Balloons – 10 * .99 = 9.90
Center Pieces – 10 * 7 = 70.00
Cups(100) – 2.99
Juice (16 oz) – 3.99
TableCloths – 5.00 * 10 = 50.00
19. The Interview
• The SAC Administrator will contact your organization if an interview is
necessary.
• Be prepared to explain your requests and answer questions related to the
event.
• Bring your own copy of necessary paperwork to the interview.
• Interview dates
• Fridays at 3:00 p.m. in DiGs 204 (Conference Room in Student Orgs Resource Room)
• See website for specific dates
• In order to be considered at the next set of interviews, all paperwork must be
complete, signed, and returned byTuesday at 4:00 PM to the Office of
Student Activities (DiGs 269).
Decision of interview is at the discretion of the committee.
20. AccessingYour Funds
•Funds may only be accessed by your organization’s
President, Treasurer, or the person who filled out
the paperwork.
•Once you receive notice of your allocations, schedule
an appointment with PamVarraso in DIGS 269 to
gain access to your funds.
•There are 4 options for accessing funds
1. Purchase Request Form
2. Store Purchasing Card
3. Check Request
4. Reimbursement
Office of Student Activities Hours
Monday – Friday 8:30 A.M.-5:00 P.M.
21. Accessing Funds, Option 1
• Store Purchasing Cards
• Bring approved SAC email with you to access funds.
• May be signed out for 24 hours maximum
• Must return original, itemized receipt to the OSA when card is returned
• May purchase at
• Wal-Mart
• Sedxo Catering
• If in the rare case you need to shop at a different store, you must see
PamVarraso to make arrangements.
22. Accessing Funds, Option 2
•Check Request
•Meet with PamVarraso (at least 2 weeks before funds are
needed) to request a check
•This check can be used to pay for:
• Performers
• Speakers
• Professional services
• Conference travel (e.g. registration, etc.)
•To use a check request, we will need the payee’sTax ID# or
Social Security # to set them up in the Winthrop system to
be paid.
23. Accessing Funds, Option 3
• Reimbursement
• You must turn in all original receipts for reimbursement within the 2
weeks following your event date.
• If the allocation is for travel, the traveler must be on the original receipt.
• If you fail to do so, you will forfeit the remaining funds that were
allocated for your event.
• Your event MUST be approved by SAC before any purchases are made.
24. If Something Changes…
•ALL event changes must be submitted in
writing to the SAC Administrator.This includes
the following:
•Date changes
•Time changes
•Location changes
•Registration participants (conferences)
•All other changes made to your event
25. Request Mistakes
• Don’t make these mistakes! Funds allocated to your organization
will be used elsewhere if you fail to follow SAC guidelines.
26. How Do I Apply for Funding?
•Submit all necessary paperwork by the Tuesday before your
interview by 4:00 PM (budget information, event/travel
worksheet, program request justification, and required
supporting documentation.)
•Paperwork must be typed, complete, and correctly filled out.
27. Website
Our website includes the following printable
items:
SAC Guidelines
Allocations Request Packets
Event/Travel Worksheet
Budget InformationWorksheet
Event Information/JustificationWorksheet
Visit our website for information and updates:
http://www.winthrop.edu/studentallocations
28. Fall ‘18 Packet and Interview Dates
Packets are due by 4:00pm on the following
Tuesdays
Interviews are on the following Fridays between
3-5pm
August 28 August 31
September 4 September 7
September 18 September 21
October 2 October 5
October 23 October 26
November 6 November 9
November 27 November 30
