Students for Environmental Concerns

Hello, my name is Dierdre Almaguer and I'm the 2008-2009 Treasurer of SECs.

For committees and anyone planning events, below is the budget form that you can print out or email to me letting me know how much you plan to spend on an event or throughout the year for your committee.

Here are the guidelines and instructions for filling out the budget forms:

1) Fill in the Committee Name, Committee Chair, Event Name and Date.

2) Create an Itemized List of Expenditures and their estimated
amounts. Try to get as close as possible for the estimates, meaning, do research to find out what things will probably cost before you actually make purchases.

Example:

Expenditures------------------------------Estimate---------Actual
Advertisement in DI------------------------------$50
Pens, Markers, Poster board at Wal-Mart---$25
Renting CRCE-------------------------------------$400
Possible Miscellaneous Purchases------------$25
--------------------------------Total Amount------$500

Expenses must be reasonable, so putting "Alcohol for committee social meeting" is not acceptable.
sorry... :(

3) Circle YES or NO if you:
• will need SORF funds
• will need petty cash for ticket sales, fundraising like the bike tune-up, etc.

4) Add names of committee members that will most likely be involved in making purchases for the event.
**Be sure to have their name and netID/email so that I can contact any of them for reimbursements**

5) Committee Chair will Sign and Date the budgeted estimate expenditures and turn into me.

6) I will analyze the budget with Lizzie to make sure there aren't any problems and then I would sign, date, copy, and return the budget form to the Committee Chair.

7) From this point, after making all the final purchases, fill in the actual costs of expenses.

IMPORTANT THINGS TO REMEMBER:
•IF there are miscellaneous expenses not specifically budgeted but are needed for the event, the Committee Chair must contact me as soon as possible for approval for the purchase. Any circumstances where you might go over your budget, please contact me so I am informed.
•IF there are extra expenditures, please list them on your budget and fill in the cost under "Actual" NOT "Estimate" since the estimating portion of the budget has already been completed.
•WHEN making purchases, make sure you GET A RECEIPT. No receipt, no reimbursement.

8) Once you've filled the completed budget form, put all receipts in an envelope or bag, (some sort of organized place with all receipts) and turn into me no later than 2 weeks after the event ends. If submissions are after the 2 week deadline, there will be no reimbursements.

9) If there are any profits made through your event that need to be put into the SECs accounts, that money needs to go directly to me to deposit in the bank. If you requested the petty cash, take the profits out of the original petty cash amount and return the petty cash box to me.

10) Please provide any feedback or comments that I might need to know about in the feedback portion of the budget form. This includes any problems you had with vendors or problems you may have encountered when making purchases. This will allow the organization to have a record of problems that will be easily troubleshooted for future reference.

• From this point it is up to me to deposit the money, get money from the SORF account/YMCA account if needed for reimbursements, etc. I have 4 weeks after the event to get all financial matters handled.
• If SORF reimbursements are needed, after I submit the voucher, its up to the University to send you a check, however if there are any problems with this, I will be able to contact you or committee members regarding such matters. If you or your members do not receive your reimbursement, let me know so I can be sure you are reimbursed.

Below is the budget form document ready to be downloaded. It is first formatted into half sheets for better printing, but a full sheet is also formatted and included.

If you have any questions about anything, feel free to email me at dalmagu2@illinois.edu

Thanks!