CLAS Student Organization Budget Template + Useful Info
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How To & Important Info:
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Head to File > Make a copy (This is a Master Template)
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You only need to enter your original budget on the right side once.
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To enter grants received, enter them manually when received.
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I added some sample information that you can delete, don't wipe the budget, over or under, and remainder columns because they contain formulas.
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It's best to sit down with your organization and plan out all your activities in the beginning of the year. Use the allocated cost tab for your what you expect that event to cost.
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Keeping track of your expenses this way makes it easier for your organization when requesting a budget for the upcoming year.
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It also helps preserving these files and giving them to your future student organization leaders. They can use these spreadsheets to see how much an event cost last year.
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To extend the formulas down, just click on the last box and in the bottom right corner click and drag as much down as you need. Check here for an explanation.
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Terminology:
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Budget: The amount of funding your organization was given for the year.
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Grants: Additional funding that you can request from your allocating body when your budget is exhausted.
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Allocating Body: The governing body that gives you funding and grants.
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Allocated Cost: A pool of funding that you're reserving for a specific event, line or item.
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Actual Cost: How much the specific event, line or item costed you.
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Actual Remainder: The amount of funding you actually still have not yet spent.
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Line: A subsection of your budget that allows you to specify specific costs to specific areas.
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Budgetary Status: The abiliity for your club to receive funding. Voted upon by the CLAS Assembly, afterwards an account is created at Financial Services to transfer funding in. All new student organizations need to request budgetary status. Already established student organizations that received a budget are not required to request budgetary status, unless they were inactive the year prior.
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Procurement: If you plan on spending over $1,250 on a vendor, financial services requires that you get 3 quotes from 3 different vendors.
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Quotes: An invoice, or commitment from the seller about the cost of the event.
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Vendor: A seller
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Useful Info:
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Your organization's allocated body, is where you can ask for grants.You can find who's your allocated body based on who chartered your constitution. Can be more than 1 allocating body.
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4 allocating bodies, CLAS, ACA, SGS & GSO.
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Most organizations are allocated under CLAS.
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Academic organizations are allocated under ACA. ACA is a branch of CLAS.
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Night time organizatoins are allocated under SGS.
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If your organization plans on spending more than $1,250 on an event or is planning on going on a trip, you need to request approval from the Brooklyn College Association (BCA)
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BCA is a body comprised of students, faculty, administrators and independent directors. If you need their approval, highly recommend you speak to your liason. BCA only meets once a month and has a process to follow which requires 4 weeks of planning ahead.
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Useful Links:
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BC Club Leaders & Collaborations FB Group
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CLAS Website
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CLAS FB Page
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CLAS Student Organization Trello Guide (Work In Progress)
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CLAS Trello Manual
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CLAS PR Guide
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Financial Services + Student Affairs Forms
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Email Info:Office:
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CLAS Speaker of the AssemblySUBO 311
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CLAS Budget & Finance ChairspersonSUBO 311
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ACA
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SGS
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GSO
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Student Activities, Involvement & Leadership (formerly known as Student Activities)
SUBO 302
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Financial ServicesSUBO 314
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Requesting Grants:
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If your allocating body is CLAS, you need to send an email to CLASBudget. Otherwisem you'll need to ask your allocating body for details.
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The Budget & Finance committee votes on any amounts less than $500, and meets once a week after weekly CLAS Meetings.
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Budget & Finance committee meets at 1:30 on Tuesdays. Email CLASBudget to confirm attendance.
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If you are requesting an amount of $500 equal to or above, you need a vote via the majority of the entire CLAS assembly. Email the CLASSpeaker to explain to be added to the agenda.
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Your Treasurer or President needs to be present if you are asking for a grant. Only send another member if the 2 absolutely cannot attend.
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Grant Requests must be submitted by Sunday 10PM. (2 Days before the meeting.) Check this link for submitting a proposal.
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You need to send an email with a cost breakdown of the event like so.
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Timeline for Grant Requests
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Events under $500:
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The timeline to start requesting money and filling out forms 3-4 weeks before the event will take place.
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Events $500 - $1,250:
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The timeline to start requesting money and filling out forms is 5-6 weeks before the event will take place. The additional time is important because in addition to appearing before the Budget & Finance committee for a recommendation, this request must also be voted on the following week by the entire assembly.
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Events $1,250+, trips, conferences, etc.:
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The timeline to start requesting money and filling out forms is at least 8 weeks before the event will take place. In addition to all the previous steps, if your request falls into this category, you must receive approval from both BCA Budget Committee as well as BCA Board. Again, if you're plannning one of these, you need to speak to your liason as early as you possibly can. At least a month ahead of the BCA Board Meeting.
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Please Note:
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All grant requests to the Budget & Finance committee are done simultaneously with submitting the Event Request Form (erf) on Bulldog Connection.
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Grant requests are generally reviewed on a per event/purchase basis. If you have multiple events/purchases coming up you may submit them at the same time BUT must submit them as separate grant requests. (i.e. a separate grant form and cost breakdown sheet for each).
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If any of your grants contains an individual item with a cost that exceeds $100, you must provide the budget and finance committee with a written quote from the vendor.
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If any of your grants require an order that exceeds $400 from a single vendor, you must provide the budget and finance committee with a written quote from the vendor.
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Requesting Your Budget at the End of Year:
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You will be receiving an email from CLASBudget in the Spring asking you to request a budget on Bulldog Connection.
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Please be cognizant and submit that budget in time, or your club will not receive a budget for the upcoming year.
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Budgets should be due around early March, stay tuned in case anything changes.
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How To Use This Template
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