USC

SCHOOL OF LAW

 

GUIDE

TO

SPRING ALLOCATIONS

 

2005

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

 

                                                                                                                                    Page

Introduction                                                                                                                  1

 

Dates to Remember                                                                                                      2

 

Finance Codes Describing the Law School Allocation Process                          3

 

How to Formulate Your Law School Organization’s Budget                              4

 

Example of a Budget Cover Sheet                                                                                 5

 

Example of a Program Components Sheet                                                                     6

 

Object Codes                                                                                                               7-8

 

Tips for Completing Your Organization’s Budget                                                           9

 

Budget Transfer Form                                                                                                   10

 

Law School Organizations’ 2004-2005 Budget Spreadsheet                                         11

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MEMORANDUM

 

TO:                  Law Organization President

 

FROM:            David Bornemann, Student Government Finance Chairman

 

RE:                   Spring Allocations

 

DATE:             February 8, 2005

 

 

This packet is designed to help guide you through the Law School budget allocation process.  To begin, you will need to prepare your organization’s budget.  The budget consists of three basic parts: 1) your planned programs/events separated into components, 2) the amount of money you foresee each component costing, and 3) the amount beyond your organization’s contribution that you will need from the student activity fees.  Please try to be as accurate as possible with your estimates, so that the committee doesn’t have to try to figure out what your event actually costs when making its decision.  The forms you need are located on the Student Government website at www.sg.sc.edu/forms.htm.  You will turn these forms in to Dean Rollins’ office, rm. 137.  I have included a list of tips for you to use as you complete your budgets on page 10 of this packet.

 

Next, we will have a meeting to look at all of the budgets and disperse the activity fees amongst the various groups.  Invariably there is more demand for funds than funds available, so prior to the meeting Matt Shelton and myself will look at all of the budgets and make initial suggestions for possible cuts.  At the allocations meeting, the president of each organization will have one vote and each budget will be discussed and approved by the full committee.  In the event of a tie, the Chair will cast the determining vote.  The meeting will be on Tuesday, March 1 at 12:45 pm (Room TBA) and again on Thursday, March 3 at 12:45 pm if necessary.  Treasurer’s are encouraged, but not required, to attend.

 

Also, I want to remind everyone to spend your current allocation.  Of our $24,000 allocation last year, $22,000 still sits in our accounts unspent.  Please, please, please make plans to use this money before the end of the semester.  If the event you had planned didn’t occur or has already passed, you can request a budget transfer to use the money for a different use.  A sample budget transfer request form is attached on page 10.  We have a demonstrated need for money, but if we don’t spend it, it makes it very difficult to ask for more.

 

 

DATES TO REMEMBER

 

 

BUDGETS DUE:       FRIDAY, FEBRUARY 18

                                                            (TURN IN TO DEAN ROLLINS BY 4:00 PM)

 

ALLOCATIONS: MARCH 1 & 3 (12:45 – 2:00)

                                                            ROOM TBA

 

TRANSFERS:            FEBRUARY 28

(IF YOU WANT IT TO BE HEARD THIS TERM WHILE DAVID IS STILL CHAIR)

 

FINAL BUDGETS:    APRIL 1

THIS IS THE DATE THAT ALL DETAILED APPROVED FINAL BUDGETS MUST BE IN TO THE OFFICE OF STUDENT LIFE

 

CARRY-OVER:         APRIL 15

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Committee à

Composition

 

 

 

 

 

Turn in à

By Feb. 18

 

 

 

Criteria à

For

Allocation

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

How to Formulate Your Budget

 

You will need a couple of different types of forms:

 

  1. Budget Cover Sheet
    1. You can download the cover sheet from the Student Government website using the following link: http://www.sg.sc.edu/PDF/Forms/cover.pdf
    2. Remember to fill in all of the required information including officer and advisor information, your D fund number, and information about any outside bank account
    3. Remember to get the cover sheet signed by your President, Treasurer, and Advisor before you turn it in.

 

 

 

  1. Budget Program Components
    1. You can download the components sheet by using the following link: http://www.sg.sc.edu/PDF/Forms/BudgetProgramComponents.pdf  Helpful Hint: You can fill out the form online and it will calculate the totals for you.
    2. A component can be a single event or a single type of event.  For example, one component could be the Barrister’s Ball or something that occurs regularly like Food for Monthly Meetings.  Do not fill out separate forms regarding the same event.
    3. Begin by providing the Program’s name and a brief description.
    4. Next you will see an expense sheet asking for 1) an Object Code, 2) an Amount Requested, and 3) a Description or Justification of what the money will be used for.
    5. Object Codes are used for accounting purposes and are essentially classifications of the types of expenses you will incur.  The different Object Codes can be found later in this packet.
    6. Important:  When filling out the Program Component Number, arrange your programs in order of what is most important to your organization.  Do not submit your components chronologically unless that happens to correspond to the value you place on the event.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Object Codes:            (Note: The most commonly used are in bold)

51200                          Classified Positions

52352                          Graduate Staff Assistants

51400                          Special Payments

51400                          Undergraduate Student Assistants

51410                          Temporary Help – Non-Student

51432                          Royalties

51422                          Undergraduate Student Assistants (Work Study)

51440                          Honorariums/Guest Lectures

 

52021                          Consultant and Lecturer Travel

52022                          Student Travel

52024                          Professional Travel

52026                          Transportation Service Charges

 

52031                          Telephone Toll Charges

52032                          Telephone Equipment

 

52041                          Repairs to Equipment – Non-USC Work

52042                          Repairs to Equipment – USC Work

52043                          Repairs to Building – Non-USC Work

52044                          Repairs to Building –USC Work

 

52051                          Printing – USC Work

52052                          Printing – Non-USC Work

52053                          Advertising – USC Work

52054                          Advertising – Non-USC Work

 

52070                          Other Contracted Services

52080                          Security – Contracted

52090                          Data Processing Services – Commercial

52100                          Data Processing Services – State-Operated

 

53001                          Office Supplies

53002                          Educational Supplies

53003                          Postage

53004                          Data Processing Supplies

53005                          Food Supplies

53006                          Medical Supplies

53008                          Motor Vehicle Supplies

53009                          Other Non-Maintenance Supplies

53011                          Maintenance Supplies

53012                          Clothing and Dry Goods

53013                          Fuel Supplies

53014                          Household, Laundry, and Janitorial Supplies

53015                          Other Maintenance Supplies

 

54011                          Rental – State-Owned Property

54012                          Rental – Data Processing Equipment

54013                          Rental – Non-Data Processing Equipment

54015                          Other Rentals

54100                          Insurance

54110                          Contributions and Dues

54200                          Other Fixed Charges

                                        

56001                          Medical Equipment

56002                          Household Equipment

56003                          Motor Vehicles and Equipment

56005                          Other Equipment (over $500)

56006                          Educational Equipment

56007                          Data Processing Equipment

56009                          Other Equipment (under $500)

 

56020                          Library Books and Periodicals

 

48650                          Deposits (Transaction # 00-0099)

                                   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Tips for Completing Your

Organization’s Budget Request:

 

1.      Do not inflate your estimates.  There is always more demand for funds than funds available.  It will make the process run much smoother and quicker if we don’t have to sort out what items will actually cost an organization.

2.      Submittal. Submit information completely filled out and signed, accurate and on time.

3.      Contribution.  Make sure your budgets contain the total cost of the event and the total amount you need in funding, that way we will know your organization’s expected monetary contribution to the event.

  1. Priority. You should remember that major consideration should be given to 1) the educational value of the program component to the entire student body of the law school, 2) the number of students that benefit from the exposure, and 3) the past success of the program or event.
  2. Total Request. Your total request should not be substantially greater that the amount you were allocated for the current year.
  3. Food.  Food for events will be funded up to, but not always, a maximum of 75%.  Food should not account for more than 10% of your total budget.  Note: Food expenditures require a guest list and the signature approval of Dennis Pruitt, VP of Student Affairs, so allow an extra week for approval before you need the money.  FOOD FOR REGULAR MEETINGS WILL NOT BE FUNDED.
  4. Alcohol. Activity fees may not be used to purchase alcohol.
  5. Closed Events. Student Organizations are limited to two (2) closed events per academic school year.  A closed event is defined as an event being hosted by a student organization and is limited only to members of that organization.  Closed events will be funded up to, but not always, a maximum of 75%.  Supplies for those events will be funded up to, but not always, a maximum of 50%.
  6. Freebies. Activity fees may not be used for t-shirts, promotional give-aways, charitable awards, donations, or prizes.
  7. Dues. Activity fees may not be used for any individual membership dues to any local, regional, or national organization.
  8. Honorariums. Honorariums may be funded up to $50.  If a different amount is requested, proper documentation or support will need to be provided when submitting a budget.
  9. Advertising. Funds cannot be used to pay for advertising in the Gamecock.  Other advertising costs (fliers, etc…) will be funded to a maximum of $100.
  10. Off-campus events. For off-campus conferences or events, the following is the maximum payments allowable for each expense. 
    1. Hotel – up to $300 per night
    2. Meals – up to $25 in-state, and $32 out-of-state per person
    3. Travel – up to 50% (no plane fare) $0.275 per mile.
  11. Participation in Other Clubs’ Events. Participation in another organization’s event will not be funded. Example, participation in Homecoming or Dance Marathon.

 

Find this form at: http://www.sg.sc.edu/PDF/Forms/btr.pdf

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


2004-2005 USC Law Organization Budgets

 

 

 

 

D-fund #

Organization

Allocation

Available Balance

700

Student Bar Association

$9,376.00

$9,457.28

701

Black Law Students Association

$2,200.00

$1,862.50

702

Women In Law

$2,502.00

$2,339.25

703

International Law Society

$1,800.00

$1,683.00

704

Environmental Law Society

$870.00

$688.83

705

Federalist Society

$500.00

$500.00

706

Phi Alpha Delta Law Fraternity

$490.00

$128.20

707

Public Interest Law Society

$1,000.00

$990.40

709

Student Trial Lawyers Association

$800.00

$800.00

710

Intellectual Property Law Society

$800.00

$800.00

711

Criminal Law Society

$645.00

$423.98

712

Healing Species Law Organization

$605.00

$558.00

713

Sports & Entertainment Law Society

$800.00

$800.00

714

Health Law Society

$780.00

$780.00

715

The Forum

$1,200.00

$750.05

 

 

 

 

 

 

$24,368.00

$22,561.49