Funding

1. Create a budget and schedule a presentation.
   • Create your budget using this budget template (Google sheets) 
     • You must use this template! If you use another template or create your own, your budget will not be accepted by finance committee.
   • Email your detailed budget to the Vice President Finance at scsc.finance@gmail.com.
     • Your application must be submitted at least 21 calendar days prior to the date of your event. Your budget will not be reviewed if it does not meet the deadline.
       • If you are a non-Sixth College organization, your budget must be submitted 28 calendar days in advance. 
     • You will receive an email from the Vice President Finance to confirm the receipt of your budget and with information about attending Finance Meeting.
   • Refer to this sample budget for help creating a budget.
   • Refer to the Finance Bylaws (PDF) for additional information.
2. Present your budget and event at the Finance Committee meeting.
   • The Finance Committee meeting date and time change quarterly. Please email VP Finance for current meeting times and location. Please arrive at your scheduled appointment time.
     • As of Spring Quarter 2024, Finance Meetings are every Monday at 4:00 p.m. in the Sixth College Hub Conference Room CT0178. Please contact the VP Finance prior to attending the meeting. 
   • Be prepared to describe your event both logistically and financially.
     • Your presentation should address the following:
       • Name, date, time, and location of the event/program
       • Purpose of the event/program 
       • Target audience and expected attendance 
       • Logistics of the event/program and schedule 
       • Historical context of the event/program - Has this event/program happened in the past? If so, what experience do you have with it?
       • Marketing and/or publicity strategy
       • What the requested funds will be used for and their purpose related to the event/program
     • Please be prepared to answer any questions about the budget for your event.
   • Bring all materials that will enhance the presentation process.
   • If you are unavailable to present your budget, you may send a representative to speak on your behalf.
3. Wait for SCSC's final decision.
   • Finance Committee's official recommendation will be put on the SCSC agenda.
     • SCSC meetings are at 5:15 p.m. every Thursday in the Main Conference Room of the Sixth College Hub (located next to Catalyst). Attendance is optional.
   • Your organization will be informed of the final decision and reasoning for your funding request.

Before an event...

• Prior to submitting an event budget, we expect that you have met with your advisor to discuss the planning and logistics of your event.  Advisor endorsed programs indicates a more thorough plan for your event. They are there to help guide your event planning process and ensure that you are in compliance with university policies.
• Make sure that you have discussed an event check in process with your advisor.
• Are you giving away prizes at your event? If you are, fill out the Prize Distribution Form (PDF) before the event. Be sure to have it with you on the day of the event so that you can collect the names and PIDs of your lucky winners.
• If you are planning ahead, your advisor has the resources to make event supply purchases on your behalf via a university Procurement or Travel & Entertainment card, cash advance, or purchase order. You will not have to front your own money and wait to get reimbursed! PLAN AHEAD!

After an event...

• You will need to submit a post budget that records your actual expenses for the event along with your invoices and receipts. Both need to be submitted to the VP Finance and the Executive Assistant to the Dean of Student Affairs.
• Did you make a purchase using you own money? Submit a Reimbursement Request Form (PDF) to the Executive Assistant to the Dean of Student Affairs. The form should be completely filled out, signed by your advisor, and turned in with original receipts, attendee lists, and if applicable the Prize Distribution Form (PDF).

If you have any questions, please contact the Vice President Finance via email.

• A post-budget compares your initial preliminary budget with the actual costs of your event.
  • You need to delineate any and all transactions in a clear and orderly fashion, please.
• Post-budgets must be submitted to the VP Finance and the Executive Assistant to the Dean of Student Affairs within 10 business days after your event or initiative. Please include any forms used!
• Please keep all financial documents i.e. receipts, contracts, invoices, purchase orders, etc. and submit them with your post budget. 
• If these are not completed in a timely fashion, future funding may be restricted.

• If you feel dissatisfied with Sixth College Student Council's financial decisions regarding your organization's event, you may contact VP Finance.
• To be considered for an appeal, your request must be submitted at least 14 days prior to your event.
• To be considered for an appeal, you must be in compliance with current finance deadlines as set forth by the Finance Bylaws (PDF).