BUDGET APPLICATION

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					Pratt Student Government & Student Activities and Orientation
            Budget Application and Information for 2007-2008




Budget applications are
     due to back
    May 10, 2007
     Pratt Student Government & Student Activities and Orientation
                         Budget Application and Information for 2007-2008
Below is what might seem obvious but valuable information to consider when filling out your budget proposals.

1.     SUBMIT AS SOON AS POSSIBLE:
       Submit by the end of the spring semester prior for following year’s budget.
       The only exception is if an organization is approved in the fall semester.

2.     OVER $100:
       If the amount of money for any item requested is over $100.00:
       You need a quote from a Pratt approved company. It must be attached as proof of the amount being
       requested.

3.     USE PRICES PROVIDED:
       Attached is a catering guide, list of vendors, and copy center price list. Use prices given on these lists
       for your budget.

4.     THINGS NOT TO REQUEST:
       Though an organization can request office supplies, please be aware that the Office of Student
       Activities can provide you with basic supplies such as printer and notebook paper, pencil, pens, etc.
       Such items cannot be requested in your budget.

5.     GET BUDGET SIGNED OFF:
       You need the organization’s advisor to sign off on any and all requests made by the organization for
       approval.

6.     DO NOT SPEND MONEY UNTIL YOU GAIN APPROVAL:
       Organizations are not allowed to begin spending their budget until a copy of the approved amount has
       been given to the organization either by snail mail or by email.

7.     DO NOT PAY OUT OF POCKET:
       Students should not have to pay for anything out of pocket (except for food and transportation
       expenses) for their respective organizations. Checks can be processed if all necessary information is
       provided to the Office of Student Activities at least three weeks prior to when a purchase is needed.
       This requires advanced planning on the part of the organization. Accounts Payable is reluctant to
       reimburse students for out of pocket expenses and cannot be guaranteed without prior approval from
       Student Activities. If for some reason an out of pocket reimbursement will be needed besides those
       listed above, prior approval from the Office of Student Activities will be needed.

8.     FILL OUT EXPENDITURE REQUEST:
       Prior to utilizing any funding from an organizations allocated budget, an expenditure request form
       must be filled out and turned into the Office of Student Activities. An organization cannot spend the
       requested expenditure until official permission has been granted by snail mail or email

9.     BEFORE AN EVENT:
       When an organization wishes to purchase any item, three weeks prior to needing the money (all
       payments are made with a check from Pratt Institute), approach the company in which the purchase
       will be made. Tell the company exactly what it is that is need to be purchased and have the company
          fax a purchase order along with the total amount (including shipping and any other extra charges).
          They can email a copy of the purchase order or they can fax it to the Office of Student Activities at
          (718) 399-4578. As soon as you receive a receipt or have it faxed, see Karen Smith in the Activities
          office located in Main Building. She will process a purchase order through Accounts Payable and the
          companies check will be mailed directly to the company from which you are making the purchase.

12.       FOOD PURCHASES:
          If food is being purchased for an event all original receipts must be kept received along with a print
          out of the credit card statement showing the purchase must be obtained and turned into Karen. If any
          organization is buying food, it should be the responsibility of the president or the financial officer to
          pay for food and turn in all receipts. Along with all necessary receipts, the office will also need the
          identification number, phone number, and mailing address of the person being reimbursed.

13.       MUST FILL OUT TAX FORMS:
          Before any arrangements are made with specific companies, agencies, or vendors, these individuals
          must first fill out necessary tax forms. These forms can be obtained from the Office of Student
          Activities.

14.       NO ONLINE PURCHASES:
          Do not, unless given specific permission from the Office of Student Activities, purchase anything on-
          line. A list of approved vendors can be obtained in Student Activities. Organizations are encouraged
          to use these businesses.

15.       NO MONEY FROM PARENTS:
          Do not, under any circumstances, allow parents to purchase any item that is to be reimbursed through
          a club budget. Pratt Institute does not reimburse parents.

16.       SPECIAL GROUPS:
          If you are a Publication, Radio, Television, or other campus media please list all supplies under the
          category "Other Materials."

Funding cannot be granted for the following items:
         Salaries, wages or honoraria for students or organizational members,
         programs or activities for which academic credit is awarded,
         general upkeep of campus-wide facilities,
         certain equipment,
         political campaign activities,
         publication materials for groups that are not student media organizations,
         food and beverages for general meetings,
         items for individual members (i.e. t-shirts, bags, etc.)
         & alcohol.


                                                                        Keep first two pages for your reference.
   Pratt Student Government & Student Activities and Orientation
                               ACTIVE CLUB & ORGANIZATION FOR FALL 2007
                                    UPDATE AND GOAL REPORT FORM

Name of Club/Organization:___________________________________________________________
Date Established/Years of Existence:_____________________________________________________________
       If name has changed, what was the previous name?___________________________________________
       Date of name change:___________________________________________________________________
Category: ___Cultural ___Special Interest ___Greek ___Religious/Spiritual ___Professional/Academic ___Student Media

Officers/Contact Persons (must have at least 2):
         (1)Contact Person: ________________________________________Phone: _______________________
           Local Address:______________________________________________________________________
           Pratt E-Mail:______________________________PreferredE-mail:____________________________
           Title in Organization:_________________________________________________________________
           Year at Pratt: _________________________________ Graduate Student or Undergraduate Student
        (2)Contact Person: ________________________________________ Phone: ______________________
           Local Address:______________________________________________________________________
           Pratt E-Mail:______________________________PreferredE-mail:____________________________
           Title in Organization:_________________________________________________________________
           Year at Pratt: _________________________________ Graduate Student or Undergraduate Student

Please attach additional officers and member roster with names and emails.

Faculty/Staff Advisor: Name____________________________ Dept. ________________________________
                          Email____________________________ Phone________________________________
                   Signature: _______________________________________________________
Membership/Dues: Approximate number of active members: ________
                      Do you charge membership dues? Y / N If so, how much (per year)? ________

Organization Data:
      Web address: __________________________________________________________________
      Organization e-mail address:
      Meetings: Do you have a regular meeting time/place? Y / N
                 If yes, when/where? ____________________________________________________
      Goals: Please list a minimum of 3 goals of your organization for the academic year 2007-2008, and how
      you plan to accomplish them (use additional sheets if necessary).
             1.

                2.

                3.


Print name: __________________________________________________________________________
Signature:_______________________________________Date:________________________________
        RETURN THIS FORM TO THE STUDENT ACTIVITIES OFFICE, MAIN BUILDING – LOWER LEVEL

                                     This sheet MUST accompany your budget forms.
   Pratt Student Government & Student Activities and Orientation
                         Budget Application and Information for 2007-2008



Total Proposed Budget for Academic Year 2007-2008
Name of Club/Organization:_____________________________________E-mail______________________
Submit by:___________________________________________________Phone______________________

Total Budget Overview
Attach: Specific per event/activity budgets (two sheet provided make copies as needed). An example of how

Expenditures                                                                                    Total




Total                                                                                           $
Expenditures
to complete this form has been included to assist you.
   Pratt Student Government & Student Activities and Orientation
                          Budget Application and Information for 2007-2008

                  Individual Event/Publication Budget Information

Name of Event:
Proposed Date of Event:
Desired Location:
Short description:


Expenditures:
Item          Quantity            Price        Total        Remarks/specifications




Total                                          $
   Pratt Student Government & Student Activities and Orientation
                          Budget Application and Information for 2007-2008

                  Individual Event/Publication Budget Information

Name of Event:
Proposed Date of Event:
Desired Location:
Short description:


Expenditures:
Item          Quantity            Price        Total        Remarks/specifications




Total                                          $