Finance

About Finance:

The Vassar Student Association receives an annual budget of approximately $750,000. Most of this money is distributed to the 120 plus organizations on campus. The rest is allocated to various VSA Funds and distributed by the Finance Committee and the VSA Council throughout the year. Below, read about these various funds and take a look at the Treasurer’s manual in order to ensure that your money is properly managed.

Office Hours:

Monday: 3-5PM
Tuesday: 3-5PM
Thursday: 3-4PM

Important Documents:

The VSA Finance Guide

Treasurer’s Manual

Budgets and related information:

Annual Budget for the 2016 Fiscal Year

Annual Budget for the 2015 Fiscal Year

Annual Budget for the 2014 Fiscal Year

VSA Budgets

A Sample Budget Allocation Proposal

PaymentNet Instructions

Information on the VSA Credit Card

Preliminary Organization Fund Application

(Note: Coming Soon)
Use this application to apply for the Preliminary Organization Fund, which may be used to sponsor events held by organizations that are recognized as Preliminary Organizations. The fund may cover up to 100% of costs, not to exceed $200 per semester.

Purchasing Card Payment

Please come to the VP for Finance’s office hours in order to use the Purchasing Card. Please note that the card must not physically leave the office, so transactions should be conducted by phone or online.

Frequently asked questions:

What is my budget number?

With the switch over from Dashboard to Workday, there are no longer anymore budget numbers. All VSA orgs share the same Fund, Call Center, and Function. They are:
Fund: FD8000
Call Center: CC4092
Function: 98

What is unique to each individual VSA organization is the additional tag number. This will read AV, followed by 6 digits. The first three will most likely be 0’s and the last three will most likely be numbers (i.e. AV000123).

Why did the copy center asked me for my budget number?

You should be giving the copy center the last three digits of your unique tag number.

How do I put cash in my account?

No treasurer should be in possession of loose cash. After a fundraiser or event, the treasurer should be going to the cashier’s office (south wing of main, across from the staircase) and handing in the cash. The cashier will be asking for the full additional tag number (i.e. AV000123).

How do I go about planning an event and applying to Special Purpose Funds?

Special purpose funds should be utilized to fund events that are non – annual. When Finance allocates funds for the year, we allocated based on what a treasurer has indicated will be annual event. So, for events that an org does every year, we try our best to ensure that they have those funds to cover it, without having to come into Finance. That being said, circumstances change, which we understand but these should be made clear in your finance interview.

So you want to plan an event. First, discuss with your exec board what you want to have. It’s also best to have an idea of different events that you might want to/regularly hold over the year and how much those cost. Planning out your budget for the year will allow you to not only stay within budget, but also use it effectively.

With those numbers in mind, you should research how much things will cost or inquire about a speaker’s honorarium. Compile an estimate of expenses that you’ll need to pay, such as a speaker’s fee, food, or security (for Mug or Villard events for example). Discuss with your board, where and when you want your event to take place. Book it with your Event Management System (EMS) and plan to discuss it with your SARC intern. Make sure you are planning far enough in advance that you can come into Finance, 2 – 3 weeks before your event.

Filling out the Special Purpose Funds Application:

Go to the Google form at the bottom of my email signature. Remember, that finance funds are meant for student orgs and student programming not departments or centers.

Name of Organization:

Fund:

· Collaboration – this should be used for events where two different orgs with dissimilar missions are collaborating for an event
· Community – for non – annual events that engage with the entire campus and especially the greater Poughkeepsie community, must be applied to 30 days in advance
· Conference – maximum of 10 students, finance typically asks for an individual contribution for each attendee, no second semester seniors
· Discretionary – events that fall outside the other funds
· Speakers – for speakers, lecturers, or panellists, can cover up to 100% of the costs
· Preorganization – for preorg events
· Administrative office fund – for events where VSA orgs collaborate with administrative offices, the application must detail how the money benefits the students

Event Name:

Location of Event:

Date of Event:

Description of Event: This is where you should be writing a short description of the event. What the goals are, motivations behind the event, what events are happening (speaker’s speech, food, talk back etc), who’s coming, just an overall picture of what’s happening. When you apply to the special purpose funds, you are partnering with the VSA. Think about what you need to tell someone in order to bring them on to an event you are hosting.

Benefit to Student and/or organization: How does this person/event, benefit students directly? It is their knowledge about a subject? Is it a networking event for students to talk to alumni directly? Is it a space to showcase up and coming musicians or student’s artwork? Why is it worth paying for?

Cost of the Event: In this section, each cost should be itemized. For example:
$1,000 – speaker’s honorarium
$150 – snacks and refreshments
$350 – transportation for speaker
$150 x 2 – 2 nights of accommodation at Alumni House for speaker

While this is just an example, you must detail all the costs that are associated with the event. This not only benefits you in the planning process, but also helps the VSA understand what exactly we are funding for.

Current Funding Plan: Remember that Finance Committee allocates budgets for the year. We know how much is in your budget and we want to know how much you are willing to spend on this event.

List of Attendees: Depending on the type of event, this can range from the names and class years of those attending a conference, to a simple – this is open to everyone on campus/greater Poughkeepsie community

Collaborating VSA orgs/administrative office/centers: Before you apply to a special purpose application, you must reach out to other organizations or offices and ask them if they would like to collaborate. This is something that Finance takes seriously. Moreover, this is a way of raising awareness of your event and reaching different groups on campus. In this space, detail exactly who is contributing how much.

Total cost of event:

Amount requested from the VSA