Budget Request Information and Instructions

Sequence

Step #1: Fill out the Budget Request form which can be obtained either by a) picking up a copy from the UA office or b) printing a copy from athena by running:

athena%  add finboard
athena%   lpr -P[printer_name] /mit/finboard/Forms/form_name.ps ( form_name = F00_appeals, S01_comps)

Step #2: Review the Budget Request Form Notes and Budget Defense Notes below.


Step #3: Write a one-page budget defense.


Step #4: Attach the two forms together and turn them into the UA office by 6pm the Monday before Compilations/Appeals. An application will not be considered without both the budget request form and a budget defense. Late forms cannot be accepted.
 

Notes and Discussion

A complete application for UA Finance Board funding consists of a Budget Request form and an accompanying Budget Defense which explains each item on the Budget Request form.

I. Budget Request Form Notes

In an endeavor to add more flexibility to the Finance Board fund disbursement process, the UA Council enacted legislation requiring the board to allocate funds in category grants. This is immediately reflected in the format change of the budget requests forms.

The Itemized Expenditures section is now broken down into four categories: operations, capital, publicity and printing, and events. In this section, you should include a detailed list of all items on which you plan to spend money this term, including those for which you are not requesting UA funding, separating them into the categories as described below. In the "Finboard Funded?" column, make sure to write "Yes" for the items for which you are requesting UA funding.

The operations category is designed for items needed for continued operations of the group, such as office supplies, general mailings, and meeting expenses.

The capital category is intended for durable items, for example technical equipment, software, and costumes to be used more than once. As usual, the Undergraduate Association retains property rights on capital purchases made with UA funds.

General publcity materials, including postering, Tech advertisements, LSC slides, and printing costs, should be listed in the publicity and printing category.

Finally, expenditures for public events should be listed under the events category. This includes decorations, campus police detail costs, rental costs, etc. Also, note that for events funded through this category, the UA will require public notice in a campus publication, such as the TechCaledar.

Even though there will be intra-category flexibility, please be as specific as possible. Also, to get a feel for what kind of items the Finance Board tends to fund, please read the Funding Philosophies document.

The Estimated Income section should include a list of all expected sources of income, including fund riasers, corporate donations, departmental grants, ticket sales, etc. These do not include funds you already have, which should be listed in the Current Assets box.

Finally, the Expenditures section should summarize information about the size of your group's request. "Total Expenses" refers to the total amount of money listed in the Itemized Expenditures section; "Finboard Request" is the total amount of those expenses for which you would like UA funding. You should make sure that the figures concur with those you have provided in the Itemized Expendires section.

II. Budget Defense Notes

As with the rest of the funding process, the finance board has revised its insttructions for writing budget defenses to make them more informative. Here is what you should include:

1) A brief description of the purpose of your group (what your group is, its goals)

2) For each item you list under "Itemized Expenditures," provide a sentence or two to explain the item. A budget defense written in note form this way is much easier to read than paragraphs.

Sample Budget Request Form: A Good Example
Sample Budget Defense: A Good Example
Sample Budget Defense: A Bad Example

Please be as specific as you can. The clearer your information, the easier it will be for the board to make a decision. Also, if you are presenting a verbal defense as well, please be familiar with your budget, especially with any items that you think might be confusing or that might need a better explanation than the one you have provided in your written defense.

* If your group is exceptionally large and you are unable to describe all your events in a single page, you may attach an additional page if necessary.