Presidents and Treasurer Email 11/13/18

Good Afternoon Presidents and Treasurers,

We have a lot of important information in this week’s email, so please read it all the way through.

  1. Student Union Tuition Forum (11/15)

  2. Post- Budget Allocation Survey

  3. Financial Focus Group Open Forum (11/30)

  4. Student Union Office Survey

  5. Focus Group for Wellness Service Navigation (11/15)

  6. End of Semester Dates

Student Union Tuition Forum (11/15):

Student Union is hosting the annual tuition forum on November 15th at 8PM in Umrath Lounge. The event will feature presentations from Chancellor Mark Wrighton, Vice Chancellor for Finance and CFO of the University Amy Kweskin, and Vice Provost for Admissions & Financial Aid Ronné Turner. Following the presentations, there will be time for an open Q&A with the aforementioned presenters as well as Provost Holden Thorp and Executive Director for Residential Life Kawanna Leggett. Please reach out to me if you have any questions.

Post- Budget Allocation Survey:

Student Union and Budget Committee would like to gain your input on how the budget allocation process went for you this semester, as we look at restructuring our funding processes. Please fill out this survey to help us better serve student groups’ needs in the future. If you have any questions, please reach out to Agneesh at ude.l1545006799tsuw.1545006799us@te1545006799gdub1545006799.

Financial Focus Group Open Forum:

The Student Union Financial Focus group has been working to make improvements to SU’s financial policies/structures/rules and would love your thoughts and opinions on what you would like to see changed. We will be hosting an open forum on November 30th from 2-3:30PM in DUC 233, to listen to your concerns and talk through what you would like to see Student Union improve on, as it relates to our financial realm. Feel free to let me know if you have any questions/comments.

Student Union Office Survey:

SU wants to know what resources student groups want in the SU Office including office supplies, equipment, even how we organize our office furniture. If you’ve ever come into the office asking “Does the SU Office have _____?” and the answer was no, please fill out this survey so we know how we can better support you!

Focus Group for Wellness Service Navigation (11/15):

Student Union is gathering information about the wellness resources on campus. Please fill out this interest form (by Wednesday at 12PM) if you are interested in participating in a focus group study on the way WashU students navigate on-campus health and wellness providers. Participants will simply be asked a series of questions in regards to their experiences in using on-campus wellness providers. Free food will be provided to all participants and a $15 Amazon gift card will be given to one random participant in each session.

End of Semester Dates:

Dates:

  • November 24 and 25- Paint room closed

  • November 30 – Think about your winter location and where your checks should be mailed

  • November 30 – Last day to use any SU credit card

  • December 8 – 9 – Last day to paint the underpass

  • December 9- Last day to program during the Fall semester

  • December 10 – 19- Programming only allowed with Reading and Finals Week Exception (request an exception using this form)

  • December 10 – Last day to submit request forms and carryforward requests

  • December 14 – January 14 – No money can be spent through SU Finance or SU processes – reimbursements only and can be processed after January 14

Reminders:

  • Deposit all cash and checks before you leave for the winter break.

  • Check your email and “my pending requests” in SU Finance for returned/rejected request forms daily.

  • Fill out request forms for: meeting spaces, WFF, Bon Appetit, Facilities, mailings, etc.

  • The deadline to turn in request forms is within 14 days of purchase. This policy is being enforced and any reimbursements that fail to meet this deadline will not be processed.

  • The last day to turn in any pending Expense Request Forms is December 10, 2018.

Carryforward Requests:

Carryforward requests only apply to the following allocated accounts: operating, appeals and revenue. Fundraising and gifts accounts automatically carried forward to the next semester. Carryforward requests are made for funds that are not spent for a reason outside of the group’s control or appeals that were granted in the winter that need to be spent in the spring semester. Requests will be granted on a case-by-case basis by the VP of Finance and SU Business Manager. Examples of requests may include speaker cancellations, vendors not sending bills in a timely matter and/or weather related circumstances. These are exceptions and your group should not depend on these requests to be granted. Funds should be spent during the semester during which they were allocated.

To request a carryforward, please follow these steps:

  • Go to SU Finance

  • Fill out a request form

  • Select type of request

  • Carry forward request

    • In the description please explain, in detail, the reason your group is requesting this carryforward

  • Select requested amount

    • Enter the amount of funds requested to be carried forward in the correct account

For groups that submit a carryforward request, the president and treasurer listed in SU Finance can expect an email by January 3, 2019 with the decision about the carryforward request.

Access to Your Student Group Accounts:

Student group accounts will be closed on December 14, 2018.  After this time, you will be unable to submit request forms. Accounts will become available for the spring semester after January 14th.  If your group is traveling over the break and needs access to your account, please make arrangements with your assigned business coordinator. Students will not have access to SU Finance from December 14, 2018 to January 14, 2019.

Last Day to Program:

The Last Day to Program for the fall semester is Sunday, December 9th. We ask that groups not program during reading and finals weeks. The Last Day to Program rule helps to ensure that students take a break from their student group activities to focus on studying for exams. Groups may request an exception for reading/finals week by filling out this request form on WUGO. Exceptions are made for study-break type events with minimal planning involved.  If missing the event will negatively impact members in any way, the event will not be approved.

If you have any questions, during the rest of the semester or over the winter, please reach out to either SU Business Manager for Campus Life or the VP of Finance.

Best,

Shelly