Creating a Budget
Here is a step-by-step guide to creating a budget. Before attending a UFB supplemental meeting to present your budget, please read this page to make sure that you have taken all of the appropriate steps! Remember:
Note: If your request is under under $500, you do not have to attend a UFB meeting. Instead, simply email firstname.lastname@example.org and CC your rep saying you submitted a request - we will deliberate at our next meeting and get back to you then!
Step 1: Go to your group's BearSync page (we are using UFB as an example) and then go to the treasury page on BearSync by clicking “More” and then “Treasury”
Step 2: Click “Manage Budgets”
Step 3: Click “New Budget”
Step 4: Title the budget clearly and choose the “Budget Period” to be the semester in which you would like to access the money
Step 5: Create a clear “Item Title” and choose the appropriate “Category.” “Items” are areas that your budget can be broken down into. For this speaker panel example, each speaker would be a separate “Item.” Smaller budgets may only have one “Item” with several “Line items” (individual expenses).
Step 6: Some item categories require you to answer questions specific to that item. “Fill out attached form” will only appear if it is required for that item category. If you see this button, click it and answer the questions.
Step 7: For each expense associated with this “item,” add a “Line item” with a category, clear and concise title, and the exact amount (do not round). Note: Brown is able to offer discounted rates for hotels, so always go through SAO when booking hotels for speakers.
Step 8: Write a brief description of the line items including any details that UFB may want to know as we consider whether to fund each line item.
Step 9: Go to the bottom of the page and click “Upload” and attach screenshots of the exact cost of EACH line item. Label each screenshot exactly the same as the title of the line item it represents. For honoraria (speaker fees), evidence of negotiation is required, so the attachment should show the original fee, the negotiation process and the final amount. If necessary, attach multiple files to show clear evidence of negotiation. More information on negotiations is available here.
Reminder: We cannot fund anything without uploaded quotes.
Step 10: Click “Add Budget Item” to create another item and repeat steps 5 - 9 as needed.
Step 11: Click “Submit”!