Vendor Setup Form - Use this form as a coversheet and include it with each W-9 form of the organization to be set up as a vendor within the MSU Financial System. (MSU Employees Only)
PCI Compliance Information - This file provides information about Michigan State University PCI Compliance rules and regulations. Please read this document and share with all staff processing financial transactions.
Creating an Event Budget
Cost Recovery Spreadsheet - Template 2016 Version (MSU Employees Only)
Cost Recovery Spreadsheet - Template 2015 Version (MSU Employees Only)
Cost Recovery Spreadsheet - Template 2014 Version - (MSU Employees Only)
Cost Recovery Spreadsheet - Example (MSU Employees Only)
Creating a sound budget is the key to planning a successful event. The budget will determine the registration fees and ensures fiscal responsibility for the event planner. If properly maintained and updated on a regular basis throughout the event from planning to completion - the budget will indicate where and how the financial resources are being spent. Taking the time to tend to the finances along the way is a good business practice. A well done budget will also show whether or not to increase or reduce the registration fees for future events and in some cases, if it is cost efficient to hold the event again.
**Tip from the Pros: Always budget high on expenses and low on income to insure that you have enough funds allocated for your event. For unforeseen expenses, a good rule is to add 20% to the total expense line to ensure some flexibility in your operating budget.
Examples of Expenses and Income
Expenses: speaker costs, facility costs, administrative fees, sales tax, design fees, materials for participants, supplies and equipment, advertising, travel costs for staff, transportation such as buses, ferry boats, airfare for group excursions, signage, staff expenses including hourly wages and fringe associated with on-call and temp staff.
Income: participant fees; early, regular and late registration as well as student rates and member discounts, sponsorship monies, donations and in-kind contribution, sales from materials; books, DVDs, etc.
Form templates listed on this site are provided as resources and examples. While they are not required, MSU does have an expectation that some of these will be used for all events in order to mitigate risk. For a sample of the form, click on the form title.
All MSU programs for minor participants (under 18 years old) are encouraged to have a consent form. The purpose of this form is to ensure that participants and parents/guardians understand any risks associated with the program and agree to full participation. The form should be adapted to cover the specifics of your program, i.e. do you transport youth by bus or minivan; are they engaged in activities that have special risks associated, etc.
Media Release Form (This sample is set up two forms per page)
Use this form if photos, video or any other kind of image recording will take place during the program and used for promotional purposes. If you do not have a signed form on file, every effort should be made to exclude that participant from all photos, video, etc.
Use of a signed Code of Conduct is suggested to ensure that youth participants and parents/guardians understand the behavior expectations for those who attend the program and the consequences for violating the expectations. This alleviates the challenge of someone claiming they did not understand the expectation if a behavior issue occurs.
A signed copy is needed for each program participant in case medical attention is needed during the program.
This form should be used to collect participant permission (or parent/guardian permission for youth involvement) if you plan to distribute a participant list with contact info so participants may contact each other. Creating such a list can be especially useful for helping participants arrange carpooling to and from your program.
Suggested for programs which allow participants a lot of autonomy in determining where they will be when. In the event a participant ends up missing, the information provided on this form can be used to identify someone.
If the audience is youth, MSU Extension’s Volunteer Selection Process needs to be followed to ensure that children attending programs are provided with a safe, caring environment in which to learn and have fun. A reference check and criminal history check is needed for all volunteers and staff who will be in prolonged and/or unsupervised settings with children.
MSU Extension is able to conduct a criminal history check through the Internet Criminal History Access Tool (ICHAT). This is a free service provided by the Michigan State Police. Information on ICHAT includes only criminal convictions in the State of Michigan.
To access this service, users must obtain an agency code number from the Michigan State Police by faxing the following information with a request for access to the attention of Ted Kilvington at (517) 322-0635
- Organization Name
- Telephone number
- Federal ID (for government agencies and school districts)
- A copy of the 501(c)3 certificate indicating non-profit status
- Name of contact person
An Agency Code will be issued along with information to access the system. Once registered, background checks may be processed immediately through the ICHAT Web site. The results of the criminal history check should be treated with confidentiality.
Accidents involving personal bodily injury or property damage that may give rise to a claim should be reported immediately. A copy of the Incident Report Form should be given to the Office of Risk Management and Insurance as soon as possible, with a copy of the local police or investigator’s report if available.
MSU Policy Information Related to Risk Management
The following information outlines policies and risk management options:
Use of 12- and 15-passenger vans is prohibited. More information on vehicle restrictions can be found in Volume 1 of the MSU Manual of Business Procedures.
Drivers transporting youth on behalf of MSU must be 21 years of age or older. Verification of a valid driver’s license and current liability insurance is required for any adult driver.
Insurance Coverage Information
It is important to understand the types of insurance coverage that is available and which insurance is appropriate in various situations. The two basic types of insurance that exist are:
Liability Insurance is provided to MSU employees or volunteers deemed by Michigan State University to be acting within the scope of their duties of performing services for the University. This insurance protects MSU volunteers and employees in the event they would be sued for claims of negligent acts that result in bodily injury to someone else, personal injury such as libel or slander, or damage to property of others. Liability insurance coverage is automatic and is provided for all who are registered as MSU volunteers or employed by MSU. You will find this on the Web at:
When transporting others to and from an MSU program in privately owned vehicles, MSU liability insurance coverage is provided as a secondary insurance. That means that the insurance maintained by the person who owns the vehicle would provide the first insurance coverage and the MSU insurance be the second coverage. Coverage by the liability policy means that the liability insurance will provide defense in court for a registered volunteer or employee to cover allegations of a negligent act even through the allegations may be fraudulent or false, and will pay the damages in which the covered insuree is legally liable to pay. Report any incident that involves bodily injury or property damage which may give rise to a claim immediately in a written report. You should cover as much information as possible about the incident. Follow up contact will then come from MSU directly to the parties named in the incident report.
Accident and Illness Insurance is not provided by Michigan State University to program participants or volunteer workers and is not mandatory. Programs or groups can take out a special policy available through some insurance companies. Illness coverage depends on the type of coverage selected. Eligible covered expenses are paid in excess of any other valid and collectible insurance. Overviews of two known options are described below.
There are three levels of rate options for blanket group accident and illness insurance for 4-H and Cooperative Extension Service.
American Income Life’s Special Risk Division can provide insurance coverage for many 4-H activities, including camping, conferences, county fairs, and special events. AIL’s Special Risk Division is proud to support 4-H with specialized insurance plans at an affordable price. The Special Activities Coverage for Accident or Illness comes in custom plans with varying amounts of coverage. Insurance coverage begins for as little as 20 cents per day, per person. This insurance coverage also extends to all members who are with the group, and is accepted by local medical providers. - See more at: http://www.americanincomelife.com/who-we-serve/4-h-insurance#fourh.
- University Account #
- Dates of the Camp
- Title of the Camp
- Department Contact Name, Phone & Email
- List of the Campers