Financial Policies - Forms
All financial forms are available here or can be found outside of the SGA Financial Coordinator’s office (Case 226) and should be placed in the drop box below the financial forms upon completion. Financial forms must be filled out in their entirety and submitted with all appropriate signatures. Electronic copies are not accepted. Financial forms are reviewed and approved biweekly by the SGA Vice President for Financial Affairs, the Director of Leadership Activities, and the SGA Financial Coordinator during the check approval process. Some forms require additional review/approval by the B&F Committee, Academic Council, Dining Services, and/or the Senate. These additional requirements are noted in the descriptions below.
- The Expense Request Form can be used to request reimbursements up to $200.00, cash advances up to $200.00, on-line credit card purchases with the SGA credit card, payment for contracted students/employees, and/or checks to be made out directly to outside vendors. It is preferred that clubs/committees make checks out directly to outside vendors.
- Documentation is required for most requests in the form of original, itemized receipts, price quotes/invoices, itemized lists of anticipated purchases, or written confirmation of prices from a vendor.
- Only one cash advance may be taken out at a time per event. Left-over money and receipts from cash advances must be returned to the Leadership Activities Office within three days of the purchase.
- Contracts must be approved before Expense Requests are submitted. Contract/Event Approvals should be submitted at least 2 weeks prior to the event, and at a minimum, must be approved before an event takes place.
- A Travel Form should be filled out for each member of a club/committee that spends money on a trip and should be submitted as documentation with an Expense Request.
- Only one check may be requested per Travel Form, but multiple days may be documented.
- All original itemized receipts must be attached to the Travel Form. A MapQuest (or comparable website) printout should be attached for mileage reimbursements. Clubs/Committees should not submit for gas reimbursement unless rented vehicles were used. SGA will reimburse for mileage driven up $0.35 per mile; however, clubs/committees may choose to reimburse their members at a lower rate.
- The Travel Form may be used for mileage reimbursement, hotels, meals while traveling, tolls, etc. Refer to section 3.2.4. for details on spending limits, etc.
Dining Services Authorization
(Approval by Dining Services Representative Required)
- The Dining Services Authorization should be used for any event involving Dining Services catering or equipment. Forms should be submitted 2 weeks prior to an event. 4 weeks should be allowed for any events of an exceptionally large or complex nature.
- SGA encourages co-sponsorship among clubs/committees as a means of financing activities. All parties involved in the co-sponsorship must sign the Co-Sponsorship Agreement before funds will be transferred.
*All Budget Modification Requests must be reviewed during the check approval process before being approved or recommended to the Senate by the B&F Committee*
- Program Support Fund (Senate Approval Required)
- Clubs/Committees may request a supplemental, uniform grant, technology grant, and conference grant from the Program Support Fund by filling out a Budget Modification Request.
- Requests for a supplemental generally take 2 weeks. The B&F Committee will meet with the requesting club/organization/Senator and make a recommendation to the Senate, which votes on final approval.
- A Senator may allocate funds from Program Support to an already established line with a supplemental request. To create a new line or category, a combined resolution and supplemental must be passed by Senate for approval.
- A new club chartered at a point in the year that does not allow the club to participate in the spring budgeting process may obtain an operating budget by applying for a supplemental. Clubs chartered during the first semester may apply for up to $3,000.00 and clubs chartered during the second semester may apply for up to $1,500.00.
- Clubs/Committees may apply for conference grants through the supplemental process at any time during the year.
Category Transfers
- A category transfer is when a club/committee transfers funds from one category in their budget to another.
- Clubs/Committees may apply for a category transfer if there is a justifiable reason (i.e. money is left over from an event, more money is needed in a category, etc.) by filling out a Budget Modification Request.
- The B&F Committee must approve category transfers in order for them to take effect.
- Category transfers are not intended to change the overall structure of a club/committee’s budget.
- Money may not be transferred into the Refreshments/Entertainment category.
Conference Grants
Conference grants are meant for SGA clubs/committees. Conference grant requests are not guaranteed, even if the conference theme is the central mission of the club/committee. Every application will be fully considered, but the criteria within the document “Criteria for Conference Grants” will guide the B&F Committee in recommending their requests to Senate.
- These are SGA funded programs - only Skidmore students may apply.
- No funds shall be awarded to applicants who apply after the event has passed.
- Accepted applicants are bound by the SGA Financial Policies and Procedures (i.e. logging expenses, receipts, and tax exemption).
- Within a month of the completed conference/activism/engagement, accepted applicants must contact the Vice President for Communications and Outreach to be placed on the Communication and Outreach Committee Agenda. In this meeting the accepted applicants will report on their experiences and assist in creating an appropriate plan to promote and educate the student body on their experience.
- Conference funds shall be pulled from the Program Support Fund and follow the same process as a supplemental request.
The JSS Activism and Civic Engagement Fund
The JSS Activism Fund was created in honor of Skidmore’s sixth President, Jamienne S. Studley, to enable students to participate in political and social activism, or causes to expand their sense of community involvement, service, and awareness. The Civic Engagement Fund was created to provide financial support for worthwhile student civic engagement projects that actively pursue the alleviation of public concerns and the improvement of public life in a community. The JSS Activism and Civic Engagement Fund is meant to achieve the goals of both individual funds. The Fund is meant for all students. Fund requests are not guaranteed. Every application will be fully considered, but the criteria within the document “Criteria for the JSS Activism and Civic Engagement Fund” will guide Senate in granting funds.
- These are SGA funded programs - only Skidmore students may apply.
- If students apply as a group they will not be reviewed individually, and must all come to Senate or submit a personal statement if they cannot attend.
- No funds shall be awarded to applicants who apply after the event has passed.
- Students may request JSS Activism and Civic Engagement funds by filling out a JSS Activism and Civic Engagement Form and following the same process as a supplemental request. (See 5.6.)
- Accepted applicants are bound by the SGA Financial Policies and Procedures (i.e. logging expenses, receipts, and tax exemption).
- Within a month of the completed conference/activism/engagement, accepted applicants must contact the Vice President for Communications and Outreach to be placed on the Communication and Outreach Committee Agenda. In this meeting the accepted applicants will report on their experiences and assist in creating an appropriate plan to promote and educate the student body on their experience.
- The JSS Activism and Civic Engagement Fund shall have an individual allocated budget.
Out-of-Classroom Discussion Fund
(Academic Council Representative Approval Required)
- Academic Council establishes criteria for the Out-of-Classroom Discussion Fund.
- Funds are appropriated from the Student Activity Fee and approved during the check approval process
