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Leadership Activities
 

Financial Policies - Spending

Table of Contents:
  1. Raising Funds for Donation Policy
  2. Accepting Donations
  3. Donation Procedure
  4. Tax Exempt Policy
  5. Tip Policy
  6. Deficit Spending Policy
  7. Wages/Stipends Policy
  8. Advisors/Coaches/Instructors Policy
  9. Speaker Policy
  10. CD & Recording Policy
  11. Summer Spending Procedure
  12. BJ’s/Wal-Mart Card Procedure
  13. Refreshments & Entertaining
  14. Online Advertising
  15. T-Shirts

How to Spend Funds Allotted to a SGA Club or Organization

All monies are allocated according to the budget request submitted during the previous academic year. Every dollar has been allotted for a specific purpose. Therefore, these dollars must be used for that purpose unless a change in a club’s budget line has gone through the line reallocation process. If it is not known what specific items for which a club or organization is budgeted, a copy of a club’s specific line-by-line budget can be obtained through the SGA VP for Financial Affairs or in the Office of Leadership Activities on the 2nd floor of Case Center.

a. Making Purchases on Behalf of Your Organization

Before making purchases on behalf of a club or organization, it is recommended that all spending be reviewed by the Office of Leadership Activities.  

b. Current Balances:

An organization can obtain its current account balance from the Office of Leadership Activities or from the SGA VP for Financial Affairs. It is the responsibility of the club or organization treasurer to keep track of the financial state of their club independently of this balance sheet to insure accuracy on each end.

c. Withdrawals

The following are required to make a withdrawal:

    1. There must be sufficient funds in the account related to the specific line item (as approved by the Senate the previous spring or as approved in a budget reallocation request).
    2. The appropriate form, located in the Office of Leadership Activities (or online), must be completed and signed by the club's treasurer.
    3. Any contracts related to the purchase must have been completed in the manner set forth below.
    4. For any reimbursement, appropriate receipts must be furnished. These receipts must be from the current academic school year, and must clearly state the purchased product, along with its price. Under no circumstance is a credit card receipt an acceptable substitute for an itemized receipt acquired from the place the item was purchased. Additionally, a photocopy of a receipt is never an acceptable substitute.

d. Reimbursements

1. General Reimbursements: It is very common for a club member to pay for something using personal money with the intent of being reimbursed at a later date.     

a. In all cases, the club treasurer must produce a receipt and the funds must be available in the club’s line item budget.      

b. Checks are to be signed by the SGA VP for Financial Affairs twice a week.

2. Trips: Hotels, Meals, Transportation, Gas, Tolls, or Mileage Reimbursement     

a. All events off-campus, including over-night trips, must be registered with the Office of Leadership Activities in order to seek reimbursement or cash advances for spending. Additionally, all clubs and organizations taking trips must make a full effort to publicize these events to all students.     

b. In order for a club to be eligible for reimbursement for hotels, car rentals, gas associated with car rentals, mileage for private cars, or tolls, the treasurer must fill out an Expense Report Form for each person on the trip and the Travel Form as necessary.

c. All associated receipts must be accounted for in an itemized format.  All reimbursements will be taken out of appropriate lines in a club’s budget and is subject to approval by the SGA VP for Financial Affairs and The Office of Leadership Activities.

d. Reimbursement for meals is limited to a maximum of $20 per day per person.     

e. SGA will allow a club member to be reimbursed for reimbursement per mile when the member’s car was used for appropriate club activities.  Note: Typically the cost of gas is less than this rate. Accordingly, a club may decide to limit reimbursement to the actual cost of gas in order to save its funds. In this case, the Expense Report Form must show that the gas cost is less than the mileage cost.

e. Cash Advances

No student is expected to spend their own money to pay for a club event.  In order to obtain a cash advance, a treasurer must fill out a Expense Request Form explaining where the funds will go and from which budget line they will be deducted.  The granting of a Cash Advance is at the discretion of the SGA VP for Financial Affairs.  After funds are spent or the event is over, all itemized receipts must be given to the Office of Leadership Activities.  Within three days of the cash advance, the entirety of the cash spent and remaining from the Cash Advance must be accounted for.  The lack thereof can result in a frozen budget or further action taken by the SGA VP for Financial Affairs, including but not limited to charging the difference to the College account of the student who took the advance out. A cash advance is given in a check form to be cashed by a club member requesting funds.

f. Use of the SGA credit card

A SGA credit card is available for use by clubs and organizations.  The credit card is to remain in the Office of Leadership Activities at all times; the credit card is never to be in the possession of a club affiliate.  In order to use the credit card, the treasurer of a club must fill out a Expense Request Form. This form must be accompanied by a detailed explanation of what is to be purchased, from where, the cost, and the purpose. The same rules apply as outlined above in the Cash Advances section.  All purchases must be pre-approved by the SGA VP for Financial Affairs and the Office of Leadership Activities at least two weeks prior to when the credit card is needed.  All purchases will be deducted from a relevant line in the club’s budget.

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1. Donation Policy

  (table of contents)

  2. Accepting Donations

(table of contents)

3. Donation Procedure

  (table of contents)

4. Tax-Exempt Policy

  (table of contents)

5. Tip Policy

  (table of contents)

6. Deficit Policy

  (table of contents)

7. Wages/Stipends Policy

  (table of contents)

8. Advisors/Coaches/Instructors Policy

  (table of contents)

9. Speaker Policy

  (table of contents)

10. CD and Recording Policy

  (table of contents)

11. Summer Spending Procedure

  (table of contents)

12. Membership Card Procedure

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13. Refreshments/Entertainment Policy

14. Supplies Policy

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13. Online Advertising

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14. Purchasing T-Shirts

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