FINANCES
The SGA Appropriation Process
Budget Distribution by semester
If a student organization/club wishes to receive funding, it must be on file with the Associate Director of Student Affairs and the SGA Vice President. Each club must have a president, treasurer, and an additional three members. All clubs must have their advisors signature on their Registration Form. Every organization in good standing shall receive an initial allotment each semester of $125.00. Deductions may be taken from the allotment under the discretion of the SGA Treasurer and the Associate Director of Student Affairs. Deductions will be made for missed deadlines related to paperwork, lack of participation in mandatory events, failure to follow polices and procedures when executing events.
All organizations must participate in all SGA recognized events including Student Forums, the Student Involvement Fair (s), Open House, required leadership workshops, Awards Banquet, etc.
· The maximum amount that a club can spend per semester for food is $100.00
· Only $50.00 can be used for food at a time.
· The maximum amount that an individual can be reimbursed is $100.00. Please note that anyone spending more than that will not be reimbursed beyond $100.00.
All fundraised monies must be deposited with the Student Life Staff Assistant or Associate Director of Student Affairs within 24 hours of the fundraiser. FAILURE TO DEPOSIT FUNDS WITHIN THIS TIME FRAME WILL RESULT IN THE ORGANIZATION NOT BEING ABLE TO FUNDRAISE FOR THE REMAINDER OF THE ACADEMIC YEAR.
Restrictions on Use of SGA Funds
Funds MAY NOT be used for the following:
1. To purchase any type of alcoholic beverage for club and/or organization;
2. To fund any event that is not open to the campus community;
3. To purchase any type of uniforms or clothing for the benefit of the clubs membership only;
4. To purchase prizes;
5. To support a partisan political activity or political campaign for public office;
6. To support activities or groups that discriminate on the basis of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, or veteran status.
SGA Organization Accounts
SGA maintains an account for each club and organization containing their appropriated funds for each semester as well as any fundraised monies in order for an organization to use its funds. In order to request a check, clubs must fill out a check Request Form and include a receipt or invoice as well as signatures from either your president or treasurer and your advisor. It can take up to ten days to receive your check.
Organizations should also note that the fiscal year for Penn State is July 1-June30. Clubs and organizations may spend their funds from the first week of classes until the conclusion of the academic year in the spring. To avoid processing complications, clubs should avoid making check requests after May 15th.
Extra-allocated funds in an organizations SGA account will NOT be rolled over from one year to the next for individual organizations. Fundraised monies will carry over from year to year.
Personal Deposit Accounts
Clubs and organizations may not maintain bank accounts other than those described above (i.e. accounts at commercial banks, etc.)
Tax Exempt Status
The university is tax-exempt. Therefore, tax is not paid on any purchase. Our federal identification number is #246-000-376. A copy of the university tax-exempt letter can be obtained from the Office of Student Life.
Making Purchases
Organization will need to pay for goods and services for sponsored events and programs. There are several forms of payment that can be used. Student organizations may utilize SGA purchase orders for student activity fee monies depending upon which budget is to be used. Careful planning on the parts of your president, treasurer and advisor will ensure that funds are in place prior to the event. Utilize the Associate Director of Student Affairs and SGA treasurer for guidance as needed.
Purchase Orders
A purchase order is a legal commitment to pay a business for the delivery of the products. Purchase orders are most often used when merchandise is ordered and payment is expected after receipt of the goods. Since Penn State Abington SGA has a policy of no advance deposits or payments, a purchase order is often requested by the business. If a purchase order is needed, contact the Student Life Staff Assistant.
Reimbursements
Reimbursements for purchases made must be submitted with the ORIGINAL receipt explanation of the purchase and a completed check request form. No reimbursements will be granted without the proper receipt and explanation.
Requesting Additional Funds
There are two ways to access additional funds for your organization.
· SGA reserve funds that can be requested through the SGA budget committee. For more information contact the SGA Treasurer ,Gabriela Vazquez, gvv5008@psu.edu.
· Student Activity Fee (SAF): Application requests can be found on the SGA website.
SGA Budget Committee Request Procedures
A proposal can be fully funded, partially funded or denied by the SGA Budget Committee. The SGA Budget Committee will be influenced in their decision by the following points.
· How active is the club/organization?
· Does the club fundraise or seek to acquire funding through additional sources?
· Is the Budget Guidelines Proposal Form completed correctly?
· Are multiple quotes listed to show the lowest amount is actually being requested?
· Does the club attend regular Abington Student Forum meetings and president meetings?
· Does the club attend regular Treasurer Meetings?
· Does the club fulfill the responsibilities of their intended mission?
· Is their request in alignment with their organizational mission?
· Events may not be promoted in any way prior to receiving official confirmation that their funding request has been approved. To do so is to forfeit possible funding.
Student Activity Fee Committee
The Student Activity Fee Committee allocates funds to student organizations to enhance the out of class experience and/or improve the educational climate at Penn State. The SAF provides funding for programs, travel to conferences, media publications/printing, equipment purchases and other educational experiences. Please note that any student organization at Penn State Abington can request funds from the committee however, what is proposed must be open and available to all students and not just to the student organization. Any questions or concerns should be directed to the Co-Chairs.
Submitting an SAF Proposal
SAF proposals MUST be submitted electronically. Visit the SGA website to access the online funding request application. www.psasga.org
Tips for a Successful SAF Proposal
· SAF CANNOT reimburse individuals for purchases. All purchases must be made on Penn State Purchasing card by a staff member.
· Be aware of SAF proposal deadlines. They are posted on the SAF website at the beginning of each semester.
· Complete your request as soon as you are aware that you will need additional funding. SAF funds are not unlimited and can be depleted at any time during the academic year.
· If you do not receive notification regarding your request after the SAF meeting date has passed, check with the Student Life Staff Assistant immediately to confirm if you have or have not received funding.
· Outline in your proposal how you plan to spend all of the monies that you are requesting.
· Money that is requested and NOT accounted for in the proposal can be denied.
· Seek club co-sponsorship before submitting a proposal. Having multiple clubs involved gives more weight to the proposal and shows a broad student interest in the program/event.
· If requesting equipment and/or travel, provide at least three quotes.
Types of Funds
· Unrestricted funds contain funds that have been received through organizational operations such as dues collection, donations, fund raising, equipment sales, etc.
· Restrictive funds/Program funds contain only those funds that are allocated by the University through the Abington SGA.
· Income
· Anyone may deposit funds into your organizations unrestricted account by bringing the deposit to the Lares Information Desk during office hours.
Expenses
Advisors can sign for expenditures in emergency situations or for troubled groups. Normally, at least ten working days are required to issue checks.
Fundraising and Vendor Policy
Fundraising activities shall be defined as (a) donation without products or services being rendered or (b) activities that raise funds though the direct sale of merchandise or service for the benefit of registered student organizations with all funds to be used for the ongoing support of the organizations activities.
Outside businesses, organizations, or groups are not permitted to solicit or advertise materials to the student body without prior approval form the Office of Student Life. No student or club may engage in any commercial activity (i.e. selling t-shirts and/or other novelty items) while on campus without the permission of the Office of Student Life. Any fundraising must be registered and approved prior to the event. Fundraising Registration Forms are available outside of 209 Lares.
Fundraising Policy
1. All fundraisers must be registered and approved by the Associate Director of Student Affairs.
2. Food sales may be allowed provided that the items are prepackaged. Home baked goods are not acceptable.
3. Raffles may be allowed provided that the prizes are not cash. 50/50 raffles are not allowed under any circumstances.
4. In the case of events requiring ticket sales, student organizations must use tickets that are pre-printed and consecutively numbered. A ticket accountability sheet will also be required. In addition, preprinted receipts must also be used. Both can be obtained from the Student Life Staff Assistant at the Lares Information Desk.
5. All monies must be deposited with either the Student Life Staff Assistant or Associate Director of Student Affairs within 24 hours of fundraiser. Clubs not meeting this requirement risk losing future fundraising privileges.
The scheduling function for reserving table space in the Lares Building is maintained by the Student Life Staff Assistant. Tables may be reserved in the outside lobby of Lares and near the Lares Cafeteria exit. If you wish to reserve a table, you must reserve it with the Student Life Staff
Assistant at least ten days prior to your event.
The following guidelines apply:
1. No organization other than the reserving organization may use the table.
2. Tables are to be staffed at all times during the hours of your reservation.
3. The name of the sponsoring organization must be displayed on the table.
4. Tables may be used to exhibit or distribute free noncommercial announcements, statements, and materials. Distributing, soliciting, or selling by means of accosting or shouting is prohibited.
5. Music may only be used to promote a musical program or event. In the event that two organizations are promoting musical programs, the first organization to reserve space will be able to play music to promote their event.
6. All fundraising guidelines are to be followed.
Clothing/Novelties and the Use of the Penn State name
Rules and regulations of Penn State must be followed when the Penn State Name is being used.
The following guidelines apply:
· All purchases must be pre-approved by the Office of Student Life.
· All clothing novelties being produced must go through approved vendors.
They must not contain any alcohol/drug reference