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INTRODUCTION TO STUDENT GOVERNMENT FINANCE

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INTRODUCTION TO STUDENT GOVERNMENT FINANCE

    STUDENT

    GOVERNMENT

    FINANCE MANUAL

    University of Florida

    Student Government

    Office of the Treasurer

    Updated through July 1, 2006

Student Government Finance Office

    J. Wayne Reitz Union, Room 337

    Office hours: 8:00 5:00

    392-1623 ext. 337

    1

    SG Finance Manual

    Table of Contents

    About the SG Finance Manual

    I. Purpose of the SG Finance Manual………………………………………..1 II. Authority and Effect of SG Finance Manual………………………………2 III. Duties of SG Funded Organizations……………………………………….2

    A. Obtain SG Finance Manual

    B. Obtain All Financial Material From Previous Year

    C. Signature Card and Financial Training

    D. Change in Officers

    E. Abided to the Constitution and Statutes

    IV. SG Funding Guidelines………………………………………………….2-3

    A. Register with Center for Student Involvement

    B. Re-Register Fall Semester

    C. “Statement of Understanding”

    D. Receive Funds

    E. No Membership Fees

    F. No Charging Admission to Events

    Student Government Financial Process

    I. Budgets…………………………………………………………………. 3-4

    A. Budget Request Proposition

    1. Fill Out Budget Request Accurately

    2. Deadline for SG Budgets

    3. Notifications of Deadlines

    4. Automated Budget Submission Form

    B. Budget Process

    1. Budget Request Hearings

    2. Senator Amendments

    3. Attendance

    II. Finance Statements………………………………………………………. .4 III. Line Item Transfers……………………………………………………….. 4

    A. Up to $15000

    B. Over $15000

    C. Transfers Under BOCC

    D. “Copies” Line

    E. Travel, Awards, Foods, Off-Campus Line

    IV. Special Request Process………………………………………………....4-5

    A. Projects Not Previously Budgeted

    1. Academic Organizations

    2. Ineligibility

    3. New Organization

    4. No Additional Supplement

    5. Exhaust External Funding Sources

    B. Senate Allocations Committee

    2

    C. Travel

    External Income

    I. External Income…………………………………………………………... 5 II. External Income Line Item……………………………………………... 5-6

    A. “Outside Revenue”

    B. Deposited A&S Fees

    C. Purchases

    D. Line Item Transfer

    E. Transfer A&S

    III. Admission Fees…………………………………………………………… 6

    Expenditures

    I. General Policies………………………………………………………… 6-7

    A. Established Process

    B. Approval of SG Treasurer and Business Manager

    C. Purchase without Prior Approval

    D. Finance Training

    E. Submission for Approval

    F. Responsibility of Unauthorized Payment

    II. Prohibited Expenditures……………………………………………………7

    A. Overspending of Line Items

    1. Overspending

    2. Payment Law

    3. Outstanding Obligations

    B. Existing SARs and New SARs

    C. Failure to Comply with SG Finance Manual

    D. Hold on Funds

    E. Misuse of Funds

    Requisitioning Funds and University Processing I. Student Activity Requisitions (SAR)……………………………………... 8 II. Completing the Student Activity Requisition Form……………..............8-9

    A. Organization’s Name

    B. Organization’s Number

    C. Date

    D. Required Signatures

    E. Quantity and Description

    F. Estimated Cost

    G. Off-Campus Vendor

    H. Line Item

    I. Delivery Instructions

    J. Submission of SAR

    K. Large Amount Purchases

    III. Blanket Encumbrance Agreements…………………………………… …..9

    A. Blanket Encumbrance

    3

    B. Initiated by SAR

    C. Authorized Individuals

    D. Exceeding Dollar Amount on Blanket

    E. Installment Purchases

    IV. Time Allowance…………………………………………………………. 10

    A. SAR Flowchart

    V. University Processing…………………………………………………….10 VI. Receiving Goods/Services………………………………………………. 10

    A. Receipts

    B. Requisitioned Items

    Procedures for Specified Items I. Phone Service Procedures……………………………………………..10-11

    A. Telephone Installation

    B. Long Distance Calls

    C. Telephone Line

    II. Contracts………………………………………………………………… 11

    A. Personal Services

    B. Contracts

    C. Contracts with Agencies

    D. Contract Procedures Begins After Funding Approval

    E. Completed Contracts

    F. Prior Approval by SG Treasurer

    G. Direct of the Reitz Union’s Signature

    H. Other Personal Services (OPS) Forms

    III. Copies…………………………………………………………………….12

    A. Copies Line Item

    B. A&S Fees

    C. Office Manager of SG

    D. SG Copy Center

    IV. Food………………………………………………………………………12

    A. Food limitations

    B. Publicly Advertised

    C. Travel Activities

    V. Printing…………………………………………………………….….12-13

    A. Best Prices and Competitively Prices

    B. Printing Description

    C. Credit SG in Publications

    1. Requirement on Documents

    2. Requirement for Advertising

    3. Requirement on Everything Printed

    4. Chapter 804

    D. Violations

    1. First Violation

    2. Second Violation

    3. Third Violation

    4

    4. Fourth Violation

    E. Notifications

    Student Employment/Payroll I. General…………………………………………………………………... 13

    A. Eligibility

    B. Regularly Scheduled Classes

    II. Hourly rate employee rules…………………………………………... 13-14

    A. Work Permit, SS Card, W-4

    B. Report Time

    III. Annual Stipend employee rules (bi-weekly)

    Travel Processing

    I. Traveling Process……………………………………………………. 14-15

    A. SG Travel Form

    B. Reimbursement Basis

    C. Special Request Funding

    D. SG Travel Forms

    E. Receipts

    F. Group Leader’s Responsibilities

    G. Timely Reimbursements

    H. Items NOT Reimbursed

    Collection of Cash/Uniform Cash Receipts

    I. “Outside Revenue”……………………………………………………….15

    Additional Information

    I. Save A Lot of Trouble……………………………………………………15

    A. Contact SG Treasurer’s Office

    B. Memorandums

    II. Closing of Accounts……………………………………………………... 15

    A. SG Fiscal year

    B. Special Request Accounts

    C. Blanket Purchase Orders

    Financial Research……………

    5

INTRODUCTION TO STUDENT GOVERNMENT FINANCE MANUAL

This Finance Manual is an informative manual meant for organizations registered with the

    Center for Student Involvement and are funded with Activity and Service (A&S) Fees. Only

    student groups receiving A&S Fees are covered by the material in this manual.

The Student Government Finance Office (SG Finance) administers the allocation of Student

    A&S fees. A&S fees are authorized under Florida Statute 1009.24. Fees and are collected by the

    University of Florida’s Registrar’s Office as a component of tuition in the amount recommended

    annually by the A&S Fee Committee and approved by the Board of Regents. The current A&S

    fee is $9.24 per credit hour.

Florida Statute 1009.24 (9)(b) limits the use of A&S fees as follows:

The student activity and service fees shall be expended for lawful purposes to benefit

    the student body in general. This shall include, but shall not be limited to, student

    publications and grants to duly recognized student organizations, the membership of

    which is open to all students at the university without regard to race, sex, or religion.

    The fund may not benefit activities for which an admission fee is charged to students,

    except for student-government-association-sponsored concerts . . .

A&S are allocated by the Student Senate through the budget process. Every organization must

    have a budget which is defined as: a plan of financial operation embodying an estimate of proposed expenditures for a given period or purpose and the proposed means or sources for

    financing it. Annual budgets are allocated to meet the needs of student groups throughout the

    fiscal year (July 1-June 30). Variations from originally approved budget must be approved the

    Student Body Treasurer (SBT). The SBT has the right to ask for updated or revised budget at

    any time.

Allocation may also occur through the Special Request process, which furnishes emergency

    funds for needs not anticipated during the budget process. Special Requests are for event(s) or

    project(s) not previously budgeted. Once these allocations are approved by Student Government, the SG Finance Office administers the lawful spending, auditing and reconciliation of A&S fees.

The SG Finance Office is available to answer any questions, concerns or problems you may have.

    Visit the office in Room 337 of the J. Wayne Reitz Union, or call 392-1623, extension 337,

    between 8:00 a.m. and 5:00 p.m., Monday through Friday.

ABOUT THE SG FINANCE MANUAL

    I. Purpose of the SG Finance Manual

This manual is written for financial representatives of SG-funded student organizations to inform

    them of the policies and procedures of SG Finance so that they can manage A&S fees efficiently.

    It covers the basic financial policies of Student Government and outlines the responsibilities,

    6

restrictions and penalties related to the use of A&S fees. The manual is revised and updated as

    changes occur. This copy is updated through the date listed on the cover page.

II. Authority and Effect of the SG Finance Manual

The policies and procedures outlined in this manual are a compilation of the rules and laws that

    govern the operation of SG Finance. Florida Statutes, the University of Florida Handbook on

    Business Procedures, and the Constitution and Statutes of the University of Florida Student Body

    provide the authority and contain the laws that support these policies and procedures. Relevant

    statutes will be referred to throughout this document. These statutes must be strictly adhered to

    and will be vigorously enforced. Failure to comply with the provisions of this manual will result

    in action by the Student Body Treasurer or the Student Senate under Chapter 806 of the Student

    Body Statutes. The misuse of Student Body funds is an offense against the Student Body and is

    punishable through Student Honor Court proceedings.

III. Duties of Student Government Funded Organizations

A. Each organization, funded wholly or in part by Student Government, must obtain a copy

    of, and is responsible for compliance with, the contents of the SG Finance Manual and

    the Student Body statutes regarding financial transactions.

B. Financial representatives of each organization must turn over all financial materials to

    their successors at the end of their terms of office.

C. Financial representatives are required to report to the SG Finance Office to sign a

    signature card, authorizing their signature on Student Activity Requisitions (SARs).

    Representatives are required to participate in finance training, which will be arranged by

    the Office of the Treasurer.

D. Notify the SG Finance Office of change in officers.

E. The organization is responsible for acting in accordance with the constitution and statutes

    of the Student Body, which have precedence and authority over all Student Government

    funded organizations. These statutes are written to prevent the misuse of Student Body

    funds and to provide equal access for all students to the benefits of Student Body funds

    expenditures.

IV. Student Government Funding Guidelines

A. The organization must be officially registered with the Center for Student Involvement. Any

     unregistered organization or any organization with a deficiency listed on the “Registered

     Suspended Student Organizations” report will not be allowed to submit new SARs.

B. Organizations must re-register each Fall semester to complete eligibility requirements.

C. The President and Treasurer of each student organization are required to sign the “Statement

    7

     of Understanding. Signature acknowledges understanding of SG Finance procedures and

     policies.

D. New organizations must be registered for eight weeks before receiving funds under the

    budget process. This does not preclude a new organization from requesting funds under the

    Special Request process.

E. SG funded organizations may not charge membership fees.

F. SG funded organizations may not charge any student anything to attend an event.

G. Organizations may not expend money without the prior approval of the

    Student Body Treasurer.

STUDENT GOVERNMENT FINANCIAL PROCESS

    I. Budgets:

The budget process is the primary means where A&S fees are allocated to student organizations.

    Student Government Budget Request information is available in the Student Government

    Finance Office, Room 337 J. W. Reitz Union.

A. Budget Request Preparation

    1. Budget requests should be filled out to represent the needs of your organization for the

     next fiscal year as accurately as possible. Student Government establishes line items

     (e.g., programs, travel, operating capital outlay, etc.) in all student organizations'

     budgets to restrict spending to the originally requested spending area.

    2. The deadline for submission of Student Government budgets for student organizations

     is in the Spring semester preceding the fiscal year for which funds are requested.

     Budget requests submitted after the deadline will not be accepted. This deadline will

     be advertised at least 30 days in advance in a campus-wide publication.

    3. The Senate Budget Committee will notify all relevant organizations of forthcoming

    deadlines and budget hearings by mail or by telephone.

    4. Information and automated budget submission form can be found at website:

    www.sg.ufl.edu/budget/

B. Budget Process

    1. After you submit your budget request, the Senate Budget Committee will contact your

    organization and review your budget at least twice before it is submitted with

    amendments to the Student Senate. Attendance at these meetings is mandatory.

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    2. The Student Senate then reviews the Student Government Funded Organizational

    Budget. A Senator, in accordance with the rules of Student Senate, may offer any

    amendments to the budget.

    3. Attendance must be recorded for all events and organization meetings in accordance

    with Student Body Law 2003-L-113. These attendance numbers are required

    information on your budget submission. In the event a budget is submitted without

    attendance numbers, the Budget Committee has the option of refusing to hear the

    budget request.

    II. Finance Statements

    Finance statements are currently printed on the first business day of each month.

    Statements will soon be added to online Docutraq system. The electronic statements will reflect

    activity through completion of prior business day.

    III. Line Item Transfers

A. A Line Item transfer is the movement of funds allocated to an organization by Student

    Senate from their original line into another specified line item of the same student

    organization. Each organization has the authority to transfer up to fifteen hundred

    dollars ($1,500.00) within its line items once per semester (Fall, Spring and Summer)

    with a written request and approval by the Student Body Treasurer. Required form is

    available in the SG Finance Office Room 337 JWRU.

B. Line Item transfers over fifteen hundred dollars ($1,500.00) shall be treated as an

    authorization. These transfers must pass a two-thirds (2/3) vote of the Student Senate on

    an initial reading.

    C. Any transfer by an organization under the authority of BOCC must be approved by a

    majority of the BOCC Executive Board in addition to Student Body Treasurer or Senate.

    D. Transfers from the “Copies” line is prohibited.

    E. Line Item transfers into travel, awards, food or off-campus line shall be treated as an

    authorization. These transfers must pass a two-thirds (2/3) vote of the Student Senate on

    an initial reading

    IV. Special Request Process

A. This process exists to allow allocation of funds for events or projects not previously

    budgeted. Special Request Forms are available in the Student Senate Office and must be

    submitted to the Student Senate Office at least eight (8) weeks prior to the date the money

    is needed.

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    1. Organizations that are academic in nature may receive Special Request funds only

    through the Board of College Councils.

    2. Events that receive funding through the Special Request process for two

    consecutive years shall thereafter be ineligible to receive funding through this

    process.

    3. No organization, except a new organization not already budgeted, may obtain an

    annual budget through the Special Request process.

    4. An organization receiving a budget in the current year may not submit a special

    request for additional administrative funds as a supplement to their annual budget.

    5. Requesting groups are required to exhaust all other external funding sources

    before seeking Student Body funds.

B. Special Requests are reviewed by the Senate Allocations Committee before being

    forwarded to the Student Senate for consideration. Your organization is strongly

    encouraged to attend the hearing for your request to answer any questions the committee

    may have.

C. For special requests involving travel, reimbursement shall not exceed 50% of the

    per-person amount.

EXTERNAL INCOME

    I. External Income

This income consists of funds received from sources other than Student Government. External

    income must be reported to the Treasurer's Office within fifteen (15) days of receipt. Failure to

    comply will result in a suspension of A&S fee disbursements.

II. External Income Line Item

A. External income must be deposited at the SG Finance Office into the organization's

    account under a line item titled "Outside Revenue." Organizations are not allowed to

    have accounts outside of Student Government.

B. No A&S fees may be deposited into the "Outside Revenue" line item.

C. Organizations should use external income to help sponsor programs that are funded by

    Student Government. External income may be used for purchases any material or

    services with the exception of alcohol. Unencumbered external income will be carried

    forward into the next fiscal year and is not subject to reversion.

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