Fall 2010 Budget Information Session
Thank you for attending the SGA‟s Fall 2010 Budget Information Session. In order to
receive SGA funding for the spring semester, you need to sign up for a Budget Meeting time outside of the SGA Office. If you have a problem with the times please contact me ASAP.
The student government funding comes from the Student Activities fee that all students pay. At the end of the year, the money is taken from all of the individual accounts and placed back into the main SGA account. This money is then rolled over to the next fall. However, from the fall to the spring semester, the money rolls over in individual accounts, leaving the leftover fall funding to be spent in the spring. We do not operate on a “If You Don‟t Use, You Lose” system. We would rather you spend your funds
responsibly then see you use all of your funds. One goal for budgets this year is to have realistic spending goals in order to solve this problem.
Over budget weekend on September 17th and 18th, each club‟s leader and treasurer will be required to attend a 10 minute budget meeting. During this meeting we will discuss the appropriateness of your budget and make any necessary modifications.
Guidelines for SGA Budget Spending:
; Any funds spent should contribute to Washington College and/or the surrounding
; Funds may not be spent on activities that do not promote the club‟s mission and
do not benefit the club as a whole.
; Funds may only be spent following the club‟s approved budget. If a club wishes
to change their approved budget, they must submit any changes to the Financial
Controller. Any allocated funding leftover from an event may be reallocated to
another event. The club must inform the Financial Controller of these changes.
; Any item that is purchased with club funds (either SGA allocated or fundraised or
donations) must remain at Washington College, i.e. books, videos, computer
programs, banners, uniforms, equipment, etc.
; Academic Honor Society Induction dinners must be directly related to the
mission of the club. Funding will be allocated at a maximum of $10 per new
inductee. Only one formal dinner per club, per semester.
; Funds may be spent on mileage, but not gas. There is a separate form for mileage
requests. Mileage is reimbursed @ $ 0.42/mile.
; Funds may be spent on T-shirts for club members to fundraise for their clubs.
; Funds may not be spent on social events that are not open to the entire campus
(i.e. invite-only socials).
; SGA funding may not be spent on gifts and prizes.
; Funds may not be spent on alcohol.
Budget Proposal & Budget Guidelines
Your Budget Must Include:
Budget Proposal Form:
; Mission Statement:
-The mission statement should include your organization‟s principles, purposes,
; Service Statement:
-The service statement should answer the following questions. How is your club
contributing (in terms of time, energy, support, help, or money) to the Washington
College campus, (and/or) the community of Chestertown, (and/or) the
; Active Member List:
-Must include Executive officers and advisor with all updated contact information
Event Proposal Form
-You must submit the breakdown of each event, including description of event,
date of event and the specific cost breakdown for the event.
Guidelines for Budget Meetings:
; Both the club President and Treasurer MUST attend the same meeting. ; Budget meetings will last approximately ten minutes; if either club representative
is late or absent you must reschedule your appointment.
; If you are unable to meet during any of the scheduled times, please contact
Financial Controller Laura Mire (firstname.lastname@example.org) immediately.
; The budget committee reserves the right to request a second meeting with any
; All clubs are required to turn in a completed budget as requested during the
Budget Informational Session to the SGA office by no later than 6 pm on
Thursday, September 16th. The budget must include all aspects covered during
the Budget Information Session: the Budget Proposal Form and Event Proposal
Form breaking down each event seperately
Methods of Spending
Students may make purchases with their own money (cash, check, credit card) and then request reimbursement. In this case, the student MUST save all original receipts in order
to be reimbursed. The student must attach all original receipts to a requisition form and turn it into the SGA Office. Photocopies of receipts will not be accepted.
Students may request payments to be made to a third party. For example, if a DJ is hired at an event, the student must have the DJ or company fill out a W-9 Form, an invoice with the amount due, and turn both of these forms into the SGA Office attached to a requisition form. The Business Office will then mail the check directly to the DJ or company.
A student may request for a check to be made in advance for payment to a third party. The student must submit a bill for the amount of the check, attach the bill to a requisition form, and turn it in to the SGA Office. This should be done at least two
weeks in advance in order to ensure that the check is cut in time.
If the student is not able to purchase more expensive items from a company with his or her own money, they may acquire a Purchase Order to send to the company for payment. In this case, the student must complete an order form from the company and attach a printout of the completed order form (including taxes, shipping, etc) to a req. form and turn it into the SGA Office. The Financial Controller will then notify you when the Purchase Order is ready.
Students may not receive cash advances. Club advisors may receive cash advances to use for the purchase of items for events. Students must submit full details of the intended use for the money on a requisition form and turn it into the SGA Office. Please allow at least one week to ensure that the check is cut in time. Failure to turn in receipts and/or leftover cash equal to the amount of the advance is a violation of the Honor Code and will be dealt with accordingly.
Students may request up to $50 in petty cash from the SGA Office. Forty-eight hour notice is required prior to receiving petty cash. All change and receipts must be returned to the Financial Controller in a sealed envelope within one week. Failure to do so will result in the loss of petty cash privileges and possibly Honor Board action. How to Fill in a Requisition Form
For a Cash Reimbursement
When a student makes a purchase with his or her own money (cash, personal check, or credit card) the student may apply for reimbursement. At the top of the form, the student must fill in the name of the person receiving the funds, that person‟s address („on-
campus‟ or the off-campus address), whether or not the requisition is for a purchase order, and the due date (the date requested for, i.e. 09/08/08). The student must then fill in the club‟s account number, the club name underneath the account number, the line item number, and a complete description on what the funds were used or are being requested for. Do not simply write „gas money.‟ An appropriate example would be to write „gas
money for ten students for transportation to the Women Scientist‟s Exhibit in D.C. on 09/27/08.‟ A list of everyone who attended must also be included. In abbreviation, the „who,‟ „what,‟ „where,‟ „when,‟ „why,‟ and „how much‟ of the event must be included. Fill in the total cost of each item (don‟t forget tax) and total ALL items (including tax) at the bottom where it says “Total.” If you have any special instructions,
please stipulate them where indicated. On the line that says “Requested By” must be the
signature of BOTH the club leader AND treasurer and must be dated. A requisition form WILL NOT be processed without both signatures. The original receipts must be stapled
to the back of the req. form. Photocopied receipts will not be accepted. The receipt must have the date, the name of the item, and the cost of the item. If the receipt lacks any of these, the student must have a store manager fill in the missing information and sign to verify. The acceptance of all receipts is at the discretion of the Financial Controller and
the Business Office. The student must then turn the requisition form into the SGA Office for consideration for reimbursement. If any part of the requisition form is incomplete, illegible, or incorrect, it WILL NOT be processed until the club leader comes to the SGA Office and corrects the information.
Please refer to the provided requisition form in the back on the packet for further instructions.
For the Payment of a Third Party
When a student requests payment to a third party (for example, a DJ), the student must fill out the requisition form as stipulated above, with the following
modifications. Instead of attaching receipts to the requisition form, the student must attach a completed W-9 Form from the third party and an invoice with the amount due. The Business Office will then mail the check directly to the third party. If the student wishes to have a check available on the date that the third party is at the school, then the student must obtain the W-9 Form and the invoice from the third party in advance and turn the requisition form in at least two weeks prior to the date to ensure
that the check is cut on time.
If a student is not able to purchase more expensive items with his or her own money, they may request a Purchase Order for payment. In this case, the student must complete an order form from the company and attach the full total (including taxes, shipping, etc) to a requisition form and turn it into the SGA Office. The requisition form should be filled out as stipulated in “For a Cash Reimbursement.” The Financial Controller will then
notify you when the Purchase Order is ready.
Students may not receive cash advances. Club advisors may receive cash advances to use for the purchase of items for events in the amount up to $200. The student must complete the requisition form as stipulated above with the following modifications. Instead of a description of how the money was spent, include a description of the intended use of the funds and an approximate total of each item. Clubs must turn in receipts and/or change
equal to the amount of the advance. Failure to do this will not only result in the loss of cash advance allowances for the club, but it is also a violation of the Honor Code and will be dealt with accordingly.
Requisition forms must be turned in, completed, by Wednesday at 3pm in order to receive your check by the Friday of the following week, provided that is the due date you have requested.
No requisition forms will be accepted after 30 days from the date of the event for which the items were purchased. It is expected that you turn your receipts in periodically and in a timely fashion. Receipts that are not readable will not be accepted.
If any part of the requisition form is incomplete, illegible, or incorrect, it WILL NOT be processed until the club leader comes to the SGA Office and corrects the information. The Financial Controller will notify the club leader and treasurer that a correction needs to be made and it is the club leader‟s responsibility to make the correction and resubmit the form. If it is not resubmitted by Wednesday at 3pm, the Financial Controller cannot guarantee that the reimbursement will be received by the Friday of the following week. If the club leader does not make the correction, the requisition form WILL NOT be processed. If there are any questions regarding the appropriate way to fill in a requisition form, please ask the Financial Controller rather than turning in an incomplete or incorrect form.
Students may request up to $50 in petty cash from the SGA Office. The student must obtain a blue Petty Cash Form, fill it in accordingly, and turn it into the SGA office. Forty-eight hour notice is required prior to receiving petty cash. The Financial Controller will notify you when the Petty Cash is available and it may be picked up during the Financial Controller office hours, or at a designated time. Similar to the requisition form, the description must include a complete account of what the funds are being requested for. Again, the „who,‟ „what,‟ „where,‟ „when,‟ „why,‟ and „how much‟ of the event must be included. All change and receipts must be returned to the VP of Financial Affairs in a sealed envelope within one week. Failure to do so will result in the loss of petty cash privileges and possibly Honor Board action. The payee must sign the Petty Cash form when returning the cash and receipts to verify that the correct amount was returned.
Washington College does not reimburse for gas only for mileage. If a club takes a trip and would like to be reimbursed for the gas mileage that was used, the student may fill out a purple Travel Expense Report. Next to „Purpose‟ please fill in the „who,‟ „what,‟
„where,‟ „when,‟ and „why,‟ of the event. If there is inadequate space, the blank square
on the right of the form may be used. If you do not keep track of the mileage on your odometer, please use a program such as Map Quest to approximate mileage. The Business Office WILL double check the mileage, so be honest. If more mileage was used while driving at the destination (that relates to the purpose of the visit), please stipulate that in the description. Again, both the President and Treasurer of the club must sign the form.
Fundraising, Donations, and Dues
Unfortunately the SGA budget cannot provide for every activity that clubs wish to do. The SGA has set down basic guidelines in order to promote fair and responsible spending at the same standard for every club. If a club wishes to spend funds on items not allowed by SGA guidelines, the club must use funds that they have either fundraised, had donated, or collected with dues. If a club wishes to have refreshments at every meeting, the SGA strongly encourages collecting dues from members to support this. The SGA also encourages fundraising. Fundraisers are a great way to not only promote your club, but to also raise the necessary funds for events that the SGA may not be able to allocate money. Seeking donations is also an excellent way of acquiring more funds. Any money raised through these means will be kept in the club account until they are spent on things that have not been SGA allocated. On a requisition form, the club must stipulate that a specific item should be paid for using „non-SGA‟ money. If a club
does not use all of their „non-SGA‟ funds, the funding will remain in the account from
year to year.
Each club has a mailbox in Hodson Hall outside of the SGA office. Please check your mail periodically. Make sure that your club‟s name is on the mail you are taking.
The copier in the SGA Office is available for clubs to use for copying that is pertinent to your clubs functioning. There is paper in the office. If you do not know how to use the copier, please ask someone.