Slt module 1. financial (1)

Slt module 1. financial (1)

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  STUDENT CLUB LEADERSHIPTRAINING SPRING 2016 ONLINE MODULE #1: STANDARD OPERATING PROCEDURES & FISCAL OPERATIONS OKENYA A. WILLIAMS VICE PRESIDENT FOR BUSINESS & FINANCE SUNY OLD WESTBURY STUDENT GOVERNMENT ASSOCIATION
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  SGA FINANCIAL STANDARDOPERATING PROCEDURES Vice President of Business & Finance Standard Operational Procedures A. REQUIREMENTS TO APPLY FOR STUDENT GOVERNMENT ASSOCIATION FUNDING Student clubs and organizations can apply for Student Government Association funding by meeting the following criteria: 1) New clubs and organizations may apply for funds and, submit proposals for club pool funding upon the chartering of the club by the Student Government Association. 2) Be inclusive and be open to all students. 3) To receive an annual budget, complete a Student Government Association budget application, which must be submitted by the date indicated on the budget application distributed by the Student Government Association Vice President of Business & Finance, during the spring for the upcoming academic fiscal year. 4) Attend a budget allocation hearing with the Budget committee in attendance.
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  B. FACTORS TOBE CONSIDERED DURING BUDGET ALLOCATIONS Budget Committee shall consider the following factors when determining a Club Budget allocation and/or club pool: 1) No club, organization, or entity shall be denied the right to funding from the Student Government Association on the basis of belief, philosophy, creed, opinion, religion, or partisan political persuasion. 2) No club, organization, or entity recognized by the Student Government Association and guaranteed the right to funding, shall be denied the right to use its funding to carry out its mission, goals, and activities. 3) All clubs, organizations, and entities recognized by the Student Government Association are guaranteed the same criteria for student-based funding provided that the club serves the mission, fosters the growth of communities, is open to all student activity fee paying students, and is fiscally responsible. Funds shall be used for purposes as defined in SUNY Board of Trustee policy 302.14 and the requirements as set by the SGA in conjunction with CSLI which contribute to the marketplace of ideas, serve the community, and advance the mission, goals, and activities of the club recognized.
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  4) All clubsmust have four events during each academic semester equaling eight programs per year; otherwise the club will be penalized and will not receive the maximum allocation ($8,000 per year/$4,000 per semester). Club budgets will be determined based on various factors (See appendix A for budget allocation worksheet). In addition, being late to chosen/assigned budget hearing is $500.00 deduction and an absence will result in a deduction of $1,000.00. If previous advances have not been cleared, club will not receive the requested amount until the fiscal issues are reconciled. Any student club who requests/miscalculates in excess of the $8,000.00 maximum allowable annual budget will automatically be deducted 10% from the maximum allocation ($800.00). 5) Clubs have the option to host Late Night Programming herein referred to as LNP, (all LNP factors are subject to review by the VP of Programming). Clubs that host LNP will be granted incentives that will be determined by the SGA. 6) New clubs may request the full cap after an academic year of being registered as a new club by the indicated deadline. Clubs chartered in the fall semester meeting all requirements may apply for annual budget allocation in the spring for the following academic year, clubs approved in spring and meet requirements must continue to request funds from club pool until they have existed for one academic year.
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  7) Student activityfees must be disturbed in a viewpoint neutral manner, and with equal protection under law afforded to all club, organization, or entities recognized by the Student Government Association. 8) The Student Government Association shall make no law or policy establishing separate criteria for receiving funding, including on the basis of the viewpoint of the club, organization, or entity recognized, the types of beliefs and opinions which are being expressed, or the manner in which those ideas are being distributed. 9) This section shall not be construed to mean that funding levels shall be equal for all clubs and organizations. Any club, organization or entity recognized by the Student Government Association and guaranteed the right to funding shall operate with an appropriate level of funding by the Government to function effectively in carrying out its mission, goals and activities. The Government shall take into consideration then organizations duly adopted constitution, the written plan for expenditure of allocated funds, the past record of the organization’s utilization of its allocations, the number of students served by the funded activities of the organization, whether the organization is in good standing with the Government and considerations of fiscal prudence. 10) Ensure compliance with the Student Government Association Constitution, SOP’s. A failure to comply with Student Government Association’s governing documents may result in the reduction of a club/organization’s budget in the following year.
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  11) Review complianceof club/organizations with their own constitution and mission statements. 12) If the Vice President of Clubs and Organizations believes that there is a duplication of services, this should be noted to the Budget Committee. If the Budget Committee concludes that there is a duplication of service, the Vice President of Business & Finance shall recommend denial of funds for an expenditure. 13) Review history of club/organization’s membership. 14) Evaluate the club/organization’s effectiveness in serving its constituents. 15) Evaluate club/organization’s previous programs and activities through mandatory program reports. 16) Review whether the club/organization has been fiscally responsible with its budget in the past. 17) Review whether the club/organization has maintained adequate controls over its inventory. 18) Review club/organization’s co-sponsorships 19) Review club/organization’s fundraising activities. 20) Failure to adhere to viewpoint neutral criteria shall be considered a “wrongful act of substance”. 21) Responsible and timely return of any issue cash advances/receipts.
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  22) After allthe relevant factors have been considered by the Budget Committee, each item shall be allocated an amount to which they are eligible to receive on the final budget. Then, the Budget Committee shall make considerations of fiscal prudence to ensure that the budget is balanced; each item in the line budget, excluding items which are under contract, subject to law, or only requested the minimum that the club, organization, or entity recognized by the Student Government Association needed to fulfill its mission, purpose, and goals, shall be apportioned the exact percentage reduction or addition in order to balance the budget. C. DISBURSEMENT OF BUDGET 1. Types of Disbursements: Requests for the disbursement of funds are divided into the following categories: a) Advances: Advances are requests for checks made payable to vendors, such as Party City, Home Depot, local restaurant, etc. Original itemized receipt substantiating the advance must be submitted to the Vice President of Business & Finance via scan or photo on Campusvine within two (2) weeks after the event and the items listed are utilized. If proper documents are not received within two (2) weeks, club’s budget will be frozen. All outstanding advances will affect club budget for following semester. b) Cash Advances: Have a maximum withdrawal of $100.00 per club/organization by a student executive board member. Additional advances cannot be permitted until prior receipts of transactions have been submitted. c) Faculty/Staff event supervisor: Off campus trips or weekend activities/conferences which require supervision and access to college facilities, require the attendance of a faculty or staff member to be approved by the SGA advisor (the only advisor overseeing all clubs).
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  Compensation will beprovided at a rate of $100.00 per event. Faculty/Staff overseeing an off campus conference will receive a flat rate of $100.00 for the duration of the conference in addition to hotel, travel, and meal expenses. d) Contracts: Contracts between clubs/organizations and outside vendors/contractors can only be signed by the designated Student Government Association Executive Board Members. e) Invoices: Original invoices should be submitted via Campusvine within ten (10) business days of service being received. 2. Reimbursements: All requests for reimbursement must be accompanied by original itemized receipts, along with voucher. Reimbursements must be pre-approved by the Vice President of Business & Finance. Anyone who has made a credit card purchase must show proof of purchase by receipts including confirmation and/or credit card bill (be sure to “black out” all personal purchase info and card number information.) A request for funds from Student Government Association must be submitted via allocate/Campusvine. 3. Check Request Voucher Process. It is important to note that completed check request vouchers requesting disbursements must be submitted via Campusvine/allocate. 4. Check Request Voucher Approval. In order for a club/organization to request a disbursement, it must first submit a voucher TWO WEEKS prior to an event. In order for a voucher to be approved, the following procedures must be adhered to: a) Voucher must be submitted via Campusvine/allocate b) Voucher must have been approved and signed by the club’s President and Treasurer, unless it is an SGA budget line which is to be approved and signed by the SGA President and SGA Vice President of Business & Finance, except for the Senate Programming, Student Programming and Concert budget lines. Senate Programming will be approved by the Executive Vice President and Vice President of Business & Finance. The Student Programming and Concert budgets will be approved and signed by the Vice President of Programming & Operations and the Vice President of Business & Finance.
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  c) Attach viascan or photo a invoice and a detailed list of the items being purchased. d) Voucher must have original itemized receipts attached via scan or photo where applicable. e) Original receipts must then be handed in to the Vice President of Business & Finance or the Office Manager. f) An event must be advertised via Campusvine posting. g) Attach via scan or photo the flier for the event. h) Completed vouchers should be submitted via Campusvine/allocate by Tuesdays 3pm. No exceptions will be made after this time deadline. Checks should be available by the following Friday. Checks may be available on Thursdays, email the Vice President of Business and Finance through your clubs official school email address to pick up a check. i) Contracts are to be signed by the Student Government Association executive board member as stated in SGA constitution, vendor representing the service provider and will be reviewed by the CSLI director. Contract must be attached via scan or photo for check preparation. j) Original contracts must be submitted to the Vice President of Business & Finance or the Office Manager. k) Completed W9 form must be submitted to the Vice President of Business & Finance or the Office Manager in order to process the vendor/person.
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  5. Voucher Rejectionby the Vice President of Business & Finance. Vouchers can be rejected for the following reasons by the discretion of the Vice President of Business & Finance: a) Missing documentation such as: 1. Contract Request Forms. 2. Original Receipts/Invoices. 3. W9 tax identification form 4. Fliers b) Incomplete information c) Paperwork submitted late (not within the designated timeline) d) Lack of funds in the club/organization’s account. e) Budget frozen because of noncompliance with Student Government Association’s procedures. f) Current club/organization’s constitution or bylaws not on file. g) Updated registration incomplete for current semester. h) Outstanding advance/missing receipts. i) Inventory list not on file.
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  j) Rejection bythe Vice President of Business & Finance, Fiscal Agent or Center of Student Leadership and Involvement (CSLI). Vouchers can be rejected for the following reasons: 1. The expenditure is not in accordance with the stated mission, purpose, and goals of the club, organization, or entity recognized by the Student Government Association. 2. The expenditure is fiscally irresponsible. 3. The expenditure is a violation of the Student Government Association’s procedures or the constitution. 4. Vouchers which have been rejected for any reason, will not be signed and an explanation will be posted via Campusvine/allocate. 5. Use of funds does not fall within the SUNY guidelines – policy 302.14. D. CO-SPONSORSHIPS 1) Student Government Association funded club/organizations are not allowed to do internal transfers between budgets. However, Student Government Association clubs/organizations are encouraged to co-sponsor events. 2) Following are the two types of co-sponsorship: a) Co-sponsorships between Student Government Association funded clubs are encouraged and seen as both desirable and beneficial. The written co-sponsorship agreement describing who shall pay for which expense should be handed in. If there is a net profit from the ticket sales for the event, the percentage will be split. No more than 50% of a Student Government Association funded club/organization’s budget can be utilized for Co-Sponsorships with other Student Government Association funded club/organization. Clubs/organizations are encouraged to utilize their funding to build their own organization.
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  b) Co-sponsorships betweenStudent Government Association and Non-SGA funded groups will require that the written co-sponsorship agreement be handed in, describing who pays for which expenses be pre-approved by the Vice President of Business & Finance and CSLI Administrative Director of the party requesting funds. If there is a net profit from the ticket sales for the event, the percentage split between and among the co-sponsors should be stated on the approved co-sponsorship agreement. All ticket sales and expenses must be processed through the funded Student Government Association club/organization via University Tickets. E. RECEIPTS 1) All receipts are due no later than two (2) weeks after the event the items listed are utilized. 2) If receipts are not handed in to the Vice President of Business & Finance or the Office Manager by the deadline, the club will be placed on a blue list and budgets will be frozen, until receipts are submitted. 3) Any invoices that have not been submitted for payment by the club within 10 business days of receipts will be processes by SGA from the appropriate club account. F. EQUIPMENT 1) Student Government Association’s fixed asset policy is to capitalize fixed assets with a value of $500.00 or greater, except for audio visual equipment and printers, which are capitalized at $100.00 or greater.
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  2) Equipment shouldbe purchased in accordance with the club/organization’s mission. If a club/organization ceases to function, or does not use the equipment in an appropriate manner (i.e. for financial gain), the equipment must then be returned to Student Government Association. 3) All equipment must be kept with the Vice President of Business & Finance’s storage area. 4) No equipment shall be disposed of without prior authorization from the Student Government Association Vice President of Business & Finance. G. FUNDRAISING AND REVENUES 1) As a general rule, Student Government Association clubs/organization should provide free or at least inexpensive services/goods to their constituents. All revenues generated must be collected by the Vice President of Business & Finance. 2) Donations: The student activity fee cannot be donated to charities. However, the proceeds of a fundraiser held by a recognized student club/organization can be donated. Fundraising must be pre-approved by the Vice President of Business & Finance and CSLI Administrative Director. The proceeds from fundraising must be deposited into the Student Government Association club/organization’s account and a check will be written from the account. If a fundraiser fails to generate revenue beyond expenditures, no funds can be donated. 3) Receipts must be made to anyone who donates in excess of $10.00.
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  H. COMPLIMENTARY TICKETPOLICY 1) All complimentary attendees must be identified as a “comp” on ticket list and provide all other requested information as any attendee would. 2) If attendee is not on/does not have a complimentary ticket/ list, they must have a paid ticket with their information. I. BUDGET COMMITTEE/CLUB POOL ALLOCATIONS 1) Budget Committee will hold biweekly budget meetings according to the academic calendar. 2) The proposal application must be completely filled out and submitted to the Vice President of Business & Finance no later than a week prior to the meeting. 3) All clubs who have exhausted their budgets may submit a proposal; approval is at the discretion of the VP of Business and Finance, and the budget committee. 4) A member of the Executive Board, or representative of organization, must present in order for the proposal to be considered valid. 5) Student Government Association must be included in the promotion of the event (i.e. fliers) when club pool is used.
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  6) Attendance ismandatory. Clubs will be deducted 10% of their budget based on their 1st unexcused absence, 20% for the 2nd absence, 50% for their 3rd absence, after the 4th absence 100% of the clubs budget will be revoked and distributed back into club pool permanently for all clubs to be able to use. All clubs, despite deductions or lack of funds, will still be required to fulfill their 8 program requirements; Clubs will be expected to utilize club pool to attain funding and complete programming. 7) All clubs/organizations interested in receiving funding from Club Pool must first be preapproved for all expenses (cash advance, reimbursements, etc.) Failure to do so will result in an automatic denial upon actual request. 8) In the event that Club Pool has covered any fiscal responsibilities of a club or organization without prior approval, they will not receive funding for the remainder of the current and subsequent semester. J. STIPENDS (BY THE DISCRETION OF THE BUDGET COMMITTEE) 1) The Student Government Association Executive Board (excluding the Vice President of Business & Finance) will be paid $12.00 an hour for a maximum of eight (8) hours per week and required 5 office hours. 2) The Vice President of Business & Finance will be paid $12.00 an hour for a maximum of sixteen (16) hours per week and required 8 office hours. 3) The Student Government Association Senators will be paid minimum wage per hour for maximum of seven (7) hours per week 4 required office hours (2 receptions hours included). 4) The Student Government Association Judicial Officers will be paid minimum wage per hour for maximum of four (4) hours per week. 5) Members at Large are not to be compensated for their time or responsible for office hours. Their time is voluntary.
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  • Most ofthe forms that you need are on OWSGA.com. (For ex: dates for meetings are under student club requirements) Other forms such as W9s and tax exempt forms can be found in the SGA office. • We are tax exempt, hence we do not pay taxes for expenses. If a person goes shopping without a tax exempt form they are responsible for the taxes, not SGA. Obtain a tax exempt form before shopping, it must be signed by the Vice President of Business and Finance. • All vendors must accept business checks; no physical cash will be given as payment to a vendor/artist/DJ/performer or any service provider. If a vendor is not cooperating when you try to pay them with a check, bring the check back to the Vice President of Business and Finance so it can be voided. DO NOT use checks for any other expense unless pre-approved by the Vice President of Business and Finance and it is done within the allotted time frame. • Do not deposit checks that are not in your name into your account, that is considered fraud and will become a legal issue. Checks that are missing, or expenditure is not supported with any type of proof of payment will be traced.
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  • Only aninvoice is payable. Quotes (payment estimates) are only to be used for those allocating through club pool. • We do not make down payments, if an exception is made it must be available by contract (only can be signed by the VP of Business and Finance or the VP of Programming along with the SGA adviser and the vendor must be able to reschedule in case something happens. We do not render payment until the day of or after the event. • All Physical receipts must be handed into the Vice president of Business and Finance within two weeks of expenditure. • Want to use a vendor but they are not on campusvine? Have them sign a W9 along with their phone number and submit it to the Vice President of Business and Finance. This is best done in advance before you plan to use them. • Current students cannot be paid for events • The unit cost for an item cannot exceed the student activity fee of $87.50. • All emails to the Vice President of Business and Finance about anything involving the club must be done through the clubs email address or the Vice President of Business and Finance does not have to respond. • A vendor getting paid on time is all on you. Do everything in advance to make life easier for everyone. • All reimbursements must be pre-approved by the Vice President of Business and Finance. If a person does not do this and the expense is deemed unnecessary for programming etc., the reimbursement can be denied.
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  It’s the beginningof the year. This is what you should be doing: • SOP review is mandatory for all clubs; the President and Treasurer are required to go since they will be the ones signing off on vouchers on campusvine. All other members can also attend. If this is not done, a club cannot request any funds from club pool or use their budget for vouchers on campusvine. • Make sure all members have registered on campusvine with their oldwestbury email address only. Also make sure that they edit their profile and add their address, this makes members reimbursable. • Hand in W9s for all e-board members. This will ensure that if you spend your own money during the year you can make a reimbursement and get your money back.
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  Programming • Utilize yourresources. The Vice President of Programming is there to help you. • Plan ahead! Budget responsibly! • Facility requests are due a month before a program happens • Vouchers are due two weeks before a program. Include the name and date of program when making the voucher on campus vine along with the required documents (flyer, invoice, itemized list, receipt etc). Approved Flyers are required to be uploaded to ensure that this program is happening. They have to be approved by orca tv before advertised. • Off campus trip (includes conferences)? First make sure it can even happen. Email the SGA Adviser and CC the Vice President of Business and Finance and the VP of Clubs and Orgs. If approved, read through the off campus trip policy, make sure you have a Faculty/Event supervisor and they sign the off campus trip policy as well. Make sure there are travel waivers for all of the students going on the trip (this can be signed and handed in the day of the trip). • Students cannot travel to an SGA sponsored event using any source of transportation not approved by the SGA. It is a liability and you will be documented. There will be no reimbursements for gas, tolls and travel not approved by the SGA. SGA will not be responsible for any expenses incurred for unapproved travel. • Are you a new club with no budget? Then club pool is where you can get money for funding a program. A club who has exhausted their budget or needs SGA co-sponsorship can request from club pool as well. • First fill out a budget proposal application. Then included and itemized list of what you intend to buy. If it is for a vendor, please have them send you a quote or a signed SGA contract. You will present this during the following week at the next budget meeting. It is recommended that you work on the flyer prior to requesting at budget because if approved, you will make a voucher on campusvine and the approved flyer will be requested.