SGA Code of Finance

Finance Code of the Simpson College Student Government Association

Approved-April 13, 2012

THE FORM TO REQUEST FUNDS CAN BE FOUND AT THE BOTTOM OF THE CODE OF FINANCE. 

Section 1: Recognized Student Organizations

A)   Requirements: To receive funding from the SGA Senate, student organizations shall:

1.  Be recognized by the Dean of Student Activities as a registered organization.
2.  Be a registered organization for a minimum of four weeks.
3.  Have an open membership to the entire Student Body.
4.  Announce the organization to the Student Body with continuing campus-wide communications.
5.  Organization must have a constitution on file with the SGA Secretary.


Section 2: Group Budget Allocation

 A)  Guidelines

1.  Organizations must track all purchases on Simplicity Software and compile detailed proof of all purchases at the Spring Budget Hearings. Organizations do not need to turn in receipts to the SGA Treasurer throughout the academic year, but the receipts must be archived for two years.
2.  Organizations must submit actual account balances from the Business Office for the past year at the Spring Budget Hearings and at the end of each semester.  They must also submit account balances at the beginning of the next academic year, if applicable.
3.  Allocated funds not spent by an organization will remain in the organization’s account.
4.  Organizations may request funding from the Operating Budget for its normal group operations, but may be turned down if group is deemed fiscally irresponsible.
5.  The organization’s remaining account balance will be taken into consideration during budget requests.

Section 3: Operating Budget

A)  Tier 1 Guidelines 

1.  Leadership (student officers and faculty advisor) set in place for the next semester.
2.  Express needs to receive funds for the next school year.
3.  The next year's budget planned out and set.
4.  These groups get to come to the Spring Budget Hearings.
5.  Expenses the SGA Senate will not fund are:

a.  Meetings, events and other group functions that include alcohol.
b.  Food and beverage expenses not part of a special program.
c.  Regular group meetings.
d.  Internal: prizes and awards.
e.  Donations to charity.
f.  Activities closed to any member of the Student Body.
g.  Activities where participation is required by a course, academic department or major will not be funded, with the exception of forum events.
h.  Scholarships.
i.   Weapons and ammo.

B.)  Tier 2 Guidelines

1.  Recognized student organizations must submit allocation requests at least two regularly scheduled SGA Senate meetings prior to their activity, event, or the organization’s need.
2.  All allocation requests must be submitted online by midnight Sunday in order to be considered at the next regularly scheduled SGA Senate meeting.
3.  Groups must engage in active programming throughout the semester.
4.  Expenses the SGA Senate will not fund are:

a.  Alcohol.
b.  Food and beverage expenses not part of a special program.
c.  Regular group meetings.
d.  Internal: prizes and awards.
e.  Fundraisers and donations to charity, with the exception of free-will donations.
f.  Activities closed to any member of the student body.
g.  Activities where participation is required by a course, academic department or major will not be funded, with the exception of forum events.
h.  Scholarships.
i.  Weapons and or ammo.

5.  Budget requests for any event must be submitted during the academic year of the scheduled events.
6.  If the SGA Senate allocates all of the funds from the Operating Budget, then no more allocation requests will be processed for the remainder of the academic year.

C.)  Travel and Conventions

1.  SGA may fund:

a. The cost of 6 students to attend.

2.  Most cost effective mode of travel.
3.  Requirements to receive travel funding:

a.  The group must bring some beneficial programming back to campus.
b.  Requests must be sent 4 weeks in advance.
c.  Must have the names of the people attending the event.
d.  Must have a breakdown of the travel budget.

4.  Programming must be approved before budget allocation.

D.)  Post-Allocation

1.  Organizations who have been allocated funds out of the operating budget should contact the SGA Treasurer and the Simpson College Business Office to coordinate the transfer of funds.
2.  Organizations are allowed to spend only the amount of their budget request for the purposes approved by the SGA Senate. Organizations are responsible for covering all expenses not approved by the SGA Senate.
3.  Organizations must turn in actual account balances from the Business Office to the Student Government Treasurer at the end of each semester and if applicable, at the beginning of the next academic year.
 

Section 4: Spring Budget Hearings

 A)  Procedure

1. The SGA Treasurer must send out Spring Budget Hearings allocation request applications no later than the Wednesday immediately following Spring Break to all recognized student organizations.
2.  The groups that are Tier 1 status are able to come to the Spring Budget Hearings:

a.  Groups not allowed to come to the Spring Budget Hearings must send budget requests during the next academic year.

3.  In order to receive funding from the SGA Senate, organizations must:

a.  Turn in their completed and detailed allocation request application by the designated date along with recent actual account balance from the Business Office.
b.  Attend the Spring Budget Hearings during their assigned time slot.
c.  Provide contact information for their advisor and all officers for the current and upcoming academic year.

4.  Organizations will be notified of the SGA Budget Committee’s recommendation no more than two weeks after the Spring Budget Hearings.
5.  The SGA Treasurer will notify organizations of their approved allocation amount no later than October.

 

*The SGA Budget is generated from the annual Student Government Fee.
** The Simpson College Board of Trustees and the SGA Senate must approve all changes to the Student Government Fee.
*** The Dean of Student Activities may deny any allocated funding.


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