Funding Policies

All recognized student organizations desiring to receive an allocation from the Student Activity Association must follow the recognition policies and procedures outlined in the Student Senate Handbook for Recognized Clubs and Organizations.

  1. All recognized student organizations desiring to receive an allocation from the Student Activity Association must follow the recognition policies and procedures outlined in the Student Senate Handbook for Recognized Clubs and Organizations.
  2. Any recognized student organizations desiring to receive an allocation from the Student Activity Association (SAA) shall submit a Budget Request in accordance with the procedures and deadlines established by the Finance Committee of the Student Senate.
  3. All recognized student organizations desiring to receive an allocation from the SAA must have a minimum student membership of fifteen. Only those individuals with completed release of liability/medical information forms will be considered members of a Recreation/Club Sport organization.
  4. All Student Activity Association, Inc. funded organizations shall follow the guidelines established by the Finance Committee in reference to budgeting procedures. Organizations who are found to be defunct, delinquent, or not conforming to SAA guidelines, may be subject to a budget audit and possible impounding of funds.
  5. Any organization who fails to submit a Budget Request in the spring may not be eligible to receive supplemental funding of any other Reserve Accounts.
  6. Faculty and community members in many cases are considered vital and necessary to the operation and success of a Student Activity Association, Inc. funded organization. Therefore, non-Student Activity
    Association, Inc. members should not be totally excluded from participation in these organizations. However, non-Student Activity Association, Inc. members may not hold office, vote, nor in anyway take precedence over student participation in the said organization. The Extracurricular Affairs Committee shall determine, in each organization, if non-Student Activity Association, Inc. members are vital and necessary and insure that student participation is not prohibited.
  7. Budgets turned in after the deadline, are subject to an initial deduction of 5% with an additional 1% deducted for each class day late. Budgets will not be accepted later than five class days after the deadline.
  8. Budgets not typed, submitted without a complete Activity Statement, inventory or any other required documentation will be subject to deductions at the discretion of the Finance Committee. Such deductions shall be made individually at the discretion of the Finance Committee. Inventories should include date of purchase and cost of item.
  9. The organization must be active for one year after receiving recognition from the Student Senate in order to be considered for funding. The year must be completed from the date of recognition to the beginning of the fiscal year in which the organization wishes to be funded. During this one year probationary period, the organization must raise at least $300.00 and maintain a $100.00 balance in their Club Account. This $100.00 must be present in the Club Account for six months prior to the day the budgets are due. If the one year probationary period causes the organization to be ineligible to request funding during the budget season, the organization may request a special grant in the fall semester of the new academic year with prior approval of the Coordinator of Finance.
  10. SAA budgeted funds are only to be used for those items asked for and approved through the budget process. If an organization finds that new items or different trips are needed, then a one week advanced notice explaining any changes, in detail, must be submitted in written form to the Chair of Finance. An organization must first receive approval for this request before handing in a voucher. Any deviation from this could result in the freezing of the organization¹s account.
  11. Some budget lines will be impractical for the Finance Committee to completely itemize. These budget lines will be ³flat summed², in which case the organization will have the freedom to choose which items they wish to purchase. Only items originally listed in the budget line can be purchased and may not exceed the cost of the individual item listed in the budget request.
  12. An organization¹s budget is effective June 1 to May 31. Any remaining moneys in an organization¹s budgeted account will lapse back to the SAA General Account unless the organization requests a Carry-Over which must be approved by the Executive Director of the Student Activity Association, Inc. Note: an organization¹s Club Account automatically carries over to the next fiscal year.
  13. SAA will only fund items and activities directly related to the purpose of the organization.
  14. Any revenue generated from SAA funded activities must be deposited back to that organization¹s Budget Account (not Club Account). If an organization wants to use this ³additional² income they must submit a ³Request to Spend Revenue Form² to the Finance Committee for approval. Any special request regarding revenue or potential revenue must be made to the Chair of Finance. Funded Organizations are not permitted to have outside accounts. Such accounts include any type of bank account or any manner in which club funds are held outside of an official SAA held account.
  15. Recreation/Club Sports organization members must have adequate health insurance protection for injuries before participating in club activities and may not use SAA allocated funds until all members have submitted a Health/Accident Form and a Release of Liability form to the Club Sport Coordinator. SAA funds may not be used to pay for such health insurance. Only those individuals with completed release of liability/medical information forms will be considered members of a Recreation/Club Sport organization.
  16. SAA will not provide funds for alcohol.
  17. SAA budgeted funds may not be used for any type of partisan political endorsement or activity, or for contributions to the campaign fund of any candidate for political office.
  18. No direct contribution may be made from SAA budgeted funds to charities, or for individual charitable purposes. Indirect contributions are allowed at the discretion of the Finance Committee (i.e. an approved indirect contribution may be the purchase of supplies to conduct a service project.) The diverting of revenue from an approved program not originally a service project may not be approved and must be requested, in writing, to the Chair of Finance. Funds approved for recognizing the death of an individual may be used for memorial donations.
  19. SAA budgeted funds may not be used to pay University employees (i.e. gifts, honorariums, etc.) for services rendered to any student organization or individual student, or in payment for personal expenses incurred in the performance of such services if it might be considered as part of the employee¹s professional duties.
  20. No student organization may use their SAA budgeted funds to finance fund-raising events. For example an organization sponsoring a bake sale may not use any line in their budget to purchase ingredients or supplies for the fund-raiser. Funds for expenses that are related to an organization¹s fund-raiser must come from the organizations Club account.
  21. SAA funds may not be used to pay for parties, banquets, socials, entertainment or recreational activities not related to the purpose of the organization. Additionally, SAA funds may not be used for the purchase of food for the organization¹s banquets, socials or regularly scheduled meetings.
  22. SAA will not purchase any personal items that cannot be returned to the organization¹s inventory for reuse by members, likewise any items purchased by SAA must be kept in the organization¹s inventory. These items become the responsibility of the organization. Failure to maintain inventory could result in freezing of the organization¹s budget. T-shirts purchased as per policy #36 need not be included in the inventory.
  23. SAA will not fund personal memberships, except in cases where one personal membership will benefit all members of the club. Documentation must be provided that explains membership benefit.
  24. SAA will not fund items or activities that the Finance Committee considers University or departmental expenses.
  25. SAA will not fund maintenance of equipment not owned by SAA.
  26. SAA will not fund travel or lodging unless documentation is provided. A destination for travel must be provided as well as mileage and hotel rates. If documentation is not yet available, use last year¹s information or obtain a phone quote from the facility. SAA funds may not be used for any type of international travel.
  27. SAA will not fund for any equipment or supplies if documentation is not provided. Use brochures, catalogs or actual quotes that list prices.
  28. SAA will not fund items or activities that can be provided by the University for free, i.e. subscriptions found in the library, speakers on resume writing or interviewing techniques. General Policies (continued)
  29. SAA will not fund equipment items over $500 within the normal spring budget process. Items over $500 must be submitted separately as a Capital Reserve Request.
  30. If the Finance Committee finds items requested in a budget are the same items requested in last year¹s budget, and finds that no purchases were made for those stated items, the request may be denied.
  31. SAA may not fund for the same items in consecutive budgets unless justification is provided.
  32. The treasurer of all budgeted organizations shall keep an account book containing all revenue and expenditures of that organization. All organizations shall be subject to audit of all organizational accounts at the request of the Student Senate Coordinator of Finance or SAA Director of Business Services within 24 hours after the request is made.
  33. No organization shall withdraw amounts in excess of its allocation per line.
  34. Faculty and Staff Advisors, through oversight of student officers, are responsible for fiscal accountability in the handling of the funds of his/her student organization.
  35. When submitting a request for your organization to attend a multiple day conference, a maximum of four (4) members may be considered per conference. Additional consideration may be given to local, one-day conferences. If fewer than the number of approved individuals choose to attend the approved conference, the allocated funds will be prorated based on the number actually attending (i.e. If funds have been allocated for four people and only one attend, one-quarter of the funds for the conference may be used).
  36. Organizations may be funded a maximum amount of $5.00 per active member (as included on the completed membership list submitted with the budget request) for the purposes of purchasing shirts to be used in conjunction with events to be sponsored by the organization. All requests must include proper documentation and the purpose for the request. The Finance Committee reserved the right to limit the amount approved regardless of the number of active members provided.
  37. Minimum Disbursement and Deposit: With the continued increase in banking cost, SAA would like to set a $20.00 minimum amount for checks payable. The same minimum for deposits will be in place. This is not to say that there will be no checks for less than $20.00 or that SAA will not accept deposits for less than $20.00. We are asking for all clubs and organizations to make a conscious effort in minimizing the request. Suggestions are:
    1. Set up a petty cash fund for small reimbursements.
    2. Have a check payable to one club member, and that individual can disburse to the individual members.
    3. If you are collecting dues, make the deposit on a weekly basis instead of a daily.
    4. If your organization is doing a fundraiser, try to collect at least $20.00 before making a deposit.
  38. SAA funds will not be approved for the purpose of providing cash prizes for any activity.
  39. All trips sponsored for the campus community will be funded up to a maximum of 40% of the total cost (provided funding is available). It is expected that ESU student participants will pay at least 60% of the total cost of the trip. Non-student fee paying ESU students or guests should be charged the full cost of the trip. A maximum of two (2) complimentary tickets {for a student coordinator and a staff escort) will be permitted on any trip. The student coordinator and/or staff escort may purchase one (1) additional ticket at the student rate.
  40. When submitting a request for your organization to participate in a service project, with a per person cost, a maximum of four (4) member may be considered per service project. Additional consideration may be given to local projects. If fewer than the number of approved individuals chooses to attend the approved service project, the allocated funds will be prorated based on the number actually attending (i.e. if funds have been allocated for four (4) people and only one (1) attend, one-quarter of the funds for the project may be used).
  41. Organizations may be funded a maximum of $100.00 for the purposes of purchasing supplies for a float for the Homecoming Parade. All reimbursements must include proper receipts and will only be considered if the organization actually participates in the Homecoming Parade. Allocated funds can only be used for a Homecoming Float and cannot be transferred or used for another purpose.
  42. Note: Policies listed above are subject to change at the discretion of the Student Senate Finance Committee.