Policies and Procedures Regarding Student Activity Association Funding of Clubs and Organizations

Updated Fall, 2014

General Policies

  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 organization’s account.
  11. Some budget lines will be impractical for the Finance Committee to completely itemize. These budget lines will be “flat summed”, 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 organization’s budget is effective June 1 to May 31. Any remaining moneys in an organization’s 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 organization’s 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 organization’s Budget Account (not Club Account). If an organization wants to use this “additional” income they must submit a “Request to Spend Revenue Form” 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 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 writting, to the Chair of Finance.  Funds approved for recognizing the death of an indiviudal 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 employee’s 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 organization’s 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 organization’s banquets, socials or regularly scheduled meetings.
  22. SAA will not purchase any personal items that cannot be returned to the organization’s inventory for reuse by members, likewise any items purchased by SAA must be kept in the organization’s inventory. These items become the responsibility of the organization. Failure to maintain inventory could result in freezing of the organization’s 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 year’s 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.
  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 year’s 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, may agree to be 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 attenting (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 reserves 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:
  38. Set up a petty cash fund for small reimbursements.
  39. Have a check payable to one club member, and that individual can disburse to the individual members.
  40. If you are collecting dues, make the deposit on a weekly basis instead of a daily.
  41. If your organization is doing a fundraiser, try to collect at least $20.00 before making a deposit.
  42. SAA funds will not be approved for the purpose of providing cash prizes for any activity.
  43. 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.
  44. 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 choose 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).
  45. 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 can not be transferred or used for another purpose.

Note: Policies listed above are subject to change at the discretion of the Student Senate Finance Committee.  

General Procedures

Organizations which have been granted SAA funds must use the appropriate forms.

  • Budget Transfer Forms are used when your organization needs to move or transfer money from one line to another.
  • Disbursement Requisitions are also known as vouchers. This form is used to access your funds.
  • Request to Spend Revenue Forms are used when your organization generates money through achieving its purpose or sponsoring an event in which SAA funds were requested/allocated in your organization’s budget  (i.e. gate/ticket sales from an event, Stroud Courier advertisement revenue, etc.)
  • Co-Funding Form is used when funds for a program or activity of your organization will be receiving funds from other University organizations or departments.

Budget Transfers

  • Fill out a Budget Transfer Form, completely.
  • Submit Budget Transfer Form to Student Senate Chair of Finance at least two weeks in advance.
  • Finance Committee will either approve or disapprove request and forward copies of decision to both organization and  SAA Accounting Office.

Filling out the Disbursement Requisition (Vouchers)

  • Vouchers must be submitted three (3) working days before the check is needed to allow appropriate time for processing. Five days if the voucher exceeds $2,500.
  • All vouchers must be signed by an officer of the organization as well as the designated organization advisor.
  • All vouchers must be supported by bills, invoices, receipts or signed statements signifying payment is due.
  • Organizations must prepare and submit their vouchers soon after receipt of bills or invoices so that suppliers, vendors, and contractors may be paid on time. Bills and invoices must not be withheld if payment is due.  Problem situations should be brought to the attention of the SAA Director of Business Services.
  • Vouchers will be reviewed and signed by a representative of the Student Activity Association, Inc.  Incomplete vouchers will be returned to the respective organization for completion.
  • All of the above procedures must be followed before checks can be processed.

Cash Advances

  • Organization must complete a Disbursement Requisition and mark the “advance box” in the upper left corner, with a notation “receipt to follow”.
  • Organization request must be supported with some type of documentation showing estimated cost.
  • The actual receipt must be turned in to the SAA Accounting Office within two weeks following the cash advance.
  • There will be no subsequent advances until the receipts from the previous advance are submitted to the
  • Accounting Office.
  • If more than 30 days have passed without receipts, your organization may have its funds frozen until all receipts have been turned in.

Generated Revenue

  • All revenue generated from SAA funded activities must be deposited back to that organization’s budgeted account (not Club Account).
  • If an organization wants to use this “additional” income they must submit a Request to Spend Revenue form to the Student Senate Finance Committee for approval.
  • When making a deposit of loose change, any quantity of coin sufficient to fill a coin roll should be rolled prior to making the deposit.  Coin rolls may be obtained from the SAA Accounting Office.  Large quantity of loose coin may not be accepted for deposit if not rolled.

Travel Reimbursement

  • Organizations must complete a Disbursement Requisition and indicate the destination of the travel, purpose and dates of travel, and mileage.
  • The travel reimbursement will be issued based on the number of miles to be travelled times the current rate for reimbursement.  The travel must have been previously approved by the Finance Committee.
  • Travel reimbursements will only be issued in advance of the travel.
  • In order to receive the travel reimbursement, a Travel Log must be submitted that will include the destination of the travel, purpose and dates of  travel, the name and emergency contact information for the driver(s) and all passengers and a completed Release of Liability for all participants.
  • SAA funds may not be used for any type of international travel.

Co-Funded Programs

  • Any SAA organization expecting financial support from any other University department or organization should have the funds deposited into their account at least l0 days before the scheduled event.
  • If the funding is not received by the time the disbursements are requested the entire program may be jeopardized as the disbursement may not be processed.
  • It is required that once the funding is committed from the outside group, your organization must submit a co-funding form to the SAA Accounting Office as soon as possible.  {The co-funding form can be obtained from the SAA Accounting Office.}
  • It is the responsibility of the sponsoring organization to follow-up with those committing co-funding to ensure that it is received PRIOR to your program.

Final Bills

  • The SAA fiscal year begins June 1 and ends May 31.
  • To allow time to process vouchers and checks, the last day to submit vouchers will be May 1.
  • If an organization knows of any outstanding debts they can request funds to be “carried-over” into the next fiscal year.

Carry-Over’s

  • Budgeted funds may be “carried over” from one fiscal year to another, but only with the written approval of the SAA Executive Director.
  • A Carry-Over request will be approved if it satisfies current fiscal year obligations.
  • All commitments must be substantiated with appropriate documentation, such as a receipt or purchase order.
  • Requests for Carry-Over must be submitted no later than June 15, following the fiscal year end.
  • Carry-Over requests, accompanied with appropriate documentation will be accepted in the form of a memorandum, letter or e-mail.

Lapsed Funds

  • Any remaining money in an organization’s budgeted account, for which a Carry-Over request has not been approved will lapse back into the SAA General Account.

Purchase Orders 

  • In the event a student organization needs to purchase an item in advance from vendors that maintain an account with SAA, they must use an SAA Purchase Order. Vendors may not accept any verbal or written request to charge items without a purchase order. All purchase orders must be approved by a club officer,  the club advisor, and a SAA accounting staff member. The purchase order will not be approved without prior budget approval. The forms may be obtained in the SAA Accounting office. Plan accordingly, each organization  may need to allow for additional process time when a purchase order is necessary.

Cash Handling Procedures

  • These procedures apply to ALL Student Activity Association (SAA) entities which receive payment by cash or check for fees, services, admission tickets, fundraising events and any and all other types of events or activities for which money is collected.  The procedures apply to funds to be deposited through the Student Activity Association (SAA) Office.
  • Unless your office is equipped with a safe which has been approved by the Executive Director of the Student Activity Association, you must deposit any funds collected, either CASH or CHECKS, to the SAA Office by the close of business each day.  No East Stroudsburg University department may store funds collected for SAA in their office area overnight, unless there is an approved safe.  Locked desks and file cabinets pose few obstacles to a determined thief and should never be used to safeguard cash collections in an unattended area, even for short periods during the workday.
  • If funds are collected after normal business hours and on weekends, when the SAA Office is closed, the person responsible for the collection of funds will follow the AFTER-HOUR PROCEDURES.  It is the responsibility of the ORGANIZATION not the accounting offices, to arrange for pick-up of a cash bag when needed.

AFTER-HOURS PROCEDURES

  • The person responsible for collection of the funds will stop into the SAA Office during normal business hours PRIOR to the event.  The SAA Office will issue a numbered lock bag with one key, which will be retained by the person responsible for the activity’s revenue collection.  The design of the bags makes it impossible to lock the key inside the bag.  The SAA Office will also issue a three-part Collection Deposit Ticket.
  • Once the event/activity revenue has been collected, the deposit should be prepared by completing the Collection Deposit Ticket.  The person that completed the form must sign it noting the date and time.  If possible, a second person should verify the deposit, signing and dating as noted on the form.  Keep the pink copy of this form for your records.
  • The person(s) that counted the deposit and completed the Collection Deposit Ticket will place the revenue along with the white and yellow copies of the Collection Deposit Ticket into the bag – secure and lock the bag but retain the key in your possession.
  • You must then contact Campus Police and request an escort to the drop box.  Take the secured bag to the Night Deposit Drop located at the lower level of the University Center opposite Stroud Hall to the right of the last University Store window.  Ensure that the bag drops down the chute.
  • The next business day, the responsible party must report to the SAA Office with the lock bag key.  An authorized person from SAA will accompany that person to the Night Deposit Drop.   SAA personnel will obtain the locked bag from the drop and then both persons will return to the SAA office.  The bag will be unlocked, counted and verified in the presence of the responsible party.  A receipt will be issued and given to the responsible party along with the yellow copy of the Collection Deposit Ticket.

Student Activity Association Balance Statement:    Reconciliation by Campus Organizations

  • Rationale:  The Student Activity Association provides accounting services to recognized student organizations.  Current account information is available through an online service once passwords have been established.  While continuous efforts are made to simplify financial record keeping without sacrificing appropriate audit controls, there are a number of steps involved in the processing of vouchers.  Classification problems, bookkeeping errors or misunderstandings, which are bound to occur from time to time, will be minimized if organization representatives review their accounts on a regular basis.
  • Policy:  Student and campus organizations for which accounts are maintained by the Student Activity Association will maintain their own financial records in a journal or ledger.   Organizations should not make bi/weekly requests for balance statements as a substitute for maintaining these records.  Each organization’s records must be reconciled monthly with the account information provided through the online service. Discrepancies, if any, are to be brought to the attention of the Director of Business Services as soon as possible.

Procedures and Guidelines:  The elected treasurer of each student organization, whose duties are prescribed in the organization’s constitution, is expected to monitor all transactions.  The following procedure is intended to serve as a minimal guideline for account reconciliation.  Other approaches may be equally effective.  The SAA accounting department is available to assist any organization in the establishment of a suitable system.

  1. Receipt of the pink copy of a voucher signifies that a disbursement has been made, and the treasurer and responsible administrator should note the amount of the expense incurred in their simple journal or ledger book.
  2. Income, if any, should be recorded in the same ledger/journal book at the time of deposit.
  3. The balance should be brought forward after each entry.
  4. The organization’s ledger balance at the end of the month should be compared with the official balance shown through the online system.
  5. Any differences in figures should be questioned within 10 days by contacting the Student Activity Association Director of Business Services.

SAA Contract Procedures

  • All programs, speakers, and personal services require a contract.  The first step in this process is to determine whether your particular circumstances warrant an SAA Contract or a University Contract. Generally, if a sponsoring organization is a recognized student group or administrative unit of the Student Activity Association, the procedure which follows below should be employed.  If however, the sponsoring organization is an administrative department of the University, then procedures established by the University Business Office must be followed and the sponsor should contact Ms. Donna Bulzoni, Director of Financial Affairs for ESU, at 422-3117, to initiate the process.
  • vf the individual or group has its own contract, theirs may be used, otherwise SAA Contract forms are available in the SAA Administrative Office.  It is strongly recommended that you begin the contract process at least one month in advance of the event.  Organization representatives, advisors, and student leaders are not authorized to sign a contract.
  • Standard Contracts are to be used for programs involving bands or performers or other programs generally more complex in nature.  This contract must have the written approval of both the Director of the University Center and Student Activities and the Director of Business Services.  In conjunction with the contract it is often necessary to attach a rider, which also may be obtained in the SAA office.  A rider is an addendum to a contract which contains additional provisions to protect your group, SAA and ESU.  Additionally, the performer may be required to provide proof of ownership of general liability insurance.  You should contact a staff member in the Student Activities Office for a determination on the necessity of a rider and/or the need to secure proof of insurance.
  • Service Contracts are designed for individuals providing a service for an organization (i.e. officials, choreographers, accompanists, etc.). This agreement must have the written approval of the organization’s advisor and the Director of Business Services (or designee).
  • All contracts are accompanied by a W-9 Form.  A W-9 Form is a required IRS form requesting a taxpayer identification number or an individual’s social security number.
  • If this is a co-funded event you must secure committed funds by requesting all participating groups to complete a Co-Funding Contribution Form.  The committed funds must be received and deposited into your SAA account prior to having any payments processed.  If a University department is involved, it is your responsibility to ensure that any paperwork required by the University Business Office is submitted by the leader of the participating group.
  • No contracts will be signed or payments made after the date on which the performance occured or the service was provided.

General Steps to be followed are:

  1. Negotiate price, dates, etc.
  2. Co-Funding Form(s) should be completed.
  3. Obtain appropriate contract from performer or SAA Office.
  4. Send contract to individual or company with W-9 Form for signature.
  5. Return signed contract and completed W-9 (and proof of insurance, if applicable) to the Office of Student Activities for approval and signature.
  6. After contracts are approved and fully executed you will be notified.
  7. Upon notification of approval, return to the SAA Accounting Office with a completed Disbursment Voucher so that payment can be processed. This must be at least one week before the event to allow sufficient time for preparation of a check.

Voucher Transfer Request to spend Revenue Form