Maintaining a Great Organization
SAAC Policy Guidelines
All banking must go through the SAAC office, even if it is an event we do not fund. Business Managers are responsible for all financial transactions of their organization. Only the Business Manager is authorized to work with SAAC. All Business Managers must attend the Business Manager’s Meeting in the fall. If you fail to do so, your group’s funds will be frozen until you speak with the Treasurer. The SA recognizes the fact that agency accounts do not derive any funds from the SA activity fees. Due to this, there are exceptions to the SAAC policies for the agency accounts. Please discuss these with your Student Accountant. Even with the exceptions, agency accounts must maintain proper accounting of all funds and business managers must attend the required Business Managers Meeting.
Visit SAAC's website on the Hive for more information like the business manager's manual, ledger form, inventory update form, and more.
Budgets
Each spring, SAAC begins its budgeting cycle for the upcoming fiscal year. All groups that seek funding from the SA must participate in the budget process in order to be considered for SA funding. The most important stages in the process are:
- Budget training session for Business Managers
- Co-preparation of the budget
- Interaction/communication between your group, SAAC, and your advisor
Special stipulations:
Performance Groups: Each group may receive up to $12 per member for costumes, and the SA only funds costuming for the two major shows.
Intercollegiate Teams: These teams are budgeted following the same formula that Club Sports uses. SAAC will pay up to ½ of their expenses, and the group must fundraise the rest.
Pre-professional and Academic Groups: Are considered Flat Funded groups, each pre-professional and academic group receives $200 each year.
Groups organized for personal outlets, such as Creative Arts Club, will have an income requirement of $10 per member per semester.
Supplemental Program vs. Equipment Request
Supplemental funding is generally available for new groups or programming ideas that could not have been foreseen. Any event not budgeted for must be approved by SAAC for supplemental funding. Supplemental requests must be presented before the committee. All requests for Committee action, such as Supplemental and Equipment requests, must be submitted in writing and twenty (20) copies places in the Treasurer’s mailbox on Wednesday before NOON to be considered.
Spending and Policies regarding a SA budget:
If you are planning an activity or expenditure that would go against any of these guidelines, do not necessarily eliminate it, but rather go to your Student Accountant and/or Treasurer before any commitment is made to see if your particular case constitutes an exception.
Advertising
There must be sufficient campus-wide publicity for all activities. All organizations that receive funds from the SA must include the following statement in their advertising: “_____ is a SA funded organization”. This statement should be printed in an appropriate size font, at least 14 point, so that it is clearly visible.
Charitable Events
Charitable events will not be subsidized as students may object to their money going to sponsor an event for a charity of which they disapprove. If a group would like to hold a charitable event, they must first meet their expenses with income, and any further proceeds may be donated. All publicity must include a statement of, “Proceeds to benefit _____”, and there must be a sign prominently displayed at the door of the event with such a notice. The Business Manager should consult with their Student Accountant before such an event is planned.
Coaches and Instructors
The SA will cover ½ the coaching and instruction fees. Please note that Club Sport Council policies may differ from this.
Community Service
Community Service Network and the groups who fall under that classification are able to spend SA funds on service or charitable events approved by CSN.
Conferences
If members of your organization are interested in attending a conference, please speak to your SA advisor.
Drugs
The SA does not, under any circumstances, fund the purchase of drugs, including but not limited to alcohol and tobacco.
Entrance Fees
Events that cost more than $1,000 are expected to charge an entrance fee to the general public, which must be more than the charge to students.
Exclusive & Discriminatory Organizations
Exclusive and discriminatory organizations will in no way receive funds. Furthermore, because every undergraduate pays the Activity Fee, all SA funded activities, meetings, and events must be open to all undergraduates.
Food
The Students’ Association will not fund food for the exclusive consumption of group members. Income will be collected in advance and the moneys dispensed shall not exceed the income brought in. The following are guidelines which shall be strictly enforced:
- Interest meetings: The sum of $30 shall be allotted to organizations for each interest meeting, one per semester.
- Speakers: The SA will only pay the costs of the speaker’s meals. Any SA members accompanying the guest shall be responsible for their own expenses.
- Reception: Receptions will only be funded for special events, such as speakers and exhibitions, with prior approval by the group’s Student Accountant, the Treasurer, and in some instances, SAAC.
Films
All films shown by SA organizations must be approved beforehand by Wilson Commons Student Activities in order to avoid scheduling conflicts. Refer to Copyright Guidelines on page 39.
Gifts
The Appropriations Committee does not fund gifts, including gift certificates. Money for this purpose must be raised by the group’s members (in addition to income).
Libraries
Libraries will only be funded if the organization can prove the library is integral to its functions. Literature that is available through the University library system will not be subsidized. All SA organization library materials shall be recorded as inventory.
New Groups
The SA will not reimburse any expenses of a new group prior to SA approval for funding. There is a small group fund available for interest meetings through Wilson Commons Student Activities, and new groups may apply for supplemental funds.
Off-Campus Events
The SA generally does not fund events held off-campus because of their inaccessibility to students. However, the Appropriations Committee will consider individual requests by organizations.
Paying Students
Students are not paid for services relating to the normal functioning of their activity. Students are expected to donate their time and work to their SA organizations.
Prizes & Awards
The Students’ Association will not subsidize trophies or any similar type of prize, with the exception of the SA Teaching Award.
Printing & Artwork
All SA organizations shall have their composition done through the Graphic Arts service unless the organization can prove to the satisfaction of SAAC that outside services are integral to the success of the given publication or event.
Publications
Only publications of organizations whose sole purpose is that publication shall receive funding unless SAAC approves a one-time project. Newsletters of organizations will not be funded. Each publication group is funded for two issues per year, to be distributed by November 15th and April 15th.
Reimbursements
Only under special circumstances will the SA reimburse any student or SA organization. Any organization which incurs expenses upon the SA without prior approval will have their funds frozen until the amount is repaid in full.
Testing & Certifications
The SA will not pay any costs relating to testing or certification of group members, including travel costs.
T-Shirts & Uniforms
The SA does not fund T-shirt sales as fundraisers or as promotion or publicity for the group, nor does it subsidize uniforms. Groups hoping to purchase t-shirts or uniforms must first raise the funds (that will be in addition to their income) to cover the expenses.
Travel
When approved, the SA will pay up to ½ of the total cost of travel expenses for trips within a five hundred-mile radius. This covers gas and hotel fees, but does not include food.
Contracts
Contracts will always be required for an organization to retain any paid speaker, instructor, or advisor. Any contract must be approved and signed by a Wilson Commons Student Activities Advisor, the Student Accountant for the organization, and the Treasurer. No payment will be made without a completed contract with original signatures.
Inventory List
All equipment in the possession of a SA organization belongs to the Students’ Association. However, the responsibility falls upon the individual organization to maintain accurate inventory lists of all property in this possession. Inventory lists must be submitted at the beginning of each academic year, as well as with each new budget request. Organizations that do not submit inventory lists within a month of the start of a new academic year will have their funds frozen until their Accountant receives their updated inventory. In addition, no organizations will be considered for budgeting until an inventory list is submitted to the Student Accountant.
