Activities Fee Distribution Process Keegan Worley, Student Senate VP of Finance

How Funding is Request Club Operational Allowance Once per year Professional Development Rolling submission Events and Activities

Why the Change? Allows clubs more flexibility in spending Clubs can plan last minute events/activities Current officers plan current events instead of future events Cuts down on wasteful spending Events that were planned way in advanced don’t always happen Clubs spend money on things they should not Lowered budgets- less money to go around

Get Involved All of the forms and documents can be found online at https://involved.millersville.edu/organization/StudentS enate Documents are found under documents tab in the Finance Documents Activity Fee Distribution Process Activity Fee Distribution Cheat Sheet Finance Presentations

Get Involved Forms are found under the forms tab Professional Development Form Events and Activities Form Emergency Allocations Form

Funding Disbursement Every year, Senate receives a projection of the the available funds that is going to be collected by the University Each student pays $12.32 per credit up to 12 credits (max $147.84) The money that is collected is known as the Student Activities Fee 4

Funding Allotment Remaining amount of funds after the reserved distributions is taken off is called the Funding Allotment Broken down into 5 “pots” Club and Organization Operational Allowance (35%) Events and Activities (35%) Professional Development (27%) Emergency Allocations (2%) Appeals (1%) 6

Guidelines Guidelines apply to all allocated money organizations receive from the Student Activity Fee. Guideline sections: general, professional development, events and activity, emergency allocations. 7

General Guidelines General guidelines apply to all types of funding Club operational, professional development, events and activities Each section also has its own set of guidelines Please refer to the activity fee distribution process for a full list of guidelines

Documentation Student Senate will not fund any requests that lack proper documentation. These items will be cut. Documentation is required to justify the cost and purpose for an item/service. Documentation should be similar to one of the following things: Screen shot from a website (must have price) Previous invoice for similar or same item/service Quote for item/service from the provider Documentation that is just text in a word document is not sufficient documentation. Links to websites are not considered proper documentation and will not be accepted. 7

Food If an event is held on campus, the food must be purchased through Dining Services, or an exception must be obtained from the Director of Dining Services and given to Student Senate. Student Senate will only fund for food at events that are open to the entire student body. Food will not be funded for individual club/organization meetings Food that is bought with Student Activities Fee must only be given to students. Student Senate will not fund for the purchase of food while off campus. Note: food can be bought for a guest artist if required by a contract, however, the above rules still apply. 8

Honorariums Honorariums are defined as a payment (monetary or gift) for a service that does not contractually require a fee. Honorariums are made to a person for his or her service in a volunteer capacity, or for services for which fees are not required. Honorariums can also be described as a gift or award for members of a club/organization. These will also not be funded. Student Senate will not fund for honorariums that are not required by a contract. 8

“Double-dipping” Clubs/organizations that request for or receive funding from one source (Reserved Distributions, Operational, Professional Development, Events and Activities) cannot request for or receive the same item from another source of funding. 9

Club and Operational Allowance Intended to support basic needs and purpose of a student organization Requested and funded annually (spring semester) For Registered and Recognized clubs/orgs not on probation Refer to Section IX for complete guidelines (page 10) 10

Club Operational Funding Chapter Dues Mandatory National or Regional Chapter dues Must prove that chapters are required to pay these dues Office Supplies/Expense $150 max Public Relations and Giveaways $150 for PR Giveaways are defined as novelties or items that are available to the entire student body. Dollar limits may be set depending on available funds.

Club Operation Allowance Important Dates November 2016 Information sessions held by VP of Finance November 14th Form becomes available for Club Operational Allowance December 15th at 11:59 PM Club Operational Requests ARE DUE. Late submissions will be accepted until December 22nd with a 5% penalty per day. No submissions will be accepted after December 22nd. January/February 2017 Hearings to be held by Finance Committee March/April (or sooner) 2017 2017/2018 Budget approved by Senate Senate and University President

Professional Development Grants to support opportunities for the acquisition of skills and knowledge that advances student’s academic or career goals. Can be requested by clubs/orgs and individual students 11

Professional Development Clubs and Organizations Submissions: no earlier than 120 days before PD date, but no later 30 days before PD date Must fall within club/org’s purpose or mission (from its constitution/by-laws) Must meet one of Student Senate’s learning outcomes (page 16) Please refer to section X in the distribution process for a full list of guidelines 11-12

Professional Development Individual Students Submissions: no earlier than 120 days before PD, no later 30 days before PD Must not be a requirement for an academic program Must meet one of Student Senate’s learning outcomes (page 16) Please refer to section X in the distribution process for a full list of guidelines 13

Events and Activities The Events & Activities sponsorship fund supports a variety of extra-curricular events, activities, programs and initiatives, which intend to impact, and are open to, the entire MU student community. Can be requested by clubs/orgs and University Initiatives 14

Events and Activities All programs and events must fall within the club/organizations constitutional purpose/mission. Must be open to all of the student body. Meets one or more of Student Senate’s learning outcomes (see learning outcomes, page 16). Does not duplicate or closely relate to an event that was held by another club/organization in the same semester. Please see section XI for a full list of guidelines We encourage clubs/organizations to collaborate with each other 14

Emergency Allocations Awarded for unexpected 1-time expense Inadequate organizational management or planning is not a valid reason for requesting an emergency allocation. The Student Senate does not permit and will not fund deficit spending. 15

Appeals Appeals can only be made for operational allowances Clubs/orgs can only appeal for items that were cut due to lack of documentation, improper documentation or superfluous spending 15

Learning Outcomes All events, activities and professional development opportunities should fall under one of these learning outcomes 16

Learning Outcomes Intellectual Growth Effective Communication Enhanced Self-Esteem Realistic Self-Appraisal Career Choices Leadership Development Meaningful Interpersonal Relationships Satisfying and Productive Lifestyles Personal and Educational Goals Detailed examples of each can be found under section XIV (page 16) 16

Exceptions Student Senate may grant exceptions to anything listed above as it sees fit. Exceptions must be requested when a submission is made. 17

Distribution of Fund Club Operational Allowance Lump sum dropped into accounts after July 1st Professional Development Amount for PD dropped into accounts within two weeks after approval Events and Activities Amount for E/A dropped into accounts within two weeks after approval

Distribution of Funds Each approved PD or E/A requests gets a keyword This keyword will come from the VP of Finance Example: the German Club’s Oktoberfest event keyword was “Oktoberfest”. When filling out Form 1’s, you will need to put the keyword on the description line before listing the item you are buying. Example: “Oktoberfest-Tent”

Auditing of Funds Club Operational Allowance Random audits throughout year You will be contacted after your audit to let you know the results Misallocated funds will be returned to the respective pot of money as well as sanction/penalty fee Professional Development/Events and Activities After the PD or E/A has occurred, your account will be audited Unused funds will be returned to the respective pot of money

Auditing Examples Student Senate requests and gets approved for an event costing $600. Student Senate only uses $550. $50 will need to be returned to the Event and Activity Fund. Please remember: organizations should only be spending money on things originally requested. Organizations should notify the VP of Finance if changes in spending are expected.

Contact Information and Questions Keegan Worley, Student Senate VP of Finance villefinancevp@gmail.com Please contact me with any questions