SGA FUNDING Kerri Pike Lead Account Processor

Student Organization Registration  In order to use your SGA funds, you must be a registered student organization with the Center for Campus Life  To check your registration status, contact Mike Gunn at

AUTHORITY OF THE FUNDING REGULATIONS HANDBOOK  The policies and procedures outlined in this manual are a compilation of the rules and laws that govern the operation of the funds allocated by the SGA.  There are rules, policies, procedures, and laws that govern these funds extend beyond the policies of the Student Senate and the SGA to Texas Tech University policies, state and federal law.

FAILURE TO COMPLY  Failure to abide by these regulations may permanently jeopardize your organization’s ability to receive funding from the SGA  Failure to abide by the established process by which all reimbursements are made, your reimbursement may be denied by the Student Government Association and/or Vice President of Student Affairs and/or Texas Tech University Accounting Services.

SGA FUNDS CANNOT BE USED FOR DEPARTMENTAL USE  ***Under no circumstances can the SGA reimburse a Texas Tech University department, Procurement Card, or Corporate Travel Card. These policies are in place due to restrictions placed on the SGA through federal and state law, as well as University policy***  All reimbursements will be paid to individuals/organizations only and may not be used by the organization to reimburse the department.

DEADLINES  FALL – Friday, December 17, 2004  SPRING – Friday, May 13, 2005  SUMMER – Monday, August 1, 2005

FINANCIAL STATEMENTS  In the afternoon of the first business day of the month, the SGA will print out a financial statement for each organization  The report will contain information about year-to-date transactions  A copy of this report will be sent campus mail to the advisor and the organization

CONTINGENCY FUND  Organizations may request up to 25% of their original allocation  This process exists to allow allocation of funds throughout the year for events or projects not previously budgeted for.  If the event is something that an organization does every year, it will not be considered a SPECIAL event.  Contingency fund is under the management of the SGA President and funds are allocated from it at his discretion.

CONTINGENCY FUND (CONT’D)  The need for additional funding must be due to an unexpected opportunity or expense that has arisen since the passage of the Appropriations Bill  Organization must comply with all rules and provisions outlined in the Funding Regulations Handbook  Must exhaust all other funding opportunities

REQUESTING FROM THE CONTINGENCY FUND  Draft a memo describing the nature of the expenditure and the benefit to the organization AND Texas Tech University  Provide this memo, either in person or by , to the SGA President AND the Lead Account Processor

REQUESTING FROM THE CONTINGENCY FUND  SGA President will review the request and then approve or disapprove  The organization will be notified by and/or letter as to the outcome

GENERAL REIMBURSEMENT  Anything other than Travel or Speaker  If the reimbursement is not mentioned in your approved Budget Packet, then you must include a memo with your request  Original receipts  All copying and printing reimbursements must be accompanied by copies of what was printed

ALLOWABLE EXPENSES  Speaker fees  General Office Supplies  Postage  Copying and Printing  Certain Recruiting Materials (Only if included in your Original Budget Packet or approved by SGA President)  Banquet Room Rental  Certain Event Expenses

EXPENSES NOT ALLOWED  Food  Books, Handbooks, or Textbooks  Scholarship, awards, gifts, or prizes  Operating Expenses (Telephone, Salaries, Copier Rental, etc.)  Computers, Printers, Scanners, Digital Cameras, or anything else that might be considered inventory  Politically Biased Material

GUEST PROFESSIONALS  Fill out the speaker form and questionnaire  Different rules for Non-Resident Alien guest professionals - contact Kerri Pike before the professional comes to Lubbock to find out what needs to be done  SGA must pay the speaker directly and cannot reimburse organizations for fees or expenses

GENERAL TRAVEL INFO  All organizations MUST travel under their advisor’s name – all cash advances and reimbursement checks will be made out to the advisor  Retain ALL ORIGINAL RECEIPTS

TRAVEL  BEFORE YOU LEAVE: Fill out the Travel Application Form Fill out the Travel Application Form Provide the names, Social Security numbers, and emergency contact information for all of the students going on the trip Provide the names, Social Security numbers, and emergency contact information for all of the students going on the trip Turn these in to Kerri Pike in the SGA office: Turn these in to Kerri Pike in the SGA office: At least 3 weeks before you leave, regardless of whether you are requesting a cash advance or notAt least 3 weeks before you leave, regardless of whether you are requesting a cash advance or not

TRAVEL  AFTER YOU RETURN FROM THE TRIP: Fill out the Return from Travel Form Fill out the Return from Travel Form Compile ORIGINAL receipts from all participating students Compile ORIGINAL receipts from all participating students Turn the form and receipts in to Kerri Pike in the SGA Office within 10 days after returning from the trip Turn the form and receipts in to Kerri Pike in the SGA Office within 10 days after returning from the trip Return any money left from the cash advance to the Travel Office – Drane Hall Room 221 Return any money left from the cash advance to the Travel Office – Drane Hall Room 221

ALLOWABLE TRAVEL EXPENSES  Gas or Mileage  Lodging Expenses, including Hotel Tax  Rental Car  Airfare  Meals  Public Transportation  Registration Fees  Parking

UNALLOWABLE TRAVEL EXPENSES  Alcohol  Room Service  Movies  Telephone Calls  Souvenirs

SGA OFFICE  3 rd Floor of the Student Union Building, Room 301  Phone Number:  Fax Number:  

Any Questions???