1. Audits

2. Who and why?
Any SEC approved group who has received and is looking for funding for the year from SGA must attend the annual audit session with the SGA finance committee.
Financial assistance (allocations) from SGA, through the Grant Fund, should be requested during this meeting.
The Grant Fund of SGA exists to ASSIST in the funding of campus oriented projects not necessarily to fund all expenses of organizations.

3. Where and when? April 9th through the 30th
Student Organization Suit (359), third floor of the Tub in the hallway with the SGA, the CPC, the Holcad, the Argo, and the Scrawl Offices
Each organization will sign up for a week and will go to the tub the Sunday before the scheduled meeting during that week

4. GL Report
The GL Report is the General Ledger report that is kept by the Westminster College accounting staff, of all organizations spending.
ALL organizations are required to sign up for a time for Audits by April 5th .
The reason for this is so all organizations can pick up their GL Report on Friday April 6th from the Student Affairs Office.

5. What is an Audit & Allocation
This is a review of all your financial activity over the last year (all activity following the last audit and allocation process)
The Audit is the look backwards…
ALLOCATION
This is the amount of money you’d like to request from SGA for anticipated and planned expenses during the academic year
The Allocation is the look forward…

6. Audits
You are responsible for preparing, collecting, and organizing all records
At least one representative (preferably Treasurer) must be present for your organization during the time of audits
All dues, fundraisers, etc. must be deposited into the organizations account PRIOR to audit.

7. Audits Each organization will be given 15 minutes for audit.
***Organization is key to streamlining the process
Finance Committee will grade all audits pass or fail
If any organization fails for any reason, they will lose funding for a period of one semester

8. Allocations
The newly implemented Allocations procedure ( ) will take place August Sunday 19th through August 24th during the organization retreat.
The SGA Finance Committee will meet with all organizations during this time to discuss how much was Allocated.
These meetings (similar to the Audits meetings) will last 15 minutes explaining the allocations for each organization.

9. You Must Have… ***Please Be Organized*** AUDIT
All receipts and copies of disbursement vouchers attached
All deposit slips’
Your current account balance
(There are two parts to the check, the check which is cashed and the description for the vendor which is removed before cashing. This vendor portion is NOT a receipt. It only tells the Finance Committee that you had the check written.)
ALLOCATION
Mandatory Template: Projected Budget for ( 5 copies)
Any other pertinent material
***Please Be Organized***
This was all in the . Talk to advisors, they will be able to help you with all of this paper work

10. Things SGA will cover Speakers (if specifics are given)
All campus events
Travel (subject to stipulations)
Office supplies (to an extent)
Refreshments for all campus events (within reason)
Duplicating (subject to stipulations)
Advertising (subject to stipulations)

11. SGA will not cover Hotel Expenses Academic Conferences (in most cases)
Dinners/Banquets for the Organization
Philanthropy Contributions
Event registration fees (club sports exception)
National Organization Dues
Speakers without specific details
T-shirts, Gifts, Scholarships for members
On Campus Events for members only
“Miscellaneous”

12. Account Information on My.Westminster
Your budget status information is available in your organization’s advisor account on my.westminster.
Treasurers should meet with their organization’s advisor at least once a month in order to review the report. You may want to print out a monthly report and attach your check disbursement vouchers and deposit slips to them.
Presidents should also meet with their organization’s advisor to learn how to use and navigate through my.westminster’s budget information.
If any questions or concerns about the system Gina Vance can assist you!!!!
Advisor can assist you with this information.