Manual on Financial Affairs

Transcription

1
Manual on Financial Affairs
September 2014
Contents:
Student Activities Fee - 1
Other Funding Sources – 2
Line Item and Documentation Guide – 3
General and Non-Specific Discretionary Guidelines - 7
On-Campus Resource Index - 10
Other Financial Affairs Resources:
Financial Affairs website:
www.umdsgafinance.weebly.com
Publications:
SGA Funding Guide (step-by-step process of applying for SGA funding)
Spending Guide (step-by-step processes of how to spend money from FRS accounts)
Student Activities Fee:
The Student Activities Fee (SAF) is one part of the package of mandatory fees that are collected
from each undergraduate student. The appropriation of the SAF is entrusted to the Student
Government Association (SGA) in order to fund and support programs and initiatives that are
undertaken by undergraduate students. This is accomplished by recognizing student groups
whose missions are aligned with the stated goals and objectives of the SGA. The SGA seeks to
support non-exclusionary programming that enhances the University of Maryland community
and the overall student experience.
The responsibility of fairly and equitably distributing the SAF is delegated to the Committee on
Financial Affairs, which implements and oversees a monthly SAF allocation process. In order to
balance the total amount of requested SAF funds and the total amount of available SAF funds,
the Finance Committee establishes discretionary guidelines and standards that apply generally to
all allocation decisions. That is, the decision on whether or not to fund items for a requested
program will never be determined based on the mission or values of the group itself. As long as
the program is relatable to the SGA-recognized mission statement, the application will be
reviewed along the same parameters as all other applications.
Both the SGA and Student Groups are responsible for the use of the SAF. These expectations are
laid out in the SGA ByLaws: Article VII, Section 1:D, Section 2, and Section 4.
2
Other Funding Sources:
University offices and units:
Consult your advisor for the most appropriate academic department, program, or any unit that
may have funding available to provide to student groups for co-sponsored programming. Each
unit will have their own standards and requirements for requesting funding.
SEE Review Board:
Co-sponsorship with the Student Entertainment Events.
Max Hedgepeth, SEE Co-Sponsorship Director
(301)314-8498
seecosponsorship@umd.edu
www.see.umd.edu/co-sponsorship
Pepsi Enhancement Fund:
Through the Pepsi Enhancement Fund, $50,000 is available each semester to student groups,
departments and offices to underwrite the cost of programs that broadly affect the campus
population.
Donna Lim
dylim@umd.edu.
www.thestamp.umd.edu/pepsi
Cross Cultural Programming Series:
Intended for cross-cultural programming that fosters communication across lines of difference.
Sponsored by the University’s Office of the VP for Student Affairs.
Warren Kelley
wkelley@umd.edu.
Group Help:
Funding of up to $1,000 per semester for one specific program. Available to any certified
President and/or Treasurer on SGA’s Orgsync portal.
Co-Sponsorship Grant:
Funding of up to $500 per SGA-recognized co-sponsoring group to fund items and costs that are
essential to the success of a collaborative program. Available to any certified President and/or
Treasurer on SGA’s Orgsync portal.
3
Line Item and Documentation Guide:
Documentation is meant to provide evidence from the source of the product or service that the Cost
requested is the actual cost. Documentation must be one of the following (listed in order of most effective
documentation):
• An Invoice (that is clearly authored by the product/service source) (DG: 0001-09201301)
• A Screenshot of an Email/Webpage/Document/etc. from the product/service source (DG: 000109201301)
• A URL (necessary information must be able to be viewed within one “click” of the link) (DG:
0001-00201304)
While filling out a Funding Application, it is important to use this Guide AND the most updated
Discretionary Guidelines (www.umdsgafinance.weebly.com/discretionary-guidelines.html).
Line
Item
Description
Typical Expenses and
Notes
Minimum Requirements for
Documentation
Typical reasons why funding
might be denied:
- Some line items require specialized
information
All reasons listed are specific to
the particular line item; ANY item
might not be funded due to
insufficient documentation and
breakdown, or any other
Discretionary Guideline.
3311/
3321
3311 InState /
3321 Out-ofState
Conference
- Conference Fees
- Name and location of conference
- Cost per attendee
- Number of attendees
- Breakdown for what conference fee
will be used (in order to demonstrate
that food and lodging are not included
in calculations for Total Amount
Requested, AND that funds will not
be donated to a parent organization or
any political party/campaign/group)
- Regular Documentation
requirements (DG 0001-09201301)
- Food and lodging cannot be
included in the conference fee
(DG 3311-00201320)
- Conference fee cannot be a
fundraiser for the parent
organization, or for a political
party/campaign (DG 331100201321)
3724
Advertising
- Flyers and posters
- Capped at $1 per
quantity of Anticipated
Attendance (DG:
3724-00201322)
- Advertising that involves Printing
and Copying materials will also be
reviewed as 3718 Printing and
Copying (3724-00201325)
- General advertising for group is
not funded (must be programspecific) (DG 3724-00201323)
- Off campus advertising is not
funded (DG 3724-00201324)
- Newspaper advertisements are
not funded (DG 3724-09201304)
3950
AV
Equipment
(AudioVisual)
- Microphones and
speakers
- Projectors and
screens
- Connector cables
- Sound board
*For events in Stamp: If the initial
deposit cannot be funded through
non-SAF sources, Event and Guest
Services recommends submitting a
reservation through eCalendar,
obtaining a copy of the Event
Summary for documentation
purposes, then immediately cancelling
the reservation.
- No breakdown of specific needs
(ex. Sound package with some
arbitrary price)
- Off campus provider without
justification as to why an oncampus provider is insufficient
(DG 3950-00201326)
4
3620
Bus Rental
- Bus rentals
- Must be rented from Motor
Transportation Services or Shuttle
UM (DG: 0002-00201317)
- GoogleMap screenshot showing
route and distance to be traveled (in
miles) (DG 3620-00201327)
*Motor Transportation Services:
ONLY acceptable documentation is a
completed Motor Transportation
Services Pricing Sheet, which can be
obtained at SORC.
**Airfare is considered only if shown
to be cheaper than renting a vehicle;
Expenses for airline flights are capped
at $300 per Anticipated Attendance
(DG: 0002-00201319)
- Fuel and parking costs are not
funded (DG: 0002-00201318)
- Roadway tolls are not funded
(DG: 3620-03201402)
- No GoogleMap is provided
3752
Contractual
Services
- Guest speakers
- DJs, performers
- Police services
- Capped at $10 per
quantity of Anticipated
Attendance (DG:
3752-00201328)
- Name, description, and cost of
service, shown in an invoice, or
screenshot of email correspondence
(must be exact price quote)
- Phone number and email for service
- The $10 cap per Anticipated
Attendance (DG 3752-00201328) for
one-on-one training will be lifted only
when demonstrated to benefit the
entire group (DG 3752-10201302)
- Final price is still in negotiation
- Final price is not exact
- A student member of an
organization who is providing a
service that is directly related to
the mission of that organization
may not receive monetary
compensation from the Student
Activities Fee without preapproval from the SGA
Legislature (DG: 3752-02201402)
4930
Dues & Fees
- non-Conference,
event-based fees
- Dues to national
affiliation (for group
as a whole)
- Must demonstrate that expenses for
individual membership or tickets are
not funded (DG 4930-00201329)
- Annual fees for individuals are
not funded (they are only funded
for groups as a whole)
3717
Equipment
Rental
- Equipment rental
- Must demonstrate a secure oncampus storage facility or reasonable
expectation of care during rental
period (DG: 3717-00201330)
3716
Equipment
Repair
- Equipment repair
- Reason why repair is necessary
3746
Food
- ONLY funded for a
group for which food
is absolutely essential
to its mission
statement and Program
purpose (DG 374600201331)
- Justification for food being
absolutely essential to group and
Program
- Number of attendees
- While food is not funded by
SAF unless absolutely essential, a
Program with food (funded
through other sources) may still
be funded for other line items
3952
Misc.
Supplies
- Event decorations
- Sports equipment
- Funding for
decorations is capped
at $1 per quantity of
- Must demonstrate secure on-campus
storage space
- Up-to-date inventory record of
student group
- No secure on-campus storage
space demonstrated
- No inventory record provided
5
Anticipated Audience.
Decorations are items
that do not serve
practical purpose, and
include but are not
limited to ribbons,
streamers, balloons,
flowers, balloon
weights, vases and
flowers, etc. (DG:
3952-00201332)
3916
Office
Supplies
- Primarily OfficeMax
purchases
- Staples
- Tape
- Pens/pencils
- Calculator
- Post-It Notes
- Item must be found in the
OfficeMax catalog at SORC
- Only acceptable documentation is a
copy of the OfficeMax order form
found at SORC.
- If an item is not found in the catalog
at SORC, must provide invoice or
screenshot
- Missing OfficeMax order form
from SORC
3210
Postage
- Postage
- Must demonstrate why email is
insufficient (DG 3210-00201335)
- Must include size of mailing list
3718
Printing and
Copying
- Flyers for
Advertising
- Pamphlets
- Posters
- Banners
- All funding will be
adjusted to the costs of
Stamp Copy Services,
UNLESS a cheaper
alternative is
demonstrated
(alongside the cost
from Copy Services)
(DG: 3718-00201336)
- Items that will be used for
Advertising will also be reviewed
under 3724 Advertising standards
- Color paper must be justified
- Color ink must be justified (DG
3718-00201337)
- Higher quality stock must be
justified (DG 3718-00201338)
*Most common documentation:
http://www.dbs.umd.edu/copy/prices.
php.
4970
Space Rental
- Room rental
- Venue rental
- Time period of rental
- Venue capacity (must not be more
than Anticipated Attendance (DG
4970-00201340)
- If an off-campus space, must
demonstrate why on-campus space is
insufficient (DG 4970-00201341)
(DG 4970-00201341)
3220
Telephone
- Phone lines
- Only for groups with office space
outside of Stamp
- Must demonstrate a compelling need
for office phones (DG 322000201343)
- OR past phone bills for the same
phone line
- No office space in Stamp
- Non-compelling need for office
phones
6
3925
Wearing
Apparel
- Costumes
- Uniforms
storage space
- Must demonstrate that items will not
go to the material benefit of
individuals; That is: Wearing Apparel
items must be passed on to future
years and members of the Group (DG
3925-00201344)
space demonstrated
- Clothing will ultimately be
owned by the individuals in the
group (and not passed on to future
members)
- Clothing will be a giveaway
3953
Office
Equipment
- Furniture
- Computer
- Hard Drive
storage space
space demonstrated
7
General & Non-Specific Discretionary Guidelines - Fiscal Year 2015
These Guidelines include the Legacy Guidelines (002013), and all FY14 guidelines as denoted by the code xx2013
or xx2014, where xx is the month (ex. September 2013 guidelines are denoted by 092013)
Description
Line
Item
Code
Content
General
0001
(pending)
001
(pending)
0001
00201301
0001
00201302
0001
00201303
0001
00201305
0001
00201306
0001
00201307
Applications for funding shall be due no less than 30
days in advance of the program for requests of
$1500.00 or less.
Applications shall not be accepted more than five (5)
months prior to the program unless reasonable
justification is provided to the Committee on Financial
Affairs. The decision to accept this justification is at
the discretion of the Committee on Financial Affairs.
Funding Applications are not reviewed unless
submitted under the name of a Treasurer or President
of an SGA recognized student group. The submitting
officer must have been certified at a Budget Training
Workshop that occurred in the current fiscal year
(school year).
“Insufficient Breakdown”/ “Adjust to Breakdown” is
when the Itemized Breakdown presented for this line
item is not in keeping with the standards stated in the
Manual on Financial Affairs, OR sums to a value that
is unequal to the Total Amount Requested.
“Insufficient Documentation”/ “Adjust to
Documentation” is when the Documentation presented
for this line item is not in keeping with the standards
stated in the Manual on Financial Affairs, OR is not
reflected in the Itemized Breakdown and/or Total
Amount Requested.
If the Committee on Financial Affairs can find a
subjectively comparable product to the item requested
at a lower expense, the funding will be adjusted to that
amount.
Groups that have not received funding for at least the
past four semesters (2 school years) are limited to a
$2,000 cap per program in the first allocation period
they apply.
Services that are provided for free by either the Stamp
Student Union or any unit at the University of
Maryland (contingent upon the fact that the services
are available to all students at the university) are not
funded.
8
0001
0001
0001
0001
0001
0001
0001
0001
0001
Non-specific
items
0002
0002
0002
0002
09201302 It is up to the discretion of the Committee of Financial
Affairs to correct a misclassification of a line item, so
that the program can be reviewed appropriately.
02201401 If a program requires an admission charge, monetary or
otherwise, the charge must be justified. Admission
charges will only be admissible as long as the
admission revenue funds elements of that specific
program that SGA does not fund. Any admission
revenue may not serve as fundraising.
10201301 An Application will be considered for funding for a
Program that exceeds $1,500 AND will occur between
30-60 days before the Date of Program IF an
Application has already been submitted during the
current school year, AND is for the same Program,
AND the Date of Program is still at least 30 days after
the deadline.
11201301 Documentation must be expressed in an official
operating language of the Committee on Financial
Affairs.
11201302 English is an official operating language of the
Committee on Financial Affairs.
11201303 Funding Applications are not reviewed for groups
whose KFS accounts are currently frozen.
11201304 Payments that are due after a Date of Program are
considered reimbursements. Reimbursements are not
funded (BL: Article VII, Sec 4, Sub A:5).
11201305 Programs are only funded if the primary programmers
are undergraduate students at the University of
Maryland, College Park.
03201401 Information and/or documentation that was not
submitted with the original Funding Application may
be considered during an Appeal to the Committee on
Financial Affairs IF AND ONLY IF the new
information and/or documentation directly relates to a
Discretionary Guideline that was enacted during the
deliberation period that the Application was first under
review.
00201308 Programs whose purpose and description are not
apparently relevant to the SGA-recognized Mission
Statement of the group are not funded.
00201309 Exclusionary programs are not funded. Programs are
considered exclusionary if: only the target audience
may attend the event, OR specified person(s) or
group(s) may not attend the event.
00201310 Anticipated expenses that have a possibility of not
being incurred are not funded.
00201311 All funds kept in University KFS accounts are exempt
from State of Maryland sales taxes.
9
0002
0002
0002
0002
0002
0002
Group Help
0003
00201312 Fundraisers without other sources of funding are not
funded.
00201313 Free items, Giveaways, Non-uniform wearing apparel,
massage services, and other products/services that are
only for the material benefit of individuals are not
funded.
00201314 Papers that are demonstrated as having an educational
purpose are not considered as a Giveaway.
00201315 Lodging is not funded.
00201316 Funding for retreat expenses is capped at $5 per
Quantity of Anticipated Audience (expected
attendance).
03201403 Permanent or semi-permanent structures that require
yearly maintenance and periodic financial support are
not funded.
09201305 If a Group Help request includes an off-campus
contractual agreement, it is the discretion of the
Committee on Financial Affairs to determine the
feasibility of processing the payment, based on the
University guidelines.
The remainder of the Discretionary Guidelines have been incorporated into and referenced
within the Line Item and Documentation guide table above. The full list of Discretionary
Guidelines can be found as a separate file at:
http://umdsgafinance.weebly.com/discretionary-guidelines.html.
10
On-Campus Resource Index:
Compiled here are some of the most commonly used services by student groups. If you have any
questions about using these resources, contact the Director of Student Groups, Katherine
Swanson (sgastudentgroups@umd.edu).
Student Government Association:
SGA’s goal is to best represent the interests and needs of students. Feel free to contact SGA with
any issues of interest, questions, or general inquiries about how you can get involved in serving
our campus community.
0209J Student Involvement Suite, Stamp Student Union
Office hours: 9AM-5PM, M-F
301-314-8329 x45801 (VP Finance) x48335 (President)
SGAcommunications@gmail.com
www.mdsga.com
Undergraduate Legal Aid:
For questions about tenant issues, speeding tickets, or other student legal issues, a portion of the
Student Activities Fee is used to fund a salaried lawyer who offers free legal advice and student
defenders who can provide counsel for students in on-campus hearings.
3125 South Campus Dining Hall
301-314-7756
slao@umd.edu
www.studentorg.umd.edu/legalaid
Student Organization Resource Center:
SORC is where student groups can access budgets, fill out financial forms, seek fundraising
advice, and ask questions about STARS and Orgsync. SORC also handles all transactions from
student group FRS accounts.
0209S Student Involvement Suite, Stamp Student Union
Office hours: 8:30AM - 4:30PM, M-F
301-314-7158
SORC@umd.edu
www.thestamp.umd.edu/activities/student_org_resource_center_sorc
Adele H. Stamp Student Union:
Stamp is the central hub of campus where students and student groups can find many resources
for student affairs.
Building hours: 7AM - 12AM, M-Th; 7AM - 1:30AM, F; 8AM - 1:30AM, Sat; 11AM 12AM Sun
301-314-DESK for the information desk
Event and Guest Services:
The Event and Guest Service Office can help with any questions regarding eCalendar
reservations for event space, furniture and event support, audio/visual equipment, and ticketing
services for special events.
1133 Stamp Student Union
11
301-314-8488
www.thestamp.umd.edu/events/event_services
Technology (IT) Services:
301-314-5555
www.thestamp.umd.edu/shops_services/technology_services
Terrapin Room Audio Visual Request:
The Terrapin rooms contain laptop and projector equipment only.
• Request AV equipment no later than noon of the previous business day
• Email uts-av@umd.edu with the subject heading TERRAPIN ROOM AV REQUEST
• Include in the email:
o First and Last Name
o Email and Phone
o Event Name/Number
o Event Date and Time
For any questions contact AV Reservations Assistant, Rob Gewain (301-405-0588)
Stamp Marketing:
The Stamp Marketing Office offers free event publicity services for events held in the Stamp
Student Union. From chalking, flyers, surveys, and data collection, filling out an Event
Submission Form and using the Marketing Checklist on their website can help spread the word
about your program.
301-314-8488
www.thestamp.umd.edu/events/marketing
Leadership and Community Service Learning:
LCSL promotes positive social change through transformative learning and community
engagement. They host multiple programs, events, a Minor in Leadership Studies, community
service, and many other resources.
301-405-9044
lcslassistant@umd.edu
www.thestamp.umd.edu/leadership_community_service_learning
Facilities Management:
Rent equipment like tables, chairs, cables, and limited AV for events outside of Stamp.
301-405-3205
www.facilities.umd.edu
Design and Copy Services:
General printing and copying services. The following offices are part of the Department of
Business Services, offering a wider range of offices and other resources.
Adele H. Stamp Student Union Copy Center
301-405-2679
Reckord Armory Copy Center
12
0127 Armory
301-405-2679
Tydings Copy Center
1105 Tydings Hall
301-405-1707
Van Munching Copy Center
1406 Van Munching Hall
301-405-2400
Office hours: 8:30AM – 4:30PM, M-F
www.dbs.umd.edu
Signs and Graphics:
The Signs and Graphics Shop provides services for signage, banners, posters, window and
vehicle graphics, dimensional lettering, decals, magnets, name plates, large format digital
printing, and more.
Service Building #003 Room 1215
Office Hours: 6AM – 2:30PM, M-F
Telephone: 301-405-7257
Fax: 301-314-4170
www.facilities.umd.edu/sitepages/signproducts.aspx
Dining Services:
UMD Dining Services provides catering and special delivery.
Director’s Office
1109 South Campus
301-314-8054
umfood@dining.umd.edu
www.dining.umd.edu
Security:
If an event requires security or other safety measures, the Department of Public Safety can
provide services.
Captain Laura Dyer
Service Building #003
Rossborough Lane
301-405-3555
ldyer@umpd.umd.edu
www.umpd.umd.edu
Motor Transportation Services:
For complete information about renting vehicles and transportation-related services, visit the
MTS website (www.dbs.umd.edu/motor) or email (mts@mercury.umd.edu).

Manual on Financial Affairs

Transcription

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