1. STUDENT SENATE INFORMATION SESSION 2014 - CLUB & OPERATIONAL ALLOWANCE PROCESS - CLUB & OPERATIONAL ALLOWANCE GUIDELINES

2. PURPOSE OF THIS SESSION Familiarize you with the new process Go over new/old guidelines New way of submitting packet

3. ALLOCATED V. FUNDRAISING Allocated Money- money that is allocated to a club or organization from the Student Activity Fee; this money cannot be used for purposes that violate the Finance Committee guidelines Fundraising Money- money that is raised by a club or organization through a fundraiser of some type; this money can be used for anything that does not violate the Student Code of Conduct, University Policy or State and Federal Law

4. OVERVIEW Banking Center accounts are REQUIRED to receive funding Finance Committee reviews submissions Hearings Organizations requesting over $10,000 are required to schedule a hearing Organizations requesting under $10,000 may request a hearing with the committee Budget meeting with Full Senate – open to the public Ability to appeal Approval by University President Funds deposited July 1, 2015

5. NEW FUNDING PROCESS – PHASE 1 CLUB & OPERATIONAL ALLOWANCE

6. Items that are completely essential for the organization to function

7. Funding Allotment Club Operational AllowanceEmergency AllocationsProfessional Development GrantEvent & Activity SponsorshipAppeals Remaining Apportionment 37% 5% 20% 37% 1% Awarded Annually at Student Senate budget meeting in spring Request ProcessApplication Packet Abridged Criteria Eligibility Any recognized & registered organization as defined by Student Senate Constitution & Bylaws Examples Support the basic needs and purpose of a student organization: national dues, office supplies, etc. Distribution Method Transfer of funds into organization account July 1 st of each year pending university presidential approval

8. WHAT’S INCLUDED IN THIS REQUEST? General Operating Expenses (not including events) Membership Dues PR Office Supplies Equipment Competitions

9. CLUB & OPERATIONAL ALLOWANCE GUIDELINES

10. INFORMATION SESSIONS Presidents and Treasurers are required to attend If BOTH do not attend, you will lose the option to appeal funding

11. LATE SUBMISSIONS Form will open after the last information session on Friday, December 5th All submissions must be received by Friday, February 6 th, 2015 @ 11:45pm Form will remain open for 10 days after deadline For each day your submission is late, you will receive a 5% penalty fee NO submissions will be accepted once the form closes

12. GENERAL GUIDELINES Organizations must be 100% registered through the Center for Student Involvement & Leadership by the time of submission Open Membership Policy Membership must be open to all Millersville University students Title IX exceptions

13. MEMBERSHIP DUES Mandatory National or Regional organizational dues Proof must be provided that organizations are REQUIRED to pay dues

14. EQUIPMENT A secure location must be presented in description of request Replacing equipment requires documentation for the damaged object as well as the new piece of equipment Funding for vehicles or fixed structures is prohibited

15. PR & OFFICE SUPPLIES We will fund for UP TO $150 for public relations supplies/expenses for the organization, excluding give-a-ways. We will fund for UP TO $150 for office supplies, and organizations may only spend UP TO that amount for the duration of the year (this excludes advertising supplies and copies). Give-A-Ways are defined as a novelty or item that is available to the whole student body Publications We will fund for costs of printing and supplies for organizations that produce publications We ask that you are conservative in the length of publications as well as distribution amounts

16. COMPETITIONS Only funded if they directly contribute to the organization’s purpose, and the organization must justify this in their request. Funds requested may include registration fees, transportation, and hotel accommodations

17. COMPETITIONS Must stay within the Continental United States Charter buses may be used only if destination is over 100 miles or if there was prior approval granted by Finance Committee Funding may only be used for Millersville STUDENTS. Advisors and non- Millersville students will not be funded

18. COMPETITIONS Registration Take advantage of “Early Bird Registration Hotels Up to 2 hotel rooms will be funded, with 4 students per room Prior approval must be granted by the Finance Committee otherwise Travel Most economical means should be used, consistent with the purpose & constraints of travel Reimbursement of gas will be allowed in accordance with the Millersville University Purchasing website (up to $0.56 per mile).

19. DOCUMENTATION Everything ELECTRONIC and uploaded to the submission Ability to upload 1-3 documents Try to have documentation in order of your requests to expedite the time it takes for the committee to review submissions Nothing will be funded if it does not have proper documentation We will not follow links to websites for documentation We encourage previous invoices, quotes, site estimates, etc.

20. OTHER IMPORTANT REMINDERS Materials at the university Anything that is accessible to all students from the University Library or other supporting departments will not be funded Deficit spending If there is debt in your account, the Student Activity Fee will not fund for repayment of that debt

21. OTHER IMPORTANT REMINDERS Food ALL food must be purchased through Dining Services Exceptions may be granted by Director of Dining Services & the exception must be on file No funds will be provided for food while on competitions Alcohol and other drugs will not be funded in accordance with University policy We will not fund for scholarships or financial aid of any kind No funding will be provided for distribution of religious materials/supplies that are solely intended to spread a religious viewpoint

22. OTHER IMPORTANT REMINDERS No funding will be provided for any type of partisan political endorsement nor for contributions to the campaign fund of any candidate for elective office No funding will be provided for salaries or stipends to students without the approval of the full Student Senate No funding will be provided for direct contributions to charities, not-for-profit organizations, or local governments and their units We encourage organizations to fundraise in order to help offset their sole reliance on activities fee support All expenditures must be for university sponsored or related activities, which involve students, faculty, or staff of the university

23. WHAT SHOULD NOT BE INCLUDED Conferences – both regional and national ALL events and activities

24. FORM SUBMISSIONS Student Senate Get Involved Page Form entitled “Club and Operational Allowance Request 2015-2016” “Your submission has been approved” DOES NOT MEAN that you have received any money. This means that I have received your submission for the Finance Committee to review

25. CONTACT INFORMATION Justin Miller, Vice President of Finance Villefinancevp@gmail.com (717) 872-3513

26. QUESTIONS???