Appropriations

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Important Dates:
 
Last Day to Submit Fall Appropriations Receipts | January 20th @ 5PM, Student Center Suite 214
 
 Click here for Appropriations Forms

 

700.1 Definitions:

SGA - Student Government Association of the University of South Alabama.

AC - Appropriations Committee, a standing committee charged with the review of all financial requests to the SGA.

Financial request - A formal written request asking for SGA funds to be utilized in a manner stipulated in the request. This includes both internal and external requests.

Internal requests - Financial requests that originate inside the SGA, and is a SGA sponsored request (example: senate project).

External request - Financial requests that come from a non-SGA entity, such as, but not limited to, a student organization or a USA department.

Allocation - An external financial request from an non-SGA entity.

Appropriation - A type of allocation to a student organization. Must adhere to appropriation rules, as well as allocation, and financial request rules.

Co-sponsorship - A type of allocation to a student organization or USA entity. Must adhere to co-sponsorship rules, as well as allocation, and financial request rules.

STG (Supplemental Travel Grant) - A type of allocation to a student organization or USA department. Must adhere to STG rules, as well as allocation, and financial request rules.

 


General Information as per Code-of-Laws:

 

700.2 No amount of the Student Government Association’s funds may be spent before the forming of a senate approved budget; this is to exclude the purchase of needed office supplies.

700.3 All funding done by the SGA shall be in the form of reimbursement, and shall follow the rules set in Chapter 705.

700.4 Informational meetings for students and organizations shall be held each semester before the SGA budget meetings and shall be hosted by the SGA Treasurer.

700.5 All requests for funds submitted to the Appropriations Committee must be received by the Treasurer at least seven (7) working days prior to the time the allocation is needed. This rule may be waived with three-fourths approval of the Appropriations Committee.

700.6 Financial requests are to be received by the SGA Treasurer before the date when funds are needed, and then reviewed by the Appropriations Committee. The Appropriations Committee will then present a financial recommendation to the senate before or during a scheduled SGA meeting. Financial requests cannot be passed on the first meeting in which all relevant information is brought to the senate, the exception to this is with an appropriation request which has been reviewed by the senate and the AC before the meeting.

700.7 Although the rules are to be considered in each decision made; the Student Government Association, in particular the senate, has full authority to deny requests based on the opinions of the Student Government Association members. It is only with the discretion of the SGA members that any funding take place.

700.8 The SGA may deny requests based on the opinion that SGA should not involve itself in the request or that SGA funds would be better utilized elsewhere.

700.9 An allocation must be spent as stipulated by the SGA if such stipulation is applicable.

702.10 Any organization which uses any part of an SGA funding for private or commercial gain shall have the remainder of its allocation cut off and shall not receive any SGA allocation for three semesters to follow.

702.11 In order for an organization to receive funding from SGA, it must be authorized as a registered organization through the Office of Student Activities and have been registered three consecutive semesters immediately preceding the budget request.

700.12 Every organization seeking a Student Government Association allocation must have a member present at the meeting at which funding isconsidered. This law may be waived at any Senate meeting with two-thirds approval of the Senators present at the meeting.

700.13 All requests must contain itemized proof of cost.

700.14 Any request that would require an itemized list of names and jag numbers, is to be numbered so that the total number of students and jag numbers can easily be confirmed.

700.15 All advertising for an activity that is fully or partially funded by the SGA must effectively recognize the SGA’s support. All publications must contain the SGA logo.

700.16 SGA will not pay for promotional items for events unless the event is sponsored by SGA, and, therefore, the promotional items must contain the SGA logo. These items must be approved by the Executive Council.

700.17 Any solicitation for funds from the SGA for a campus-wide publication must meet the following criteria, unless it is published each semester or annually:

a. be a recognized student organization, and

b. be approved by the appropriations committee, then the SGA senate

700.18 SGA will not pay for office supplies. Examples are, but not limited to, stationary, pens, paper, envelopes, film, stamps, invitations, paper clips, etc. and any other item not recommended by the Executive Council.

700.19 SGA will not reimburse expenditures for awards, gifts, giveaways, or plaques.

 


Appropriations

 

701.1 Any senator who has not reviewed an appropriation request cannot vote on the matter.
701.2 Appropriations can only be approved during the SGA's semester budget meeting(s). This rule may be waived with two-thirds approval of the Senators present at that meeting.

701.3 Any senator who has not reviewed an appropriation request cannot vote on the matter.

701.4 Appropriations can only be approved during the SGA's semesterly budget meeting(s). This rule may be waived with two-thirds approval of the Senators present at that meeting.

701.5 Senators are required to review each appropriation request before the budget meeting. Failure to do so will result in an 'absence' for the budget meeting, and will result in the senator not being able to vote on the respective requests.

701.6 Appropriations requests can be 'mass-approved' only during a senate budget meeting. Where mass approval entails approval multiple requests in one motion.

701.6.1 Mass approval requires a favorable two-thirds roll call vote of all active senators. Active senators who have failed to review the requests, shall not be allowed to vote and shall effectively count as a vote against.

701.7 In order to mass approve requests, the requests in question must of been reviewed by the appropriations committee and recommended by the committee for mass approval. If the committee has not recommended a request for mass approval, it may not be.

701.8 If one or more senators wishes to discuss an appropriation request, or feel it should not be mass approved. That request shall not be subject to mass approval, and can only be passed individually after discussion has taken place.

701.19 A senator may request a packet not be mass approved, by;

a. Indicating so during a SGA meeting.

b. Noting so on the senator appropriation review sheet.

c. Indicating to any member of the Executive Council their request.

701.10 All allocation request forms must be completed, as stated on the request form and
Code-of-Laws, and turned in to the SGA office by 5:00 p.m. six (6) working days prior
to the budget meeting each semester. This law may be waived at any Senate meeting
with two-thirds approval of the Senators present at that meeting.

701.11 No organization shall receive an appropriation allocation of more than $2,000.00 in one SGA fiscal year running from summer to spring semesters.

701.11.1 An organization may only request and receive up to $500.00 per person for travel, lodging, and/or registration expenses per fiscal year out of their appropriation allocation budget.

701.11.2 An organization may request up to $1,000.00 of their annual appropriation allocation amount for a speaker. This includes travel and lodging expenses and the actual speaker fee.

701.12 The SGA may fund uniforms if the particular organization requesting provides the names and student numbers of the recipients. The uniforms may not display advertising for an event and a sample design must be approved by the senate.

701.13 Only torso and leg garments will be considered for uniforms. Any other uniform request must be approved by the Executive Council.

701.14 An organization may receive up to 30 dollars per person for uniform(s) for each SGA fiscal year.

701.15 Student Government funds cannot be allocated to student organizations
for travel, lodging, and/or registration expenses for conferences or conventions unless:
The organization requesting the funds demonstrates with documentation the educational benefit of the event and the necessity of their attendance because they are:

a. submitting a paper at the event, or

b. participating in competition at the event, other than delegation of the year, chapter of the year, spirit awards or equivalents thereof, or

c. submitting a project or display at the event, or d. hosting the convention within two years of the date that the appropriation is approved by the Senate, or

e. there for the sole purpose of receiving information on further education, academic, or professional opportunities

701.16 SGA, per University policy, cannot provide funds for conferences, conventions, or other trips, whose primary purpose could reasonably be classified as leisure or recreational.

701.17 The organization requesting funds for travel to a conference must attach to the Budget/Appropriation Request, an itemized numbered expense list. This includes a list of the people planning to attend the event, their student numbers, a copy of the registration form, a travel itinerary, and any other information received by the organization related to the conference, convention or trip including costs associated with travel, lodging, conference fees, etc.

701.18 SGA will not pay for opting-in to meals or food at a conference. Only meals that are provided by the initial registration fee may be included in the reimbursement. 

701.19 SGA shall reimburse for gas mileage, per the University policy allowing for the Federal minimum for travel reimbursements. SGA will reimburse mileage for one vehicle for every group of four going (i.e. 1 vehicle/1-4 people; 2 vehicles/5-8 people; etc.) Estimated gas mileage must be calculated using the main campus as the starting destination.

701.20 SGA will not pay for equipment such as, but not limited to, any type of media equipment, audio equipment, digital cameras, computers, printers, videos, books, hardware tools, recreational equipment, individual sports safety equipment or intramural equipment. The only exception would be for equipment that is not reasonably available on campus and is vital for the organization to function, which will be decided by the Executive Council. If such equipment is approved then the equipment must be stored on campus and proof of on campus storage must be provided to the SGA Treasurer in order to be reimbursed.

701.21 SGA will not pay for an organization’s fees such as, but not limited to, website fee, chapter fee, and intramural fee.

701.22 SGA will not appropriate for food or drink.

 


 Co-sponsorships

 

702.1 Any senator who has not reviewed a co-sponsorship request cannot vote on the matter.

702.2 All requests for co-sponsorships must be received at least two regularly scheduled SGA meetings prior to the event and a representative of the group seeking co-sponsorship must be present at the Senate meeting in which the request is reviewed.

702.3 Allocation of food and drinks will only be given for events sponsored or cosponsored
by SGA and its’ committees.

702.4 The SGA may choose to co-sponsor certain projects or activities with another
USA student organization.

702.5 SGA co-sponsorship shall entail additional support through funding,
advertising, physical presence at an event, and/or by any other means deemed
appropriate.

702.6 A co-sponsorship entails additional financial information to be presented to the senate, Executive Council, and the appropriations committee, as including but not limited to

a. Information about the project's full scope (not just what has been requested from the SGA to support),

b. Information about additional sponsors their support or additional funding methods,

c. A full copy of all receipts for services, materials, or items, used in the project (not just receipts limited to project portions cosponsored by SGA) ,

d. An after-event report of the co-sponsoring project's goals, accomplishments and results,

e. Any additional information requested by the senate, appropriations committee or Executive Council.

702.7 Every organization seeking a SGA Co-sponsorship must be able to demonstrate that a substantial effort has been made, on the part of that organization, to fund the project on
its own.

702.8 The SGA will only reimburse up to a maximum of 65% of the total project's cost proof of purchased cost received (receipts of all actual expenditures, not just planned expenditures).

702.9 Co-sponsorship of an organizational event does not impact that organization's annual appropriation allocation.

702.10 An organization shall not receive funding for conference expenses, travel, lodging, registration expenses through a co-sponsorship.

702.11 Any event co-sponsored by SGA shall be free, and open for the student body.

702.12 If an organization is requesting a co-sponsorship for an off campus venue, they must provide (1) bid for an on-campus venue, as well as two (2) additional off campus venue bids with an estimation of attendance for the event.

 


Supplemental Travel Grants (STGs)

 

703.1 No STG requests can be granted until a portion of the SGA budget has been allotted and set aside for STGs.

703.2 STGs are not required to be voted on and approved by the SGA senate, and can be passed by the Appropriations Committee by a 4/5ths vote, only if the appropriate amount of funds remain in the STG budget.

703.3 An allocation must be spent as stipulated by the SGA if such stipulation is
applicable.

703.4 STGs can be requested by academic departments, and student organizations on behalf of individual students.

703.5 STGs are for travel, lodging, and/or registration expenses for conferences only.

703.6 The maximum a student can receive through an STG is $500 per SGA fiscal year. The maximum a sponsoring organization or department can request is $1000 per SGA fiscal year.

703.7 STG eligibility is strictly limited to students who are active academic participants in an academic or professional conference only. Examples of “active academic participation” may include presenting a paper, being an invited commentator, presenting a poster presentation, participating in an academic competition. Networking, team/skill building, or attending workshops is not an example of active academic participation.

703.8 SGA, per University policy, cannot provide funds for conferences, conventions, or other trips, whose primary purpose could reasonably be classified as leisure or recreational.

703.9 Proof of "active participation" is required and is to be included in the STG request form.

703.10 The organization or department requesting funds for travel to a conference must attach to the request, an itemized numbered expense list. This includes a list of the people planning to attend the event, their student numbers, a copy of the registration form, a travel itinerary, and any other information received by the organization related to the conference, convention or trip including costs associated with travel, lodging, conference fees, etc.

703.11 SGA shall reimburse for gas mileage, per the University policy allowing for the Federal minimum for travel reimbursements. SGA will reimburse mileage for one vehicle for every group of four going (i.e. 1 vehicle/1-4 people; 2 vehicles/5-8 people;
etc.) Estimated gas mileage must be calculated using the main campus as the starting destination.

703.12 SGA will not pay for opting-in to meals or food at a conference. Only meals that are provided by the initial registration fee may be included in the reimbursement. 

703.13 An organization can only request a STG if the amount that SGA would provide for the STG would cause an organization to go over their annual appropriation allocation limit if it was passed as an appropriation. Otherwise the group is to submit an appropriation request, or modify an existing one.

703.14 An STG will not affect an organization's annual appropriation allocation limit. Unless specifically stated in 703.13.

 


Reimbursement

 

705.1 Organizations must submit original receipts for actual expenditures to the SGA Treasurer by 5:00 p.m. of the fifth day of the semester following the semester in which the funds were allocated. Organizations will receive reimbursement for actual expenditures up to the amount allocated by the SGA. Organizations will lose their allocation if they fail to turn in actual receipts to the SGA Treasurer by the required time. Organizations that lose their allocation must go through the allocation process again.

705.2 The SGA shall only send allocation monies to an advisor of an organization or transfer reimbursement funds into an organization's University account. An exception to this rule would be allocation monies sent to a student who incurred expenses as part of the approved project or vendor (e.g. speaker, t-shirt company), provided that the advisor's signature for the respective club is included with the receipt form.

705.3 The organization requesting the funds must submit all receipts of expenditures, an itinerary of the conference showing dates and time of conference activities, and physical proof of the fulfillment of one of the requirements in 701.1 (photographs of  display, copy of paper submitted, awards won, letter of intent from national or regional organization stating that conference will be hosted here within two years) to the executive council. Failure to comply may result in the loss of the allocated funds.