Manual on Financial Affairs April 2017

Transcription

1 1 Manual on Financial Affairs April 2017 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: 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 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. SEE Co-Sponsorship Director (301) 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 Hoff Theater Program Funding: Each semester, $20,000 will be available to enhance programming efforts in this particular venue. Donna Lim Group Help: Funding of up to $1,500 per group per semester. Events or programs must have already been applied for in a regular funding allocation period. These funds are designed to cover last minute or unexpected expenses for a pre-planned program. Available to any certified President and/or Treasurer on SGA s Orgsync portal.

3 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 incurred. Documentation must be one of the following (listed in order of most effective documentation): General Documentation Requirements: For Services Rendered: An Invoice that is clearly authored by the service source (DG: ) An unsigned contract detailing the service name, phone number, and address as well as the specific service and dates for the service to be provided (DG: ) For Products to be Purchased An uncropped Screenshot of an /Webpage/Document/etc. that is clearly authored by the product source. (DG: ) A URL (the link must lead directly to the items requested) (DG: ) While filling out a Funding Application, it is important to use this Guide AND the most updated Discretionary Guidelines ( Line Item Description Typical Expenses and Notes Minimum Requirements for Documentation - Some line items require specialized information Additional Specifications and reasons an item may not be fully funded 3311/ In-State / 3321 Out-of- State Conference - Conference Fees - Conference fees capped at $50 per quantity of anticipated attendance (DG ) - 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 ) - Food and lodging cannot be included in the conference fee (DG ) - Conference fee cannot be a fundraiser for the parent organization, or for a political party/campaign (DG ) -

4 Advertising - Event Specific Flyers and posters - Capped at $1 per quantity of Anticipated Attendance (DG: ) - Advertising that involves Printing and Copying materials will also be reviewed as 3718 Printing and Copying ( ) - General advertising for group is not funded unless it is for a banner, table throw, or similar item to stay with the group (DG ) - Off campus advertising is not funded (DG ) - Newspaper advertisements are not funded (DG ) 3950 AV Equipment Rental (Audio- Visual) - Microphones and speakers - Projectors and screens - Connector cables - Sound board - 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 ) 3611 Vehicle Rental - Bus rentals - All forms of transportation are capped at $57.64 per quantity of anticipated attendance (DG ) - Must be rented from Motor Transportation Services or Shuttle UM (DG: ) - GoogleMap screenshot showing route and distance to be traveled (in miles) for Moto Pool Rental Only(DG ) Not required for Shuttle-UM Charter Services *Motor Transportation Services: ONLY acceptable documentation is a completed Motor Transportation Services Pricing Sheet, which can be obtained at SORC. - Fuel and parking costs are not funded (DG: ) - Roadway tolls are not funded (DG: ) - No GoogleMap is provided 3752 Contractual Services - Guest speakers - DJs, performers - Police services - Capped at $10 per quantity of Anticipated Attendance per day of the program (DG: ) - Name, description, and cost of service, shown in an invoice, unsigned contract, or formal proposal (must be exact price quote) - Phone number and for service - The $10 cap per Anticipated Attendance (DG ) for one-on-one training will be lifted only when demonstrated to benefit the entire group (DG ) - 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 pre-approval from the SGA Legislature (DG: ) 4930 Dues & Fees - Dues and Fees Are considered as separate expenses. - Dues are membership payments that apply to a group as a whole to belong to a larger organization or - Must demonstrate that expenses for individual memberships are not funded (DG ) - Annual fees for individuals are not funded (they are only funded for groups as a whole)

5 5 payments that allow groups to execute their mission for a minimum of one academic year with a one-time payment. (Ex. Background Checks) Capped at $50 per quantity of anticipated attendance. ( - Fees are one-time payments that do not fall under the above definition. Capped at $10 per quantity of anticipated (DG: ) 3717 Equipment Rental 3716 Equipment Repair - Equipment rental - Must demonstrate a secure on-campus storage facility or reasonable expectation of care during rental period (DG: ) - 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 ) - Justification for food being absolutely essential to group and Program - Number of attendees General Documentation Requirements - 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 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: ) - 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

6 Office Supplies - Primarily Guy Brown purchases - Staples - Tape - Pens/pencils - Calculator - Post-It Notes - Item must be found in the Guy Brown catalog at SORC - Only acceptable documentation is a copy of the Guy Brown order form found at SORC. - If an item is not found in the catalog at SORC, must provide invoice or screenshot from the alternate vendor. - Missing Guy Brown order form from SORC 3210 Postage - Postage - Must demonstrate why is insufficient (DG ) - 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: ) - 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 ) - Higher quality stock must be justified (DG ) *Most common documentation: p. - Off campus provider without justification as to why an oncampus provider is insufficient 4970 Space Rental - Room rental - Venue rental - Time period of rental - Venue capacity (must not be more than Anticipated Attendance (DG ) - General Documentation Requirements - If requesting an off-campus space, must demonstrate why on-campus space is insufficient (DG ) - Off campus provider without justification as to why an oncampus provider is insufficient (DG ) 3220 Telephone - Phone lines - Only for groups with office space outside of Stamp - Must demonstrate a compelling need for office phones (DG ) - OR past phone bills for the same phone line - No office space in Stamp - Non-compelling need for office phones 3925 Wearing Apparel - Costumes - Uniforms - Must demonstrate secure on-campus 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 ) - No secure on-campus storage 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

7 Office Equipment - Furniture - Computer - Hard Drive - Must demonstrate secure on-campus storage space General Documentation Requirements - No secure on-campus storage space demonstrated General & Non-Specific Discretionary Guidelines - Fiscal Year 2017 These Guidelines include the Legacy Guidelines (002013), and all FY14 guidelines as denoted by the code xxyear, where xx is the month (ex. September 2014 guidelines are denoted by ) Description Line Item Code Content General Any social program or event must be primarily relevant to the non-social aspects of the group. (i.e Culture, religion, academic interest etc.) All Budget applications, submitted on Orgsync s Budget Management System through the Treasury module MUST include the Budget Item Required Information (MUST COMPLETE) for the budget to be eligible for funding Applications for funding shall be due no less than 30 days in advance of the program for requests of $ or less. Requests in excess of $ shall be due no less than 60 days in advance of the program 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.

8 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). (See DG ) 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 entity at the University of Maryland (contingent upon the fact that the services are available to all students at the university) are not funded 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 An Application will be considered for funding for a Program that exceeds $1,500 AND will occur between days before the Date of Program IF an Application has already been submitted during the current fiscal year, AND is for the same Program, containing the same specific item(s), AND the Date of Program is still at least 30 days after the deadline.

9 Documentation must be expressed in English, the official operating language of the Committee on Financial Affairs Funding Applications are not reviewed for groups whose KFS accounts are currently frozen Payments that are due after a Date of Program are considered reimbursements. Reimbursements are not funded (BL: Article VII, Sec 4, Sub A:5) Programs are only funded if the primary beneficiaries are undergraduate students at the University of Maryland, College Park 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 under which the Application was first under review The Finance Committee reserves the right to treat multiple applications from the same group during the same Allocation Period as a single application if the Committee determines those applications to be for the same Program. All specific caps will be applied to the program as one program If a specific item(s) within a program was initially approved for funding by the SGA but funding was cut due to mandatory, across the board cuts, any of those specific items for the same program (including general operations) that were already approved to be funded, but cut will not be funded until the next fiscal year Expenses for any mode of transportation are capped at the amount paid per student for the SGA portion of the student activities fee per academic year (based on the school year: $57.64) per Anticipated Attendance (expected attendance). This cap is applied for each round trip individually.

10 A specific item whose purpose is not apparently relevant to the Program Description will not be funded. Relevance is based on the discretion of the committee Any aspect or item of an application that has been previously funded will not be funded again for that same instance of the application. (For additional expenses see DG ) The president and treasurer must be undergraduate students. The president and treasurer must be accurately listed on the application and up to date in their group s OrgSync external profile Programs utilizing any amount of SGA funding may only charge admission to cover the per person cost of expenses directly incurred by the event which are not funded by the SGA. Programs with all other admission charges are not funded. Programs may not otherwise receive any form of payment from undergraduate students. Mandatory registration, fees, donations, and other forms of payment are not permitted Groups must provide proof of a reservation before asking for any funding for a program or event that requires a physical space. If the group has not yet reserved a space, the group must provide sufficient reasoning for why the space has not yet been reserved Requests for items or services that would violate University, Local, State, or Federal policy or law will not be funded Any event or program already funded through a regular allocation period that has incurred unexpected expenses (after submitting the original funding application), must apply for those unexpected costs through Group Help funding with documentation. See General Documentation Requirements All fields on the SGA OrgSync Budget Application must be completed accurately and adequately based on the field s specific instructions. Failure to provide relevant and truthful information may result in a denial of funding for your application Programs whose purpose and description are not apparently relevant to the SGA-recognized Mission Statement of the group are not funded.

11 11 Non-specific items 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 Anticipated expenses that have a possibility of not being incurred are not funded. (e.g. Insurance, Warranties) All funds kept in University KFS accounts are exempt from State of Maryland sales taxes Fundraisers without other sources of funding are not funded. Other sources of funding must be proven not to include any money allocated from the Student Activities Fee 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 Papers that are demonstrated as having an educational purpose are not considered as a Giveaway Lodging is not funded Permanent or semi-permanent structures that require yearly maintenance and periodic financial support are not funded Any item(s) or service(s) of material benefit that primarily benefit non-students are not funded Groups must demonstrate secure, on-campus storage for all items purchased (past or present) with the Student Activities Fee If the anticipated attendance on the application exceeds the anticipated attendance on the space or room rental reservation documentation, the anticipated attendance will be adjusted to the attendance on the space or room rental reservation documentation.

12 If the anticipated attendance on the application exceeds the capacity of the room or space, the anticipated attendance will be adjusted to the capacity of the room or space All funding or purchase requests for any goods or services must be in U.S. dollars. Group Help If a Group Help request includes an off-campus contractual agreement, it is at 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: 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, Samantha Levy (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. SGAcommunications@gmail.com Undergraduate Legal Aid:

13 13 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 South Campus Dining Hall slao@umd.edu 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 KFS/FRS accounts. Student Involvement Suite Ground Floor, Adele H. Stamp Student Union Office hours: 10AM 11:30PM, M-F SORC@umd.edu 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 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 Stamp Student Union Technology (IT) Services: 2220 Stamp Student Union 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 uts-av@umd.edu with the subject heading TERRAPIN ROOM AV REQUEST Include in the o First and Last Name

14 14 o and Phone o Event Name/Number o Event Date and Time For any questions contact AV Reservations Assistant, Rob Gewain ( ) 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 Stamp Student Union 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 Stamp Student Union lcslassistant@umd.edu Facilities Management: Rent equipment like tables, chairs, cables, and limited AV for events outside of Stamp 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 1239 Stamp Student Union Reckord Armory Copy Center 0127 Armory Tydings Copy Center 1105 Tydings Hall Van Munching Copy Center 1406 Van Munching Hall Office hours: 8:30AM 4:30PM, M-F

15 15 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: Fax: Dining Services: UMD Dining Services provides catering and special delivery. Director s Office 1109 South Campus umfood@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 ldyer@umpd.umd.edu Motor Transportation Services: For complete information about renting vehicles and transportation-related services, visit the MTS website ( or (mts@mercury.umd.edu).