SGA-4
Section 5. Charter Review
All charter organizations and clubs shall be reviewed in the Fall term, by the
Charter Review Committee, to determine if the charter should be continued or
revoked. A two-thirds vote of the Senate is required to continue or revoke a
charter. No SGA finances shall be disbursed to organizations until after the
review and vote has been completed.
Section 6. Advisors
Registered student organizations, including honorary and professional
organizations, shall have a faculty or staff advisor at all times.
ARTICLE XVII FINANCIAL REGULATIONS
Section 1. Administration of Funds
All SGA funds, either in the SGA operating budgets, the FAA account, or
already allocated club budgets shall be administered in the following manner:
1) The SGA shall either write, modify, or enforce administrative rules
designed to support and enforce the description of the Treasury System in
Article V, Section 7.
2) Any change in the administrative rules shall be made upon a two-thirds
affirmative vote in the SGA Senate.
3) All budget requests are to be submitted to the Treasurer at the end of
Spring term. the Finance Committee shall review the requests and make
recommendations to the Senate.
Section 2. Method of Appeal for Organizational Budgets
Chartered organizations of the Penn State Capitol Campus have the right to
appeal their proposed budget after review by the Finance Committee by formal
appeal as outlined:
1) Structural form of appeal
A. Written formal document containing:
1. the organization's name
2. a brief explanation of grievance with budget
3. the author's signature -- address - phone number
4. list of officers and submittal date
2) Submittal of appeal
A. It shall be the responsibility of the organization's representative to
insure that copies of their formal appeal reach both the Treasurer and
President of the SGA.
B. It shall be the responsibility of the Treasurer of the SGA, upon receipt
of an appeal, to determine a suitable appointment time for review of the
appealing organization's budget. This time must be agreed upon by both
parties.
3) Procedure following submittal of appeal
A. At the predetermined appointment time, a representative of the
appealling organization will present their case to the Finance
Committee. The Finance Committee can then consign one of the
following:
1. Recommend no change in initial proposed budget for that organiza
tion.
2. Recommend an increase in budget to the Senate for a two-thirds
majority ratification
3. Recommend a decrease in budget to the Senate for a two-thirds
majority ratification.
If the organization will not accept the recommendation of the Finance
Committee:
1. The organization may request, of the President of the SGA, to be
placed on the agenda of the next SGA meeting, at which time:
a. The organization may present their grievances of their budget for
a period not to exceed 10 minutes.
b. The Finance Committee may then present their determination
and recommendations for a period not to exceed 10 minutes.
c. The Senate may then elect to increase, decrease, or not change the
budget by two-thirds majority ratification based on testimony
given by the organization and the Finance Committee.
4) Regulations governing appeals procedure
A. Before any appeals may be filed, the overall proposed budget must be
ratified by two-thirds majority Senate vote.
B. Filing of individual organization budget appeals will begin the day after
the Senate ratifies the overall proposed budget, and will remain open
for seven days, including weekends, until 12 noon of the seventh day.
Appeals filed outside this time period will not be accepted.
C. Only formal appeals as outlined in sections 1) and 2) shall be considered.
D. All budgets not appealed will go into effect after initial ratification of
the overall proposed budget as outlined in section 4) A.
E. If an organization draws funds from their account inside the seven day
appeals period, It will be considered by the Senate and the Finance
Committee that the organization has accepted their budget as initially
ratified. No privilege for appeal will be accepted.
F. Any organization that chooses to appeal their budget inside the seven
day appeals period will have their account frozen until a final budget
determination can be made.
Thursday, February 19, 1981
Section 3. Financial Procedures for Student Organizations
Field Tripe A field trip outline shall be handed to the Finance Committee two
full weeks before the day of departure. The outline will consist of:
If cash advances are needed for addition funds, a Cash Advance Form may be
obtained from the SGA Treasurer.
Equipment Purchases All equipment purchases shall be handed through the
Finance Committee. An appointment shall be set up by the organization with the
Finance Committee, to discuss the equipment purchases. Organizations consider
ing an equipment purchase should have the following information with them at
the meeting:
If the above procedures are not met, the club will receive no consideration for
their trip or equipment purchase.
Income All income from membership dues, raffles, movies, extraordinary
Campus-wide events, etc. must be deposited in the Student Affairs office.
Ticket Accountability When there is a general admission event, a ticket
accountability shall be performed by the Finance Committee:
affairs office.
9) All band contracts must be paid by University check. NO EXCEPTIONS.
10) All other expenses incurred for Extraordinary Campus-wide Events,
Movies, etc., must also be paid by University Check.
11) A Brief Ticket Sales Report and Income Statement shall be filled out after
all general admission events.
When using a purchase order:
The purchase order is a guarantee that the transaction will be paid. A
purchase order issued to a merchant must be signed by the treasurer of the
Student Government Association for the check to be sent directly to the
merchant.
G. All organization appeals of budget will be taken into consideration on an
individual basis.
H. If an organization being considered for appeal fails to supply a repre
sentative at the agreed upon appointment time, that organization's
budget ,will remain as initially ratified. That organization will have no
further privilege of appeal.
5) Funding
A. If it is determined that an organization, upon completion of the
procedure of appeal, warrants a change in budget, one of the following
may occur:
1. For a decrease in budget, the monies taken from the organizational
account are transferred into the SGA operations account.
2. For an increase in budget, monies will be taken from the SGA
operations account and transferred to that organization's account. If
funds are unavailable in the SGA operations account, funds will be
transferred from the FAA account to the SGA operations account
and in turn to the organization's account as funds becomc
available.
Date of Event
Departure Time
Destination
Vehicles to be used
Reason for Trip
Description of Equipment
Reason for the Purchase
Two or more price quotations from merchants
Membership dues shall be deposited on the day of receipt.
Raffle Money -- will be deposited everday while chances are being sold.
Movies -- door receipts shall be deposited the next school day.
Socials and Extraordinary Campus-wide Events door receipts shall be
deposited the next school day.
1) Tickets shall be issued to the organization holding the event
2) The ticket number will be written down along with the final ticket number
at the end of the event.
3) The organization shall give a ticket to each paying customer.
4) A member of the finance committee shall take one half of the ticket and
deposit it in a locked box.
5) Unused tickets shall be given to a member of the finance committee at the
end of the event.
6) There shall be a ticket count by the Finance Committee within 48 hours of
the event.
7) The number of tickets collected times the amount charged for admission
should equal the door receipts of the organization. Overages and shortages
shall be kept on record by the SGA Treasurer. The SGA Treasurer shall
have the right to make decisions on how to handle organizations with a
large number of overages sad/or shortages.
8) Door receipts must be deposited within one school day in the student
• : •
List of Participants
Estimated Cost
Net Amount requested from Finance
Committee
continued on page 10
C.C. Reader