The budget guidelines are intended to encourage the best possible use of SGA funds to promote SGA’s mission of enhancing Barnard community, by providing needed spaces to nurture particular aspects of the community, by promoting efforts to reach out to those who may be enriched by engagement with these aspects, and by bringing together the community as a whole. Specifically, the guidelines are intended to promote fundraising and collaboration and to discourage excessive internal “gifts.” If at any time a particular guideline becomes a hindrance to a club’s efforts to pursue our shared mission, please consult the SGA VP Finance or VPSA. All guidelines are negotiable and feedback is invaluable and appreciated! These guidelines only impact the use of SGA-supervised funds, which are governed by the Barnard Controller.
Monthly Reconciliation: The Monthly Reconciliation process is essential to ensuring enforcement of budget guidelines. Any use of SGA funds assumes timely and consistent completion of Monthly Reconciliation forms. If a club does not complete these forms, the club’s account will be frozen until the form is received.
Collaboration: Please notify the SGA treasurer and VPSA if you intend to collaborate with other clubs on events or activities. SGA will reward collaboration with exceptions to budget guidelines and by giving favorable consideration to the collaborative effort in the process of making annual allocations. SGA does not allow groups to use their allocation to co-sponsor other groups financially.
Registration: SGA will subsidize registration fees within reason.*
Speakers: SGA will not pay for travel and lodging for speakers. Honoraria of speakers will be subsidized within reason.*
Transportation: SGA will subsidize transportation costs within reason.* SGA will consider subsidizing travel within NYC on a limited basis.*
T-Shirts and Other Clothing: Groups may not spend more than 20% of their budget on T-Shirts. Groups must fundraise 50% of all T-shirt costs.
Costumes and Uniforms: Clothing will be considered equipment and will not be subject to the T-shirts/Clothing guideline if the clothing is purchased not as gifts but with the intent for use in performance(s) or for use in future years.
Fundraising: Fundraising can be a great way to raise money and is highly encouraged by SGA. However, groups must at least break even (i.e., revenues must be equal to or greater than expenses) on items bought for fundraising purposes. All fundraising monies must be submitted to Maria for deposit into the Group’s account.
Parties: Groups must break even on parties. A party is defined as a social gathering that does not include a show, presentation, discussion, forum and does not serve directly as a study break. Formals and dances fall under the category of party. If unsure as to whether an event qualifies as a party, consult the SGA Treasurer and VPSA.
Off-Campus Events: SGA does not fund events that take place off-campus, such as trips to restaurants, plays, concerts, etc. If the group is participating in a competition or conference, it may be funded within reason.
Non-CU and Non CU Undergraduates: The admission prices at events for non-CU undergraduate students must be proportionately higher than those for CU undergraduates. Groups cannot use their allocations to subsidize the cost of non-CU undergraduate participation in club activities and events.
Charities: Groups may not use their allocations or SGA co-sponsorship money to donate to a charity. Groups that hold a charity event must cover the expenses of that event before donating money to a charity or charities.
Contests and Tournaments: All awards for contests and tournaments at events must be paid for from the profits generated by the event. If profits are not generated by the event, consult the SGA Treasurer and VPSA. Awards can be donated to charities.
Study Breaks: $2 per attendee is considered a reasonable food expenditure for study breaks.
Flyers: $25 is the maximum expenditure on flyers for any single event serving 50 or more people. $15 is the maximum expenditure for flyers for an event serving less than 50 people.
Banners: No more than 5% of a group's budget can be spent on banners. Clubs are encouraged to use free sheets and paints provided by the College Activities Office.
Publications: All publications should come out at least one week before the last day of the academic year. Publications must fundraise a percentage of total costs to be determined in consultation with the SGA Treasurer and VPSA.*
Summer Activities: Reimbursements will not normally be granted for summer activities, but may be considered on a case-by-case basis. Please consult the SGA Treasurer and VPSA prior to your purchase.
Debt: Initial budget allocations for the year will be reduced by the entirety of the debt from the previous year.**
Activation: Budgets are activated only after a group’s attendance at the Fall Presidents and Treasurers meeting AND upon the receipt of the Club Registration Form. Budgets are only active until the last day of finals.**
* The VP Finance and VPSA must be consulted before making the purchase. The VP Finance and VPSA will then meet with other members of the SGA executive board and/or a CAO advisor to discuss the request. Please expect a decision to take approximately one week.
** Please arrange to meet with the VP Finance and VPSA if this becomes a problem. These guidelines are negotiable.
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