FAQ's
How do I prepare a budget for budget hearings?
Student Association organizations wanting a budget for the upcoming academic year must submit a proposed line budget complete with rationale to the Director of SA Programs, Personnel and Finances, or the SA Director of Business Affairs no later than the date announced in the spring semester. All budgets must be broken down into the following lines:
Line 10- Supplies and Expenses: office paper, operating supplies, publicity, etc.
Line 20- Programming: concerts, films, speakers, tech services, etc.
Line 40- Salaries: stipends, wages, commissions, services rendered (most student organizations will not utilize this line).
Line 60- Other: Transportation (public/private, charter/rental cars), non-permanent equipment or other uncategorized items.
Treasurers should review past expenses and income to help formulate the budget and make their organization's request reflect the above categories. New organizations which are recognized by SA after the start of spring budget hearings may request a budget, not to exceed $150, for the fiscal year in which they are recognized. The SA Executive Committee may elect to increase such a provisional budget later in the fiscal year
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What is a Budget Increase?
Budget Increases are new allocations of mandatory student activity fee
money, and, as such, are subject to rigorous review by all interested parties.
All allocations must be approved by the SA Executive Committee on a first
and second reading basis at a Student Association meeting. Budget
Increase forms are available in the SA office and on the web page under
forms and policies. Forms are due in the SA office on Fridays at noon.
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What is a Budget Realignment?
If any organization wishes to realign funds within the same line, a memo outlining the requested changes must be submitted to the SA Director of Business Affairs. Realignments must be approved by the SA Executive Committee on a single reading basis at a Student Association meeting. Budget realignment forms are available in the SA office or on this website under "Forms and Policies". Requests are due in the SA Office by Fridays at noon.
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How do I receive Conference Funding?
The Conference Fund is money set aside for individuals or organizations
to use for conference expenses away from the campus. Allocations
from the conference fund represent new allocations of mandatory student
activity fee money, and, as such, are subject to rigorous review by all
interested parties. Therefore, SA Executive Committee must approve all
such allocations on a first and second reading basis at a Student Association
meeting. A single organization may be granted monies from the Conference
Fund for no more than two conferences per academic year. A copy
of the conference brochure, list of attendees and their class years must
be handed in with the conference request form. Conference request
forms are available in the SA office and on the web page under forms
and policies. Forms are due in the SA office on Fridays at noon.
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How are expenses allocated for Conference Funding?
Meals are broken down as follows:
Maximum amounts allocated for meals will be:
Breakfast (if on the road by 8AM)
$5.00
Lunch $7.00
Dinner (if returning after 6PM)
$12.00
Gratuity is included in meal allocation. (NOTE: Money for meals may
be allocated for only up to four (4) days of a conference regardless of the actual duration of the conference.)
Maximum amount allocated for lodging will not exceed $50.00 per night
per person or 50% of the total lodging. [NOTE: Money for lodging may be allocated for only up to
three (3) nights, regardless of the actual duration of the conference].
Maximum amount allocated for reimbursement for travel by personal automobile
will not exceed 22¢ per mile. Maximum amount allocated for transportation
costs, will be 50% of the total cost of mileage, tolls and parking per vehicle.
The maximum amount of non-automotive transportation (air travel, train, bus) or rental vehicles will be 50% of the total cost of travel per person per way.
For conference registration fees which do not include food and lodging,
the Student Association may fund up to one-half (1/2) of the fee.
For conference registration fees which include food and/or lodging,
the Student Association may grant no more than would be allocated for
food and/or lodging for the conference otherwise, and no additional money
shall be allocated for food and/or lodging.
The total amount allocated from the conference fund for a single conference
may not exceed 50% of the total costs of that conference.The total amount
allocated from the Conference Fund for a single conference may not exceed
$2500.
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What are the Procedures for Conference Fund Expenditures?
Reimbursement is not the preferred method of conference funding. However,
in the event that reimbursement is necessary and approved by the SA Executive
Committee, reimbursement will be made with proper receipts for conference
expenses. A proper receipt includes the date of purchase, amount spent,
name of establishment, and, in the case of meals, number of persons served.
A “Conference Request” form must be filed by the organization
requesting conference funding. The organization must meet with
the Director of SA Programs, Personnel & Finances to finalize the
details and fill out the form.
It is the responsibility of the organization receiving conference funding
to complete a “Statement of Monies Spent” form, and to hand
in all receipts and unused monies to the Director of SA Programs, Personnel & Finances
one week after returning from a funded conference. NOTE: Receipts documenting
all expenses involved in a conference (i.e. transportation, lodging,
meals, registration fees, etc.) must be submitted if funding has been
granted for any part of the expenses of that conference.
If receipts submitted for total conference expenditures differ significantly
from the organization’s original estimation of total conference
costs, SA Executive Committee will adjust the amount granted for the
conference in light of the total conference costs documented by the receipts,
and the organization may be required to refund to the Student Association
some portion of the monies initially granted.
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How do I fill out a Check Requests (Funded and Non-Funded Accounts)?
Check requests are due Wednesday by 4 p.m. The check request
should be filled out with the organization’s department (i.e. special
interest, media, standing committee, club sports, social service), organization’s
name, account number, payee, vendor number, and description of purchase
or service. Proper documentation is required for all check requests.
If the check request is not within budget, the paperwork is returned
to the treasurer with a note from the Director of SA Programs, Personnel & Finances.
Non-funded accounts are required to stay within SA guidelines regarding
alcohol; they are required to have formal receipts. The person receiving the check
cannot be the same person signing the check request.
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When are checks available?
Checks are available for pick up from organization’s mailboxes
on Wednesday after 1pm. The yellow copy of the check request will
be in organization’s mailboxes with the check.
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How do I sign out a credit card?
There are a few types
of credit cards available to organizations. They
are:
-
WalMart Charge Card: These are signed out through the SA Administrative
Assistant or Director of SA Programs, Personnel & Finances or any
SA Executive Committee member. A gray tax-exempt card is necessary
given with the card. The cashier should be notified prior
to purchase that the transaction is tax exempt. Show the gray
card first. The card should be returned as soon as possible
after the purchase unless prior arrangements have been made.
-
Wegmans
Charge Card. These are signed out through SA Administrative
Assistant or Director of SA Programs, Personnel & Finances or any
SA Executive Committee member. No tax exempt form is necessary
as the account is set up as tax exempt.
-
Credit Card: Purchases that cannot be made by
Charge Authorizations, Purchase Orders or that are made on line will
be purchased via a credit card. Please contact the SA Administrative
Assistant or Director of SA Programs, Personnel & Finances for
assistance with these purchases. back
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How do I sign out Charge Authorizations?
Charge Authorizations (CA’s) are two-part forms that are accepted
by most vendors in and around Geneseo. The exceptions are: Dollar
Tree, Buzzo’s and Tractor Supply. The Administrative Assistant,
Director of SA Programs, Personnel & Finances and/or SA Executive
Committee members may sign these out to organizations. The Charge Authorizations
allows an organization to charge up to $50 for each CA signed out. It
is the responsibility of the treasurer to make sure there is money in
their budget to cover these charges. The vendor keeps the white copy
and the yellow copy and receipts are attached to the check request to
pay the vendor.
How do I sign out Purchase Orders?
Purchase orders are three-part forms used to secure purchases when other
types of charges are not accepted. The Administrative Assistant
will fill out the Purchase Order and the Director of SA Programs, Personnel & Finances
will sign after verifying that funds are available in the account.
How do I make a deposit to a SA-Funded Account?
Organization treasurer (or designee) should bring funds to the Service
Manager in the Student Association Ticket Office and fill out a deposit
slip. The Service Manager counts and verifies deposit and returns
the yellow receipt to the treasurer (or designee).
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How do I make a deposit to a Non-Funded Account?
Organization treasurer (or designee) should bring funds to the Service Manager in the Student Association Ticket Office and fill out a deposit slip. The Service Manager counts and verifies deposit and returns the yellow receipt to the treasurer (or designee).
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How do I verify deposits?
The Service Manager fills out a Statement of Deposit to Accounts form
for deposits made to both funded and non-funded accounts. A yellow
copy is placed in organization’s mailboxes on Wednesdays.
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What are Financial Statements?
Financial Statements are a summary of all transactions to an account. They
are produced weekly for each organization and placed in the treasurer’s
mailbox. Treasurers are responsible for reconciling their account to
the financial statements. Discrepancies should be brought to the
attention of the Director of SA Programs, Personnel & Finances immediately.
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What is Tax Exempt Status?
The Student Association is an unincorporated Association with New York
State tax-exempt status. Tax-exempt forms are available from the
Director of SA Programs, Personnel & Finances. They can only
be utilized by an SA funded organization or an organization with a non-funded
account with Student Association. No other college organizations
may utilize SA’s tax-exempt form.
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What are Treasurer’s Responsibilities?
They are:
Follow all policies, procedures and regulations passed by the SA Executive
Committee.
Be responsible for all organization expenditures that bear his/her signature.
Maintain a direct line of communication with organization officers regarding
the status of their account and policies that pertain to it.
Maintain an accurate, up-to-date ledger of all expenditures, receipts,
and PO’s of the existing financial year.
Assure the timely collection of all revenue.
Obtain clarification from the Director of Business Affairs or the Director
of SA Programs, Personnel & Finances of any questions or problems
regarding the S.A. accounting system or financial policies, procedures,
and regulations.
Submit to the Director SA Programs, Personnel & Finances a complete
accounts payable and receivable listing, in chronological order, at the
end of the academic year.
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What is a valid receipt?
A valid receipt should show all details of a purchase. It should
have the vendor/merchants name, address, date of purchase and detailed
items. A signed credit card form is not a valid receipt since it
does not usually show detail. Since SA is tax exempt, we cannot
reimburse tax. The only exception is non-funded accounts as this
is their money.
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What is the contract process?
As contractual obligations represent a commitment of Student Association
funds or resources, only the Student Association President or his/her
designee is authorized to enter such agreements on behalf of the Student
Association or any funded organizations. Verbal agreements between
student organizations and performers may be legally binding and are thus
prohibited. The Director of College Union & Activities or his/her
designee reviews any contracts requiring College resources. Student
organizations must use the standard Student Association contract/agreement. A
SA rider must be attached to all contracts. Contracts may not extend
beyond one year unless authorized by the SA Executive Committee through
a one-reading process at a Student Association business meeting. Additionally,
a W-9 form
must be filled out and returned with the contract. Contracts, riders and
W-9 forms are available in the Student Association office.
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How do I fundraise for my organization?
All student groups on campus must have approval from the Department
of College Union and Activities first. Once this is approved, SA
funded organizations should fill out a Student Association Fundraising
Form. Fundraisers must be approved on a one reading basis at an
SA Business meeting before the fundraiser may be held. If an event
is already listed specifically in a budget, no reading is necessary,
but could be helpful for advertising the event. Student Association
fundraising forms are available in the SA office or on the webpage under
forms.
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What type of insurance does the Student Association carry?
The Student Association carries General Liability insurance, Property,
Marine, (for Crew Shells, launch), Umbrella, Fidelity & Forgery,
Publishers & Broadcasters, Directors & Officers, Athletic and
Athletic Medical Accident. If an SA organization has any questions regarding coverage or needs
a certificate of insurance, contact the Director of SA Programs, Personnel & Finances.
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How do I write a stipend report?
Stipend reports should be a detailed report of the
work done for during (and outside) office hours related to the position.
The reports should be considered a resource for the next person in the
position so he/she has a good understanding of what the position entails
and what transpired over the year. Incomplete reports will not
be accepted and a stipend check will not be issued until a complete report
is handed in.
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When is my stipend report due?
See schedule below:
Spring Stipend Schedule:
All reports are due by 6pm on the due date. One report is due to the Director of SA Programs, Personnel & Finances (hard copy preferred) and one report emailed to the SA President sapres@geneseo.edu
| Stipend Report Period |
Due Date |
Checks Distributed |
| January 22 – February
3 |
February 6 |
February 13 |
| February 4 – February 17 |
February 20 |
February 27 |
| February 18 - March 3 |
March 5 |
March 12 |
| March 3 - March 23* |
March 26 |
April 2 |
| March 24 - April 6 |
April 9 |
April 16 |
| April 7 - April 20 |
April 23 |
April 30 |
* Includes Spring Break |
