SGA FUNDINGSGA FUNDING

Kerri PikeKerri Pike

Lead Account ProcessorLead Account Processor

Student Organization RegistrationStudent Organization Registration

In order to use your SGA funds, you must In order to use your SGA funds, you must be a registered student organization with be a registered student organization with the Center for Campus Lifethe Center for Campus Life

To check your registration status, contact To check your registration status, contact Mike Gunn at 742-5433Mike Gunn at 742-5433

AUTHORITY OF THE FUNDING AUTHORITY OF THE FUNDING REGULATIONS HANDBOOKREGULATIONS HANDBOOK

The policies and procedures outlined in The policies and procedures outlined in this manual are a compilation of the rules this manual are a compilation of the rules and laws that govern the operation of the and laws that govern the operation of the funds allocated by the SGA. funds allocated by the SGA.

There are rules, policies, procedures, and There are rules, policies, procedures, and laws that govern these funds extend laws that govern these funds extend beyond the policies of the Student Senate beyond the policies of the Student Senate and the SGA to Texas Tech University and the SGA to Texas Tech University policies, state and federal law. policies, state and federal law.

FAILURE TO COMPLYFAILURE TO COMPLY

Failure to abide by these regulations may Failure to abide by these regulations may permanently jeopardize your organization’s permanently jeopardize your organization’s ability to receive funding from the SGAability to receive funding from the SGA

Failure to abide by the established process Failure to abide by the established process by which all reimbursements are made, your by which all reimbursements are made, your reimbursement may be denied by the Student reimbursement may be denied by the Student Government Association and/or Vice Government Association and/or Vice President of Student Affairs and/or Texas President of Student Affairs and/or Texas Tech University Accounting Services.Tech University Accounting Services.

SGA FUNDS CANNOT BE USED SGA FUNDS CANNOT BE USED FOR DEPARTMENTAL USEFOR DEPARTMENTAL USE

***Under no circumstances can the SGA ***Under no circumstances can the SGA reimburse a Texas Tech University reimburse a Texas Tech University department, Procurement Card, or Corporate department, Procurement Card, or Corporate Travel Card. These policies are in place due Travel Card. These policies are in place due to restrictions placed on the SGA through to restrictions placed on the SGA through federal and state law, as well as University federal and state law, as well as University policy***policy***

All reimbursements will be paid to All reimbursements will be paid to individuals/organizations only and may not individuals/organizations only and may not be used by the organization to reimburse the be used by the organization to reimburse the department.department.

DEADLINESDEADLINES

FALL – Friday, December 17, 2004FALL – Friday, December 17, 2004 SPRING – Friday, May 13, 2005SPRING – Friday, May 13, 2005 SUMMER – Monday, August 1, 2005SUMMER – Monday, August 1, 2005

FINANCIAL STATEMENTSFINANCIAL STATEMENTS

In the afternoon of the first business day of In the afternoon of the first business day of the month, the SGA will print out a the month, the SGA will print out a financial statement for each organizationfinancial statement for each organization

The report will contain information about The report will contain information about year-to-date transactionsyear-to-date transactions

A copy of this report will be sent campus A copy of this report will be sent campus mail to the advisor and the organizationmail to the advisor and the organization

CONTINGENCY FUNDCONTINGENCY FUND

Organizations may request up to 25% of their Organizations may request up to 25% of their original allocation original allocation

This process exists to allow allocation of funds This process exists to allow allocation of funds throughout the year for events or projects not throughout the year for events or projects not previously budgeted for.previously budgeted for.

If the event is something that an organization If the event is something that an organization does every year, it will not be considered a does every year, it will not be considered a SPECIAL event.SPECIAL event.

Contingency fund is under the management of Contingency fund is under the management of the SGA President and funds are allocated from the SGA President and funds are allocated from it at his discretion.it at his discretion.

CONTINGENCY FUND (CONT’D)CONTINGENCY FUND (CONT’D)

The need for additional funding must be The need for additional funding must be due to an unexpected opportunity or due to an unexpected opportunity or expense that has arisen since the passage expense that has arisen since the passage of the Appropriations Billof the Appropriations Bill

Organization must comply with all rules Organization must comply with all rules and provisions outlined in the Funding and provisions outlined in the Funding Regulations HandbookRegulations Handbook

Must exhaust all other funding Must exhaust all other funding opportunitiesopportunities

REQUESTING FROM THE REQUESTING FROM THE CONTINGENCY FUNDCONTINGENCY FUND

Draft a memo describing the nature of the Draft a memo describing the nature of the expenditure and the benefit to the expenditure and the benefit to the organization AND Texas Tech Universityorganization AND Texas Tech University

Provide this memo, either in person or by Provide this memo, either in person or by e-mail, to the SGA President AND the e-mail, to the SGA President AND the Lead Account ProcessorLead Account Processor

REQUESTING FROM THE REQUESTING FROM THE CONTINGENCY FUNDCONTINGENCY FUND

SGA President will review the request and SGA President will review the request and then approve or disapprovethen approve or disapprove

The organization will be notified by e-mail The organization will be notified by e-mail and/or letter as to the outcomeand/or letter as to the outcome

GENERAL REIMBURSEMENTGENERAL REIMBURSEMENT

Anything other than Travel or SpeakerAnything other than Travel or Speaker If the reimbursement is not mentioned in If the reimbursement is not mentioned in

your approved Budget Packet, then you your approved Budget Packet, then you must include a memo with your requestmust include a memo with your request

Original receiptsOriginal receipts All copying and printing reimbursements All copying and printing reimbursements

must be accompanied by copies of what must be accompanied by copies of what was printedwas printed

ALLOWABLE EXPENSESALLOWABLE EXPENSES

Speaker feesSpeaker fees General Office SuppliesGeneral Office Supplies PostagePostage Copying and PrintingCopying and Printing Certain Recruiting Materials (Only if Certain Recruiting Materials (Only if

included in your Original Budget Packet or included in your Original Budget Packet or approved by SGA President)approved by SGA President)

Banquet Room RentalBanquet Room Rental Certain Event ExpensesCertain Event Expenses

EXPENSES NOT ALLOWEDEXPENSES NOT ALLOWED

FoodFood Books, Handbooks, or TextbooksBooks, Handbooks, or Textbooks Scholarship, awards, gifts, or prizesScholarship, awards, gifts, or prizes Operating Expenses (Telephone, Salaries, Operating Expenses (Telephone, Salaries,

Copier Rental, etc.)Copier Rental, etc.) Computers, Printers, Scanners, Digital Computers, Printers, Scanners, Digital

Cameras, or anything else that might be Cameras, or anything else that might be considered inventoryconsidered inventory

Politically Biased MaterialPolitically Biased Material

GUEST PROFESSIONALSGUEST PROFESSIONALS

Fill out the speaker form and questionnaireFill out the speaker form and questionnaire Different rules for Non-Resident Alien Different rules for Non-Resident Alien

guest professionals - contact Kerri Pike guest professionals - contact Kerri Pike before the professional comes to Lubbock before the professional comes to Lubbock to find out what needs to be doneto find out what needs to be done

SGA must pay the speaker directly and SGA must pay the speaker directly and cannot reimburse organizations for fees or cannot reimburse organizations for fees or expensesexpenses

GENERAL TRAVEL INFOGENERAL TRAVEL INFO

All organizations MUST travel under their All organizations MUST travel under their advisor’s name – all cash advances and advisor’s name – all cash advances and reimbursement checks will be made out to reimbursement checks will be made out to the advisorthe advisor

Retain ALL ORIGINAL RECEIPTSRetain ALL ORIGINAL RECEIPTS

TRAVELTRAVEL

BEFORE YOU LEAVE:BEFORE YOU LEAVE: Fill out the Travel Application FormFill out the Travel Application Form Provide the names, Social Security numbers, Provide the names, Social Security numbers,

and emergency contact information for all of and emergency contact information for all of the students going on the tripthe students going on the trip

Turn these in to Kerri Pike in the SGA office:Turn these in to Kerri Pike in the SGA office:• At least 3 weeks before you leave, regardless of At least 3 weeks before you leave, regardless of

whether you are requesting a cash advance or notwhether you are requesting a cash advance or not

TRAVELTRAVEL

AFTER YOU RETURN FROM THE TRIP:AFTER YOU RETURN FROM THE TRIP: Fill out the Return from Travel FormFill out the Return from Travel Form Compile ORIGINAL receipts from all Compile ORIGINAL receipts from all

participating studentsparticipating students Turn the form and receipts in to Kerri Pike in Turn the form and receipts in to Kerri Pike in

the SGA Office within 10 days after returning the SGA Office within 10 days after returning from the tripfrom the trip

Return any money left from the cash advance Return any money left from the cash advance to the Travel Office – Drane Hall Room 221to the Travel Office – Drane Hall Room 221

ALLOWABLE TRAVEL ALLOWABLE TRAVEL EXPENSESEXPENSES

Gas or MileageGas or Mileage Lodging Expenses, including Hotel TaxLodging Expenses, including Hotel Tax Rental CarRental Car AirfareAirfare MealsMeals Public TransportationPublic Transportation Registration FeesRegistration Fees ParkingParking

UNALLOWABLE TRAVEL UNALLOWABLE TRAVEL EXPENSESEXPENSES

AlcoholAlcohol Room ServiceRoom Service MoviesMovies Telephone CallsTelephone Calls SouvenirsSouvenirs

SGA OFFICESGA OFFICE

33rdrd Floor of the Student Union Building, Floor of the Student Union Building, Room 301Room 301

Phone Number: 742-3631Phone Number: 742-3631 Fax Number: 742-0170Fax Number: 742-0170 Kerri.pike@ttu.eduKerri.pike@ttu.edu

www.sga.ttu.eduwww.sga.ttu.edu

Any Questions???Any Questions???