Section 1. Purpose of Student Fees
A. Purpose: Student fee monies are collected from the student body for the purpose of allowing the Student Government and officially recognized Student Clubs to operate and provide services and resources to enhance student life at University of the West. Each year, at least two-thirds of all fees collected shall be allocated directly to official student Clubs.
1. Durable Goods: The Student Government or Clubs may use student fees to purchase durable goods for use and reuse by students. Durable good are any items that are not either a service, consumable (i.e. food, drink, etc.) or one- time-use good (i.e. paper plates, napkins, etc.). It is up to the clubs to maintain these durable items and UWSG accepts no liability over lost or damaged goods. Inactive Clubs must surrender durable goods back to UWSG, Clubs may also use UWSG locations, such as the Office or Student Lounge, for storage of durable goods between semesters.
2. Disposable Durable Goods: Clubs are entitled to allocate up to 40% of their annual budget to disposable durable goods (equipment, books, t-shirts, pens, etc.) that may be given directly to members. (Separate outside donations do not count to this.) These goods do not need to be returned at the end of the year or semester. Club leaders must keep proper records of such items for auditing purposes. This rules also applies to gifts or prizes given to members.This rule does not apply to consumable goods, such as food or drink, or one-time-use goods (i.e. plates or napkins).
B. Specific Prohibitions: Student fee monies shall not be used, under any circumstances, to pay for the following: alcohol, tobacco, firearms, ammunition, explosives, pornography, gambling, or any item or service illegal under state or federal law. Payment for items or services known or suspected to have been acquired or provided illegally (i.e. stolen property, services by unlicensed individuals, etc.) is also prohibited.
C. Honorariums: No more than $100 per speaker per engagement may be used for honorariums paid from student fee monies. Any exceptions to this amount must be brought up to General Assembly for review and voting. (Ticket sales and separate outside donations do not count towards this amount.)
1. Durable Goods: The Student Government or Clubs may use student fees to purchase durable goods for use and reuse by students. Durable good are any items that are not either a service, consumable (i.e. food, drink, etc.) or one- time-use good (i.e. paper plates, napkins, etc.). It is up to the clubs to maintain these durable items and UWSG accepts no liability over lost or damaged goods. Inactive Clubs must surrender durable goods back to UWSG, Clubs may also use UWSG locations, such as the Office or Student Lounge, for storage of durable goods between semesters.
2. Disposable Durable Goods: Clubs are entitled to allocate up to 40% of their annual budget to disposable durable goods (equipment, books, t-shirts, pens, etc.) that may be given directly to members. (Separate outside donations do not count to this.) These goods do not need to be returned at the end of the year or semester. Club leaders must keep proper records of such items for auditing purposes. This rules also applies to gifts or prizes given to members.This rule does not apply to consumable goods, such as food or drink, or one-time-use goods (i.e. plates or napkins).
B. Specific Prohibitions: Student fee monies shall not be used, under any circumstances, to pay for the following: alcohol, tobacco, firearms, ammunition, explosives, pornography, gambling, or any item or service illegal under state or federal law. Payment for items or services known or suspected to have been acquired or provided illegally (i.e. stolen property, services by unlicensed individuals, etc.) is also prohibited.
C. Honorariums: No more than $100 per speaker per engagement may be used for honorariums paid from student fee monies. Any exceptions to this amount must be brought up to General Assembly for review and voting. (Ticket sales and separate outside donations do not count towards this amount.)
Section 2. Budgets
A. Annual Budgets:The Treasurer will present a draft Budget for the upcoming school year to the Executive Committee no later than second week of each new school year. The Executive Committee will review the Budget and submit it for approval by majority vote of the Assembly at a special budget meeting held during the fourth or fifth week of the school year. The Assembly may amend the submitted budget as they see fit.
1. Club Budget allocations are included in the overall UWSG Budget.
2. Clubs must submit budget request for each semester to the Clubs Committee no later than third week of each new school year. Clubs must make an officer available for the budget meeting with the Club Committee during the initial budget meeting with the Club Committee. If the Club Does not show up for the initial budget meeting, their budgeting could be denied and/or the club budget could be reduced to a Tier 1 Club, regardless of proposed mission or intent of funding.
3. The Club Committee must submit final club budget to the Treasurer for inclusion in the overall budget at least 24 hours in advance of the budget meeting. The Assembly may approve none, all, or part of a club budget for any reason. Club members and officers should present at the budget meeting in order to answer questions or argue for more funding than recommended by the Clubs Committee (See Item 2).
B. Updates: The Treasurer will prepare a midyear Budget and present it to the Student Association no later than the fourth week of Spring Semester. The Treasurer shall also maintain a running budget so as to be able to answer questions from the Assembly or Officer of Accounting and Finance within a reasonable time frame.
C. Amendment: The Executive Committee may recommend the Budget be amended at any time during the school year. Amended Budgets must be presented to the Assembly and approved via majority vote.
D. Year End Financial Report: The Treasurer will present a detailed Year End Financial Report to the President no later than second to last week of each school year. The more detailed Year End Financial Report should include the summary, actual spending compared to the budget, as well as comparisons to prior year and next year projections.
E. Summer Budgets: Summer Budgets are hereby suspended until further notice.
F. Donations: The UWSG or Clubs may receive donations. Donations must either be used for their intended purpose (i.e. purchase of some good or equipment, payment of a scholarship, etc.) in a timely fashion or deposited to the UWSG Account (see Section 3, A). Donated funds must be used for the purpose intended by the donor and accounted for. Even when spent immediately, donated funds must be documented like any other transaction. Donors should be informed that in order to qualify for a tax deduction, they must make their donations through the University. The UWSG will provide donors with a receipt upon request.
1. Club Budget allocations are included in the overall UWSG Budget.
2. Clubs must submit budget request for each semester to the Clubs Committee no later than third week of each new school year. Clubs must make an officer available for the budget meeting with the Club Committee during the initial budget meeting with the Club Committee. If the Club Does not show up for the initial budget meeting, their budgeting could be denied and/or the club budget could be reduced to a Tier 1 Club, regardless of proposed mission or intent of funding.
3. The Club Committee must submit final club budget to the Treasurer for inclusion in the overall budget at least 24 hours in advance of the budget meeting. The Assembly may approve none, all, or part of a club budget for any reason. Club members and officers should present at the budget meeting in order to answer questions or argue for more funding than recommended by the Clubs Committee (See Item 2).
B. Updates: The Treasurer will prepare a midyear Budget and present it to the Student Association no later than the fourth week of Spring Semester. The Treasurer shall also maintain a running budget so as to be able to answer questions from the Assembly or Officer of Accounting and Finance within a reasonable time frame.
C. Amendment: The Executive Committee may recommend the Budget be amended at any time during the school year. Amended Budgets must be presented to the Assembly and approved via majority vote.
D. Year End Financial Report: The Treasurer will present a detailed Year End Financial Report to the President no later than second to last week of each school year. The more detailed Year End Financial Report should include the summary, actual spending compared to the budget, as well as comparisons to prior year and next year projections.
E. Summer Budgets: Summer Budgets are hereby suspended until further notice.
F. Donations: The UWSG or Clubs may receive donations. Donations must either be used for their intended purpose (i.e. purchase of some good or equipment, payment of a scholarship, etc.) in a timely fashion or deposited to the UWSG Account (see Section 3, A). Donated funds must be used for the purpose intended by the donor and accounted for. Even when spent immediately, donated funds must be documented like any other transaction. Donors should be informed that in order to qualify for a tax deduction, they must make their donations through the University. The UWSG will provide donors with a receipt upon request.
Section 3. Disbursements
A. Student Account: The University of the West Office of Accounting and Finance (Finance) will maintain an account (“the account”) for the purpose of holding and distributing student fee monies throughout the school year in accordance the UWSG Bylaws.
1. Disbursements from the account will be made in payment for items in the approved UWSG budget (including club budgets), see item E below.
2. No disbursement will be made without a valid Purchase Request (PR), see item B below.
3. The UWSG shall adhere to the portions of the MOU pertaining to finances that has been signed between UWSG, Inc. and UWest for the purpose of proper financial accountability.
4. The Student Government shall provide the Assembly with a detailed breakdown of the transactions on the account when presenting the midyear Budget update and the Year End Budget, see Section 2 above.
B. Purchase Requests: Advances may be given in the form of Petty Cash. These may be subject to Assembly approval. All transactions will be done through the form of Purchase Requests (PRs) and cannot be used as a Reimbursement for unapproved transactions as determined by the UWSG Treasurer and/or the General Assembly. Decisions can be brought to General Assembly for review or potential alterations.
1. Advances are payments made in advance for the future purchase of goods or services by the Student Government or a Club. The advance request will include, but is not limited to, an approximate date of the event, a detail of purchase, and a purchase request form.
2. A PR submitted by a Club must have the signature of the UWSG Officer and an approved Leadership representative for a club, preferably the Club President. Clubs may determine who has signatory authority for their PRs so long as that individual is a club officer. The UWSG President, Vice President, or Treasurer must sign for the UWSG. The party listed as payee (who the check is made out to) may be determined by the Club representative.
3. PRs will be processed and funds disbursed within timely fashion, depending on the circumstance of the purchase request. PRs should include the date by which the funds are needed, when applicable.
4. Reimbursements may be made in the event that a Purchase Request or Advance Payment was less than the total funds use. For example, a Club made a Purchase Request for $50 and the total purchase was $55. In the event that this happens, clubs may submit a new and/or amended Purchase Request form to represent actual purchases.
C. Receipts / Records:Receipts for purchases made by clubs must be properly documented by the Club and submitted to UWSG for documentation purposes, either in the form of a year-end financial report, or as a purchase-by- purchase report filed with the UWSG Treasurer.
a. Supporting documentation is highly recommended and receipts are mandatory.
b. Failure to comply with requests for receipts and/or reports may result in club termination and a ban from returning to UWSG Club Life for up to three (3) years, or as determined by the Club Committee
i. Petitions for potential waiver of these suspensions may be brought to the General Assembly.
c. Copies are to be maintained in the UWSG Office.
D. Budget Compliance: Funds spent must comply with the approved UWSG Budget and club budgets.
a. Any funding pertaining to Clubs that is intended before the official approval of the UWSG and Club Budget must be brought to the General Assembly for review.
b. The UWSG Treasurer and/or a Club Committee member should review all submitted Club PRs for compliance with UWSG By-Laws, Club mission statements, and other applicable local and federal laws before funds are disbursed. If a Club PR does not comply with the Club’s approved budget or the Club wishes to submit an Amended Budget, they must attend the regularly scheduled General Assembly meeting and obtain approval via consensus vote.
E. Petty Cash: The UWSG may hold petty cash in a secure location. The President will maintain key control over the Petty Cash Box. PR’s may be paid out of petty cash at the discretion of the President, Treasurer, and/or General Assembly. Receipts must be provided, as with all PR’s. Petty Cash that is not used during the intended purchase must be returned to the Petty Cash Box.
1. Disbursements from the account will be made in payment for items in the approved UWSG budget (including club budgets), see item E below.
2. No disbursement will be made without a valid Purchase Request (PR), see item B below.
3. The UWSG shall adhere to the portions of the MOU pertaining to finances that has been signed between UWSG, Inc. and UWest for the purpose of proper financial accountability.
4. The Student Government shall provide the Assembly with a detailed breakdown of the transactions on the account when presenting the midyear Budget update and the Year End Budget, see Section 2 above.
B. Purchase Requests: Advances may be given in the form of Petty Cash. These may be subject to Assembly approval. All transactions will be done through the form of Purchase Requests (PRs) and cannot be used as a Reimbursement for unapproved transactions as determined by the UWSG Treasurer and/or the General Assembly. Decisions can be brought to General Assembly for review or potential alterations.
1. Advances are payments made in advance for the future purchase of goods or services by the Student Government or a Club. The advance request will include, but is not limited to, an approximate date of the event, a detail of purchase, and a purchase request form.
2. A PR submitted by a Club must have the signature of the UWSG Officer and an approved Leadership representative for a club, preferably the Club President. Clubs may determine who has signatory authority for their PRs so long as that individual is a club officer. The UWSG President, Vice President, or Treasurer must sign for the UWSG. The party listed as payee (who the check is made out to) may be determined by the Club representative.
3. PRs will be processed and funds disbursed within timely fashion, depending on the circumstance of the purchase request. PRs should include the date by which the funds are needed, when applicable.
4. Reimbursements may be made in the event that a Purchase Request or Advance Payment was less than the total funds use. For example, a Club made a Purchase Request for $50 and the total purchase was $55. In the event that this happens, clubs may submit a new and/or amended Purchase Request form to represent actual purchases.
C. Receipts / Records:Receipts for purchases made by clubs must be properly documented by the Club and submitted to UWSG for documentation purposes, either in the form of a year-end financial report, or as a purchase-by- purchase report filed with the UWSG Treasurer.
a. Supporting documentation is highly recommended and receipts are mandatory.
b. Failure to comply with requests for receipts and/or reports may result in club termination and a ban from returning to UWSG Club Life for up to three (3) years, or as determined by the Club Committee
i. Petitions for potential waiver of these suspensions may be brought to the General Assembly.
c. Copies are to be maintained in the UWSG Office.
D. Budget Compliance: Funds spent must comply with the approved UWSG Budget and club budgets.
a. Any funding pertaining to Clubs that is intended before the official approval of the UWSG and Club Budget must be brought to the General Assembly for review.
b. The UWSG Treasurer and/or a Club Committee member should review all submitted Club PRs for compliance with UWSG By-Laws, Club mission statements, and other applicable local and federal laws before funds are disbursed. If a Club PR does not comply with the Club’s approved budget or the Club wishes to submit an Amended Budget, they must attend the regularly scheduled General Assembly meeting and obtain approval via consensus vote.
E. Petty Cash: The UWSG may hold petty cash in a secure location. The President will maintain key control over the Petty Cash Box. PR’s may be paid out of petty cash at the discretion of the President, Treasurer, and/or General Assembly. Receipts must be provided, as with all PR’s. Petty Cash that is not used during the intended purchase must be returned to the Petty Cash Box.
Section 4. Audits
A. Audits: The UWSG may be subject to no more than twice yearly audits instituted by the University, unless evidence of malfeasance exists. The UWSG should make every effort to comply with such audits and prepare in advance by maintaining proper record keeping and oversight practices. The University should make every effort to schedule audits no less than thirty days in advance and notify the UWSG of any changes to audit policies and expectations at the time they are made.
B. Violations: Officers suspected of abusing financial policies or disbursement authority will have their privileges suspended pending a majority vote of the Executive Committee, and will be subject to additional disciplinary action at the next meeting of the Assembly. The matter must be brought to the next regularly scheduled meeting of the Assembly and supersedes all scheduled business. Financial malfeasance is grounds for immediate removal. The Assembly shall determine follow the applicable laws on removal as outlined in Section X. Should an officer be removed, the Assembly must immediately inform the CFO and the University Administration. If an officer is not removed (if they are exonerated), their authority and privileges must be reinstated. In cases of financial malfeasance, the Assembly reserves the right to seek legal action against the offending individual for redress, repayment, and possible criminal charges.
B. Violations: Officers suspected of abusing financial policies or disbursement authority will have their privileges suspended pending a majority vote of the Executive Committee, and will be subject to additional disciplinary action at the next meeting of the Assembly. The matter must be brought to the next regularly scheduled meeting of the Assembly and supersedes all scheduled business. Financial malfeasance is grounds for immediate removal. The Assembly shall determine follow the applicable laws on removal as outlined in Section X. Should an officer be removed, the Assembly must immediately inform the CFO and the University Administration. If an officer is not removed (if they are exonerated), their authority and privileges must be reinstated. In cases of financial malfeasance, the Assembly reserves the right to seek legal action against the offending individual for redress, repayment, and possible criminal charges.