Allocation Handbook

Allocation Handbook - Spring 2013

Printable Allocations Handbook

Table of Contents

Forms

•  Organization Information Sheet - Appendix A
• Request Form: Travel, Lodging, and Registration - Appendix B
• Advisor's Checklist for Travel - Appendix C
• Allocations Event Summary Form - Appendix D
• State Travel Agency Guidelines (Travel Trifold)
• Department Purchase Requisition (DPR) Form

What is an Allocation?

An Allocation is a reimburseable distribution of money that is provided to Pittsburg State University organizations to assist them in carrying out activities that will benefit the members of their organization and the student body as a whole. Allocations are not intended to provide the operating income for PSU organizations. Allocations are a privilege, not a right!

The money that is allocated by the Student Senate comes from a small portion of each PSU student’s activity fee. Therefore, Allocations are distributed to best benefit all PSU students, not just a select few. This year, $60,000 available to be disbursed to registered campus organizations. The $60,000 was approved by the Fiscal Year 2013 Fee Council, which met during the Spring 2012 semester . This amount has been distributed proportionately over two Allocation periods for this school year. The following amounts are available for the following periods for this upcoming year.

Period #1--------------------------------- $ 30,000
Period #2--------------------------------- $ 30,000

Allocations are administered by the PSU Student Senate upon recommendation by the Senate Finance Committee.  The Student Government Association (SGA) Treasurer selects a group of five (5) PSU students to serve as voting members of the Finance Committee, and the SGA Treasurer shall serve as the nonvoting chairperson, except when a member of the Finance Committee is a member of the presenting group and the member in conflict’s absence comprises the voting quorum of the Finance Committee.  The Finance Committee is responsible for interviewing applicants for Allocations, setting Allocation policies and procedures, and making budget recommendations to the Student Senate.  The Allocation budget is approved by the Pittsburg State University Student Senate after two (2) consecutive readings, and then proceeds to the Association and University Presidents for final approval. 

Please note:

1. The Finance Committee only makes recommendations for Allocation amounts.  The Student Senate of the PSU Student Government Association has the final say on allocated amounts.

2.  No member of an organization who also sits on the Finance Committee can vote on that organization’s Allocations.

3.   If all Allocations available in one period are not allocated, the undistributed amount will be added to the next Allocation period for distribution at that time.

Is My Organization Eligible for Allocations?

All Pittsburg State University registered organizations are eligible to apply for Allocations.  However, it is important to note that not all activities or events are eligible to be funded by the Student Senate.  Only organizations at PSU which are open for anyone to join are eligible.  If questions exist as to your organizations eligibility to receive Allocations, please consult the SGA Treasurer as soon as possible for advisement.  Registration is verified through the records kept in the Campus Activities Office.

Organizations must be registered to apply for Allocations.  To register your organization, please contact the Campus Activities Center located on the lower level of the Overman Student Center.  If an organization wants to receive Allocations, they must be registered BEFORE the Allocations Informational Workshop. 

Names of organization members (with the exception of the advisor), phone numbers, and addresses, will not be given out by the Association in any case due to the Kansas Privacy Laws.  Anyone interested in obtaining this or other information about a group will be directed to speak with the Campus Activities Center.  For more information about the Privacy Rights and the application to your organization, please contact the Office of Student Affairs.

Each organization must also have its own on-campus account. On campus accounts must be independent.  Each organization must supply a separate account number, and no organization may have their funds deposited into a departmental account.  Account information will be verified through the Business Office prior to the awarding of Allocations funding.  For more information about establishing an on campus account, please contact the Business Office at extension 4150.

What Types of Activities Can Be Funded

The Student Government Association funds certain activities through “regular” Allocations. NOTE: “Regular Allocations will receive preferential treatment over “special requests”. The Student Finance Committee will determine “special requests”. All requests except the examples contained in the following paragraphs will be considered “special requests” and shall be subject to the same policies and procedures as regular Allocations.

Audio/Visual Media

1. Audio/visual media is defined a filmstrips, video cassettes, audio cassettes, LP’s, compact discs, DVD's, etc.

2. No limits exist on the number or the amounts of the requests for audio/visual media except for the $1,000 request limit per semester that applies to all organizations.

3. Educational videocassettes, DVD's, etc. may be purchased only if such material cannot be rented. Purchased videocassettes, DVD's, etc. will be housed in the PSU Office of Instructional Media, unless otherwise specified by the SGA Treasurer and/or Finance Committee.

4. The use of audio/visual media must be open to all PSU students, faculty, and staff at no cost.

Electronics

1. Electronics is defined as any electrical equipment such as computers, cameras, camcorders, sound equipment, etc.

2. No limits exist on the number of the amounts of the requests for electronics except for the $1,000 request limit per semester that applies to all organizations.

3.  Electronics may be purchased only if the requesting organization can show a need for the item.  Purchased equipment will be housed in the SGA office, unless otherwise specified by the SGA Treasurer and/or Finance Committee.

4.  The use of all electronics must be open to all PSU students, organizations, faculty or staff member at no cost.

• For example, if an organization used their Allocations money towards the purchase of a sound system, they would have to keep it in the SGA office, and any other student group who wished to use it would be able to check it out.  This would be true of any type of recording equipment as well.

5. Any requests for electronics will be handled on a case by case basis.

Speakers

1. No limits exist on the number or amounts of the requests for speakers except for the $1,000 request limit per semester that applies to all organizations.

2. No funds will be paid to faculty, students, staff members of PSU, or to employees of the State of Kansas.

3. All lectures financed by the Student Senate must be open to the student body, faculty, and staff at NO COST.

4. All organizations that are having a lecture MUST have dates and the name of the speaker prior to the Finance Committee Interview.

5. Organizations asking for Allocations for a speaker MUST have a Consultant Agreement Form filled out and turned in to the SGA Treasurer. If a Consultant Agreement Form is not filled out completely and turned in on time, then the organization asking for Allocations WILL NOT receive them.

6. No speaker will be financed who's speaking engagement conflicts with an all-campus activity (i.e. Homecoming or Apple Day.) The Finance Committee reserves the right to define what constitutes an All-Campus Activity.

Travel

1. Travel requests will be based upon $0.50 per mile for a privately owned vehicle

2. Individuals not enrolled at PSU for a minimum of three credit hours are ineligible for reimbursement on travel.

3. Travel is not reimbursable for PSU faculty or staff.

4. It is important that you read all travel guidelines set forth by the State of Kansas. If you have questions as to the relevancy and application of such guidelines, please consult the SGA Treasurer as soon as possible. Failure to apply these guidelines may result in an inability to claim your Allocations.

Lodging

1. Lodging requests will be based upon the following rates as indicated by the State of Kansas.  If the actual lodging expenses are less than the amounts indicated below, groups will be reimbursed the actual lodging amount rather than the standard rate:

2. It is important that you read all lodging guidelines set forth by the State of Kansas. If you have questions as to the relevancy and application of such guidelines, consult the SGA Treasurer as soon as possible. Failure to comply with these guidelines may result in an inability to claim your Allocations. When available, lodging should be made at conference rates.

Questions regarding travel and lodging should be directed to the Business Office (ext. 4150).

For travel information, visit the Business Office's travel webpage  with links to the Travel Tri-fold and Lodging information.

Registration

1. Registration fees paid for admittance, attendance, or participation in seminars, conferences, or other meetings will be reimbursed.

2. Individuals not enrolled at PSU for a minimum of three credit hours are not eligible for reimbursement on registration.

3. Registration is not reimbursable for PSU faculty or staff.

Other

1. Any receipts may be turned in for events held by the organization as long as the event is open to all students, faculty and staff at no cost.

2. Receipts for private meetings of an organization will not be refunded.

When and How Does My Organization Apply for Allocations?

Funds will be dispersed to the eligible organizations during the Allocation Periods. The important dates for the Allocations Periods are listed at the top of this document. Please note that all meetings will occur in the Student Center and the rooms will be posted on the Student Center bulletin boards.

An organization representative MUST attend an Allocations Workshop and a Finance Committee Presentation. Failure to attend will result in a loss of Allocations. NO EXCEPTIONS. Be sure to plan ahead!

It is advised to have the handbook at all of the following meetings. This rule exists due to the premise that the Allocations information contained herein may change, and it is important that your organization has updated information. Also, your organization is encouraged to keep all of its Allocations material in the handbook for easy reference.

The Allocations Workshop

1. Each organization that is requesting funding through Allocations must have the organization’s representative at one of the scheduled Allocations Workshops for the period in which that organization will request funding for an event. This is mandatory to even be considered for Allocations. NO EXCEPTIONS! If no one from your organization can attend one of the regularly scheduled Workshop times, contact the SGA Treasurer prior to the beginning of the Workshops to make arrangements for an individual meeting.

2. An Organization Representative shall be responsible for attending all Allocations meetings and completing all the necessary paperwork.

3. Immediately following each workshop, the SGA Treasurer will be available to help organizations resolve any questions or conflicts.

4. The Organization Information Sheet (Appendix A) must be turned in to the SGA office or via email before the organization is allowed to schedule their Finance Committee Interviews for the SGA Treasurer to have on record.

Finance Committee Presentation

Bring all relevant materials available (flyers, past agendas, etc.) to the Finance Committee Interview. Be prepared to present relevant information and answer any questions regarding your organization’s request as the decisions made by the Finance Committee will be based upon the material presented. You will be scored on how beneficial your organization is to the student body as a whole, how much fundraising you do (more is better), what you plan to spend your Allocations on, and the style of your presentation. It is highly advisable for the representative to discuss with the organization advisor and president the activities of the organization. Consultation with SGA Treasurer about potential questions is advisable as well.

**Organization Information forms are due prior to the day of Interview.**

The Student Senate Meeting

1. An organization may be requested to attend the Student Senate Meeting in which the Allocations resolution is read.

2. The purpose of a requested attendance is to have the organization answer any questions of the Student Senate concerning the events for which funds have been allocated. The Finance Committee is not able to answer all questions that various Senators may have, creating the need for the organization’s presence at the Student Senate meetings.

3. After the completion of the reading, once all Senator questions have been answered, each organization is free to leave at any time.

 How are the Allocation Amounts Figured?

Allocation amounts are figured by the Finance Committee based upon several factors presented to the Committee in the Finance Committee Interview and the Allocations Request. The Senate Finance Committee determines amounts based on amount of fund-raising, presentation, and the nature of the event, and how beneficial the event is to all PSU students. The Finance Committee has the sole authority to recommend Allocations in the way they deem most beneficial to all students.

An organization is not allowed to request more than $2,000 in a fiscal year, and is not allowed to request more than $1,000 in a single period. Once the $2,000 requesting limit has been reached, your organization will no longer be eligible to request Allocations for the remaining Allocation periods. A confirmation of the amount of requesting privileges remaining may also be obtained by contacting the SGA Treasurer.

**NOTE: Once a request has been made, the amount of the request is subtracted from the amount of requesting privileges remaining for an organization, regardless of the amount of Allocations actually awarded.

 How Can My Organization Track the Amount of Our Allocation?

The organization may at any time contact the Student Government Association Treasurer to inquire about the status of their Allocations, including how much money has been claimed, how much is remaining, and the date which the remained must be claimed by. It will be the responsibility of the organization to keep up to date on this information.

 How Is My Organization Reimbursed For Its Allocations?

Allocations are a reimbursement process. SGA does not give organizations money without receipts. An organization is reimbursed its Allocations funding by submitting the proper paperwork and receipts to the SGA Senior Administrative Assistant.  Allocations will be paid out only for the purpose the money was awarded for.  NO EXCEPTIONS.   The proper paperwork is available on this website under Allocations Forms, and brief description of the correct paperwork for most situations can be found under Ask the Treasurer.  Submit all forms, publicity and receipts to the SGA Senior Administrative Assistant when your organization has completed the appropriate parts.  Once all paperwork and appropriate receipts are submitted, a Departmental Purchase Requisition (DPR) will be submitted to the Business Office.

On Campus Accounts:  Once the DPR is processed, the allocated amount will be paid into the organization’s account provided on the Organization Information Sheet (Appendix A). If an organization wishes to reimburse individuals within the organization, it is the responsibility of the organization to submit a DPR (Appendix F) to the Business Office to reimburse said individual.  The Association will not reimburse individuals on any occasion.  Contact the Association Treasurer or SGA Senior Administrative Assistant with any questions on how to fill out the forms.

 Are There Any Restrictions on Allocations? 

Restrictions are as follows:

1. Reimbursement checks will be made out to the organization only.

2. Reimbursement will NOT be given for advisors expenses (i.e. lodging, meals, etc.).

3. Reimbursement for meals will be given according to the Meal Allowance Rate as stated in the State Travel Handbook. However, the organization must spend the night to obtain reimbursement for meal expenses. Please contact the SGA Treasurer when claiming reimbursement for meal expense.

4. Organizations requesting funding for an on campus event must make sure the event is 100% free to all faculty and students.

5. Organizations cannot request Allocations for any fundraiser.

6. Organizations will be restricted to spending their Allocations only on the items approved for funding.  In other words, if it wasn't in the presentation, it cannot be paid.

7. All on-campus events must be publicized in one form or another. If your organization cannot afford to advertise, please contact the Collegio about a free spot in its Campus Calendar section. Each organization receiving Allocations for an on-campus event must turn in proof of advertisement to the SGA Treasurer. Failure to advertise and/or designate Student Government co-sponsorship may result in a reduction or revocation of your organization’s funding.

8. Two (or more) organizations can NOT apply to be funded for the same activity or activities.  Generally the first organization to request funding for an activity will receive said funding. Any questions, please consult the SGA Treasurer.

9. Your organization must claim their Allocations by the end of the Allocations Period in which the event took place. The deadline for the Spring 2013 Allocations period without penalty will be Friday, April 5th at 12pm.

10. Organizations must be willing to agree to any stipulations set by the Student Senate on the spending of the allocated funds. Stipulations shall be set forth in the Allocations Resolution.

Funding reimbursements for events must follow the guidelines set forth in the handbook. Failure to follow the guidelines may result in no reimbursement. The SGA Treasurer shall have the power to withhold payment of Allocations if funding is not for an approved item or if an organization violates any of the policies and procedures contained herein.

If the SGA Treasurer denies Allocation funding, then the organization has the right to appeal the decision. The appeal process is listed below.

Appeal process

1. The organization must tell the SGA Treasurer, within 5 school days of notification that their request has been denied, that there is going to be an appeal.

2. The organization will then be required to fill out an Allocation Appeal form, available in the SGA Office.  This form should include the amount of the appeal and the event for which the organization was denied an Allocation.

3. The SGA Treasurer will then have an informational meeting with the organization president and advisor. The SGA Treasurer will also inform the Vice-President of Campus Life and Auxiliary Services.

4. The organization must then go back before the Finance Committee and plead their case at a weekly Senate meeting.

5. The Student Senate will then render a decision as to whether the organization will be reimbursed or if the decision to deny Allocations made by the Treasurer will be upheld.

Additional information pertaining to Finance Committee Policies can be found in the printable version of the notification.