Table of Contents

Printable Allocations Handbook

Forms

• Organization Information Sheet
• Request Form: Travel, Lodging, and Registration
• State Travel Agency Guidelines
• Advisor's Checklist
• Allocations Event Summary Form
• Student Checklist

Important Dates for Spring Allocation Process

Allocation Informational Workshops:

Finance Committee Interviews:

Note: All Finance Committee Interviews are held every 10 minutes. Sign Up Sheets will be at the Allocation Workshop and in the SGA office.

Last Day to claim Spring 2008 Allocations:

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What is an Allocation?

An allocation is a 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 there is $40,000 available to be disbursed to Campus Organizations. The $40,000 was approved by the approved by the Fiscal Year 2007 Fee Council, which met during the Spring 2007 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--------------------------------- $ 20,000
Period #2--------------------------------- $ 20,000

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 in the case of a tie.  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.

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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 for a particular activity, please consult the SGA Treasurer as soon as possible for advisement.  Student organizations that are considered by SGA to be registered can be defined by visiting the following web page:  http://www.pittstate.edu/union/organizations/.  This web page will be used to help determine the eligibility for student organizations to participate in the Allocations Process.

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.

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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, etc.

2. No limits exist on the number or the amounts of the requests for audio/visual media.

3. Educational videocassettes may be purchased only if such material cannot be rented. Purchased videocassettes 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.

Speakers-

1. No limits exist on the number or amounts of the requests for speakers.

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 Appendix E, 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 $0.40 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. It is important that you read all travel guidelines set forth by the State Travel Agency. 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 Travel Agency.  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 Travel Agency

2. It is important that you read all lodging guidelines set forth by the State Travel Agency. 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. All out-of-state lodging reservations must be made through the State Travel Agency, unless lodging is to be made at special conference rates.

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.

Other-

1. Any receipts may be turned in for events held by the organization as long as the event is open to all students.

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

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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 on page 1. 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 Interview. Failure to attend will result in a loss of allocations. NO EXCEPTIONS. Be sure to plan ahead!

It is advised to have this 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 this handbook for easy reference. If you lose your organization’s handbook, contact the SGA Treasurer as soon as possible.

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, prior to the day of the organization’s Finance Committee Interviews for the SGA Treasurer to have on record.

Finance Committee Interview-

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 allocation’s 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.

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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. See the form in Appendix G for more detail on the scoring process. 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 $2500 in a fiscal year, and is not allowed to request more than $1500 in a single period. Once the $2500 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.

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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.

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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 Administrative Assistant.  Allocations will be paid out only for the purpose the money was awarded for.  NO EXCEPTIONS.   The proper paperwork is available in the appendices of this handbook.  Submit all forms and receipts to the SGA 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 with any questions on how to fill out the forms.

Off Campus Accounts: Once the DPR is processed, a check for the allocated amount is returned to the Business Office. At this time, the contact on the account, generally the organization’s advisor, will be contacted to come sign for the check.  For these accounts it is important to have the organization’s tax id number on the Organization Information Sheet (Appendix A), not an individual’s, as the check must be made out to the organization

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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 will be restricted to spending their allocations only on the items approved for funding.

5. 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.

6. Two (or more) organizations can NOT apply to be funded for the same activity or activities. Any questions, please consult the SGA Treasurer.

7. Your organization must claim their allocations by the end of the Allocations Period in which the event took place. The deadline for the Spring 2008 Allocations period will be Friday, May 9th, at 3:00 pm!

8. 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, and may also appear on the allocations award letter sent to the organization advisor.

Funding reimbursements for events must follow the guidelines set forth in this 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 that there is going to be an appeal.

2. 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 Student Affairs.

3. The organization must then go back before the Finance Committee and plead their case.

4. The Finance Committee will then send its recommendations to the Student Senate for final approval and vote.

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