3. General Facts About the SGA
Constitution
• SGA Funds come from the Student Activities Fee
• All recognized clubs/organizations (except CASE)
can request funds
• Finance Committee only makes
recommendations, all final decisions are voted on by
the SGA Senate
4. The Treasurer is the only member of an
organization who is authorized to conduct any
financial transactions. In case of a vacancy of
club Treasurer, any executive board member
may conduct financial transactions.
5. All financial transactions and requests from
clubs must be in accordance with the rules and
regulations outlined in the Treasurer’s
Handbook. Any financial transaction not
following these regulations will be deemed void
by the Executive Director of Finance.
6. Where Can I Find These SGA
Documents?
http://emmanuelcollegesga.com
• Constitution
• Treasurer’s Handbook
7. Allocation Of Funds
• Allocation of all funds for the next academic semester shall be proposed
at the end of each academic semester by the Finance Committee and
approved by a 2/3 vote of the SGA.
• Clubs may request funding only for annual signature events and two
additional events during the course of the semester. All other events
must be requested via special funding request during the semester in
which the event will be hosted.
• The only exception is Campus Activities and Student Events (C.A.S.E)
which will automatically receive 23% of the total allotted budget from
the student activities fee each semester plus or minus 2% for every 5%
increase or decrease in the student activities fee.
8. Special Funding (According to the Constitution)
The Following guidelines are to be followed when planning
a special event. A special event is defined as a conference, a
workshop, start up funds for new organizations, or a unique
campus program. If the organization is planning a special
event, they are required to meet with their program
advisor to discuss plans for the program organization.
CASE is not allowed to special fund.
9. Funding for special events and conferences may
be obtained through petitioning the Finance
Committee. (Using the Special Funding Request
Form)
10. If a club wishes to receive funding for an event that
they have not budgeted for and have insufficient funds
in their current budget, they must submit a Special
Funding request and follow this procedure:
1. Submit a detailed request to the SGA via e-mail at least two weeks prior to
the event at a date and time set by the SGA Treasurer
2. The Finance Committee will then e-mail the club to give them a time to
meet with the Finance Committee. The club should send a representative
to meet with the committee to explain their proposal and to answer any
questions.
3. Meet with the SGA. It is important that your club have a representative at
the SGA meeting in order to field any questions the Senate may have. All
voting members of the Senate will then vote of the club’s proposal.
11. Reallocation
If a club has money in their current budget that they wish to use
for something other than what it was allocated for they should
use the following procedure:
• a. Submit a detailed request to the SGA via e-mail at least two
weeks prior to the event at a date and time set by the SGA
Treasurer containing the following information
– How much money they have left over.
– Why?
– How much they wish to spend.
– What will it be used for.
The Finance Committee is authorized to make FINAL decisions on
matters of reallocation.
12. Fund Freezing
• Failure to appear at events made mandatory by SGA will result in a frozen
budget.
• All organizations are obligated to fulfill their specialized number of
activities requirements.
• Failure to fulfill requirements will result in freezing of funds according to
the following:
– Each event not completed will result in 1/3 of your budget being
frozen
– If none of your events takes place before 6p.m., another 1/3 of your
budget will be frozen.
• Funds will be frozen on a semester basis.
13. Fundraising
• Each organization is allowed unlimited
fundraising time unless it conflicts with other
co-curricular activities. In these instances
Program Advisors should be contacted.
• Fundraising dates are to be picked at Planning
Days or on a first come, first serve basis
14. Fundraising Process:
• The club shall complete their fundraiser.
• The club shall fill out a SGA account form to deposit money into their account.
• The form and the money must be brought to Student Activities where they sign off
on it, saying they received your deposit. Please specify on the account form that it
is money from a fundraiser.
• After they sign the form, put it in the SGA mailbox.
• The Finance Committee will then put that fundraised money into a special
fundraising account specifically for the club.
• If the club then wishes to use this money to spend, they must submit a SGA
account form, specifying that they want to take the money from their fundraised
account.
15. There are two different kinds of fundraisers a club
can do. One is to raise money for the club itself.
Another is to raise money for charity.
• FOR YOUR CLUB: if you used SGA money to help front the
cost of the fundraiser, you need to pay the SGA back in
full before claiming the rest of the money.
•
• FOR CHARITY: if the money is going directly to a charity,
after you have deposited the money back to the SGA, Fill
out a second account form to receive your check for the
charity. No SGA startup funds need to be paid back.
17. Initial Checklist:
• Do I have sufficient
funds in my club’s
• Did my club budget for
account (other than the
this event/program?
budget) to hold this
event/program?
18. If you answered YES…
• Decide how you want to pay for the event:
– Payment Check (SGA Account Form)
– Reimbursement Check(s) (SGA Account Form)
– Programming Advisor’s Credit Card
SGA Account Forms available for pickup in SGA Office
AND Denise Rugman’s Office
19. If you answered NO…
• Figure out exact costs/expenses
• Submit a Special Funding Request Form by email
to the Director of Finance (Sara Massery –
masserys@emmanuel.edu )
Special Funding Request Forms can be found on the SGA
website (http://emmanuelcollegesga.com) or you can request a
copy by emailing Sara
20. Typical Special Funding Process
1. Submit by email (to Sara) by 5pm Tuesday
2. Receive Email Confirmation from Sara
3. Send representative (Treasurer) to Finance
Committee Meeting (Thursdays, SGA Office)
4. Appear before SGA the following Tuesday, WSC 102
22. Presenting Your Request to Finance
Committee
• Send representative to Finance Committee
Meeting – the confirmation email will give
further details
• Be prepared to answer questions about your
club’s event
23. Bringing Your Request to SGA
• Present the proposed special funding to the SGA Senate
• Answer questions the Senate may have concerning
expenses
• The Finance Committee will announce their
recommendation
• Request will be approved, denied, or a different amount
will be approved
24. Approved, Now What?
• Decide how you want to pay for the event:
– Payment Check (SGA Account Form)
– Reimbursement Check(s) (SGA Account Form)
– Programming Advisor’s Credit Card
SGA Account Forms available for pickup in the SGA office (St. Joe’s
Basement) and the office of Denise Rugman (St. Ann’s Basement)
25. Ways To Pay, Explained
Payment Check
• This check will be written to the business that you are
buying from for your event. It can be mailed directly to
them or picked up by a designated club member
• Must be accompanied by an invoice
• Must be submitted two weeks before the event
26. Ways To Pay, Explained
Reimbursement Check
• These checks will be written to the students that are
buying the supplies for your event. It can be dropped
off to their mailbox, mailed to a residence, or picked
up
• Must be accompanied by receipts
• Must be submitted within 30 days of the event
27. Ways To Pay, Explained
Programming Advisor’s Credit Card
• You should be communicating with your programming
advisor as you plan your event (keep them in the loop!)
• Schedule to use the credit card at least two weeks in
advance—it guarantees you’ll have it the day you need it
• Any more questions should be directed to your
programming advisor!
28. Check Writing Process
1. Submit SGA Account Form to the SGA mailbox in the
mailroom by Friday 12pm (That is the only acceptable
place)
– DO NOT SUBMIT TO: Denise, Your Programming
Advisor, Your Club Advisor, Dan Darcy, Dr. Joe… ETC
2. Checks are written every Monday
3. Mailed out/ dropped off at Denise Rugman’s Office by
Wednesday 10am
29. What Are The Budget Meetings?
• Budget Meetings decide the Allocation of
Funds for the next academic semester
• Rules in the Constitution are strictly upheld
• Two Budget Meetings a semester
– One with Finance Committee
– One with full SGA Senate
30. What The SGA Will NOT Pay For:
• Food at club meetings (general member
meetings, and non- campus-wide events)
• T-passes (As there is no way to track
purchases)
• Club/Organization distinction cords
31. What The SGA WILL Pay For:
• Paper/office supplies – ONLY IF IT IS BUDGETED
• 1⁄2 the cost of t-shirts/sweatshirts – ONLY IF IT IS
BUDGETED
• 90% of hotel costs – ONLY IF IT IS BUDGETED
• Transportation costs excluding the T (i.e.
airfare, busing)
• 80% of tickets to non-Emmanuel events
• Up to $500 for club Director/Coach
32. Budget Meetings
• April 12 – Finance Committee Budget Meeting
– Sign Up for a time slot earlier in the week
• April 20 – SGA Budget Meeting
– Time will be emailed, as will changes to budget
33. My Budget Was Frozen! Why?
• The SGA Constitution says that repercussions of not
attending events made mandatory by SGA will result
in frozen budgets
(but you’re here at Planning Day so that’s a good start)
*If you think your budget was wrongly frozen, email
Katelyn Boudreau (Director of Club Relations) AND Sara
Massery (Director of Finance) IMMEDIATELY*
34. SGA Website – Useful Info!
• http://emmanuelcollegesga.com
• Contains the SGA Constitution, Treasurer’s
Handbook, and important updates from the
SGA.
35. Important Places
• SGA Office – St. Joe’s Basement
– SGA Account Forms, Finance Committee Meetings
• Denise Rugman’s Office – St. Ann’s Basement
– SGA Account Forms, Check Pick Up
• SGA Mailbox – Mailroom, 1st Floor Admin.
– Drop Off SGA Account Forms
36. WEEKLY DATES TO REMEMBER
Please write these down!!!
• Tuesday 12:15pm – SGA Meetings, WSC 102 (all welcome)
• By Tuesday 5pm – Email Special Funding Requests to Sara
• Wednesday 10am – Checks turned in last week will have been
dropped off at Denise Rugman’s Office OR Mailroom
• Thursday 12:15pm – Finance Committee Meetings, SGA
Office
• By Friday 12pm – Drop Off SGA Account Forms to SGA
Mailbox
37. Important Financial Dates
• 3/22 – Budget Template will be sent out
• 3/27 – Budget Requests due (emailed to Sara
and Caitlin)
• 4/12 – Finance Committee Budget Meeting
(sign up times outside office earlier that
week)
• 4/20 – SGA Budget Meeting (assigned times)
