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Adopted by IPSGA, November 8th, 1993 Revised March 13th 1995 Revised February 5th, 1998 Revised October 4th, 1999 Revised November 30th, 1999 Revised August 4th, 2000 Revised October 28, 2001 Revised February 4, 2002 Revised November 13, 2006
Amended April 28, 2008
1. Purpose 1.1 Rationale The purpose of these guidelines shall be to govern the distribution of funds by Indiana Purdue Students’ Government Association (IPSGA). 1.2 Viewpoint Neutral All financial decisions made by IPSGA and its members shall be viewpoint neutral, and this position shall reflect, but not be limited to, the policies included in the Non-discriminatory Clause as stated in the IPFW Code of Student Rights, Responsibilities, and Conduct in Part I, Section A, Items 3 and 4. 2. Adherence to University Guidelines and Procedures 1.1 Student Service Fee Manual All expenditures of the IPSGA shall be subject to the pertinent guidelines and rules of the University, first and foremost, the guidelines contained in the Student Service Fee Manual. 1.2 Business Office Procedures No expenditures of IPSGA funds may be allowed unless the procedures and paperwork required by the IPFW Business Office and these IPSGA Financial Guidelines are handled accurately in at least seven (7) business days prior to the event. 1.3 Supplemental Use This document is intended solely as a supplement to other University manuals and shall not take precedence in any case where there is conflict with other University guidelines. This document is meant only to outline the proper procedures for funding that IPSGA has adopted in governing the distribution of funds. 3. Definitions 3.1 Allocation Committee: A committee that hears budget requests from Campus Wide Organizations and presents a budget to the Student Senate for approval. 3.2 Campus Wide Organization: An organization that has been designated, by the IPFW Business Office, to receive recurring funds from IPSGA. 3.3 Event: A program or activity that is open to the student body. 3.4 Fiscal Year: The period from July 1, to the next calendar year’s June 30, which is used for accounting purposes.
3.5 Funding Probation: A condition whereby an organization or department is limited, or prohibited, for up to twelve months, in the funding it receives from IPSGA, as a result of violation of any IPSGA funding policy or failure to meet any IPSGA funding criteria. 3.6 Funding Restriction: A condition whereby a newly recognized (six months or less) organization or department is limited in the funding it receives from IPSGA. 3.7 IPSGA Funds: All funds assigned to any branch of IPSGA that are in the yearly budget. 3.8 Joint Venture: An event that is sponsored by two or more organizations. 3.9 President of IPSGA: All references to President of IPSGA shall refer to the Student Body President. 3.10 President of Senate: All references to the President of the Senate shall refer to Student Body Vice President. 3.11 President of the Student Activities Board: All references to the President of the Student Activities Board shall refer to the Student Body Programming Director. 3.12 Signature Authority: The authority to authorize expenditures from an IPSGA-controlled account. 3.13 Special Interest Group: A recognized student organization with a specific interest. 3.14 Vice President of Finance: All references to the Vice President of Finance shall refer to the Student Body Comptroller. 3.15 Ways and Means Committee: All references to Ways and Means Committee shall refer to the Student Senate Ways and Means Committee. All references to Ways and Means Chairperson shall refer to the presiding chairperson of the Student Senate Ways and Means Committee. 4. Allocation Committee 4.1.0 Purpose of the Allocation Committee The Allocation Committee shall prepare and present a budget recommendation to the Student Senate. The committee shall follow the guidelines contained in these Financial Guidelines, conduct budget request hearings, and use the best interest of the student body in making its recommendations to the Student Senate. 1.3.02 Membership of Allocation Committee 4.2.1 The Allocation Committee voting members shall only consist of: the Vice President of Finance, the Senate Ways and Means Committee Chairperson, one Senator in addition to the
Ways and Means Committee Chairperson, two members of SAB, and two IPFW students, who are not members or employees of IPSGA, appointed by the President of IPSGA and confirmed by a majority vote of the Student Senate prior to budgeting activities. 4.2.2 The Vice President of Finance shall chair the committee. The Senate Ways and Means Chairperson shall serve as Vice-Chair and will assume any duties of the Chair in the absence of the Chair or in the Chair’s failure to perform any respective duties. 4.2.3 The Dean of Students and the Student Affairs Business Manager shall serve as non-voting ex offico members of the committee. 4.3.0 Responsibilities of the Allocation Committee
4.3.1 The Allocation Committee will be confirmed no later than the first regularly scheduled Student Senate meeting in February. 4.3.2 The Allocation Committee will initiate collection of funding requests from eligible campus wide organizations, IPSGA supported University services, and existing student services within two (2) weeks of the committee’s first meeting. 4.3.3 The budget request must be submitted, in writing, to the Students’ Government office by a committee established date. 4.3.4 The Allocation Committee will hold public budget hearings at which petitioners for student service fee funds will make presentations explaining their budget requests and answer questions from the committee. 4.3.5 The Allocation Committee will meet privately, in order to finalize budget recommendations, that will be presented to the Student Senate, based on the total funds available. 4.3.6 The Allocation Committee will maintain records of all Allocation Committee hearings and meetings, except for the committee’s internal deliberations of the budget requests. Records of the committee shall become part of the public record of IPSGA immediately upon the disbanding of the committee. 4.3.7 The Allocation Committee will submit a balanced line-item budget recommendation to the Student Senate by a committee-established date. 4.3.8 The Vice President of Finance shall be present and prepared to explain the proposed budget to Student Senate and SAB by a committee-established date. 4.3.9 The Allocation Committee will disband one (1) day after the Chancellor’s final approval of the yearly budget.
4.4.1 The President of IPSGA and the Vice President of Finance shall determine the office budget for IPSGA, and the President of IPSGA will present this budget request to the Allocation Committee. 4.5.0 Student Senate Budgets
4.5.1 The Senate Ways and Means Committee shall be responsible for presenting a budget request to the Senate for each Senate controlled budget item. 4.5.2 Upon Senate approval, the President of the Senate shall present to the Allocation Committee the Senates budget requests. 4.6.0 Student Activities Board Budgets
4.6.1 The President of SAB shall be responsible for presenting a budget request to the SAB for each SAB controlled budget item. 4.6.2 Upon SAB approval of the budget requests, the President of SAB shall be responsible for presenting the requests to the Allocation Committee. 4.7.0 Travel Funding
4.7.1 Campus Wide Organizations may receive funds for travel for University business or when traveling to represent the University. The Allocation Committee will allocate such funds during the annual budget process. 4.7.2 Travel must be an essential component of the group’s mission in order for funds to be allocated. 4.7.3 A detailed budget of travel expenses must be presented in the yearly budget process. 4.7.4 Special interest groups and individuals may not receive IPSGA funds for travel; however, the Student Life Office may provide funding for travel. 5. Budget Approval 5.1.0 The Student Senate may make any corrections, additions, or deletions to the budget submitted by the Allocation Committee judged to be in the best interests of the student body. Upon Senate approval, by a majority vote, the budget shall be forwarded to the Office of the President of IPSGA. 5.1.2 If the budget is vetoed by the President of IPSGA, it will return to the Senate for reconsideration. The Senate can override the veto by a two-thirds (2/3) vote or send a revised
budget to the President of IPSGA for consideration. 5.1.3 Upon approval of the Student Senate and the President of IPSGA or a Student Senate veto override, the budget will be submitted to the Vice Chancellor for Student Affairs (VCSA) for review and approval. If the VCSA disagrees with the budget as presented, a meeting will be held between the VCSA and the Allocation Committee to resolve the differences and, upon agreement, the budget will be resubmitted to Student Senate for approval. 5.1.4 If budget issues remain, only the disputed line items shall remain unapproved, and the remaining undisputed items will be considered passed and approved, and forwarded to the Chancellor, in accordance with these guidelines. 6. Funding from Senate Discretionary Fund 6.1.0 Requests for Funding
6.1.1 Requests for financial sponsorship of an event from a student organization shall be handled in the Student Senate, in the form of a bill 6.1.2 All funding requests must include a brief (~100 words) explanation of the events’ benefit and the reason it should be funded from mandatorily assessed Student Activity Fees. 6.1.3 Funds for an event are limited to $3000.00 per organization, up to a maximum of $9,000 per event. 6.1.4 Any IPFW student must be able to attend any part of an event receiving funding from the Senate Discretionary Fund. 6.2.0 Criteria
6.2.1 All organizations and departments desiring financial sponsorship from IPSGA must present a proposal, which meets standard criteria, to the Vice President of Finance. Events asking for up to $3,000 must submit their requests at least 30 days in advance; 45 days in advance if asking for between $3,001 and $6,000, and 60 days in advance if requesting more than $6,000. 6.2.2 A detailed, written plan is to accompany the proposal. The plan should include the date, time, location, logistics and expected attendance of the event. 6.2.3 Each proposal is to include a detailed breakdown of expenses and projected income. Expenses should be divided into major categories such as: speaking fees, security, clean-up, advertising, room rental, etc. 6.2.4 All organizations that wish to receive IPSGA funding must send at least one (1) delegate to an IPSGA-held Financial Guidelines workshop. Already-established organizations, as well as organizations established during the spring semester, must attend the fall workshop, which will
be held during the first full month of the fall semester. Organizations established during the fall semester must attend the spring workshop, which will be held during the first month of the spring semester. 6.2.5 Proposals for events that involve any paid services of $500.00 or greater must include quotes from three different service providers through the IPFW Purchasing Department. Any proposals for events that have been previously held must include receipts from that previous event. 6.2.6 Proof of additional self-sponsorship and fund-raising efforts must be provided. 6.4.0 Process for Event Funding by the Senate 6.4.1 Organizations and departments must fill out a Student Organization Funding Request Form provided by Students’ Government, which is to be signed by the President or Treasurer of the organization or the department chairperson. Signature on said form states to IPSGA that the organization or department that is requesting funding understands the IPSGA financial guidelines. 6.4.2 The Vice President of Finance will forward the written plans of the event to the Ways and Means Committee Chairperson. 6.4.3 The Ways and Means Committee will present a bill to the Student Senate outlining the proposed event and the recommended allocation. 6.4.4 Any revenue generated from an IPSGA sponsored event must be returned to IPSGA, up to the total amount allocated. 6.4.5 Once funds have been allocated, those funds can only be used for the specified items that were designated in the bill. 6.4.6 To acknowledge IPSGA sponsorship, the organization or department that has received funding will agree to advertise IPSGA by use of the IPSGA logo or any other approved means. 6.4.7 The organization or department must provide detailed receipts of income and expenses to the Business Office and to IPSGA no later than ten (10) business days after the event. The organization or department must also provide attendance figures to the IPSGA no later than ten (10) business days after the event. 6.4.8 The organization or department must return the balance of any unspent IPSGA funds no later than ten (10) business days after the event by contacting the Vice President of Finance. 6.5.0 Funding Restriction 6.5.1 The groups on funding restriction may still approach IPSGA for funds under these
guidelines, but may receive no more than $500 until they have been recognized for over six (6) months. 6.5.2 After six (6) months, the group shall be removed from funding restriction and may receive funds according to the Financial Guidelines. 6.6.0 Funding Probation 6.6.1 An appeal of this funding probation can be made by the organization or department to the Ways and Means Committee. If the Committee’s decision is unacceptable to the group, then the group may elect to present their case to the IPSGA Judicial Court for review and decision. 6.6.2 If the IPSGA Judicial Court’s decision is unacceptable to the group, then they may elect to present their case to the Campus Appeals Board for final review and decision. 6.6.3 If the IPSGA Judicial Court or the Campus Appeals Board lifts probation, then the group is immediately eligible for full funding. 7. IPSGA Accounts 7.1.0 Signature Authority 7.1.1 Signature authority is only valid internally to IPSGA. 7.1.2 Only the Senate, by majority vote and in the form of a bill, can authorize expenditures from the Senate Contingency Fund. The Vice President of Finance must review all IPSGA Student Senate contingency fund expenditures. 7.1.3 Only the SAB, by majority vote and in the form of a bill, can authorize expenditures from the SAB account. The Vice President of Finance must review all SAB expenditures. 7.1.4 The Vice President of Finance shall have signature authority on the IPSGA office budget. Any capital equipment, office supplies, IPSGA contingency fund expenditures above $500.00 must be presented in the legislative form of a bill to be voted on by a simple Senate majority. Senate shall be notified within one month of any line item expenditure over 100.00 and may order the return of that item if deemed unnecessary. 7.1.5 Misuse of this signature authority granted above is grounds for impeachment from any IPSGA office.
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