UNDERGRADUATE STUDENT GOVERNMENT

Parliament Finance Committee

APPLICATION GUIDELINES

1) Applying for Funding:

a) Fill out the application form fully and in there:

i) Follow the instructions of the application and fill all fields.
ii) Find as exact as possible estimation of the amount of money needed for the event.
iii) Decide on how much of the overall amount you are expecting to get from PFC.
iv) State, when appropriate, how much money you are getting from other sources for
the event.
v) Write a nice and simple description of the event, what it is about, whom and how
people will benefit from the event.
vi) Make a reasonable estimate of people attending the event.
vii) Make a detailed list of things you are going to buy, and how much of the money will
be spent on every section of things. For example, it is not sufficient to say “Food”; you
will need to specify the number of units and prices of each of the items you plan to buy.
viii) The application is itself very detailed. Do not alter it in any way as it helps us to
accurately judge all applications received. Should you feel constrained by the application
form, please include all other information you may find relevant in the attachment
section. Be aware that if you submit an application form with a different format, the
submitted application will be automatically disregarded. You would then be asked to re-
submit your application with the appropriate format.
b) Send an electronic version of the application to all PFC members stated in the application,
and submit a printed copy of the application to the chair of the PFC Committee. You can simply
slip the application through the room-door of any of the chair and send an e-mail indicating
that you have done so.
c) Applications requesting less than €200 have to be forwarded to the members of the
Parliament Finance Committee by latest ten (10) days before the date your event is scheduled.
For applications requesting more than or equal to €200, it must be given to the members of the
Parliament Finance Committee at least fifteen (15) days in advance.

2) After funding is approved:

a) First of all, you will have to buy all the products yourself from your own money. When you
bring the bills/receipts/Quittung to one of the members of PFC. The PFC will then review the
validity of the receipts and will refund the money spent accordingly.

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 b) In case you do not have enough money with yourself and none of your colleagues can
provide you with the initial amount to buy the items you need, you may approach any PFC
members for advice.
c) When buying the items you applied money for, make sure to separate them from other items
that you are buying using a different source of funding. The Receipts provided should only
pertain to the items that the PFC approved funding for.
d) After shopping, always ask the cashier for a “Quittung” (Receipt). In cases where you are
buying items from a specialized shop that does not provide a receipt directly, please ask for a
stamped Quittung that contains all tax information of the products you are buying. It is
important to note that the Quittung must always specify the item, the number of units and the
price of the item you bought.

3) Important Note:

a) No Spirited-Alcoholic drinks shall be funded.

b) The Undergraduate Student Government shall not fund trips of private individuals or groups
to events outside the University. This includes transportation and accommodation expenses,
and registration or other types of fees.
c) If you have neither the appropriate bills nor the “Quittung”-type bills, the PFC reserves the
right not to refund you for those products.
d) In cases where PFC is funding an event and the organizer charges an entrance fee and/or
food/drinks, then PFC shall regard the funding as a loan (unless stated otherwise before the
funding).
e) Refunding should be expected within one or two weeks.
f) For applications below two-hundred Euros (€200), the PFC reserves the right to accept or
reject applications based on its own judgment regarding the efficient allocation of the financial
resources applied for.
g) Should you have any questions, please contact any of the PFC members.

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 UNDERGRADUATE STUDENT GOVERNMENT
Parliament Finance Committee

MANDATE OF THE PARLIAMENT FINANCE COMMITTEE

Article I: General Principals

i) Mandate: this document shall serve as a reference for all matters within the Parliament
Finance committee of the Undergraduate students of Jacobs University.
ii) All members of the Parliament Finance Committee shall be obliged in good faith to abide by
principals set forth within this mandate.
iii) The amendment of this mandate can only take place with the approval a major majority of
2/3 of Undergraduate Student Parliament.

Article II: Aims and Responsibilities

i) The aim of the Parliament Finance Committee shall be to manage and budget for the funds of
the undergraduate student government of Jacobs University.
ii) With the availability of funds, the Parliament Finance Committee shall endeavor to
financially support Jacobs University students’ initiatives and student clubs alike, for as long as
the event in question shall be of beneficial to part of or all student body.
iii) The committee shall be responsible for the evaluation of application for funding,
distribution and accounting of the funds.

Article III: Committee Structure

i) The Parliament Finance Committee shall be composed of three members from the
undergraduate student body.
ii) The committee shall be led by a member of Undergraduate Student Government who has
been directly elected by the student body.
iii) The head of the committee and the student parliament shall be responsible to select two
additional members from the undergraduate student body.
iv) Additional members may be added to the committee in case of
a) very high workload or
b) A significant increase in the student population; as per the recommendation of the
head of the committee and the approval of the student parliament.

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 v) Unless stated otherwise, any undergraduate student of Jacobs University, regardless of age,
gender, race, religion, major, or year of study, shall have the right to apply and contest for the
membership of the Parliament Finance Committee.
vi) The tenure of the committee shall be for one academic year.

Article IV: Operation of the Committee

i) Every incumbent PFC shall have the freedom to organize and divide responsibilities within
the committee amongst themselves.
ii) Unless stated otherwise, the committee shall be required to meet at least once a week, to
review students’ funding application, get updates on the committee and/or discuss other issues
with the committee.
iii) The head of the committee shall be responsible to officially approve or disapprove and
decisions made in the committee.
iv) In case of absence of the head of the committee, decisions can be made official by other
member of the committee after the approval of the student parliament.
v) In case of resignation by any member of the committee, the member shall be obliged to
inform the committee members and the student parliament 2 weeks in advance. He/She shall
also be obliged, in good faith, to complete any tasks already assigned to him/her.

Article V: Evaluation of applications:

i) All students of Jacobs University shall have the right to apply for funding of their initiatives
and/or club activities regardless of age, gender, race, religion, major, year of study.
ii) All applicants must meet the necessary criteria as specified in the application guidelines*
before they can be evaluated by the committee members.
iii) The Committee shall provide funds only to non‐profit events/projects initiated by Jacobs
University Students.
iv) The committee shall make no decisions based upon student’s age, gender, race, religion,
major, year of study or political views.
v) Before any decision is passed by the committee, it must have a simple majority of 50+1 %
vote of PFC members.
vi) PFC shall have the right to approve or disapprove any financial aid application amounting
up to € 200 (EURO Two Hundred).
vii) The PFC shall require the approval of the student parliament before approving any
financial aid decisions amounting to more than €200.
viii) The members of PFC shall have direct contact with Jacobs University administration with
regard to undergraduate student funds.

*See “PFC Application Guidelines”

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