48 th Student Senate Organization and Finance Committee Presents

Transcription

1 48 th Student Senate Organization and Finance Committee Presents

2 The information provided in this presentation is legally supported by the FAMU Student Body Constitution, System of Student Body Statutes, and Legislative Branch Internal Rules of Procedures. All guidelines and regulations will be enforced to the furthest extent of the Law. Failure to comply with the regulations stated can elicit sanctions and fines, including but not limited to the freezing of budgeted/allocated A&S funds and prevention of future funding.

3 Senate Executive Committee Judicial and Rules Committee Election and Appointments Committee Organization and Finance Committee Student Relations Committee *Committee Chairperson s contact information can be found online at sga.famu.edu

4

5 OFC s purpose is to debate, amend, revise, pass, and/or reject measures pertaining to the Finance Code (Title VIII) of the System of Student Body Statutes and fiscal matters. To review all Special Allocation requests before being presented on the Senate floor. The OFC Chairperson is responsible for forming and presiding over the Activity and Service Fee Budget Committee (ASBC). The OFC Chair provides the senate with weekly account balances of all Senate accounts and maintains the Finance Manual

6 The Student Senate exercises financial control over the following accounts: The Student Senate Unallocated Account The Legislative Branch Account The Student Government Association Reserves Account Replacements and Renovations Account (R&R Account)

7

8 What are they and What do they do? The Activity and Service Fee is a $10.50 amount paid by every FAMU student per credit hour. This kind of funding provides certified clubs and organizations with the funding to produce events, support student led initiatives, maintain certain operations and departments on campus. A&S Fees are paid as a part of tuition and are meant to fund activities and services for the students of the campus.

9 The Student Senate administers the allocation of Activity and Service Fees at Florida A&M University for every fiscal year (July 1 st June 30 th ) Organizations seeking A&S funding must be registered with the Office of Student Activities as a Certified Organization Each entity funded by A&S fees are obligated to several responsibilities outlined in the Finance Code (Title VIII, Chapter 705) No disbursement of A&S Fees can be made without the approval of the Student Senate

10 Seven Prohibited Expenditures The Student Government Association and all specific entities funded by Activity and Service Fees must follow the Florida A&M University Purchasing Rules and Procedures. Prohibited expenditures of Activity and Service fees are classified as follows: A. Funding of Social Greek Letter organizations (Sororities and Fraternities) and their auxiliary (e.g. Sweethearts, Interest Clubs, etc.) organizations including but not limited to organizations within the National Panhellenic Council; (Academic/Honor Societies that are represented by Greek lettering are notincluded.) B. Funding of councils representing Social Greek Letter organizations, including but not limitedto the National Panhellenic Council.

11 Seven Prohibited Expenditures C. Direct or indirect financial support to a political candidate, political party, or political committee continuous existence as defined in Florida Statutes, Section This statute shall by no means be interpreted as restricting the lobbying efforts of the Student Government Association exclusive of or in conjunction with the Florida A&M Office of Governmental Relations. D. Subsidize dues of any organizations. E. Alcohol and any illegal substance. F. Use of Activity and Service Fees to raise funds, except for SGA sponsored concerts. G. Booster Clubs or any fundraising entities. H. Any obscene, inappropriate, or offensive images or text may be displayed on any printed material purchased in whole or in part with A&S funds.

12

13 The certified student organization or university entity must submit a special allocation request online via sga.famu.edu The deadline each week is Friday at 5:00pm 7 weeks prior to the day the A&S funding is needed. The President and/or Financial Custodian of the organization/department seeking the special allocation should plan to meet with the OFC during their committee meeting the following week. During this meeting, the OFC will review the request of the entity and make recommendations if necessary. The committee will vote on whether the request will be heard on the Senate Floor or be tabled in Committee.

14 If the request will be heard on the Senate floor, a Senator will be tasked to formulate the request into legislation known as a Senate Appropriation Bill. After it s completion, the author of the bill will submit the bill along with it s transmittal form. The bill will be on first reading at the Senate meeting the following Monday, and will go through the Judicial and Rules committee prior to second reading where it will be voted on. Senators will be able to make friendly recommendations or motions to change the bill. It must receive a 2/3 vote of a quorum of the Senate to pass.

15

16 The A&S Fee Annual Budget is the primary source of funding meant to sustain certified organizations, university departments, and other activities for the entire fiscal year. The process takes place in the Spring semester and involves the Student Senate s allocation of funds for the next fiscal year. The University Budget Director will collaborate with the Vice President of Student Affairs the projected enrollment and projected collections. They will provide an estimated amount of A&S Fees to be available during the following year consistent with the Annual A&S Budget process. The ASBC will create the budget and abide by the Annual Budget Timeline

17

18 Responsibilities of A&S Reciprocates Certified student organizations must keep an accurate, and up to date membership roster and provide this information to Student Government upon request. Upon the allocation of A&S funds, the president or financial custodian shall be required to sign the following statement of understanding: Statement of Understanding The Understanding herein designated as (Name of Organization) fully understands the Student Government Finance Code which applies to all A&S Fees allocated through the SGA Senate, and that the undersigned will adhere to all procedures for expending said funds; and further that the undersigned understands that any violations of this said Finance Code will be prosecuted to the full extent of the law

19 All A&S Agencies are requested to submit a monthly report which shall include but not limited to: The name of the agency Contact information of the Advisor and President Purpose of the agency Activities for the current month, goals for the current month, future goals, upcoming events and areas for improvement Account number and all expenditure for the current month The report shall be submitted on the first Monday of each month, except on Holidays, where reports shall be submitted on the Wednesday of that week Reports are used in performing evaluations of A&S Agencies in the budget process

20 All entities receiving funding shall be subject to Audits by the Student Government Association at any time (Chapter 715.1) A&S Audits are conducted by an Audit committee composed of: SGA Comptroller Chairperson A&S Liaison Vice Chairperson Five Senators One from each standing committee A&S Audits shall not exceed two weeks and shall examine the usage of allocated funds of funded entities A&S Audits will examine the quality and efficiency of the questioned entity If any improprieties are found, the Audited agency may be subject to sanctions determined by the Senate (Chapter 722)

21 All online and printed materials purchased or manufactured with A&S Fees must include the FAMU SGA logo (Chapter 724) Exempting SGA-sponsored concerts, no FAMU student shall be charged admission for any event funded in whole or in part by A&S monies, unless the student is unable or unwilling to provide proof of studentship. All SGA-funded events and meetings must also be well publicized and conducted in an environment that is generally accessible to the public. (Chapter 723) A&S Travel Requests information found in Chapter 711