1 Manual on Financial Affairs September 2014 Contents: Student Activities Fee - 1 Other Funding Sources – 2 Line Item and Documentation Guide – 3 General and Non-Specific Discretionary Guidelines - 7 On-Campus Resource Index - 10 Other Financial Affairs Resources: Financial Affairs website: www.umdsgafinance.weebly.com Publications: SGA Funding Guide (step-by-step process of applying for SGA funding) Spending Guide (step-by-step processes of how to spend money from FRS accounts) Student Activities Fee: The Student Activities Fee (SAF) is one part of the package of mandatory fees that are collected from each undergraduate student. The appropriation of the SAF is entrusted to the Student Government Association (SGA) in order to fund and support programs and initiatives that are undertaken by undergraduate students. This is accomplished by recognizing student groups whose missions are aligned with the stated goals and objectives of the SGA. The SGA seeks to support non-exclusionary programming that enhances the University of Maryland community and the overall student experience. The responsibility of fairly and equitably distributing the SAF is delegated to the Committee on Financial Affairs, which implements and oversees a monthly SAF allocation process. In order to balance the total amount of requested SAF funds and the total amount of available SAF funds, the Finance Committee establishes discretionary guidelines and standards that apply generally to all allocation decisions. That is, the decision on whether or not to fund items for a requested program will never be determined based on the mission or values of the group itself. As long as the program is relatable to the SGA-recognized mission statement, the application will be reviewed along the same parameters as all other applications. Both the SGA and Student Groups are responsible for the use of the SAF. These expectations are laid out in the SGA ByLaws: Article VII, Section 1:D, Section 2, and Section 4. 2 Other Funding Sources: University offices and units: Consult your advisor for the most appropriate academic department, program, or any unit that may have funding available to provide to student groups for co-sponsored programming. Each unit will have their own standards and requirements for requesting funding. SEE Review Board: Co-sponsorship with the Student Entertainment Events. Max Hedgepeth, SEE Co-Sponsorship Director (301)314-8498 [email protected] www.see.umd.edu/co-sponsorship Pepsi Enhancement Fund: Through the Pepsi Enhancement Fund, $50,000 is available each semester to student groups, departments and offices to underwrite the cost of programs that broadly affect the campus population. Donna Lim [email protected]. www.thestamp.umd.edu/pepsi Cross Cultural Programming Series: Intended for cross-cultural programming that fosters communication across lines of difference. Sponsored by the University’s Office of the VP for Student Affairs. Warren Kelley [email protected]. Group Help: Funding of up to $1,000 per semester for one specific program. Available to any certified President and/or Treasurer on SGA’s Orgsync portal. Co-Sponsorship Grant: Funding of up to $500 per SGA-recognized co-sponsoring group to fund items and costs that are essential to the success of a collaborative program. Available to any certified President and/or Treasurer on SGA’s Orgsync portal. 3 Line Item and Documentation Guide: Documentation is meant to provide evidence from the source of the product or service that the Cost requested is the actual cost. Documentation must be one of the following (listed in order of most effective documentation): • An Invoice (that is clearly authored by the product/service source) (DG: 0001-09201301) • A Screenshot of an Email/Webpage/Document/etc. from the product/service source (DG: 000109201301) • A URL (necessary information must be able to be viewed within one “click” of the link) (DG: 0001-00201304) While filling out a Funding Application, it is important to use this Guide AND the most updated Discretionary Guidelines (www.umdsgafinance.weebly.com/discretionary-guidelines.html). Line Item Description Typical Expenses and Notes Minimum Requirements for Documentation Typical reasons why funding might be denied: - Some line items require specialized information All reasons listed are specific to the particular line item; ANY item might not be funded due to insufficient documentation and breakdown, or any other Discretionary Guideline. 3311/ 3321 3311 InState / 3321 Out-ofState Conference - Conference Fees - Name and location of conference - Cost per attendee - Number of attendees - Breakdown for what conference fee will be used (in order to demonstrate that food and lodging are not included in calculations for Total Amount Requested, AND that funds will not be donated to a parent organization or any political party/campaign/group) - Regular Documentation requirements (DG 0001-09201301) - Food and lodging cannot be included in the conference fee (DG 3311-00201320) - Conference fee cannot be a fundraiser for the parent organization, or for a political party/campaign (DG 331100201321) 3724 Advertising - Flyers and posters - Capped at $1 per quantity of Anticipated Attendance (DG: 3724-00201322) - Advertising that involves Printing and Copying materials will also be reviewed as 3718 Printing and Copying (3724-00201325) - Regular Documentation requirements (DG 0001-09201301) - General advertising for group is not funded (must be programspecific) (DG 3724-00201323) - Off campus advertising is not funded (DG 3724-00201324) - Newspaper advertisements are not funded (DG 3724-09201304) 3950 AV Equipment (AudioVisual) - Microphones and speakers - Projectors and screens - Connector cables - Sound board - Regular Documentation requirements (DG 0001-09201301) *For events in Stamp: If the initial deposit cannot be funded through non-SAF sources, Event and Guest Services recommends submitting a reservation through eCalendar, obtaining a copy of the Event Summary for documentation purposes, then immediately cancelling the reservation. - No breakdown of specific needs (ex. Sound package with some arbitrary price) - Off campus provider without justification as to why an oncampus provider is insufficient (DG 3950-00201326) 4 3620 Bus Rental - Bus rentals - Must be rented from Motor Transportation Services or Shuttle UM (DG: 0002-00201317) - Regular Documentation requirements (DG 0001-09201301) - GoogleMap screenshot showing route and distance to be traveled (in miles) (DG 3620-00201327) *Motor Transportation Services: ONLY acceptable documentation is a completed Motor Transportation Services Pricing Sheet, which can be obtained at SORC. **Airfare is considered only if shown to be cheaper than renting a vehicle; Expenses for airline flights are capped at $300 per Anticipated Attendance (DG: 0002-00201319) - Fuel and parking costs are not funded (DG: 0002-00201318) - Roadway tolls are not funded (DG: 3620-03201402) - No GoogleMap is provided 3752 Contractual Services - Guest speakers - DJs, performers - Police services - Capped at $10 per quantity of Anticipated Attendance (DG: 3752-00201328) - Name, description, and cost of service, shown in an invoice, or screenshot of email correspondence (must be exact price quote) - Phone number and email for service - The $10 cap per Anticipated Attendance (DG 3752-00201328) for one-on-one training will be lifted only when demonstrated to benefit the entire group (DG 3752-10201302) - Final price is still in negotiation - Final price is not exact - A student member of an organization who is providing a service that is directly related to the mission of that organization may not receive monetary compensation from the Student Activities Fee without preapproval from the SGA Legislature (DG: 3752-02201402) 4930 Dues & Fees - non-Conference, event-based fees - Dues to national affiliation (for group as a whole) - Must demonstrate that expenses for individual membership or tickets are not funded (DG 4930-00201329) - Regular Documentation requirements (DG 0001-09201301) - Annual fees for individuals are not funded (they are only funded for groups as a whole) 3717 Equipment Rental - Equipment rental - Must demonstrate a secure oncampus storage facility or reasonable expectation of care during rental period (DG: 3717-00201330) - Regular Documentation requirements (DG 0001-09201301) 3716 Equipment Repair - Equipment repair - Reason why repair is necessary - Regular Documentation requirements (DG 0001-09201301) 3746 Food - ONLY funded for a group for which food is absolutely essential to its mission statement and Program purpose (DG 374600201331) - Justification for food being absolutely essential to group and Program - Number of attendees - Regular Documentation requirements (DG 0001-09201301) - While food is not funded by SAF unless absolutely essential, a Program with food (funded through other sources) may still be funded for other line items 3952 Misc. Supplies - Event decorations - Sports equipment - Funding for decorations is capped at $1 per quantity of - Must demonstrate secure on-campus storage space - Up-to-date inventory record of student group - No secure on-campus storage space demonstrated - No inventory record provided 5 Anticipated Audience. Decorations are items that do not serve practical purpose, and include but are not limited to ribbons, streamers, balloons, flowers, balloon weights, vases and flowers, etc. (DG: 3952-00201332) - Regular Documentation requirements (DG 0001-09201301) 3916 Office Supplies - Primarily OfficeMax purchases - Staples - Tape - Pens/pencils - Calculator - Post-It Notes - Item must be found in the OfficeMax catalog at SORC - Only acceptable documentation is a copy of the OfficeMax order form found at SORC. - If an item is not found in the catalog at SORC, must provide invoice or screenshot - Regular Documentation requirements (DG 0001-09201301) - Missing OfficeMax order form from SORC 3210 Postage - Postage - Must demonstrate why email is insufficient (DG 3210-00201335) - Must include size of mailing list - Regular Documentation requirements (DG 0001-09201301) 3718 Printing and Copying - Flyers for Advertising - Pamphlets - Posters - Banners - All funding will be adjusted to the costs of Stamp Copy Services, UNLESS a cheaper alternative is demonstrated (alongside the cost from Copy Services) (DG: 3718-00201336) - Items that will be used for Advertising will also be reviewed under 3724 Advertising standards - Color paper must be justified - Color ink must be justified (DG 3718-00201337) - Higher quality stock must be justified (DG 3718-00201338) - Regular Documentation requirements (DG 0001-09201301) *Most common documentation: http://www.dbs.umd.edu/copy/prices. php. - Off campus provider without justification as to why an oncampus provider is insufficient 4970 Space Rental - Room rental - Venue rental - Time period of rental - Venue capacity (must not be more than Anticipated Attendance (DG 4970-00201340) - Regular Documentation requirements (DG 0001-09201301) - If an off-campus space, must demonstrate why on-campus space is insufficient (DG 4970-00201341) - Off campus provider without justification as to why an oncampus provider is insufficient (DG 4970-00201341) 3220 Telephone - Phone lines - Only for groups with office space outside of Stamp - Must demonstrate a compelling need for office phones (DG 322000201343) - Regular Documentation requirements (DG 0001-09201301) - OR past phone bills for the same phone line - No office space in Stamp - Non-compelling need for office phones 6 3925 Wearing Apparel - Costumes - Uniforms - Must demonstrate secure on-campus storage space - Must demonstrate that items will not go to the material benefit of individuals; That is: Wearing Apparel items must be passed on to future years and members of the Group (DG 3925-00201344) - Regular Documentation requirements (DG 0001-09201301) - No secure on-campus storage space demonstrated - Clothing will ultimately be owned by the individuals in the group (and not passed on to future members) - Clothing will be a giveaway 3953 Office Equipment - Furniture - Computer - Hard Drive - Must demonstrate secure on-campus storage space - Regular Documentation requirements (DG 0001-09201301) - No secure on-campus storage space demonstrated 7 General & Non-Specific Discretionary Guidelines - Fiscal Year 2015 These Guidelines include the Legacy Guidelines (002013), and all FY14 guidelines as denoted by the code xx2013 or xx2014, where xx is the month (ex. September 2013 guidelines are denoted by 092013) Description Line Item Code Content General 0001 (pending) 001 (pending) 0001 00201301 0001 00201302 0001 00201303 0001 00201305 0001 00201306 0001 00201307 Applications for funding shall be due no less than 30 days in advance of the program for requests of $1500.00 or less. Applications shall not be accepted more than five (5) months prior to the program unless reasonable justification is provided to the Committee on Financial Affairs. The decision to accept this justification is at the discretion of the Committee on Financial Affairs. Funding Applications are not reviewed unless submitted under the name of a Treasurer or President of an SGA recognized student group. The submitting officer must have been certified at a Budget Training Workshop that occurred in the current fiscal year (school year). “Insufficient Breakdown”/ “Adjust to Breakdown” is when the Itemized Breakdown presented for this line item is not in keeping with the standards stated in the Manual on Financial Affairs, OR sums to a value that is unequal to the Total Amount Requested. “Insufficient Documentation”/ “Adjust to Documentation” is when the Documentation presented for this line item is not in keeping with the standards stated in the Manual on Financial Affairs, OR is not reflected in the Itemized Breakdown and/or Total Amount Requested. If the Committee on Financial Affairs can find a subjectively comparable product to the item requested at a lower expense, the funding will be adjusted to that amount. Groups that have not received funding for at least the past four semesters (2 school years) are limited to a $2,000 cap per program in the first allocation period they apply. Services that are provided for free by either the Stamp Student Union or any unit at the University of Maryland (contingent upon the fact that the services are available to all students at the university) are not funded. 8 0001 0001 0001 0001 0001 0001 0001 0001 0001 Non-specific items 0002 0002 0002 0002 09201302 It is up to the discretion of the Committee of Financial Affairs to correct a misclassification of a line item, so that the program can be reviewed appropriately. 02201401 If a program requires an admission charge, monetary or otherwise, the charge must be justified. Admission charges will only be admissible as long as the admission revenue funds elements of that specific program that SGA does not fund. Any admission revenue may not serve as fundraising. 10201301 An Application will be considered for funding for a Program that exceeds $1,500 AND will occur between 30-60 days before the Date of Program IF an Application has already been submitted during the current school year, AND is for the same Program, AND the Date of Program is still at least 30 days after the deadline. 11201301 Documentation must be expressed in an official operating language of the Committee on Financial Affairs. 11201302 English is an official operating language of the Committee on Financial Affairs. 11201303 Funding Applications are not reviewed for groups whose KFS accounts are currently frozen. 11201304 Payments that are due after a Date of Program are considered reimbursements. Reimbursements are not funded (BL: Article VII, Sec 4, Sub A:5). 11201305 Programs are only funded if the primary programmers are undergraduate students at the University of Maryland, College Park. 03201401 Information and/or documentation that was not submitted with the original Funding Application may be considered during an Appeal to the Committee on Financial Affairs IF AND ONLY IF the new information and/or documentation directly relates to a Discretionary Guideline that was enacted during the deliberation period that the Application was first under review. 00201308 Programs whose purpose and description are not apparently relevant to the SGA-recognized Mission Statement of the group are not funded. 00201309 Exclusionary programs are not funded. Programs are considered exclusionary if: only the target audience may attend the event, OR specified person(s) or group(s) may not attend the event. 00201310 Anticipated expenses that have a possibility of not being incurred are not funded. 00201311 All funds kept in University KFS accounts are exempt from State of Maryland sales taxes. 9 0002 0002 0002 0002 0002 0002 Group Help 0003 00201312 Fundraisers without other sources of funding are not funded. 00201313 Free items, Giveaways, Non-uniform wearing apparel, massage services, and other products/services that are only for the material benefit of individuals are not funded. 00201314 Papers that are demonstrated as having an educational purpose are not considered as a Giveaway. 00201315 Lodging is not funded. 00201316 Funding for retreat expenses is capped at $5 per Quantity of Anticipated Audience (expected attendance). 03201403 Permanent or semi-permanent structures that require yearly maintenance and periodic financial support are not funded. 09201305 If a Group Help request includes an off-campus contractual agreement, it is the discretion of the Committee on Financial Affairs to determine the feasibility of processing the payment, based on the University guidelines. The remainder of the Discretionary Guidelines have been incorporated into and referenced within the Line Item and Documentation guide table above. The full list of Discretionary Guidelines can be found as a separate file at: http://umdsgafinance.weebly.com/discretionary-guidelines.html. 10 On-Campus Resource Index: Compiled here are some of the most commonly used services by student groups. If you have any questions about using these resources, contact the Director of Student Groups, Katherine Swanson ([email protected]). Student Government Association: SGA’s goal is to best represent the interests and needs of students. Feel free to contact SGA with any issues of interest, questions, or general inquiries about how you can get involved in serving our campus community. 0209J Student Involvement Suite, Stamp Student Union Office hours: 9AM-5PM, M-F 301-314-8329 x45801 (VP Finance) x48335 (President) [email protected] www.mdsga.com Undergraduate Legal Aid: For questions about tenant issues, speeding tickets, or other student legal issues, a portion of the Student Activities Fee is used to fund a salaried lawyer who offers free legal advice and student defenders who can provide counsel for students in on-campus hearings. 3125 South Campus Dining Hall 301-314-7756 [email protected] www.studentorg.umd.edu/legalaid Student Organization Resource Center: SORC is where student groups can access budgets, fill out financial forms, seek fundraising advice, and ask questions about STARS and Orgsync. SORC also handles all transactions from student group FRS accounts. 0209S Student Involvement Suite, Stamp Student Union Office hours: 8:30AM - 4:30PM, M-F 301-314-7158 [email protected] www.thestamp.umd.edu/activities/student_org_resource_center_sorc Adele H. Stamp Student Union: Stamp is the central hub of campus where students and student groups can find many resources for student affairs. Building hours: 7AM - 12AM, M-Th; 7AM - 1:30AM, F; 8AM - 1:30AM, Sat; 11AM 12AM Sun 301-314-DESK for the information desk Event and Guest Services: The Event and Guest Service Office can help with any questions regarding eCalendar reservations for event space, furniture and event support, audio/visual equipment, and ticketing services for special events. 1133 Stamp Student Union 11 301-314-8488 www.thestamp.umd.edu/events/event_services Technology (IT) Services: 2220 Stamp Student Union 301-314-5555 www.thestamp.umd.edu/shops_services/technology_services Terrapin Room Audio Visual Request: The Terrapin rooms contain laptop and projector equipment only. • Request AV equipment no later than noon of the previous business day • Email [email protected] with the subject heading TERRAPIN ROOM AV REQUEST • Include in the email: o First and Last Name o Email and Phone o Event Name/Number o Event Date and Time For any questions contact AV Reservations Assistant, Rob Gewain (301-405-0588) Stamp Marketing: The Stamp Marketing Office offers free event publicity services for events held in the Stamp Student Union. From chalking, flyers, surveys, and data collection, filling out an Event Submission Form and using the Marketing Checklist on their website can help spread the word about your program. 1133 Stamp Student Union 301-314-8488 www.thestamp.umd.edu/events/marketing Leadership and Community Service Learning: LCSL promotes positive social change through transformative learning and community engagement. They host multiple programs, events, a Minor in Leadership Studies, community service, and many other resources. 0110 Stamp Student Union 301-405-9044 [email protected] www.thestamp.umd.edu/leadership_community_service_learning Facilities Management: Rent equipment like tables, chairs, cables, and limited AV for events outside of Stamp. 301-405-3205 www.facilities.umd.edu Design and Copy Services: General printing and copying services. The following offices are part of the Department of Business Services, offering a wider range of offices and other resources. Adele H. Stamp Student Union Copy Center 1239 Stamp Student Union 301-405-2679 Reckord Armory Copy Center 12 0127 Armory 301-405-2679 Tydings Copy Center 1105 Tydings Hall 301-405-1707 Van Munching Copy Center 1406 Van Munching Hall 301-405-2400 Office hours: 8:30AM – 4:30PM, M-F www.dbs.umd.edu Signs and Graphics: The Signs and Graphics Shop provides services for signage, banners, posters, window and vehicle graphics, dimensional lettering, decals, magnets, name plates, large format digital printing, and more. Service Building #003 Room 1215 Office Hours: 6AM – 2:30PM, M-F Telephone: 301-405-7257 Fax: 301-314-4170 www.facilities.umd.edu/sitepages/signproducts.aspx Dining Services: UMD Dining Services provides catering and special delivery. Director’s Office 1109 South Campus 301-314-8054 [email protected] www.dining.umd.edu Security: If an event requires security or other safety measures, the Department of Public Safety can provide services. Captain Laura Dyer Service Building #003 Rossborough Lane 301-405-3555 [email protected] www.umpd.umd.edu Motor Transportation Services: For complete information about renting vehicles and transportation-related services, visit the MTS website (www.dbs.umd.edu/motor) or email ([email protected]).
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