INTERNAL ACCOUNT FUNDING AND USE POLICY

Please find below the University of Baltimore's funding and use policy for allocated internal student organization funds for the 2016/2017 academic year. This policy applies to all funds allocated to student organizations from SGA and SBA fees through the Student Allocations Board and Funding Oversight Committee.

Table of Contents

Intended Use of Student Fees
Allocation & Administration of Fees
Mission & Purpose of Allocating Bodies
Student Group Status & Funding Eligibility
Budget Request Process
Funding Principles & Restrictions
Structure of Budget Requests
Responsibilities of the Student Organization Treasurer & President
Funding Levels
Reallocation of Funds
Appeals Process
Other Fiscal Policies
Policy Changes

1 - Intended Use of Student Fees


1.1 Money allocated to University of Baltimore student organizations by the SAB and/or FOC is to be used exclusively for programs created and facilitated by student organization members.

1.2 The Center for Student involvement may, at its discretion, sanction any organization if it is determined that the above statement regarding “Intended Use of Student Fees" has been violated by students, faculty or staff. Sanctions may include, but are not limited to, freezing the organization’s internal and/or revenue account(s), suspension of the organization’s privileges (such as the ability to make room reservations, or utilize University publicity resources), and suspension of the organization’s recognition/active status.

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2 - Allocation & Administration of Fees


2.1 Student fees collected by the University on behalf of Student Bar Association (SBA) and University of Baltimore Student Government Association (UBSGA) are allocated to SBA, UBSGA, and various student organizations through the bodies described below.

2.2 The Student Allocations Board (SAB) consists of five students who may not concurrently be executive officers in any other student organization, and who may not concurrently serve in UBSGA or SBA. One of these members is elected by the group to serve as Chairperson. All five students (including the Chairperson) are voting. The Graduate Assistant for Financial Operations is a non-voting member and serves as recording secretary. The Associate Director of Operations and Technology serves as a non-voting advisor. SAB determines the initial allocations of established student organizations and the supplemental allocations of all student organizations. Additional information about the makeup and operation of SAB can be found in its bylaws.

2.3 The Funding Oversight Committee (FOC) consists of the treasurers of SBA and UBSGA, the Chairperson of SAB, the an at-large student appointee and the Associate Director of Operations and Technology. FOC determines the annual initial allocations of Premier Student Organizations, and the total amount available to SAB for allocation to other student organizations. FOC also serves as the second level of appeal to SAB decisions. Additional information about the makeup and operation of FOC can be found in its bylaws.

2.4 All student fee monies allocated through the SAB and FOC are administered by the Rosenberg Center for Student Involvement. Accounts are established for each student organization receiving money from the SAB and/or FOC. In order for an organization to use these funds, they must register their club with and work through the Rosenberg Center for Student Involvement. Organizations may log onto OrgSync at any time to examine their group’s internal accounts, make payment requests, and request budgets. Treasurers are urged to compare their records with the financial accounts in OrgSync, especially since club records may not reflect some charges that may be automatically deducted from organization accounts.

2.5 OrgSync is the only current official portal for student organization business and records. No other portal or system (e.g. Westlaw TWEN) is recognized by SAB or the Center for Student Involvement for any purpose.

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3 - Mission & Purpose of Allocating Bodies


3.1 As allocating bodies the University of Baltimore Funding Oversight Committee (FOC) and Student Allocations Board (SAB) have a mission to fairly disburse student activity fee monies to student organizations in a viewpoint-neutral, student-driven process that provides the maximum potential benefit to the students of the University of Baltimore.

3.2 Under the principle of viewpoint neutrality the allocating body does not base funding decisions on the views held and/or expressed by an organization.

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4 - Student Group Status & Funding Eligibility


4.1 Premier Student Organizations: Student Bar Association (SBA), University of Baltimore Student Government Association (UBSGA), Student Events Board (SEB) and Sports Club Council (SCC) are Premier Organizations.

  • 4.1.1 Premier Organization status is granted by the Center for Student Involvement to organizations that 1) serve an overall governance, programmatic, or fee allocation function at the institutional level and 2) have a primary advisor who is a full-time University employee and for whom advisement of the organization is a formal and significant portion of the employee’s job responsibilities.
  • 4.1.2 Premier Organizations are funded through the FOC and are subject to broad fiscal oversight from either FOC (for non-governance organizations) or their own legislative unit (for governance organizations).

4.2 Established Student Clubs or Organizations: Groups that have functioned for two consecutive semesters are designated as “Established.”

  • 4.2.1 Established groups that attend the Budget Workshop/Training may complete the budgeting process to request a budget during the initial allocation process and are eligible to make supplemental budget requests for the spring semester.

4.3 Non-Established or New Student Clubs or Organizations: Groups that have not yet functioned for two consecutive semesters are considered Non-Established or New.

  • 4.3.1 Non-Established or New groups may receive startup funding, but are not eligible to apply for funding during the initial allocations process for the Fiscal Year. After attending a Budget Workshop/Training, such groups may make supplemental budget requests for the spring semester.

4.4 Lapsed Student Organizations: CSI requires re-registration of each organization via OrgSync each fall semester. A student organization must maintain current registration information in OrgSync to remain in active status and access funds. An organization becomes inactive if not re-registered by the annual deadline established by CSI (usually late September). Any organization that has still not re-registered by the last day of a fall semester will be placed in “lapsed” status.

  • 4.4.1 An organization in lapsed status reverts to a Non-Established organization status upon reactivation, until it has functioned for an additional two consecutive semesters.
  • 4.4.2 Lapsed organizations, upon reactivation and assignment to Non-Established status, may receive startup funding but are not eligible to apply for funding during the initial allocations process for the Fiscal Year until Established status is regained. After attending a Budget Workshop/Training, such groups may make supplemental budgeting requests for the spring semester.
  • 4.4.3 After two consecutive academic years in lapsed status a club or organization may not re-activate, but must reapply for recognition.

4.5 For purposes of student organization status categories only the traditional fall and spring semesters are used to determine how long a group has actively functioned. Intercessions and summer sessions are not considered.

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5 - Budget Request Process


5.1 Funds may be requested from SAB by eligible organizations during two funding periods:

  • 5.1.1 The initial funding period, which takes place in the spring semester, disburses the bulk of the budgetary funds for the following academic year.
  • 5.1.2 The supplemental period, which takes place late in the fall semester, disburses additional funding to be used only during the spring semester that follows.
  • 5.1.3 Established Student Organizations are eligible to apply for funding during both the initial and supplemental funding periods.
  • 5.1.4 Non-Established or New Student Organizations are eligible to apply for funding during the supplemental funding period.

5.2 Organizations eligible for initial and/or supplemental funding must submit a budget request using the electronic worksheet supplied on OrgSync. Submissions made by other means will not be considered.

  • 5.2.1 In addition to the worksheet, student organizations must provide a separate document (as a file attached in OrgSync) that outlines the organization’s mission and how their proposed budget will further their goals and benefit the student population as a whole. If it is not clear on the worksheet, this document may also be used to explain specific areas of their budget in further detail.
  • 5.2.2 Student organizations have the option to provide additional in-person explanation when the SAB meets during Initial and Supplemental Allocations. Appearance before SAB is not required, and typically is used to answer questions from SAB rather than to provide a formal presentation.
  • 5.2.3 There is a maximum initial allotment of $5,000 per organization for the Fiscal Year (July 1 until June 30) during the initial funding period. (Organizations may not request more than this amount during the initial period and doing so will adversely affect funding.)
  • 5.2.4 Organizations requesting supplemental funding for the spring may request a maximum additional allotment of $2,000 for the remainder of the fiscal year. (Organizations may not request more than this amount during the supplemental period and doing so will adversely affect funding.)
  • 5.2.5 Requests for funding must include a detailed budget indicating how requested funds will be used. Open items, contingency lines, and non-specific requests will be denied. When submitting a budget request each line must be defined with specificity. Please see information on the Structure of Budget Requests (section 7), below.
  • 5.2.6 Revenue fund usage should be reflected in the organization’s budget request. The revenue fund balance for the previous year will be examined as part of the budget request process. Events that will raise revenue for the organization must be disclosed and should rely on contributions or prior revenue to cover costs. In general, the use of more than a nominal amount of Student Fee money to seed revenue generation is disallowed and any use of Student Fees to generate revenue is subject to additional scrutiny from SAB and may be denied if not well justified, regardless of amount.
  • 5.2.7 In order to better allocate funds, analytics of past events is highly preferred – this may include sign-in sheets, card swipes, comment cards, messages through OrgSync.

5.3 Startup funding may also be requested by Non-Established or New Student Groups and formerly Lapsed Student Groups in the amount of $200 per academic year.

  • 5.3.1 Startup funding is intended to assist with costs related to the group’s recruitment efforts, initial events/meetings, and administrative costs.
  • 5.3.2 These organizations are also eligible to apply for supplemental funding and may do so regardless of whether or not start-up funding has been requested for the year. However, start-up funding may not be requested after supplemental funding has been received in a fiscal year.
  • 5.3.3 Startup funding will also be available to student organizations that are Established Student Organizations but who failed to submit an initial budget request in a timely matter. No other funding considered for such groups until the supplemental funding period, except under extraordinary circumstances. Such groups may not apply for startup funding after receiving supplemental funding in a fiscal year.

5.4 At the end of each fiscal year, any unallocated funds or unused money that was allocated to a club or organization will be zeroed out and transferred to the SGA Fee Holding account to be redistributed by FOC in the following year.

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6 - Funding Principles & Restrictions


6.1 In determining how to award funding, the SAB gives primary consideration to events that emphasize and promote the mission of the requesting organization while providing maximum benefit to students as a whole.

6.2 The SAB uses information recorded in OrgSync as part of the deliberative process. It is the responsibility of the organization’s officers to ensure that such information is complete and up-to-date at all times.

  • 6.2.1 Specific information the SAB considers in deliberations includes, but is not limited to, events and transactions as related to previous budgets submitted by the organization, including whether or not the organization used the budget as allocated (and reasoning submitted for diversions), proportion of the budget that was unspent, and the organization’s access to and use of revenue funds.

6.3 The SAB encourages co-sponsorship and co-facilitation amongst multiple student organizations and, when funding levels allow, may award funding in a manner that reflects this priority, provided that budget requests submitted to SAB clearly demonstrate which portion(s) of co-sponsored events are to be funded by which organization.

6.4 Requests that violate funding and use policies or that are incomplete will not be funded. Organizations that violate funding and use policies in their utilization of awarded funds may be denied funding and/or defunded.

6.5 In order for an event to be funded by Student Fee money, it must be reasonably open to the entire student body. Events that are not reasonably open to the student body will not be funded.

6.6 No fundraising for political candidates is permitted. This does not bar political candidates from participating at student organization events.

6.7 No contributions of Student Fee money to charitable causes is permitted.

  • 6.7.1 Events that contain components which support a charitable cause may be considered if the event provides an intrinsic value to the student body beyond the support of the charitable cause, however use of Student Fee money for such events may be subject to additional scrutiny and further restriction by the board on an event-by-event basis.

6.8 No personal items or gifts for students, faculty, or staff may be purchased with Student Fees. This includes graduation regalia.

6.9 No salaries to members or advisors through any means are permitted via the Student Fees allocated through SAB.

6.10 The purchase of reusable items/equipment that are not stored on campus with Student Fees is prohibited.

6.11 The purchase of alcohol with Student Fees must comply with applicable policy. Any event that includes alcohol, regardless of location and funding source, must be registered and approved through the Center for Student Involvement in advance.

6.12 Purchases of firearm related products or services, tobacco products, or gambling fees or services with Student Fees are prohibited.

6.13 Individual membership fees to charter organizations are not be funded by Student Fee money; Chapter-level dues may be considered.

6.14 T-shirts and other clothing items that become the personal property of an individual will not be funded for more than $10 per shirt or $6 for other items from Student Fees. Such items must be branded to promote the organization making the purchase.

6.15 If there is an event that is considered by an organization to be crucial to the mission of the student group, it may be labeled as a “Marquee Event” in the group’s budget request.

  • 6.15.1 The SAB will take special consideration for such an event, however, labeling an event as a “Marquee Event” does not guarantee it will be funded at the proposed level or at all.
  • 6.15.2 Organizations may only request one “Marquee Event” per year.

6.16 Events that, by definition/design, hold a significantly greater benefit for the members of the group itself rather than for the student body as a whole will be judged on a case-by-case basis and funded only when money is readily available.

  • 6.16.1 Examples of such events include induction and graduation ceremonies and officer/advisor appreciations and celebrations; this is not intended as an exhaustive list.
  • 6.16.2 In making case-by-case evaluations, generally, the more limited the benefit to the larger student body is likely to be, the less likely the event is to be funded.
  • 6.16.3 The SAB does not consider these types of events to be essential to the mission of any group, therefore they may not be considered a “Marquee Event.”
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7 - Structure of Budget Requests


7.1 Requests for funding must adhere to the general principles below to ensure proper consideration. Failure to follow these principles may result in less funding being awarded.

7.2 Budget Items. Each unique event (or event series), initiative, or program should be a separate Budget Item on the OrgSync Worksheet. Each budget item should be assigned a unique name that accurately reflects the event, initiative, or program for which the funding is requested. Funds awarded for one budget item cannot be spent on another without reallocation (see Section 10)

7.3 Categories. Each Budget Item must be assigned a Category consistent with the criteria below. Funding requests within each category should generally adhere to the expectations stated below. SAB considers requests with these expectations in mind; even where dollar-amount limits do not exist (see Section 9), SAB may award more or less funding based on the request’s compliance with these expectations and the funding principles outlined in section 6.

  • 7.3.1 Activity. The Activity category should be used to request funding for events, meetings, and other programs that are on-campus or in the immediate vicinity of campus. It is expected that requests in this category will primarily utilize UB resources and space to keep costs down.
  • 7.3.2 Equipment: The equipment category should be used to request funds to purchase non-consumable materials that are necessary for the organization’s operation or events. It is expected that requested equipment is a true necessity for the organization’s success.
  • 7.3.3 Promotions/Marketing: This category should be utilized for marketing expenses that relate to the organization as whole and/or specific events. It is expected that tangible goods will be purchased, not advertising services. It is also expected that purchases of print materials for event publicity will be minimized to what is absolutely necessary in favor of digital and online options which are low or no cost.
  • 7.3.4 Supplies: This category should be used for non-edible consumable materials (e.g. paper plates, napkins, office supplies) for general organization operation or use across multiple events/initiatives. It is expected that the organization will retain and reuse leftover supplies.
  • 7.3.5 Travel: This category should be used for all aspects of any activities that involve transportation (regardless of mode) due to the location being outside the immediate campus vicinity.

7.4 Line Items. Each budget item is to be made up of one or more line items. Each line item is a singular expense that relates to the overall budget item. For each line item the type of expense should be selected from the dropdown menu on the OrgSync worksheet and a more detailed description of that expense should be typed in. Line Item types available depend on the category assigned to the budget item. Common expense types are listed below. The expense type that most closely matches the item(s) to be purchased should be selected. “Other” should only be used as a last resort and should include a robust description. The type selected impacts what any awarded funds may be spent on. For example, funds awarded for Speaker Fees cannot be spent on Catering without reallocating (see Section 10), however, descriptions are less restrictive (e.g. specifying one caterer in your budget request does not necessarily prohibit using a different caterer later on, as long as the funds were awarded for catering).

  • 7.4.1 Line Item types in the Activity category include: Campus Agency Service Fees (i.e. used paying an office on campus), Facility Rental, Food/Catering, Parking Passes, Prizes, Registration Fees, Speaker/Entertainer Fees, Tickets, Transportation, Other.
  • 7.4.2 Line Item types in the Equipment category include: IT Hardware, IT Software, Other.
  • 7.4.3 Line Item types in the Promotions/Marketing category include: Flyers/Printed Advertising, General Promotional Items, T-Shirts/Other Clothing, Other.
  • 7.4.4 Line Item types in the Supplies category include: General supplies, Paper/Ink, Other.
  • 7.4.5 Line Item types in the Travel category include: Accommodations (e.g. lodging), Bridge/Road Tolls, Mileage, Per Diem Meals, Registration Fees, Transportation, Other.
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8 - Responsibilities of Student Organization Treasurer & President


8.1 It is ultimately the responsibility of each Organization’s treasurer to manage the finances of the group. This includes, but is not limited to, fulfilling the obligations below. As the backup to the treasurer, each president is also required to fulfil the training obligations below. Failure of these officers to fulfil their obligations is not reason for SAB to offer exceptions to policies, procedures or deadlines.

  • 8.1.1 Attend a mandatory Budget Workshop/Training prior to submitting a budget.
  • 8.1.2 Use the budget request form in OrgSync to create and submit the initial budget and the supplemental budget requests to the CSI Office on time.
  • 8.1.3 Attend a mandatory financial training workshop if funds are awarded and/or the organization intends to utilize its internal revenue account.
  • 8.1.4 Submit all payment requests in a timely and accurate manner, through OrgSync (or via paper form for Jay’s and Subway catering requests).
  • 8.1.4 Ask for help when needed from CSI and Student Allocations Board.
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9 - Funding Levels


9.1 The guidelines below are suggested maximum request amounts for common items. While these limits are informal, SAB generally does not allocate more than the maximums below, unless there are extraordinary circumstances where this action is warranted. The SAB reserves the right to, and often does, allocate less than the amounts listed if funds are not available and/or if a lower amount is appropriate to the circumstances and in accordance with the funding principles in section 6. The SAB reserves the right to set funding limitations on items during the deliberative process of a funding period to ensure consistency and maximize the use of available funds across organizations.

  • 9.1.1 Catering for Recruitment Meetings - $150 per meeting and not more than 2 such meetings per year
  • 9.1.2 Speaker/Entertainer Fees - $750 in speaker/entertainer fees per event with one speaker/entertainer; $1000 total speaker/entertainer fees per event with multiple speakers/entertainers.
  • 9.1.3 Catering for Events (except recruitment and marquee events) is generally subject to a $350 per event maximum.
  • 9.1.4 Banners - $150 per year maximum, and only banners for the organization in general. Banners for specific events are not generally funded and funds allocated to banners may not be spent on event-specific banners unless specified for that purpose by SAB.
  • 9.1.5 Promotional items (i.e. giveaways or “swag”) - $6 per item. Note that clothing items are subject to their own restrictions, as listed in section 6 of this policy.
  • 9.1.6 Event advertising materials - $50 per event (see 7.3.3). In general, advertising should be a small part of an organization’s budget
  • 9.1.7 Hotel funding requests should be based on four people per room per night for a maximum of three nights at the applicable lodging per-diem rate listed at http://www.gsa.gov/portal/category/100120. Hotel expenses for trips less than 90 miles from campus are not funded.
  • 9.1.8 Gas – the requested amount should utilize the standard IRS mileage rate, updated annually.
  • 9.1.9 Personal Vehicle Rental - $500 per trip
  • 9.1.10 Conference and Convention Registration - $250/ person
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10 - Reallocation of Funds


10.1 Organizations must use funds as originally budgeted and approved unless a reallocation is made. Organizations may reallocate up to 15% of their total approved budget by completing the reallocation request form available on OrgSync.

10.2 Requests to reallocate more than 15% require the advance approval of the SAB, which meets monthly. Appeals of SAB reallocation decisions follow the process in section 11.

10.3 For reallocation calculations, the total approved budget includes any startup, initial, and supplemental funding posted to the organization’s OrgSync account as of the date of the reallocation request.

10.4 Reallocation requests are cumulative—for example, if an organization reallocates 10% of their total budget in September and an additional 5% in October, approval is required for any additional reallocation thereafter.

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11 - Appeal Process


11.1 Groups have two opportunities to appeal decisions of SAB (first to the SAB, and then to the FOC).

11.2 Appeals are intended for correcting mistakes and, in rare circumstances, for considering exceptional circumstances that merit an exception to a standard.

11.3 Groups cannot appeal before the FOC without first appealing before SAB. Appeals must be submitted in writing to allocationsboard@ubalt.edu. Appeals of student organization allocations may be heard by the SAB at the meeting following allocation postings or following a reallocation decision. Student organization appeal requests must be submitted to the SAB within five business days of the date the organization is notified of the decision they wish to appeal. Organizations have the right to make an oral presentation in support of their written submission.

11.4 Groups that wish to appeal the appellate decision of the SAB, must do so in writing to the FOC. Specific instructions will be included in the email announcing the SAB’s decision.

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12 - Other Fiscal Policies


12.1 Travel and Conference Funding: If risk management regulations are not followed, the Office, University, or State may deny a request to travel, whereby refusing to fund the trip with internal account funds. Please find those regulations in the Travel/Conferences portion of the Risk Reduction and Management section (section 6) of the Student Organization handbook. All student trips are funded on a prepaid item or reimbursement basis. No money will be advanced for expenses anticipated, under any circumstance.

  • 12.1.1 Travel requests require a minimum of 40 days to process. If the forms are not submitted in a timely manner, expenses may not be reimbursed. Pre-payment of some travel expenses (hotel, transportation, registration fees) is possible and some travel expenses are reimbursable (hotel, travel, food, registration fees). There are limits on how much the State will reimburse for meals, mileage and lodging. A travel expense report must be filed within five (5) business days of returning from the trip. Scans of valid, itemized receipts must accompany this report.

12.2 Fundraising: Student Organizations are allowed to conduct fundraising activities that will benefit their organization, or a charity. However, organizations are not allowed to fundraise of any political candidate or campaign, this includes student organization and government elections. When conducting fundraising activities for itself, the organization needs to deposit all funds either into their internal revenue, or external accounts, please keep in mind that funds deposited into the internal revenue account cannot be donated to outside organizations. Use of funds deposited into internal revenue and external accounts is subject to the policy/ies applicable to those accounts. Organizations should also note the restrictions in 5.2.6 regarding revenue generation.

12.3 Co-Sponsorships: Student organizations are encouraged to collaborate with other organizations and offices on campus to achieve larger and more complex events. Paying for services rendered by offices on campus (such as overtime pay for security services by the UB Police Department) or transferring funds to sponsor office or department events can be completed using the Transfer form on the Payment Request page on OrgSync. Support for student organization activities, between two student organizations or one student organization and one on-campus office, may take place, but there is no means through which a student organization can receive a lump sum of funds from another organization or an office as a co-sponsorship. Instead, student organizations or offices may directly purchase goods and services on behalf of a particular event.

12.4 Vendors: To assist student organizations, the Center for Student Involvement has created a list of vendors that have worked within the University’s payment system. You are not bound to this list and may investigate other vendors; however, you may find it easier to first look at vendors on this list. The list can be found at in your organizations OrgSync portal, under ‘Files’.

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13 - Policy Changes


13.1 The Center for Student Involvement is responsible for reviewing this policy annually and soliciting feedback on proposed policy changes from the SAB. Proposed changes will also be communicated to the Funding Oversight Committee (FOC).

13.2 SAB may independently recommend changes to budget policy or procedure. Such a recommendation is to be communicated in writing by the Chairperson to the Director of the Center for Student Involvement.

13.3 Changes to budget policy and procedure become effective for the next budget cycle. The Chairperson of the SAB is responsible for reporting any changes of policy or procedure to the SGA and SBA via FOC. Recommendation for changes to the funding guidelines can be brought to the SAB by any student organization officer for consideration.

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Announcements

Supplemental Funding
Due to changes in the level of funding available this year, the process was delayed while Allocations Board and Funding Oversight Committee examined the issue. The deadline for supplemental requests will be extended. We are in the process of updating the website to reflect these changes. Information will be emailed to org leaders the week of Oct 16-20.

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Helpful Links

Reallocation Request Form
Student Org Funding Portal
General Org Resources/Handbook
Center for Student Involvement
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