Finance Guidelines

Finance Guidelines

Student Senate gives over $1 million dollars each year to campus organizations. The money comes from the Student Activity fee each student pays for each semester they attend Millersville. They, Senate, with major help from its Finance Committee, determine which organizations get money, and how much they get. 
There are two types of allocation requests: General and Emergency. General allocations are for an entire year. An organization submits an allocation form with a budget of what and how much they want.   The allocations packets will be handed out by the Student Senate Finance Committee at Information Sessions which will be held towards the end of the fall semester.  Dates for Allocation meetings will be communicated to organizations during the fall semester.
Emergency allocations are for a specific purpose. They can only be for expenses that were not anticipated when the General allocation request was submitted. Student Senate does not fund deficit spending however. 
Organizations may get a bank account with Student Services in the SMC. If organizations want to receive money from Student Senate, they MUST have an account there. Organizations are eligible to receive money after having been operational for one semester prior to the request for money. 

Hearing Process Information

In order for the Finance Committee to fully understand your interest and need for allocation funds, a hearing session is held to meet with your organization and the Finance Committee. Listed below is valuable information about the hearing process for your organization. Please read and understand the information below so that your hearing process runs smoothly and successfully. 
1. In order to be considered for allocations, organization must be recognized by Student Senate as well as registered with the Center for Student Involvement & Leadership.   No organization may apply for allocated funds if they are on probationary status.
2. In order to be considered for allocations, an organization must have attended an Allocation Information Session in the fall semester.  At this time, organizations will receive an Allocations Packet as well as information about the hearing process, which occurs in the spring semester. 
3. Organizations that were allocated $10,000 or more the previous fiscal year or are requesting $10,000 for the upcoming fiscal year MUST schedule a hearing with the Finance Committee.
4. Organizations asking for less than $10,000 may request a hearing with the Finance Committee if they so choose.
5. The hearing sessions usually last 15-20 minutes and are used for the Finance Committee to ask questions on the organization's status, future goals, and request of allocations. Hearings will be scheduled at the time that Allocations Packets are turned in.
6. Scheduling a hearing is based on a first come, first serve basis
7. For your hearing process, it would be best for the President and Treasurer of your organization to be present. Since these two positions hold the most information about the organization and its funds, the hearing process will run more smoothly because specific and detailed questions can be answered.
Listed below and on the following page are some basic questions that will be asked by the Committee during the hearing. We highly advise you to be prepared to answer these questions. The more information you know about the organization, the better. Listed below are standard questions, however, the Committee holds the power of what questions to or not to ask the organization. Also, more questions than what are listed below can and will be asked. 
1. Does your organization collect dues? How much per member? 
2. How many members did you have last year, and how many are there this year? 
3. What improvements has the organization made since last year? 
4. What fundraising has the organization done over the year? 
5. How successful has your fundraising been? 
6. How will these funds better the students and community of Millersville University? 
7. What plans do you have in mind for your organization for next year? 
8. When are your meetings, how long are they, how many members attend? 
9. How has your balance record changed in the last three-five years? 
10. Are you planning on being the President/Treasurer/member of the organization next year? 
11. How long have you been affiliated with the organization? 
12. Why are you applying for allocation funds? 
We hope that you look into these questions and come prepared to the allocations hearing. As stated above, the more information about the organization that is available for the hearing, the more productive the hearing will be.

Below is a list of Allocation Guidelines that the allocations committee will use when reviewing packets: 

Travel

Student Activity Fee funds may be used for travel. The reimbursement rate is assessed at 55 cents per mile by motor vehicle in accordance with the Millersville University Purchasing website. All travel must be associated with the purpose of the organization.
Conferences
Student Senate will fund for an organization to attend up to one regional and one national conference per academic fiscal year for a maximum of eight students. Student Senate does not fund for non-students to attend conferences with the organization. Funds that can be requested include transportation to and from the conference, registration fees, and hotel accommodations (maximum hotel rates will be determined based on the Maximum Rates of Reimbursement on the MU Purchasing website [http://www.millersville.edu/purchasing/travel/current-max- rates.php]). When requesting funds for a conference, the allocations committee requests multiple quotes for airfare and hotel to ensure that organizations are trying to keep the cost as minimal as possible.  
Trips
Student Activity Fee funds may be used for trips.  All trips must be associated with the purpose of the organization.  All trips must be open to entire campus. Examples: (UAB Broadway trip, Ski trip, BSU Six flags, etc.)

Alcohol

In accordance with University policy, Student Senate will not fund for alcohol.

Community Outreach & Charitable Events

Student Senate will fund events on a case by case basis that benefit the community outside of MU and/or improve MU’s reputation. However, Student Senate funds cannot be used as direct donations to a charitable organization. 

Deficit Spending

Student Senate will not fund deficit spending from any previous academic year.

Equipment

If a group requires permanent equipment, or other supplies, a secure storage facility must first be found before we can approve funding. Funding will not be approved without proof of secure storage.  Student Senate does not fund for repairing equipment. (Ex: computers, table tennis tables, etc.)

Exclusivity Policy

Student Senate will not fund any organization that is exclusive in their membership selection.  This includes organizations which do not accept all applicable members and do not accept members based on gender, race, etc.  Student Senate will fund organizations who accept members based on GPA/QPA requirements as stated in their constitutions.  Student Senate will fund organizations in which the purpose is to govern exclusive organizations.

Food

Funding for food will be limited to events that are open to the entire campus. These events must have cultural significance to your organization or promote student interaction. For example, Student Senate will not allocate funds for food for individual organizations (Ex. food at meetings).

Fundraising Activities

Student Senate does not fund for fundraising activities. Essentially, organizations can not use allocated monies to make a profit.

Honorariums

Student Senate does not fund for honorariums for any lecturer/performer/speaker. Funding may be awarded for the travel and lodging expenses for a lecturer/performer/speaker to come to the University if they are not faculty, staff, or administration. (Definition of an Honorarium: Cash payment given to a professional person for services for which fees are not legally or traditionally required.)

Lectures/Performers/Speakers

Student Senate requires that any lecturer, performer, or speaker who receives Student Activity Fee funds must be open to any member of the University community and have an established cost. 

Materials Already in University Libraries

Student Senate will not fund for materials obtainable in the University Libraries, unless proven it will provide greater benefit to the organization.

Membership Dues

Student Senate will fund for mandatory National or Regional organizational dues.  However, proof must be provided that organizations must pay the dues. For example, Student Senate must pay dues to be a part of the Board of Student Government Presidents. Student Senate does not fund for individual membership dues. 

Office Supplies/Expenses

Student Senate will fund for up to $150.00 for office supplies/expenses to organizations depending on the need of the organization. This $150.00 does not include advertising supplies and copies.

Political Events

Student Activity Fee Funds may be used by political groups on campus. Student Activity Fee funds may not be used to financially contribute to a political campaign.

Publications

Organizations that produce publications may request funds for the costs of printing and supplies. Groups are encouraged to solicit bids from various printing companies. Due to the large expense of printing, Student Senate asks that organizations be conservative in the length of their publications as well as their distribution amount. 

Religious Activities

Student Senate will not fund for any distribution of religious materials/supplies that are intended to spread a religious viewpoint. Student Senate will fund for trips as long as they are intended for members’ education, not the intentions of spreading a religious viewpoint.

Scholarship/Financial Aid

No Student Activity Fee funds may be used for scholarship or financial aid of any kind. 

General Notes

• All conferences and travel/field trips taken by an organization must stay within the Continental United States.  
• The allocations committee will allow requests for exceptions to the conference maximum of eight (8) persons, if a team or group must attend or present.
All guidelines set forth in this document are up for interpretation by the Allocations Committee, on a case-by-case basis.

Emergency Allocations

Emergency allocation request forms are reviewed throughout the year on an as needed basis. To better help you understand the process of emergency allocations; the following are guidelines, approved by the Student Senate on November 1, 2001, that the allocations committee shall follow: 

Purpose

1. The purpose of an emergency allocation is to support a student organization's activity that could not have been anticipated when the organization made its regular spring semester allocation request.
2. Inadequate organizational management or planning is not a valid reason for requesting an emergency allocation. The Student Senate does not permit and will not fund deficit spending. 

Eligibility

Student organizations which meet either of the two criteria listed below may request emergency allocations from the Student Senate at any time during the fall or spring semesters in accordance with the purposes listed 
below: 
a. Student organizations which are officially recognized by the Student Senate 
-OR- 
b. Student organizations which meet the eligibility requirement of functioning for at least one semester in which they were granted temporary status and which are in a position to be granted permanent status. 
If the request of your organization follows the above guidelines, you may submit an application for emergency allocations. Once we have received your application, a hearing will be set up to provide your organization the opportunity to explain your request. If you have any questions about the application, or the procedure, please leave the Treasurer a message by calling the Student Senate office at 872- 3513.