Section 1. Funding Requirements
1.1 Student organizations must meet, or be in the process of meeting, the requirements for full recognition for the SBA Treasurer to reserve their annual $500 allotment.
1.2 The following are minimum requirements for the establishment and renewal of a student organization:
- The number of students must equal or exceed 5 active members
- The students must successfully complete the new organization packet
- The students must establish an agreement with a member of the faculty to act in the capacity of advisor
- The students must agree to comply with all University and SBA financial procedures
- The students must complete and return an officer roster to the SBA
1.3 Requests meeting the guidelines in 1.2 should be submitted to the SBA President, who will present the request at the next regularly scheduled meeting of the full Board of Governors.
1.4 All organizations are encouraged to raise their own funds. Fund raising is a function of fiscal responsibility, and positive efforts to raise funds will be taken into consideration when a organization applies for additional funding.
1.5 Availability of funding beyond the annual allotment is not guaranteed.
1.6 Unspent funds allocated to organizations that remain unspent at the end of the year will revert to the SBA for use in subsequent years.
Section 2. Financial Records
2.1 All organizations must maintain current records of their financial status indicating all revenue, expenses and current funds available.
2.2 The records must be made available to inspection by the SBA Treasurer, their designee, or the administration, within 72 hours of such request.
Section 3. Co-Sponsored Events
3.1 The SBA has established a separate fund for events that are co-sponsored between organizations, organizations and the SBA, or organizations and outside agencies.
3.2 Organizations seeking funds for co-sponsored events should submit a request to the SBA Treasurer, which indicates the co-sponsoring party (with contact information), a budget for the event, and total amount requested.
3.3 The Treasurer will submit the request for consideration at the next regularly scheduled Board of Governors' meeting.
Section 4. Prior Authorization for Use of Sodexho
If an organization uses Sodexho to cater an on-campus event, a copy of the proposal must be submitted to the SBA Treasurer for approval 3 business days before the event to ensure the organization has adequate funding remaining.
Section 5. SBA Reimbursement Process
5.1. The Treasurer shall submit to the Administration, on a rolling basis, such requests for reimbursement which meet all restrictions and guidelines of these procedures.
5.2. All organizations must utilize an attendance sign-in sheet for any and all events for which SBA funding was or will be received. Requests for reimbursement without attendance sign-in sheets will not be honored.
5.3 All organizations must submit original receipts for expenses when seeking reimbursement. Receipts must indicate date, location and items purchased. Requests for reimbursement without receipt will not be honored.
5.4. Two requesting organization officers must sign the reimbursement request. Reimbursement requests without the appropriate signatures will not be honored. If an officer is the individual to be reimbursed, both authorizing signatures must be those of other officers of the organization.
5.5 Reimbursement requests must be reviewed and signed by the SBA Treasurer, the SBA President and an additional SBA Executive Board member.
5.6. All requests for reimbursement must be submitted by the earlier of: within 45 days of the event, or two weeks after the last final exam of the semester in which the expense was incurred.
5.7. The Treasurer shall, after obtaining all required signatures, make a copy of all documents pertaining to reimbursements or transfers of SBA funds. The copies shall be maintained in the files in the SBA office.
5.8. Original requests for reimbursement, with attached documentation, shall be forwarded to Jeff Weikel or his representative, prior to 9:00 am each Monday morning for approval by administration and forwarding to the main campus for processing.
5.9. Members of the SBA executive board who are also executive officers of any organization shall function as neither the approving office of the organization, nor on behalf of the SBA with regards to reimbursement or advance requests of that organization.
Section 6. Failure to comply with procedures
6.1 Any organization not meeting all of the requirements of these bylaws shall have all SBA funding frozen until such time as the requirements are met.
6.2 Any organization which has had their funding frozen under these bylaws two times within 24 calendar months shall be subject to revocation of their recognition as an organization, as determined by the SBA Board of Governors. Re-recognition of any organization shall be predicated upon the requirements of the then current SBA Board of Governors.
6.3 The Board of Governors retains the right, and acknowledges its responsibility, to file Honor Code Violation charges against any and all organization officers suspected of fiscal mismanagement and or misappropriation of SBA funds.