| Each year Allegheny Student Government is charged with disseminating monies generated in part from Student Activity fees to the campus community in a judicious manner. To that end, a finance committee comprised of 2 senators from each class and chaired by the ASG Controller and Treasurer are charged with the annual budgeting of student organizations and the weekly dissemination of the General, Surplus and Speaker Funds to the student body. |
Annual Process for Recognized Student Organizations:
1. Elect new officers by April of each academic
year. (Resolution to ASG Bylaws
passed in February 2005)
2. Do a complete update to your organization information
on the Student Activities Database.(This is how organizations are notified about
the budget process each year. ASG is not responsible for organization, with outdated
information in the database.
3. Attend a budget information session conducted
by ASG Controller and ASG Treasurer, held prior to budget hearings.
4. Submit
your budget packet to ASG office, Room 316 of Campus Center.
5. Sign up for
a time slot at Budget Hearings on Scheduler.
6. Attend Budget Hearings in April (date set by ASG annually).
ASG Budget Application Reminders:
$
Your organization must have new officers elected and updated information in the
Student Activities Database to be awarded a budget.
$
Only organizations officially recognized by ASG may petition the Committee of
the Budget for funds.
$ All sources
of funding to your organization must be disclosed in your budget packet (including
membership dues, fundraising, monies from other departments). (ASG Bylaws).
$ All ASG funded organizations must have
a treasurer who is not another officer of that organization. All treasurers must
be students, faculty, or staff members of Allegheny College. (ASG Financial Policies)
Now that you have a budget...
$
Treasurers must keep records of all transactions. These records are subject to
audit by the ASG Finance Department at their own discretion or at a student's
request. Treasurers will be responsible for turning in all of an organization's
revenue to the ASG Treasury. They will also be responsible for submitting the
bills and receipts of their organization. (ASG Financial Policies)
$
Any monies spent on food must be approved by the Finance Committee prior to placing
the order. (ASG Financial Policies)
$
Any ASG organization that accumulates a deficit in one year will be responsible
for paying the deficit next year. (ASG Financial Policies)
$
The maintenance of private organization accounts at outside institutions is prohibited.
(ASG Financial Policies)
$ All equipment
purchased with ASG budgeted funds is the property of and managed by ASG. (ASG
Financial Policies)
$ Uniforms and equipment
cannot be purchased with ASG budgeted funds for athletic teams or groups affiliated
with athletic events. ASG will allow pucks and balls to be purchased with budgeted
funds. (ASG Financial Policies)
Withdrawal/Suspension of ASG Budgets
$ ASG Budgeted
funds may be withdrawn from a sponsored organization found to have engaged or
to be engaging in any activity in violation of ASG
Constitution or Bylaws or general college policy, as specified in the Compass,
for a period dating back up to four years, as decided by the ASG Finance Committee
and Rules Committee combined, with ASG Senate approval.
$
The ASG Finance Committee and Rules Committee combined, with approval of ASG Senate,
may demand repayment of funds found to have been used to partake in any activity
in violation of ASG Constitution
or Bylaws or general college policy, as specified in the Compass, These
funds MUST be repaid by the close of the standing fiscal year. Failure to make
repayment will result in a budgetary cut or suspension for the organization found
in violation for the following fiscal year.
$
In the event of a violation, the following procedure will be implemented:
A review of the alleged violation will be conducted by a joint session of the
ASG Rules and Finance committees.
$
The organization in question will have an opportunity to be heard during this
review.
$ Members of the reviewing body
will pay special attention to any individual or unique situation as determined
on a case-by-case basis.
$ A decision,
consistent with the severity of the incident, will be made by a simple majority
of the ASG Finance Committee and Rules Committee combined, and must be approved
by a 2/3 majority vote of ASG Senate members present.
$
An appeal of the decision may be made, but must be submitted withing 5 business
days of the original decision and will be heard and decided by a panel made up
of the ASG President and four ASG Cabinet members other than the Treasurer, Financial
Controller, or Attorney General. The ASG President will vote only in the case
of a tie.
$ The decision rendered in
the appeal process is final.
