Student Bar Association Budget Guidelines 2008-2009


I. Standard Allocations
All student organizations have the same opportunity and importance and shall be treated equal. Funding caps shall be allocated and have been identified for the following items:
     1. $35 for New Student Orientation
     2. $100 for first general meeting
     3. $250 total for general meetings throughout the year
     4. $100 per speaker/panel of speakers (max: 2 per year)*

Request for these funds, with the exception of New Student Orientation and the first general meeting shall be made to the SBA Treasurer. No exceptions shall be made to these caps unless expressly identified. All original receipts of funds spent must be given to the SBA treasurer. Any funds not used will remain in the organizations available funds account to be used throughout the school year. However, all funds NOT used for their designated purpose by the end of the school year will be returned to the SBA account.

*If you feel your speaker/panel warrants a greater amount, an appeal can be submitted to the Finance Committee requesting in detail why your speaker/panel requires more funding.

II. De Minimis Funds
Requests of De Minimis funds can be made to either the SBA Treasurer or Director of Student Services in accordance to the standard allocations designated above. A voucher will be given to the Organizations representative with an approved dollar amount to purchase food and beverages or an original receipt must be submitted (see guidelines below for reimbursement).

III. Budget Proposal Requirements

Each Request must contain the following:
1. Name of Organization
2. Type of Event being planned*
3. Whether there will be any guests/panelists invited**
4. Proposed date event is being planned for
5. Type of catering/food services expected
6. Itemized list of how funds being requested will be spent***
7. How many students are expected to attend event
8. Estimated amount of admittance fee for students****

* Please make sure this is detailed and explains the purpose of the event, which must be related to the organization’s mission.
** SBA Treasurer cannot authorize funding for guests/panelists travel expenses and all requests must be brought forth in front of the SBA Senate for approval. REMEMBER to allow ample time to address the Senate because it only meets once per month so plan accordingly.
*** Keep in mind that all money from SBA needs to be a suitable expenditure of the organization and must adhere to the eligibility for SBA funding policies found in the “Student Organization Handbook.”
**** Maximum student ticket subsidy cannot exceed 35% of the total per student cost.

IV. Deadline
All organizations must submit their foreseeable proposed/planned yearly events prior to September 1st, 2008. All proposals must be in a word document format and sent via email to olinskgw@shu.edu and copied to Cindy Wilson at wilsonci@shu.edu to confirm the event date on the calendar.

To encourage organizational events, originality and promote networking between the student body and alumni, the Finance Committee can discretionarily approve additional events throughout the school year. All additional event proposals must be cleared through Cindy Wilson as to scheduling and then submitted at least two weeks before the event to the SBA Treasurer. Please keep in mind, the organizations do not exist to simply socialize and should host events that pertain pursuant to their constitution.

V. Finance Committee
The Finance Committee will review all final proposals submitted over $200 and vote on whether or not to approve the budget. The purpose of the Finance Committee is to determine whether the allocation of SBA funding is consistent with the Constitution as well as the overall benefit of the student body and law school community. If funding is approved, the organization will be notified. However, if funds are denied then the organization will get notification and can bring an appeal in front of the SBA Senate.

VI. Co-Sponsored Events
The SBA encourages Co-Sponsored Events to promote organizations to work together and to achieve the highest amount of student involvement. Co-sponsored events should not only further the purpose of the organizations but also benefit the student body as a whole. A major benefit of co-sponsored events is to share expenses while promoting unity among the student body.

VII. Restricted Accounts
Some organizations have funds in their restricted accounts. The policies regarding restricted accounts, although not limited to, are that Organizations may not use their funds for:
1. Fundraising costs
2. Purchase Gifts
3. Purchase tickets for organization events
4. Meals unless organizational purpose

VIII. Audits
Each Organization is required to submit by January 1st a record of their accounts. The SBA Finance Committee will conduct an audit of their account and balance it with the SBA Treasurer records. In addition, as per University policy, the Finance Committee will check to make sure the use of funds in the “restricted accounts” has been adhered to.

IX. Reimbursement
All original receipts must be given to the SBA Treasurer and the Organization’s Treasurer must keep a copy!! No reimbursements can be made without an original receipt. All receipts must have printed on the back the name of the person to be reimbursed along with his/her student identification number and mailing address. Please note that the address must match the student ID# on file with the law school.

X. Notes
1. All funds NOT used for its designated purpose will revert back to the SBA discretionary account.
2. In addition to these general budget guidelines, please also refer to the guidelines set forth in the “Student Organization Handbook” about what the SBA can and cannot fund.
3. Last Day for Events:
     i. Fall Semester: November 21st, 2008
     ii. Spring Semester: April 15th, 2009

XI. Contact Information
Please feel free to contact the SBA Treasurer or Director of Student Services if you have any questions regarding these budget guidelines or need help planning your events.

Gwendolyn Olinski                                                              Cindy Wilson
SBA Treasurer                                                                    Director of Student Services
olinskgw@shu.edu                                                              wilsonci@shu.edu
973-222-9784                                                                    973-642-8097 Office
                                                                                        973-202-2823 Cell Phone

Thank you for your involvement within the student organizations. I am excited to be your SBA Treasurer and looking forward to an exciting and successful year!

Sincerely,

Gwendolyn Olinski
SBA Treasurer