Funding and Budgets

AT A GLANCE

Obtain Authorization
Do not, under any circumstances, purchase food, supplies or obligate Hamilton College in any way without the prior written authorization of the Assistant Director of Student Activities.  An authorized organization officer must approve a request before it is submitted to the Assistant Director.

Follow Procedures
Use the proper forms.  Carefully enter all information on forms per instructions in the Student Organization Manual.  All forms are available in the Student Activities Office or in the office of your adviser.

Keep Records
Always keep a copy of all forms submitted for approval.  A copy for your records is placed in your organization mailbox.

Plan Ahead
All transactions involving the expenditure of funds require advance planning and written approval by the Student Assembly Treasurer and the Assistant Director of Student Activities.

Monitor Your Account
Check your account monthly by comparing your budget reports to your financial records and copies of expenditure documents to determine your budget balance.  Bring any discrepancies to the attention of the Assistant Director of Student Activities.

Spend Within Your Budget
An organization may only spend funds for the purposes detailed in their approved budget.  Written requests for program budget changes may be made to Student Assembly Treasurer.

Pay Your Bills
The College will not initiate payment on any form without verification that goods or services have been received.  Present all invoices, bills and receipts to the Student Treasurer for payment as soon as the purchase has been received.
 

PROCESS & POLICY

Eligibility Requirements for Assembly Funding
1. In accordance with the Constitution of the Student Body of Hamilton College, all student organizations (exceptions listed, Article 3) must have a constitution.  A sample which can be used as a guide for organizations is found online.  For those organizations already chartered, a review of their constitutions is recommended every two years.
2. Only registered student groups and organizations are eligible for funding.  Student Assembly rules and regulations determine the recognition process.  Money in the Student Assembly budget can only be allocated if the organization has come before the Funding Committee to request funds.  Any group wishing to request funds should contact the Student Assembly Treasurer.
3. The following groups do not need a constitution to be eligible for funding:

• Committees and sub-committees of the Student Assembly;
• Organizations and councils established or recognized by the Student Assembly Constitution;
• Each class (Senior, Junior, Sophomore, First-Year) council.

Rules Regarding Requests for Assembly Funds

1. Separate budget requests must be made to cover fall and spring terms.  Semi-annual budgets are requested at the beginning of the fall term for the fall, and the beginning of the spring term for spring.  The Funding Committee will notify organizations of funding request deadlines.
2. All funding request forms must be typed.  When presenting a request, each organization must submit six (6) copies to committee members by the advance deadline..
3. Groups must estimate costs for planned projects and/or activities.  All planned expenses and revenues which occur as a result of the planned event must be presented.  A detailed budget sheet should be brought to the Funding Committee for review, and those presenting the request should be prepared to answer any questions.
4. Financial commitments are prohibited before approval of the budget by the Committee.  Commitments made before approval will not be considered by the Committee, nor will they be eligible for reimbursement.
5. All potential fund-raising projects must be approved in advance by the Student Assembly Treasurer and the Director of Student Activities.
6. Student organizations are required to meet with the Student Assembly Treasurer on a regular basis to discuss their fiscal activities.  Dates and times for these meetings will be posted in advance.  If an organization fails to attend these meetings, their funding could be suspended.

Rules Regarding the Use of Assembly Funds

1. Funds are allocated only for the purposes stated in the final budget.  Any changes in spending plans must be approved by the Funding Committee.  Cash expenditures must be pre-approved by the Student Assembly Treasurer.  Reimbursements will not be granted for cash expenditures made without approval of the student organization?s financial contact.
2. Club officers (organization and financial contacts) shall be held responsible for over-expenditures.
3. All requests must comply with the organization's purpose and the Student Assembly's policies.
4. Organizations may not use Student Assembly funds to purchase or pay for alcoholic beverages.
5. All transactions require the approval of the Student Assembly Treasurer and the signature of the Assistant Director of Student Activities.

Penalties for Misuse of Assembly Funds
Any organization that misuses funding (decided by a two-thirds vote of the Funding Committee) may be placed on financial probation.  In some cases, funding will be denied.  The organization in question shall remain in that status for at least one funding period; however, the status of the organization shall not be changed until it has shown renewed fiscal responsibility (as determined by a two-thirds vote of the Funding Committee).

Accounting Procedures

1. Each organization that receives funding from the College must elect or appoint a financial contact who will be responsible for submitting bills for payment and keeping accurate records.  In addition, each organization is encouraged to have an assigned adviser who will also monitor expenditures made by the organization.
2. The organization and financial contacts are the only individuals authorized to commit funds and conduct financial transactions.
3. The Assistant Director of Student Activities and the Treasurer of the Student Assembly will closely monitor student organization expenditures on a regular basis.
4. Only officially documented invoices, bills, or receipts (for reimbursement) are acceptable for payment.
5. Checks should be used to pay individuals on campus (or to off-campus vendors) when large amounts are desired.  Requests for checks should be channeled through the Student Assembly Treasurer, then to the Business Office.  Requests for checks must include a bill or receipt, the name and the address of the payee and W-5 tax form (available at the Student Activities Office).
6. Organizations must submit final financial reports to the Student Assembly Funding Committee at the end of each fall and spring term.

Miscellaneous Policies

1. The Funding Committee reserves the right to amend, abolish or repeal any rules set forth herein if so directed by the Assembly.  New rules shall take effect after sufficient notice has been given to all organizations affected by the new rule.
2. Students traveling on College business are requested to schedule College vans whenever possible.  When students must use personal vehicles for College organization related trips or business, reimbursement will be $.36/per mile.  This is consistent with College policy.  However, when using a personal vehicle the College does not provide insurance coverage.
3. Costs for food while traveling on College business shall not exceed $25.00 per day ($5.00 breakfast, $7.50 lunch, $12.50 dinner).  Receipts must be presented for reimbursement.
4. Phone calls made for conducting valid Hamilton College student organization business will be reimbursed with the proper documentation.
5. Fundraising by student organizations to supplement Student Assembly allotted budgets is encouraged.  However, the Funding Committee will at no time act as a bank by lending money for fundraising events with the understanding that this money will be paid back at a later date.  For specific assistance and guidelines regarding fundraising, contact the Director of Student Activities. 
6. Student acts/performers (bands, comedy, etc.) will not receive payment for performances or services.
7. The bulk purchase (36 or more) of T-shirts must be approved by the Funding Committee and the Director of Student Activities.

Student Assembly Constitution, Article 13.  Funding Codes

Section 1. The following rules apply to all Student Assembly recognized organizations in funding procedures:

A. Organizations wishing to obtain Student Assembly funding for a semester must attend the funding hearing held at the beginning of that semester.
1. An itemized budget proposal must be in the Student Assembly Treasurer?s mailbox by noon on the Friday before the hearing.

B. All Student Assembly-funded events must be recognized on all forms of publicity.

C. The Student Assembly will never provide funds for: 
1. alcohol
2. web pages
3. events "after the fact"
4. meals not open to the community
5. dinner for organizations
6. food at regular meetings
7. cleaning charges after closed organization events 

D. The Student Assembly in general will help fund for: 
1. Speakers and performers.
a. Honorariums and artist fees, lodging, hospitality and travel expenses will be considered.
b. In order to receive funding for speakers, performers, etc., the following must be known at the time of request:
i. Potential dates of program;
ii. Speaker or performer;
iii. Subject of presentation; 
iv. Artist Fee or honorarium.
2. Publicity
a. The amount the Student Assembly will help fund for the publicity of an event depends on the nature of the event.
b. See B above
3. Films and movies open to the entire campus.
4. Concerts and entertainment shows open to the entire campus.

E. An organization cannot request money for one event and spend it on another event.

F. An organization will be put on probation if any of the following occurs:
1. Spending money on items not approved;
2. Overspending by more than $40.00.

G. Every organization must sign a contract that says if they overspend by more than $40.00 of their allocated budget, that organization must pay back the remaining debt.

H. For every dollar that is funded, the Student Assembly has the authority to freeze an organization's account.

I. In order for an organization to activate their account, the following must be done:
1. A representative from the organization must attend a funding workshop sponsored by the Student Assembly Treasurer and the Assistant Director of Student Activities.
2. An officer of the organization must pick up their semester budget only from the Student Assembly Treasurer.

J. In order for the account to remain active, a representative of the organization must attend one Community Conference Committee (CCC) meeting each month.  Meeting place and time will be determined each semester.

K. All contracted entertainment (i.e. speakers, bands, etc.) must first be approved or authorized by the Assistant Director of Student Activities.  Students are not authorized to sign entertainment contracts and/or obligate funds from the Student Assembly and Hamilton College.  The Director of Student Activities is the only authorized signatory.  Under no circumstances will an organization commit the College to an engagement without prior consent of the Assistant Director or Director.  If this occurs, the organization will lose funding for at least one semester.

L. The Student Assembly Treasurer is the only one who has the authority to activate an organization's account.

M. Organizations must submit requests for funding at least two weeks before the event.  A contract signed by the Director of Student Activities must also be submitted at least two weeks in advance.

N. All check requests must first be approved by the Student Assembly Treasurer, and then the Assistant Director of Student Activities.

O. The results of the funding hearing held at the beginning of each semester will be published for the student body.

P. If an organization fails to comply with the Hazing Policy set by Hamilton College, then that organization will lose its rights to obtain funding.

Section 2. The following acts as guidelines for the official funding recommendations of the Funding Committee:

A. The event must be opened to the entire campus.

B. The amount of students participating in the activity is proportionate to the amount of funds requested.

C. The past accountability of the organization:
1. The organization's past programming;
2. The organization's past spending.

Section 3.   Purpose of the Student Activities Fee:

A. To provide a more proactive spending plan for student organizations and for the entire student body.

B. To represent the needs and desires of the Hamilton College student body.

C. To financially assist in offering more programming on campus.

D. To assist the classes in conducting business and sponsoring class activities.

Funding Process for Outside Sources
In exceptional cases, student organizations may request additional funding from campus offices (including the Office of the President) but only after completing the funding process through Student Assembly. To submit an outside funding request, a proposal must include the following information:

1. Name, date, and location of proposed event.
2. Description of event that includes benefits and educational opportunities it brings to the College community.
3. A total and itemized budget for the event.
4. List of other organizations/ offices from whom you have requested additional funding. You must apply for Student Assembly funding before you can request funds from other offices.
5. Amount of funding you have received from other sources.
6. Amount of money you are requesting from this particular office.
7. What the requested money will be used for. 
8. The name and contact information of the person submitting the request.
9. The name and signature of your faculty/ staff adviser to ensure that they are aware of your request. (If your organization does not have a faculty/ staff adviser, please see the Assistant Director of Student Activities.)

Please note that Hamilton College is unable to provide direct contributions to other non-profit organizations.

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