The Allocations Process
Each year, the University allocates funds to the Student Government Association. These funds are dispersed to SGA recognized organizations through the Appropriations Committee, which consists of 8-10 students. More information on the Appropriations and Allocations Committee is found on page 32.
In order for an organization to be eligible for SGA funding, the following must be submitted to the Office of Student Life:
- List of Organization's Executive Board Members (each semester)
- List of Organization's General Membership (each academic year)
- Organization's Updated Constitution (every other academic year)
- Advisor Information Form (each semester)
- Annual budget request.
If this information is not received, the organization's Student Government Association account will be frozen.
The Student Comptroller will hold mandatory workshops for all organization treasurers or his/her designee to explain the Financial Guidelines. A representative from the club or organization must attend this meeting to open the account for the fiscal year. It is the responsibility of the organization treasurer to attend this workshop. Failure to send your treasurer or a representative will result in the inability to access your organization's account.
The fiscal year begins on September 1 or the first day of classes in the fall semester (which ever is first) and it ends April 30, at which time accounts are closed. This means no check requests, account transfers, contracts or cash advances will be processed. In order to give ample time to return cash receipts, no requests for cash advances will be accepted after April 15th. Any events taking place after April 30th should have their paperwork completed prior to the event. Rare instances might dictate clubs and organizations to request funds from an Allocations and Appropriations Committee, which consists of at least eight to ten students during the interim period (May 1st to the first day of classes in the fall semester).
An organization may use up to 10% of appropriated money to purchase food for programs and meetings. Requests for food must be itemized in a group's budget for an event. All requests for catering must be submitted within one week before the eventto Gourmet Dining. If Gourmet Dining cannot provide the catering due to menu choices or time/date of event, the organization must receive signature authorization on the room reservation form that Gourmet Dining is waiving the on-campus catering requirement. No check requests or reimbursements for food purchased off campus will be processed until this authorization is obtained. The organization must provide with all off campus catering check requests a copy of the off campus caterer’s health certificate and certificate of insurance. All cultural dinners, end of the year banquets, bonding nights etc. must be open to the entire student body if the cost of the dinner is more than the ten percent allocated or if the organization has previously exhausted its ten percent.
Student Government Association funds should provide students with a means for intellectual, cultural and social development on campus. The Allocations and Appropriations Committee is a subcommittee of Student Government Association, and it bears the responsibility of allocating and appropriating funds to the various clubs and organizations at the Metropolitan campus of Fairleigh Dickinson University. The committee oversees two processes, the budget allocation process, and the appropriations process.
- Any member of the student body in good academic and judicial standing is eligible to become a member of the Appropriations Committee.
- The Student Comptroller and the Director of Student Life select members after an application and interview screening process.
- The committee consists of eight to ten students, where six students make a quorum, and it meets once a week, when necessary.
- Members should be committed individuals who can offer fair, unbiased consideration to monetary issues.
- Members must reapply at the end of every fiscal year.
- Members who act with any prejudice will be removed at the discretion of the Director of Student Life and the Student Comptroller.
- The Student Comptroller, as the chairperson of the committee, has the prerogative to vote to break a tie.
- Members affiliated with an organization requesting funds cannot vote and cannot be present for the discussion of the vote.
- All Allocation and Appropriation meetings are limited to regular members.
- All Allocation and Appropriation meetings are confidential when discussion and vote takes place.
Please contact the SGA at fdumetro_SGA@yahoo.com for further information about how to become involved in the allocations committee.
The Budget Allocation Process
The Budget Allocation Process is conducted each March. The process begins with the Student Controller conducting a mandatory meeting for all organizational treasures. During this meeting, the student controller will outline the process, review important dates, and provide the Budget Allocation Form. In order for SGA Funded Clubs and Organizations to receive funds from SGA, the following list of documents has to be presented to the Student Comptroller.
- E-Board Membership and General Membership List (All contact information)
- Updated constitution and mission statement of the organization
- Detailed list of past academic year programs and activities and the expenditures of each activity itemized in dollars
- The purpose of each activity and program and how much it is related to the mission of the club/organization.
- Detailed list of planned activities and programs for the new fiscal year (2004-2005) and the estimates for the expenditure of each activity or program itemized in dollars
- The purpose of each activity and program and how much it is related to the mission of the club/organization
- Budget Allocation Form
Budget Allocation Packets will not be accepted after the announced due date. It is the club’s or organization’s responsibility to provide accurate information to the Allocations and Appropriations Committee. Any false figures and information about the past activities of the club or organization will negatively influence the decision process of Allocations and Appropriations Committee.
Following the receipt of the budget proposal from each organization, the Allocation and Appropriations Committee will review the requests and decide the amount of allocation based on merit and funds available to allocate for the year. The decision of the Allocation and Appropriations committee in regards to yearly allocations is final and may not be appealed.
The Appropriations Process
When a club or organization wishes to sponsor an event that would be open to the entire student body and the amount of funds in their account is insufficient, they can put a request for funds in writing and present their itemized budgetary proposal to the Allocations and Appropriations Committee. The Committee reviews the monetary request and it decides in accordance with the Financial Guidelines if money should be allocated for such a purpose. The following criteria must be adhered to for the Appropriations Committee to consider a request:
- All organizations planning to appear before the Appropriations Committee for monetary requests, must submit a copy of the request and meet with the Student Comptroller one-week before the Committee meeting.
- An officer of the organization requesting funds must appear before the Appropriations Committee to justify his/her request. Appropriations will not be made without a representative of the respective organization present. The Student Comptroller, in consultation with the Director of Student Life, will make exceptions in rare instances.
- Requests must be made no less than one month prior to the event.
- Requests MUST be itemized and estimates must be furnished. Other details necessary on the request are:
- A completed and approved room reservation form.
- Advisor for the event
- Event description
- Plans for publicity
- Cost to students and public attending event
- Co-Sponsor Agreements if other groups are co-sponsoring.
- Cost of Public Safety/Security, if necessary
Organizations have a responsibility to follow through with the details stated on their request. Any changes to the original request must be presented to the Student Comptroller.
The Appropriations Committee can vote to freeze all previously appropriated funds. In an emergency, the Student Comptroller has the power to freeze funds with the approval of the Director of Student Life.
Appropriation decisions can be appealed to the Student Government Association during regularly scheduled meetings. The organization must submit their appeal in writing five business days before it brought to the Student Government Association. The SGA can override the appropriation decision of the committee if there have been any violations of procedure or bias.