Student Organization Manual

Dave Eng
(315) 859-4516
(315) 859-4196 (fax)

Funding and Budgets: Process and Policy

Purpose

The purpose of Student Assembly funding is to provide monies for specific projects, programs, and activities that are sponsored by recognized student organizations of the Student Assembly if open to the public. The Funding Committee oversees the distribution and use of the Student Activity Fee funds as stipulated under Article 10 of the Constitution of the Student Body of Hamilton College.

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; Each class (Senior, Junior, Sophomore, and First-Year) council.

Rules Regarding Requests for Assembly Funds

  1.  Separate budget requests should be made to cover fall and spring terms. However full academic year budgets will also be considered. 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 and submitted electronically to satreas@hamilton.edu.
  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. The Committee prohibits financial commitments before approval of the budget. Commitments made before approval will not be considered by the Committee, nor will they be eligible for reimbursement.
  5. The Director of Student Activities must approve all potential fund-raising projects in advance.

Rules Regarding 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. Over-expenditures will have consequences for future club requests.
  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 alcoholic beverages, unless the alcohol is served by a licensed caterer.
  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

  1. 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 that will be responsible for submitting bills for payment and keeping accurate records. In addition, each organization is encouraged to have an assigned advisor 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 Assistant Director of Student Activities, who will direct it to the Business Office. Requests for checks must include a bill or receipt, the name and the address of the payee and W-9 tax form (available at the Student Activities Office).

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. Hamilton College is a 501(c)3 tax exempt organization and is exempt from all sales tax in the state of New York. This exemption applies to hotels/motels, restaurants, rental cars and retail purchases.
  3. New York State sales tax paid on College-reimbursable expenses in excess of $50 will not be reimbursed.
  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. The bulk purchase (36 or more) of T-shirts must be approved by the Funding Committee and the Director of Student Activities.