Associated Associated Students, Inc. Students, Inc. (ASI) Finance (ASI) Finance

CommitteeCommittee

““ItIt’’s your Student Governments your Student Government””

Presented ByPresented ByNavdeep Kaur Navdeep Kaur

Vice President of FinanceVice President of Finance

STUDENT STUDENT ORGANIZATIONSORGANIZATIONS

FUNDING GUIDELINES FUNDING GUIDELINES

Before ApprovalBefore Approval 1.1. All student organizations must be All student organizations must be

registered with the Office of Student registered with the Office of Student Involvement and Leadership, and Involvement and Leadership, and have attended a Finance Workshop.have attended a Finance Workshop.

2. 2. Funding will be allocated to student Funding will be allocated to student organizations for individual events organizations for individual events that will most directly benefit current that will most directly benefit current CSUB students.CSUB students.

3. 3. Greek organizations, however, may Greek organizations, however, may restrict membership, participation, restrict membership, participation, or entrance based on gender. or entrance based on gender.

4. 4. ASI funds are allocated on a ASI funds are allocated on a ““first first come, first serve basiscome, first serve basis”” and as long as and as long as funds are available. No more than funds are available. No more than $3,000 a year (exceptions may apply).$3,000 a year (exceptions may apply).

Before Approval…Before Approval…5. Fundraisers: No more than $200

shall be allocated to any organization’s fundraiser. Finance Finance Committee will pay Committee will pay halfhalf of the of the organizationorganization’’s expenses.s expenses.

6. Events must be held on campus, open to all CSUB students, and free-of-charge.

7.7. If request is less than $1,000, If request is less than $1,000, submit Application for Funding submit Application for Funding (FA) 4 weeks in advance. If (FA) 4 weeks in advance. If request is more than $1,000, request is more than $1,000, submit FA 5 weeks before event.submit FA 5 weeks before event.

8. Late applications may not be 8. Late applications may not be

approved by the Finance approved by the Finance Committee.Committee.

9.9. Applications must be submitted Applications must be submitted to the VP of Finance by Fridays at to the VP of Finance by Fridays at 5:00pm. 5:00pm.

Before Approval Before Approval 10.10. A member of the organization A member of the organization

mustmust attend the Finance attend the Finance Committee meeting. If request is Committee meeting. If request is more than $1,000, the member is more than $1,000, the member is also required to attend the Board also required to attend the Board of Directorof Director’’s meeting. s meeting.

11.11. Funding Categories:Funding Categories:Performance/HonorariumPerformance/HonorariumRental ChargesRental ChargesUniversity ServicesUniversity ServicesPromotion & Publicity Promotion & Publicity Food/CateringFood/CateringSupplies/ServicesSupplies/Services

Notes: Notes: ASI does not provide ASI does not provide funding for funding for clothing/attire/or material clothing/attire/or material such as t-shirts and banners. such as t-shirts and banners. Celebrations, ceremonies, Celebrations, ceremonies, and receptions will not be and receptions will not be funded unless the event is funded unless the event is educational or cultural. educational or cultural. Graduation Graduation ceremonies/receptions will ceremonies/receptions will not be funded. not be funded.

After Approval After Approval Reimbursement ProcessReimbursement Process1.1. Monday after the Finance Monday after the Finance

CommitteeCommittee’’s decision, the VP of s decision, the VP of Finance will email the Finance will email the organization/officer a letter via organization/officer a letter via email with the amount approved.email with the amount approved.

2.2. The ASI office will prepare a funds The ASI office will prepare a funds transfer to the student transfer to the student organization’s club account. Please organization’s club account. Please allow up to five (5) days from allow up to five (5) days from notification of funding approval for notification of funding approval for funds to post to account to allow for funds to post to account to allow for accounting processing.accounting processing.

3.3. The student organization will be The student organization will be responsible for the payment of any responsible for the payment of any expenses. Forms can be found at expenses. Forms can be found at www.csub.edu/bas under forms. under forms.

Application for Funding Application for Funding (AF) (AF)

www.csub.edu/asi

Expense Form Expense Form 4. Expense and Assessment Forms, and copy of receipt(s) must be submitted to the VP of Finance, no latter than two weeks after the event.

Assessment Form Assessment Form

After Approval After Approval 5. The Office of Student Involvement &

Leadership will sign off on all student organization’s expenditure forms for the event approved, only.

6. Student organizations will only be reimbursed for actual expenses regardless of allocation, not exceeding the amount approved.

8. For any unused funds approved by Finance Committee, a Billing Request Form will be submitted to the Office of Student Involvement and Leadership for the approval of the return of funds.

9. Student organizations can divide the amounts differently within the categories, without exceeding the amount approved.

10. Student organizations that are dissatisfied with the total amount approved can submitted a written appeal.

11. 11. Publicity: Organizations Publicity: Organizations mustmust have the ASI Co- have the ASI Co-Sponsored banner at their event. An electronic Sponsored banner at their event. An electronic flyer of the event flyer of the event mustmust be sent to the VP of be sent to the VP of Finance. Finance.

Changes for 2012-2013Changes for 2012-2013

Student Organizations funding requests must provide a Student Organizations funding requests must provide a financial investment of at least 10% of total event cost. financial investment of at least 10% of total event cost.

Applications for under $1,000 must be turned in four (4) Applications for under $1,000 must be turned in four (4) weeks prior to the event. Applications for over $1,000 must weeks prior to the event. Applications for over $1,000 must be turned in five (5) weeks prior to the event.be turned in five (5) weeks prior to the event.

A detailed explanation of all costs for each category of A detailed explanation of all costs for each category of the program MUST be attached to the funding application in the program MUST be attached to the funding application in order for the application to be considered. ATTACH order for the application to be considered. ATTACH ESTIMATES/INVOICES/BACKUP FOR EACH PROJECTED EXPENSE. ESTIMATES/INVOICES/BACKUP FOR EACH PROJECTED EXPENSE.

Expense Form and Assessment Form MUST be turned in no later Expense Form and Assessment Form MUST be turned in no later than 2 weeks after the event. Turning in all forms will than 2 weeks after the event. Turning in all forms will determine possibility for future funding by ASI. determine possibility for future funding by ASI.

Organizations must show proof of fundraising for bigger Organizations must show proof of fundraising for bigger events. (Some fundraising should be done)events. (Some fundraising should be done)

ASI does not fund travel, prizes, personal gifts, awards, ASI does not fund travel, prizes, personal gifts, awards, clothing, and basic operational costs. Celebrations, clothing, and basic operational costs. Celebrations, ceremonies and receptions will not be funded unless it is ceremonies and receptions will not be funded unless it is educational. educational.

Contact Info.Contact Info. Navi KaurNavi Kaur

Vice President of Finance Vice President of Finance (661) 654-3488(661) 654-3488(661) 654-2414 FAX (661) 654-2414 FAX nkaur4@csub.edunkaur4@csub.edu

ASI OfficeASI OfficeDana Hicks Dana Hicks Office Manager Office Manager (661) 654-2418(661) 654-2418