"...The Student Senate will prepare and approve a budget governing expenditures from student activity fees in accordance with its constitution and consistent with the principles of equal opportunity prior to the academic year.  The approved budget will be presented to the Dean of Student Affairs prior to the academic year for review and certification that allocations are in compliance with the use of fee provision.  Any proposed allocation which is determined not to be in compliance with the provisions of these regulations will be excluded from the budget..."

Preparation and Certification of the Budgets.

  The Student Senate will prepare and approve a budget governing expenditures from student activity fees in accordance with its constitution and consistent with the principles of equal opportunity prior to the academic year. The approved budget will be presented to the Dean of Student Affairs prior to the academic year for review and certification that allocations are in compliance with the use of fee provision. Any proposed allocation, which is determined not to be in compliance with the provisions of these regulations, will be excluded from the budget.

Collection of Funds.

   Upon registration, every full-time student will be required to pay a student activity fee. The Lycoming College Business Office will collect the prescribed fee and will pay over the amounts collected to the Student Senate of Lycoming College.

¨       If there are extenuating circumstances, or the Dean of Student Affairs or his/her designee that payment of the student activity fee is not feasible determines it, then the fee may be waived. In a case in which a student activity fee has not been paid and a student is allowed to register, grades and transcripts may be withheld. In addition, the Student Senate may determine to deny participation is student activities in the case of any student who has not fulfilled his/her obligations with respect to payment of the mandatory student activity fee.

¨       Students that decide to withdrawal from Lycoming College will receive refunds consistent with the College refund policy.

¨       The Controller of Lycoming College will determine the number of full-time equivalent students. This number will be used to build the annual budget for the following academic year.

Use of Student Activity Fee Funds

  The expenditure of the student activity fee shall only be used for the support of the following programs for the benefit of the campus:

¨       Programs of cultural and educational enrichment.

¨       Recreational and social activities.

¨       Student publications and other media.

¨       Assistance to recognized student organizations provided that the purpose and activities of the organizations are of educational, cultural, recreational, or social nature.

¨       Insurance related to conduct organizational programs.

¨       Administration of organizational programs.

¨       Transportation in support of organizational programs.

¨       Student services to supplement or add to those provided by the College.

¨       Remuneration to Executive officers for service to the Student Senate of Lycoming College.

Disbursement of Funds

  ¨       The Student Senate of Lycoming College will disburse the student activity fee. All expenditures will be approved by an authorized student organization representative,  the Executive Treasurer of the Student Senate, and the Dean of Student Affairs or his/her designee.

¨      Fiscal and accounting procedures prescribed by the Controller of Lycoming College will be adopted and observed by the Student Senate of Lycoming College. These procedures shall include provisions for an annual audit.

Eligibility To Request An Allocation

  ¨       To request an allocation, an organization must have a valid and approved constitution. Budgets for newly recognized organizations will not exceed $300.00.

¨       Student Activity Fee funds are appropriated to student organizations and for student activities in a non-discriminatory manner.

Funding Requests

  The Student Finance Committee shall review organizational budget requests and make recommendations to the Student Senate. The Student Senate of Lycoming College will have final approval of all organizational budget requests.

a.       In order to receive funding, an organization must satisfy the following requirements:

¨       --Properly complete the budget application.

¨       --Obtain approval and signature of organization’s advisor.

¨       --Obtain approval and signature of the Director of Student Programs and Leadership Development.

¨       --Submit the budget application on or before the deadline set by the Executive Treasurer of the Student Senate of Lycoming College.

b.       The budget application must be submitted to the Executive Treasurer of the Student Senate on or before the application’s deadline.

c.       All budget applications will be reviewed taking into consideration an organization’s previous level of activity, appropriate expenditure of previous student activity fee funds, the inclusiveness (open to all students) of the activities, programs, and services, as well as the potential benefit to the College community.

d.       Budget applications must be broken down as to the amount needed for each specific item or activity, and must include any anticipated income.

e.       Budget applications that are vague, incomplete, or improperly prepared shall be returned to the organization submitting the request. The organization will be not considered for an allocation until said application is properly prepared and resubmitted within a time period specified by the Executive Treasurer of the Student Senate.

f.        Each organization must submit a current membership roster including officers, faculty advisors, and members at large.

g.       The Student Finance Committee may direct an organization to have a representative present at the organization’s budget application review to answer questions concerning the application.

h.       The Student Finance Committee and the Student Senate of Lycoming College will send a copy of the approved line item budget and allocations to all organizations after approval.

i.         A representative of each organization must attend at least one budget application information session provided by the Student Finance Committee.

Capital Expenditures

¨       Capital items shall be considered to be items that are essentially non-recurring.

¨       Capital items are expected to last a number of years.

¨       All such purchases become the property of the Student Senate of Lycoming College and the not the individual organizations.

Expenditures

--All funded student organizations are required to maintain an individual account ledger that records all transactions involving Student Activity Fee Funds.

--Postage and printing charges will be handled out of special accounts set up by the Office of the Dean of Student Affairs for all student organizations.

¨    --Alcoholic beverages may not be purchases with Student Activity Fee Funds.

¨    --Invoices and/or receipts are required for expenditure requests.

¨    --Three (3) bids should be submitted for all items over $500.00

¨    --The Student Finance Committee has the right to limit food expenditures.

Income

¨       Each student organization is required to deposit all allocated, donated, and fundraised funds into the organization’s Student Senate account.

·         One Student Senate account for allocated student activity fee funds will be setup for each organization.

·         One regular account for fundraised and donated funds will be setup for each organization.

¨       Unexpended student activity fee allocations will not remain in an organization’s Student Senate account.

¨       Unexpended student activity fee allocations will roll over into the Student Senate contingency account at the end of each academic year.

Lodging and Transportation

¨       Academic trips are not authorized to be funded by the Student Senate of Lycoming College.

¨       The Student Finance Committee may authorize travel expenses of recognized student organizations.

¨       Lodging and transportation expenses must be accounted for in an organization’s annual budget.

Contracts

The Director of Student Programs and Leadership Development will coordinate all contracts for the student clubs and organizations.

Additional Funding Requests

After the annual allocation period, additional funding requests must be presented to the Student Finance Committee accompanied with the following information: