ASG Office of Financial Affairs Standing Rules Change Comparison

7/28/2019 ASG Office of Financial Affairs Standing Rules Change Comparison

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ASG Office of Financial Affairs Standing Rules

For additional funding rules, see ASG Code Title IV: Financial Code

Purpose of Funding:

To promote a diverse array of programs and events, facilitate intellectual engagement,encourage collaboration between student groups, and or foster campus community.

Committee Makeup

The RSO Office of Financial Affairs shall consist of the following members:

Chair: ASG Treasurer (non-voting)Secretary: ASG Secretary to the Treasurer (non-voting)Members: 9 RSO Financial Affairs Officers members (voting) + adjunct Committee

members (non-voting)

Selection of RSO Financial Affairs Officers:

RSO Financial Affairs Officers: Appointed through application process at the same time ascabinet applications. The applications will be created by the Assistant Director forAssociated Student Government, Assistant Director for Registered Student Organizations,and ASG Office Manager.

Selection Committee will consist of:ASG Treasurer Elect

ASG TreasurerAssistant Director for Associated Student GovernmentAssistant DirectorProgram Coordinator for Registered Student OrganizationsASG Office Manager

Adjunct Members: Appointed through application process. Applications can be submittedanytime between Oct. 15 and Dec. 1 of Fall semester. Applications will be created by theAssistant Director for Associated Student Government, Assistant Director for RegisteredStudent Organizations, and ASG Office Manager.

Selection Committee will consist of:

Assistant Director for Associated Student GovernmentAssistant Director for Registered Student OrganizationsASG Office Manager


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Funding Timeline

Funding Periods for Events:There will be four funding periods per year. Each RSO is allowed to be funded for oneevent that will be held within the specified dates of each period. Events funded by ASG can

only take place during the following dates:

Round I: Monday of second week of Fall semester (September 2) to October 1521**Round II: October 1622 to the day before Dead Day of Fall semester (December 12)Round III: Monday of second week of Spring semester (January 20 to March 510Round IV: March 611 to the day before Dead Day of Spring semester (May 1)

**Events occurring between the 2ndweek of Fall semester and September 30 must be appliedfor during the preceding spring semester because the committee does not meet over the

summer.

RSOs may apply for events to be held during the current funding period or the upcomingfunding period, but not 2 funding periods in advance (for example, on Oct. 16 an RSO maysubmit a budget for an event to be held in funding period II and III, but not IV).

RSOs mustapply for Fall funding in the currentprevious Spring semester if their event willbe held between the second week of class and September 30.

RSOs may apply for Fall funding in the currentprevious Spring semester if they are holdingan event that requires honorarium (i.e. speaker, performer, etc.) or applying for conferencefunding.

*Spring funding for Fall 2012 is outlined in supplementary document RSO FinancialAffairs Spring 2012 Transition Funding Rules

RSOs mustapply for Spring funding in the Round II funding period before the week ofDecember 2, if their event will be held between the second week of class and February 10.

*Spring Break does not count within the 5 and 7 week timelines. If Spring Break falls withinyour application period consider your timeline as 6 or 8 weeks respectively

For all other events, RSOs can apply for funding during the following dates:

For ticketed events, groups can apply for funding starting the first day of class eachsemester, but no later than 7 weeks prior to the prospective date for their eventand afterthey have already finished their Pre-Event Planning Meeting. Please note: All ticketed eventsmust be free for students.

For all other non-ticketed events requesting more than $1000, groups can apply forfunding starting the first day of class, but no later than 5 weeks prior to the prospectivedate for their eventand after they have already finished their Pre-Event Planning Meeting.


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For all non-ticketed events requesting less than $1000, groups can apply for fundingstarting the first day of class, but no later than 5 weeks-prior to the prospective date fortheir event.

Funding Periods for Conferences:

For conference requests, groups can apply for funding starting the first day of class, but nolater than 7 weeks before the payment date for their prospective conference.

For conferences that take place during the summer or within the first 8 weeks of class inthe Fall semester, groups mustapply for funding in the previous Spring semester.

There are no funding periods for conferences. You may apply at any time while ASG Officeof Financial Affairs meetings are in session.

Committee Procedures

The Appropriations CommitteeASG Office of Financial Affairs will meet every week duringthe semesteryear, except for Summer Break, Thanksgiving Break, Winter Break, SpringBreakand Finals weekweeks. The Treasurer is responsible for setting the meeting timeand notifying the general ASG body via the ASG website.

All Committee meetings will be conducted according to Roberts Rules of Order andParliamentary Procedure.

Budget requests will go through two readings:

First Reading:1. Committee members will review budget before meeting.2. Committee will discuss bills and vote to initially approve/reject budgets:

a. Simple majority needed to initially approve budget.3. Initial approvals will be posted on the ASG website to be reviewed by ASG OfficeManager/Senators.4. Rejected budgets will have the opportunity to appeal by the next Appropriationsmeeting:

a. RSO will be notified within 48 hours of first reading that their budgetrequest was denied or further clarification needs to be made.

b. RSO can submit an appeal by 24 hours before the next meeting.c. Presentation of appeals by RSOs may last up to, but no more than 5minutes.d. You may only appeal once, otherwise you must submit a new budget.

Second Reading:1. Committee will issue final approval of initially approved budgets:

a. If no changes to initially approved budget, automatically passes.b. Changes to initial approvals require simple majority vote.


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2. Committee will deliberate on appeals and approve/reject them.

Distribution of Funds

Funds for RSOs will be made distributed in the following manner:

Fall: 45% of RSO Allocations BudgetSpring: 45% of RSO Allocations BudgetContingency: 10% of RSO Allocations Budget

Funds will be distributed on a first-come, first-serve basis. If a semesters funds areexhausted, the Committee will have three options to request monies:

1. Draw from Contingency Funda. The Committee can draw from the contingency fund as needed. A 2/3majority vote is required to approve events that draw from the contingency

fund.2. Request funds from ASG Senate Budget3. Request funds from PAB during supplemental funding round

Funding Restrictions

RSOs can receive no more than $10,000 in funding per academic year for special events andconferences.

What Can Be Funded

Administrative Expenses ($20 max per year) Conference Registration ($1000 maximum per academic year) Special Events Banquets Meals ordered through Chartwells are capped at $15 per anticipated attendee for

food and food services Capped at 300 attendees at banquets (aka not to exceed a total food costcan beof

$4500 w/obefore tax, for food, drinks, and catering (up to 5 non-students may beincluded in these costs advisors or speakers)

Meals ordered through vendors other than Chartwells are capped at $12 peranticipated attendee not to exceed a total cost of $3600 before tax, for food, drinks,and catering (up to 5 non-students may be included in these costs advisors or

speakers) Up to a $500 honorarium per RSO per event Hotel limited to one room for up to two nights or two rooms for one night Per Diem limited to $92 per event Up to two events can be funded for each RSO per semester Pizza costs not to exceed $6 per pizza 2 L SodaDrinkcosts not to exceed $1.5 per bottle50 per 2L or $3.00 per gallon,

excluding drinks bought through Chartwells


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If event is in Union and requested over $100 in food, must be Chartwells Recruitment events can be funded up to $111.25 ($100 limit + tax) Ticketed events can be funded up to $75 at PMC for printing tickets Events at off campus venues (along the bus routes, within reasonable walking

distance, or transported by authorized university vehicles)

What Cannot Be Funded

Non-student attendance/participation at ASG funded events, unless ticketedevent (including recruitment events targeting non-UA prospective students)

International flights Events without a date, time, and place Tentative or unnamed speakers or bands Regularly scheduled meetings Off-campus events not along UA bus routes or, within reasonable walking

distance or withouttransportation by an authorized university vehicle Banquets that do not have perceived educational value

Costumes Repayment of Debt Off Campus Rent, including storage facilities Student Travel or Lodging Activities that make direct financial contribution to a political campaign, charity ,

or church. Events not free and accessible to all students Gifts, Awards ex. T-shirts and prizes Fundraisers Materials that the University will provide for free Per diem/hotel/honorarium for UA system employees/students

Events that have a ratio of UA students to non-students less than 2 to 1 Decorations for events Travel for any presenter that amount to less than $50 Any event that will have alcohol paid for with student fees Events occurring on Spring Break, Dead Day, and Winter Break Blood drives Per diem for elected officials while active session is taking place

Additional Guidelines

All approved events must submit an article to Newswire in order to publicize to ALLstudents.

All approved events must also submit an advertisement for their event over the RSOlistserv.

All approved events must be added to the university calendar. Any food given out at an event must be cooked in an approved, licensed kitchen. RSOs must provide information for new vendors (anyone receiving payment or

compensation from the university) at the same time they submit their budgets.

Documents

ASG Office of Financial Affairs Standing Rules Change Comparison