Clubs Budget Information
Budgeting | Event Planning | Starting | Clubs Home
Budget Distribution by semester
Restrictions on Use of SGA Funds
SGA Organization Accounts
Personal Deposit AccountsThe Student Activity Fee Committee
Tax Exempt Status
Making Purchases
Purchase Orders
Reimbursements
Requesting Additional Funds
SGA Treasury Assistance
Fundraising and Vendor Policy
The SGA Appropriation Process
Budget Distribution by semester
- If a student organization/club wishes to receive funding, it must be registered. A Registration Form and constitution must be on file with the Associate Director of Student Affairs and the SGA Vice President. Each club must have at least a president, treasurer, and five members. All clubs must have their advisor's signature on their Registration Form.
- Every organization in good standing shall receive from an initial allotment each semester of $125.00. However, deductions may be taken from the allotment under the discretion of the SGA Treasurer and the Associate Director of Student Affairs.
- All organizations must participate in all SGA recognized events including General Assembly meetings, the Student Involvement Fair (s), Open House, The Annual Leadership Conference and Awards Banquet, etc.
- The maximum amount that a club can spend per semester for food is $100.00.
- The maximum amount that an individual can be reimbursed is $100.00. Please note that anyone spending more than that will not be reimbursed beyond $100.00.
- All fundraised monies must be deposited with the Student Life Assistant or Associate Director of Student Affairs within 48 hours of the fundraiser.
Although an organization may receive funding from the Student Government Association, there are restrictions on the use of funds.
Funds MAY NOT be used for the following:
- To purchase any type of alcoholic beverage for club and/or organization;
- To fund any event that is closed to the campus or excludes any member of the campus community from attending;
- To purchase any type of uniforms or clothing for the benefit of the club's membership only;
- To purchase prizes;
- To support a partisan political activity or political campaign for public office;
- To support activities or groups that discriminate on the basis of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, or veteran status.
SGA Organization Accounts
SGA maintains an account for each club and organization containing their appropriated funds for each semester as well as any fundraised monies. In order for an organization to use its funds, it must complete a Purchase Order. In order to request a check, your club must fill out a Check Request Form and include a receipt or invoice as well as signatures from either your president or treasurer and your advisor. It can take up to ten days to receive your check.
Organizations should also note that the fiscal year for Penn State is July 1- June 30. Clubs and organizations may spend their funds from the first week of classes until the conclusion of the academic year in the spring. To avoid processing complications, clubs should avoid making check requests after May 1st.
Extra-allocated funds in an organization's SGA account will NOT be rolled over from one year to the next for individual organizations.
Personal Deposit AccountsThe Student Activity Fee Committee
Clubs and organizations may not maintain bank accounts other than those described above (i.e. accounts at commercial banks etc.).
Tax Exempt Status
The University is tax-exempt. Therefore, tax is not paid on any purchase. Our Federal Identification Number is #246-000-376. A copy of the University Tax-Exempt letter is included in the back of this manual.
Making Purchases
Your organization will need to pay for goods and services for your event. There are several forms of payment that can be used. Student organizations may utilize SGA purchase orders or Student Activity Fee monies depending upon which budget is to be used. Carefully planning on the parts of your president, treasurer, and advisor will ensure that funds are in place prior to the event. Utilize the Associate Director of Student Affairs and SGA Treasurer for guidance as needed.
Purchase Orders
A purchase order is a legal commitment to pay a business for the delivery of the products. Purchase orders are most often used when merchandise is ordered and payment is expected after receipt of the goods. Since Penn State Abington SGA has a policy of "no advance deposits or payments", a purchase order is often requested by the business. If a purchase order is needed, you may be contact the Student Life Assistant.
Reimbursements
Reimbursements for purchases made must be submitted with the receipt, explanation of the purchase, and a completed Check Request Form. No reimbursements will be granted without the proper receipt and explanation. Please note that there is a $100.00 limit for reimbursements.
Requesting Additional Funds
If needed, your organization can request funds from the SGA Reserve Funds or the Student Activity Fee (SAF) to support your program.
For SGA monies please contact the SGA Treasurer (215) 881-7503 for planning assistance and, for SAF funds, please see the Student Life Assistant at the Lares Information Desk (215) 881-7507.
A proposal can be approved, partially approved, or rejected. The SGA Budget Committee will be influenced in their decision by the following points:
- How active is the club?
- Does the club fundraise or attend to acquire funding through additional sources?
- Is the Budget Guidelines Proposal Form completed correctly?
- Are multiple quotes listed to show the lowest amount is actually being requested?
- Does the club attend regular Abington Student Forum meetings?
- Does the club fulfill their responsibilities?
Events may not be promoted in any way prior to receiving official confirmation that their funding request has been approved. To do so is to forfeit possible funding.
There is also Student Activity money that may be requested to fund your event. Use the Student Activity Fee Request Form and use great detail to explain your request. If you need additional assistance, be sure to utilize the SGA President, SGA Treasurer, and the Associate Director of Student Affairs to work through the SAF process.
The Student Activity Fee Committee
Contact: SGA President (215) 881-7503 / Director of Student Affairs (215) 881-7600
The Student Activity Fee Committee (SAF) is a student committee that allocates funds to student organizations to enhance the out of class experience and/or improve the educational climate at Penn State. SAF provides funding for programs, travel to conferences, media publications/printing, equipment purchases, and other educational experiences. Please note that any student organization at Penn State Abington can request funds from the committee however, what is proposed must be open / available to all students not just to the student organization. Any questions or concerns should be directed to the above contacts.
SGA Treasury Assistance
SGA Treasury Assistance
Lares Information Desk / SGA Treasurer
Lares Building - 215-881-7507 / SGA Office - 215-881-7503
SGA Treasury Assistance was established to aid registered student organizations in keeping proper accounts of their financial activities. SGA Treasury Assistance offers many services; however, its primary functions are that of a banker, accountant, paymaster and advisor on fiscal matters.
As an official function of the Abington College and Student Life Office, SGA Treasury Assistance provides "integrity" to the financial affairs of registered student organizations by providing a purchase order mechanism and a check writing service.
In accordance with the Pennsylvania State University's policy on the financial affairs of registered student organizations, all registered student organizations are required to:
- Affiliate with SGA Treasury Assistance for banking and bookkeeping services.
- Submit their accounts to an annual audit performed by the Office of Finance and Operations.
- Conduct their financial affairs according to the written regulations of the Student Government Association (SGA).
Information regarding SGA Treasury Assistance Procedures
Responsibilities
The student organization is responsible for the handling of its funds. It is responsible for properly depositing its funds with SGA and meeting all of its financial obligations. An organization must elect or appoint a treasurer to carry out its financial affairs.
The student treasurer functions as the organization's representative to SGA. SGA will view the treasurer as the officer in charge of the financial affairs of the organization.
A bill file for each organization is maintained in at the Lares Information Desk for the treasurer to access.
Administrative Concerns
Financial ledgers, maintained by the treasurer, should be open for inspection by your organization and should be used when making financial reports at your organizational meetings.
Reconciling Records
Each month printouts are available upon request of all transactions for all accounts in the SGA account. This printout will be cumulative from the beginning of the fiscal year. The fiscal year runs from July 1 to June 30.
Just as with a bank statement, the Student Life office and the SGA Treasurer depend on the treasurer to check all transactions, making sure they are correct. If there are discrepancies, report them immediately to the Student Life office.
Keep the June 30 printout as a permanent part of your organizations' records, since it contains all transactions for the fiscal year.
Types of Funds
Unrestricted funds contain funds that have been received through organizational operations such as dues collection, donations, fund raising, equipment sales, etc.
Restrictive funds/Program funds contain only those funds that are allocated by the University through the Abington SGA.
Income
Anyone may deposit funds into your organization's unrestricted account by bringing the deposit to Lares Information Desk during office hours.
Expenses
Advisors can sign for expenditures in emergency situations or for troubled groups. Normally, at least three working days are required to issue checks, but depending on the workload, it can take longer.
Fundraising and Vendor Policy
Fundraising activities shall be defined as (a) donation without products or services being rendered or (b) activities that raise funds through the direct sale of merchandise or service for the benefit of registered student organizations with all funds to be used for the ongoing support of the organization's activities.
Outside businesses, organizations, or groups are not permitted to solicit or advertise materials to the student body, without prior approval from the Office of Student Life. No student or club may engage in any commercial activity (i.e. selling t-shirts and/or other novelty items) while on campus without the permission of the Office of Student Life. Any fundraising must be registered and approved prior to the event. Fundraising Approval Forms are available at the Lares Info Desk.
Fundraising guidelines must be followed or the event will be canceled and all monies forfeited.
Guidelines include:
- All fundraisers must be registered and approved by the Associate Director of Student Affairs.
- Food sales may be allowed provided that the items are prepackaged. Home baked goods are not acceptable.
- Raffles may be allowed provided that the prizes are not cash. 50/50 raffles are not allowed under any circumstances.
- In the case of events requiring ticket sales, student organizations must use tickets that are pre-printed and consecutively numbered. In addition, preprinted receipts must also be used. Both can be obtained from the Student Life Assistant at the Lares Info Desk. A ticket accountability sheet will also be required.
- All monies must be deposited with either the Student Life Assistant or Associate Director of Student Affairs within 48 hours of fundraiser. Clubs not meeting this requirement risk losing future fundraising privileges.
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