Requesting Funds from the Student Government Association

SGA Budget Form

 

Before submitting this form, please do the following:

1.  Fill in all contact information completely.

    (an email address & student signature must be provided)

 

2.  Fill out the form completely and as detailed as possible.

    (failure to provide proper detail will result in organization not being funded)

 

3.  Read the guidelines for requesting funds.

 

 

Common Standards of allocation:

     $  50  Organization promotion / publicity

     $  50  Administrative costs (for organizations with offices)

     $  75  Plaques and trophies for campus events (three @ $25)

     $200  Recruitment (for the year)

 

 

Establishing an Account with SGA

 

All organizations must establish an account with SGA as soon as they become an approved organization.  National Fraternities and Sororities are an exception.  These organizations can establish their own bank account in accordance with guidelines of their national organization.  However, these groups are required to submit a report by December 1st of each year indicating their books have been audited.  Also, if these groups would like to make photocopies in the Student Life Office, they must establish an unrestricted ("U") account.

 

Accounts

 

There are two different types of accounts that organizations can have, restricted and unrestricted.  An organization's Unrestricted ("U") account is made up of self-generated funds collected through dues, donations, and/or fundraisers.  This money will carry over from year to year.  An organizations Restricted ("R") account is made up of funds allocated by SGA through a budget request.  Any unused funds will be returned to the SGA general account at the end of the year.  Organizations may only se these funds as outlined in the approved budget request.  If an organization wishes to revise planned usage for "R" monies, a request must be approved by SGA.

 

SGA Funds

 

Any approved organization may request funds from SGA.  These funds may be used for organizational management as well as programs open to the campus.  Organizational management includes promotion and publicity of your organization for recruitment, administrative expenses, purchasing equipment, a retreat or conference and loans for fundraisers.  All programs being funded by SGA must be free and open to all Penn State Altoona students.  This means an admission may not be charged at the door and if an admission is charged, the funds will be considered a loan.

 

Process

 

The Budget committee is an SGA committee made up of the SGA president, treasurer, chairperson, one senator representing each class, and the Assistant Director of Student Life.  SGA meets weekly, but the Budget committee will then contact you with a time for the budget meeting, and it is advisable to send a representative to answer any questions that may arise.  The committee will make  recommendation to SGA at the next meeting and the allocation voted upon.  You will receive an email from SGA stating the allocation.

 

Budget Request

 

When filing out a budget request be very specific - include all the details.  An extra sheet should be attached if applicable.  When requesting money for trips, it is important to include a cost breakdown outlining all expenses.  This helps the committee to make an informed decision.  If the committee is not satisfied with the information, they will send it back to the organization to revise and then resubmit.  Be advised that this may cause a delay of a week or two in receiving any allocation.

 

Reallocation

 

If your organization decides to change an item or event that was originally funded by SGA, you will need to submit a written request for reallocation to SGA for their approval.

 

Loans

 

Fundraisers are a great way for student organizations to establish funds for their "U" account therefore, SGA may loan money for these purposes.  Loans must be paid back by the end of the semester in which they take place unless the event happens late in the fall semester then the loan must be paid back by the end of spring semester.  There is no set loan amount given for fundraisers; the allocation amount will depend on the type of fundraiser.  It is important to keep in mind that these funds must be repaid and should be a realistic amount.  If your fundraiser is not successful your organization is still responsible for the loan.  If this money is not paid back, your organization's account will be frozen and all access to funds will be denied.

 

Training for Treasurers

 

The Student Life Office will hold several sessions in early Fall Semester to go over all important budget information.  We also provide workshops for treasurers and presidents during the Spring Semester to go over the budget request forms.  All meeting dates and times will be sent to the organizations.


Requesting a Check
Each time your organization needs a check to be issued, fill out the check request form completely. Please do not expect the Student Activities staff to do it for you. Keep the following in mind:

  • Plan ahead! It generally takes three days to have the check approved, written and signed by the authorized persons. We do our best to turn checks around quickly but sometimes circumstances arise which delay the processing of checks.
  • Attach receipts. Checks will not be processed without proper documentation.
  • Cash Advance. Advances will only be given in amounts up to $50.00 and only one advance can be made at a time. You must sign a cash advance agreement when you pick up your check. Receipts and any change must be turned in to the Student Life Office within one week of receiving the cash advance. Failure to do so may result in a hold being placed on that person’s records until the advance is settled.
  • Mailing Checks. The Student Life Office will automatically mail checks to the person/company listed on the check request as soon as the check is signed. If you wish any kind of documentation (i.e. letter, explanation of payment) to be included with the check, be sure to attach it to the original check request form. Invoices will automatically be copied and sent along with the check.
  • Tax. The University is tax exempt. If you need the tax exempt number for purchases, please stop by 205 Slep to sign out the tax exempt card. Keep in mind, SGA will not reimburse tax on restricted monies. Tax can be reimbursed out of unrestricted monies, but as we are exempt this is an unnecessary expense.
  • Using Restricted Monies. Each organization that submits a budget request will receive a letter from SGA indicating how you have been approved to use the restricted (“R”) monies. Checks will only be issued from the R accounts in accordance with these guidelines. If your organization wishes to revise planned usage for R monies, a request must be approved by SGA.
  • Using Unrestricted Monies. An organization’s Unrestricted (“U”) account is made up of self-generated funds collected through dues, donations, and/or fundraisers. This money will carry over from year to year unlike the money in your R account which any unused funds will be withdrawn and replaced into the SGA general account at the end of the year.
  • Purchase Orders/Charges. SGA has charge accounts established with some local retailers. In order to charge on an established account, notify the Student Life Office. We will then issue a Purchase Order number and authorize the retailer to allow your organization to charge on the SGA account. If you wish to make a purchase at a retailer that does not have an SGA account, the Student Life Office can work with you to establish one.
IMPORTANT: Each check request must now be accompanied by a signed Purchase Order. A Purchase Order form will be given to you at the time your check request is turned in. Checks will not be processed until an organization officer signs a Purchase Order form.

Making Deposits
Fill out the deposit accountability form completely.
  • Receipts. Each time an organization representative collects money, a receipt must be written for the person from whom the money is collected. You can obtain receipt books from 205 Slep, free of charge. Receipts must be used for collections such as dues and clothing but does not need to be used for fundraisers and charity collections. The white copy of the receipt is given to the person from whom the money is collected. Yellow and pink copies are turned in with your deposit form.
  • Admission. If you are collecting admission (for a dance, program, etc.) you will need to issue tickets. Please meet with the Assistant Director of Student Life before the event to go over the ticket accountability form and to arrange a cash box and tickets.
  • Loose change. Please roll your change if you have an excess of it. Wrappers can be obtained in 205 Slep.
  • Checks. Make sure all checks are made payable to SGA, not the name of your club or organization.
NOTE ON FUNDRAISERS: All organizations must fill out a fundraiser form prior to conducting the fundraiser. For details, please refer to the section on Fundraising.
Checking your Balance
Each organization treasurer is encouraged to keep personal account records. Account books are kept in 205 Slep for your review. However, please keep in mind that there may be recent check requests or deposits that are not yet reflected in the account book. If you wish to receive an up-to-date balance, please email Donna Pearlman at dml6@psu.edu, or leave a voice mail message at 949-5062. Your request will be replied to within 24 hours.

Frequently Asked Questions...

  1. When do the organizations receive the SGA Budget Packets? What is the timeline of allocation of funds?
    The SGA budget process begins in the Spring Semester; the Budget Packets will be in your organization’s mailbox when you return from Winter Break. The deadline for the budget requests is early February with budget hearings being held in late February. The budget committee will then meet and make recommendations to senate on the budget requests. Official allocations will be made in March.

  2. If my organization misses the deadline the budget request, is it still possible to receive funding?
    Yes, your organization can still receive funding, although most of the funds are distributed during the first round of allocations. If you miss this time period or you need to request additional funds, you can do so throughout the following academic year, pending the availability of funds.

  3. Can we use funds allocated to us from SGA for other programs/items not listed in the budget request?
    No. If your organization decides to change an item or event that was originally funded by SGA, you will need to submit a written request for reallocation to SGA for their approval.

  4. What is the timeframe for submitting a budget request or reallocation form to SGA?
    SGA meets weekly, but the Budget committee will only meet if requests are received by Friday of the previous week. The committee will then contact you with a time for the budget meeting, and it is advisable to send a representative to answer any questions that may arise. The committee will make a recommendation to SGA at the next meeting (you will be informed of the date and time) and the allocation voted upon. You will receive an official letter from SGA stating the allocation.

  5. How specific do we need to be on our budget requests?
    Very specific. The Budget committee cannot read your minds, so please include all the details. If the committee is not satisfied with the information, they will send it back to the organization to revise and then resubmit. This may cause a delay of a week or two in receiving any allocation

  6. Is there any training provided for the treasurers?
    Yes. The Student Life Office will hold several sessions in early Fall Semester to go over all important budget information. We also provide workshops for treasurers and presidents at the beginning of Spring Semester to go over the budget request forms. All meeting dates and times will be sent to the organizations.