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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 as cabinet applications. The applications will be created by the Assistant Director for Associated Student Government, Assistant Director for Registered Student Organizations, and ASG Office Manager. Selection Committee will consist of: ASG Treasurer Elect ASG Treasurer Assistant Director for Associated Student Government Assistant DirectorProgram Coordinator for Registered Student Organizations ASG Office Manager Adjunct Members: Appointed through application process. Applications can be submitted anytime between Oct. 15 and Dec. 1 of Fall semester. Applications will be created by the Assistant Director for Associated Student Government, Assistant Director for Registered Student Organizations, and ASG Office Manager. Selection Committee will consist of: Assistant Director for Associated Student Government Assistant Director for Registered Student Organizations ASG Office Manager

2 Funding Timeline Funding Periods for Events: There will be four funding periods per year. Each RSO is allowed to be funded for one event 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 510 Round IV: March 611 to the day before Dead Day of Spring semester (May 1) **Events occurring between the 2nd week of Fall semester and September 30 must be applied for 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 upcoming funding period, but not 2 funding periods in advance (for example, on Oct. 16 an RSO may submit a budget for an event to be held in funding period II and III, but not IV). RSOs must apply for Fall funding in the currentprevious Spring semester if their event will be held between the second week of class and September 30. RSOs may apply for Fall funding in the currentprevious Spring semester if they are holding an event that requires honorarium (i.e. speaker, performer, etc.) or applying for conference funding. *Spring funding for Fall 2012 is outlined in supplementary document RSO Financial Affairs Spring 2012 Transition Funding Rules RSOs must apply for Spring funding in the Round II funding period before the week of December 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 within your 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 each semester, but no later than 7 weeks prior to the prospective date for their event and after they have already finished their Pre-Event Planning Meeting. Please note: All ticketed events must be free for students. For all other non-ticketed events requesting more than $1000, groups can apply for funding starting the first day of class, but no later than 5 weeks prior to the prospective date for their event and after they have already finished their Pre-Event Planning Meeting.

For all non-ticketed events requesting less than $1000, groups can apply for funding starting the first day of class, but no later than 5 weeks-prior to the prospective date for their event. Funding Periods for Conferences: For conference requests, groups can apply for funding starting the first day of class, but no later 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 in the Fall semester, groups must apply for funding in the previous Spring semester. There are no funding periods for conferences. You may apply at any time while ASG Office of Financial Affairs meetings are in session. Committee Procedures The Appropriations CommitteeASG Office of Financial Affairs will meet every week during the semesteryear, except for Summer Break, Thanksgiving Break, Winter Break, Spring Break and Finals weekweeks. The Treasurer is responsible for setting the meeting time and notifying the general ASG body via the ASG website. All Committee meetings will be conducted according to Roberts Rules of Order and Parliamentary 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 Office Manager/Senators. 4. Rejected budgets will have the opportunity to appeal by the next Appropriations meeting: a. RSO will be notified within 48 hours of first reading that their budget request 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 5 minutes. 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.

4 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 Budget Spring: 45% of RSO Allocations Budget Contingency: 10% of RSO Allocations Budget Funds will be distributed on a first-come, first-serve basis. If a semesters funds are exhausted, the Committee will have three options to request monies: 1. Draw from Contingency Fund a. The Committee can draw from the contingency fund as needed. A 2/3 majority vote is required to approve events that draw from the contingency fund. 2. Request funds from ASG Senate Budget 3. 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 and conferences. 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 cost can beof $4500 w/obefore tax, for food, drinks, and catering (up to 5 non-students may be included in these costs advisors or speakers) Meals ordered through vendors other than Chartwells are capped at $12 per anticipated 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 SodaDrink costs not to exceed $1.5 per bottle50 per 2L or $3.00 per gallon, excluding drinks bought through Chartwells

5 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 ticketed event (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 without transportation 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 ALL students. All approved events must also submit an advertisement for their event over the RSO listserv. 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.