Kingdom of Hansee

2008-2009 Transition Binder

Treasurer
Andy Mack
 Table of Contents
1. The Basics
a. Welcome Letter
b. Contact Information
2. The Funding Process
a. Funding Proposals at Hall Council
b. Executive Board Rubber Stamps
c. Blank Reimbursement Form
d. Example Reimbursement Form
3. Funding Sources
a. University of Washington Alumni Association Grant
i. Information
ii. Blank Form
iii. Example Form
iv. Example Proposal
b. RHSA Funding
i. Information
ii. Blank Form
iii. Example Form
c. ASUW Washington Special Appropriations Committee
i. Information
4. Constitutions
a. Kingdom of Hansee
b. Residence Hall Student Association
5. Budget from 2008-2009

Copyright Information
With the exception of the forms included in the ‘Funding Sources’ and ‘The
Funding Process’ sections, the contents of this binder are released under a
Creative Commons Attribution 3.0 License.
 Welcome to the Kingdom of Hansee
Executive Board
First and foremost, congratulations on winning the election and on your wise decision to live in
the unique and historic Hansee Hall! I'd like to congratulate you on a job well done and welcome
you as my successor.

As treasurer of the Kingdom of Hansee, your job is easily the most straight-forward and least
time consuming of anyone on the Executive Board, provided you stay on top of things and are
always sure to double check the numbers.

By far my greatest piece of advice is to get something set up on your computer to track the
Kingdom's expenditures and make sure everything adds up. Most treasurers in recent years have
used Excel spreadsheets, but feel free to use a different program if you’re more comfortable with
something else.

Your job is essentially two-fold: to track actual expenditures and current funding proposals and
to serve as an intermediary between the rest of the Executive Board and the Resident director
when dealing with financial matters.

You should be ready to give a 30 second report (budget totals and recent spending) at general
council and a two minute report (detailing recent spending and reimbursements as well as budget
totals) at executive board. You should be ready to provide guidance on new funding proposals,
especially in regard to whether or not they fit within the budget for a given quarter (generally 1/3
of the overall budget, but expect to spend a bit less in autumn quarter as things are just getting
off and the Haunted House takes up a good deal of time).

The most complex part of your job, although not all that complex in the grand scheme of things,
is dealing with receipts and reimbursement forms. You should make it clear to your executive
board that they are to give all receipts from Hall Council purchases to you so that you can track
spending and fill out the forms needed to get them reimbursed.

You should be keenly aware (and make the entire executive board aware) of the three cardinal
rules of reimbursement:

1.Husky Card purchases CANNOT EVER be reimbursed PERIOD

2.Keep food and non-food items on separate receipts (ice is non-food)
3.Receipts must be kept UNDER $175 and purchases over $75 must have RD approval

If the Hall Council needs to make larger purchases (which is especially common during Haunted
House and Hall Ball), the Resident Director should be involved and can use his/her University
ProCard to make the purchase, bypassing your need to do anything other than record the amount
for your records and preventing Executive Board members from worrying about reimbursement.
On the topic of making your job easier, the BEST way to handle Hall Council food purchases is
to use a Food Order through Ian's Domain or The 8. These orders are charged directly to the
Hansee Budget (making your job easy – simply record the final total) and offer the council a
significant discount (essentially the wholesale price). The process is easy and the forms are
available from the resident director. Take advantage of it and MAKE SURE the rest of the
executive board does as well!

Other than that, there’s really not that much to the position of treasurer. Take a look at the rest of
this binder for more detailed instructions on the tasks you’ll have to do, but that’s basically it. I
wish you the best of luck as treasurer and I look forward to working with you as President!

Andy Mack
Kingdom of Hansee Treasurer, 2008-2009

P.S. As President of the Kingdom of Hansee for 2009-2010, one of my major goals is to make
Hansee the most open, transparent, and accessible hall council on campus. As part of this goal, I
am putting everything I can online. This binder is available at: hansee.co.cc/transition
 The Funding Process
Funding Proposals at Hall Council
Anyone in the hall can make a funding proposal for any legitimate purpose allowed under
Resident Hall Student Association and Housing and Food Services guidelines (this generally
takes the form of programs open to the Hansee community and CANNOT include alcohol, drugs,
or illicit activities).

You will read the proposal at the General Council meeting which it is to be voted (this will be set
by the Executive Board, but is generally the next meeting after you receive the proposal).
Questions may be asked (you should encourage the proposer to be at the meeting to answer
questions, but this is not required) and comments made for a period of time at the discussion of
the president. Once the questions and comments are finished, you will move on to a vote.

Quorum must be present (Kingdom of Hansee and RHSA Executive Board members and
Residential Life staff, do not count toward quorum). Those who do not count for quorum MAY
NOT vote on financial issues.

All funding proposals must pass by a 50% plus one majority and tie votes do not pass.

Executive Board Rubber Stamps

As a personal note, I'm rather opposed to the use of rubber stamps in all but the most dire of
situations simply because it reduces the transparency and the (perceived) accountability of the
executive board. I feel that they should be avoided whenever possible.

The funding limit for a rubber stamp is $35 (roughly 4.5% of the 2008-2009 general funds) and a
maximum of one rubber stamp may be applied to a given event. There is no quarterly rubber
stamp limit.

Rubber stamps must pass by majority vote of the Executive Board at an Executive Board
meeting and must be announced during your report at the following General Council Meeting
(the announcement in a Constitutional requirement).
 Funding Sources
The University of Washington Alumni Association Grant
This grant represents one of the larger funding sources available to Registered Student
Organizations, but is also highly competitive and was not favorable to Residence Halls in the
2008 to 2009 school year. That said, it is well worth applying for (especially for the Hall Ball)
and would be a windfall if awarded.

Limit: $500

Time frame: Staggered deadlines; see the application for details

Recognition: UWAA sponsorship must be included on all advertising, which they must also
approve. They may want to send materials or a representative to the event.

Requirements: Must provide at least five students for three to five hours volunteering with the
UWAA within one calendar year of the grant.

Restrictions: No political, religious, or fundraising events. The grant will not cover wages,
salaries, or honoraria

Website: http://www.washington.edu/alumni/students/scholarships.html
Residence Hall Student Association Funding
This is the standard funding source when a hall council budget simply isn't enough or when an
event is open to residents of all halls. We received funding for the Haunted House, Progressive
Dinner, Hall Ball, and a movie and swim night in the Hutchinson Pool last year.

Limit: Depends on the program. Amounts up to $250 can be passed by representatives, amounts
over $250 must be voted on by hall councils

Time frame: Submit by the weekly deadline set by the RHSA Treasury Director. Allow an
absolute minimum of one week for amounts up to $250 and two weeks for amounts over $250.

Recognition: RHSA sponsorship must be included on all advertising and added within 24 hours
to existing advertising.

Requirements: Must provide sample advertising (or a mock-up) must be included with the
proposal and fill out a Funding Follow-up form within seven days of the event.

Restrictions: Program must be educational, cultural, or community building (a very broad

category that includes most 'just for fun' programs). Food will only be funded if integral to the
program and then only up to two dollars per person.

Website: http://depts.washington.edu/rhsa/funding.php
Associated Students of the University of Washington Special Appropriations Committee
This grant is useful for events which will be open to the entire campus community and those
which will take place in non-Residence Hall buildings on campus. This source of funding comes
with many guidelines and restrictions. Do not feel intimidated by this grant, but check out the
website for more information.

Limit: Amounts up to $750 can be approved by the committee; amounts over $750 must pass the
committee and be approved by the ASUW Board of Directors. Absolute cap is set in the
ASUW's yearly budget.

Time frame: Ideally at least two months before the event. There are too many variables on this
one to give a more solid date.

Recognition: ASUW sponsorship must be included on all advertising

Requirements: Vary based on the characteristics of the event, but at a minimum you must meet
with a Student Activities Office staff member, present the proposal at a Special Appropriations
Committee meeting, and spend the money through the University of Washington Purchasing
Department.

Restrictions: The ASUW will not fund food for the event (unless catered by Bay Laurel) and
anything that might be considered an 'operating expense' of the RSO (this includes, oddly
enough, decorations that can be reused)

Website: http://money.asuw.org/
 Contact Information
Kingdom of Hansee Residence Hall Student Association

President President
Andy Mack Almeera Anwar
armack@u.washington.edu pres@uwrhsa.org

Vice President Vice President

Erik Torgerson Josh Umbinetti
torgee@u.washington.edu vp@uwrhsa.org

Treasury Director
Sammii Irish
treasurer@uwrhsa.org

Administrative Manager
Randy Xun
admin@uwrhsa.org

Programming Director
Sam Weinstein
programming@uwrhsa.org

National Communications Coordinator

Dylan Yu
ncc@uwrhsa.org

Advisor
Jake Siegel-Picus
jakesp@hfs.washington.edu