Budget Request Packet for Tusculum College Organizations 2011-2012

Dear TC Organizations This document includes everything you will need to request funding for the coming year. I highly recommend that the officers of organizations fill this form out as a group. As you plan your budget, please keep in mind the following: SGA funding is to be used for the benefit of all students. Exclusive clubs or events may receive reduced funding. There will be a mid-year audit of all organizations. Failure to abide by proposed expenditures will be addressed by the Organizations Committee. Budget requests are due no later than 5PM September 23, 2011. Organizations failing to submit a budget request in following format by the deadline will not be considered for funding at this time. There will be a presentation on how to properly submit budget requests on September 21, 2011 at 8PM in Niswonger 302. I strongly recommend that at least one officer from each organization attend. You can submit packets either by hand to me or via my campus mail (box 5467). Once your packet has been received, you will be assigned a presentation date via the contact information provided by the treasurers. Further instructions on presentations will be given at that time. If you need to contact me for something pertaining to Student Government, please email me at bgutenstein@tcstudents.tusculum.edu and put SGA in the subject line. - Bess Gutenstein, SGA Treasurer

Dear Organization Treasurers SGA will be keeping a closer watch on how funds are spent by organizations this year. Please note that, as the treasurer, you are responsible for the acquisition, accounting, and use of funds for your organization. No reimbursement forms will be accepted for organizations with outstanding accounting issues. This means that if your accounting does not match SGAs, all transactions will be suspended until the issue is resolved. Additionally, there will be audits of all organizations at least twice during the year. One of these will occur at the end of the first semester, the other will occur as part of a random monthly selection. As SGA Treasurer, I reserve the right to audit any organization at any time in order to keep an accurate account of the money of the SGA, and make a financial report at each regular meeting of the SGA.

Audits will consist of the following: I will request a copy of the organizations accounting records. All financial transactions for the organization will be suspended at this time. The treasurer will send either a digital or hard-copy of their accounting to me either via email or campus box 5467. The organizational accounting will be compared to SGAs. If the accounting matches, I will contact the treasurer to inform them that they have passed the audit and financial transactions can be resumed. If there is an issue, I will contact the treasurer about the issue and work with them to resolve the problem.

The following information must be recorded for each transaction: The amount of money involved The date of the transaction What the money was used for If a student was reimbursed (and if so, who) or the funds were spent through a Student Affairs charge card Verification of the amount spent (receipts) - Bess Gutenstein, SGA Treasurer

Directions: Fill out the following form, print, and obtain signatures. Submit to Bess Gutenstein either in person or via campus mail box 5467 no later than [date]. Please do not include italicized instructions in final budget request.

Organization Information Organization Name: Organization Advisor: Treasurer Information (This is the information that will be used to contact the treasurer about any financial issues. Please give an email that will be checked often!): Email: Box Number:

Organization Officers (List others as needed) President: Vice-president: Treasurer: Secretary:

Current Members (give a numbered list of current Tusculum students only): Organization Goals (What does this organization do? What would it like to do in the future? How does it interact with Tusculum students, community and organizations?): Meetings 2010 2011 year (How often did the club meet?): Activities from 2010 2011 year (list event name, attendance and total cost; note joint events if applicable):

Is the organization open to all students? (Please answer either yes or no. If there are any restrictions on who can join your organization, the answer to this question is no.) Does the organization have any sources of funding other than SGA? (If yes, list amount, frequency and purpose) Does the organization charge dues? (If yes, how much?)

Proposed Budget For each event, copy and paste the following: Event Name Total Requested Proposed Date (give approximate block) Event Description (What happens during this event? How long is it? Who is able to attend?) Expenditures (List individual expenses) Grand Total

Signatures Student Organization Annual Statement of Commitment to College Principles Understanding that organizations are responsible for complying with the principles of Tusculum College as documented in the Student Handbook, the representatives identified herein state their commitment to observing and guiding their organization to comply with this communitys standards, including: Standards for Personal & Community Conduct Illustrative Regulations Peer Harassment and Relationship Policies & Reporting Procedure Sexual Harassment (Including Assault) Policy Statement and Reporting Procedures Alcohol Policy Controlled Substance Policy Freedom of Expression Policy Noise Policy Organizations Policy

Posting & Distribution Policy Solicitation, Sales and Fundraising Events Policy Social Policy Hazing Policy Visitation and Guest Policy

Officers of organizations violating policies may be held individually or jointly responsible for the group's actions, in addition to whatever organization accountability may be established. It is the responsibility of any and all individuals who have firsthand knowledge of the planning or actual occurrence of a policy violation to promptly report said knowledge to the Student Affairs Office. We, the undersigned, understand the expectations of the budget request process as well as the expectations of behavior as a Tusculum College Organization. We submit this proposed budget to the Tusculum College Student Government Organization for approval.

Organization Advisor ____________________ Organization President ___________________ Organization Treasurer ___________________ Organization Advisor ____________________