Campus Location Student Activities Center Donahue Building Room 430

campus location: student activities center donahue building, room 430 contact information: phone (617) 573-8322 fax (617) 305

Campus Location:
Student Activities Center
Donahue Building, room 430
Contact Information:
phone (617) 573-8322
fax (617) 305-1765
Memo
To: All clubs and organizations with annual 2005-06 budgets
From: Karlene Maiolino, SGA Treasurer and Chairman of Finance
Committee
Date: 10/13/2021
Re: Significant Deadlines, Guidelines and Policies
After a successful year last year there were amendments to the bylaws
and some changes to policies that the Finance Committee has made they
are as follows;
Major Reminders and Guidelines
Student Organization Budget: Only transactions that are itemized in
your most recently approved student organization budget will be
approved. Budgets can be updated and receive approval weekly during
Finance Committee meetings, see your Liaison for more information.
Your initial 2005-06 budget must be completed by Sept. 12 or 1 week
before you need access to your funds. Once approved, your budget can
remain unchanged if
Semester Presentations will be posted on the Finance Committee
website. Every club with a budget is required to do (1) one
presentation a semester.
Initiatives requests must be submitted electronically along with a
paper-copy and all signatures to your Finance Committee Liaison 21
days prior to the event. Without exceptions, late submissions will NOT
be accepted.
A post-initiative request is required to be done within 2 weeks of the
event; approved funds will only be released AFTER completing the
post-initiatives presentation.
Finance Committee (FC) meetings are held in Archer 365 Tuesdays from
1:15-2:15pm, unless otherwise noted.
SGA meetings are held in A365 from 1:00-2:30, unless otherwise noted.
Important dead lines
Completed Check Requests, with all appropriate signatures and
supporting documentation, are due Wednesdays @ 12pm to Student
Activities and Service Learning (Donahue 529). If paperwork is
completed, checks will be available the same Friday after noon for
pick-up or mailing.
Initiative/ Fidelity requests are due on Thursdays @ noon, and if
completed properly will be placed on the agenda for Finance Committee
approval that following Tuesday. (NOTE: It is required that the
request be emailed to the appropriate liaison as well in addition to
Sean Hepner [email protected], FC Vice Chair and SGA Treasurer
Karlene Maiolino at [email protected].
Budget Revisions are due Thursdays @ noon via email, in addition to a
hard copy handed into the appropriate Finance Committee liaison and
Stanley Chu, FC secretary at [email protected].
Semester Presentation Forms are due before the presentation date. They
are to be emailed to appropriate liaison and Stanley Chu, FC
Secretary, at [email protected].
Other important Finance Committee Information
*
Finance Committee will only communicate through Suffolk University
email, it is imperative that you check your Suffolk account, or
forward your account to an address you check regularly.
*
All forms i.e. fidelity, initiatives, post initiative, budget
revisions and presentation forms are to be electronically done and
emailed as well as a paper copy handed with any other supporting
documentation to the SGA Treasurer/ Chair of Finance Committee
Karlene Maiolino. These forms are available online at
www.suffolk.edu/getinvolved, click on Finance Committee (under
student organizations).
*
In addition to accessing our forms online at our website, any form
or document can be uploaded to the FC Portal available though
Campus Cruiser in the respective clubs folder. Every document
should be uploaded to the respective clubs shared file which is
labeled for example 2005-2006 SGA or 2005-2006 BSU).
Initiatives Information
*
Initiatives can only be used for events for which undergraduate
students are the primary audience.
*
If requests are proposed by a student organization, they must be
fully registered at the time of the submission by the Office of
Student Activities and Service Learning.
*
The event must be appropriately advertised.
*
There are details specific to requirements which vary based on the
amounts of money being requested, please see p. 6 part 6 of the
Finance Committee bylaws for additional details.
*
A club may not keep any revenue earned from ticket sales from
initiatives sponsored events.
*
There can be no direct donations to nonprofit or for-profit
organizations.
*
In order to receive the money from initiatives, the event sponsor,
must present a post initiative presentation WITHIN 2 weeks of the
event or the club will not receive the money.
*
Initiatives money can’t be used to co-sponsor an event, and only
the principle sponsor can request initiatives funding.
*
After the request is approved by FC, the sponsoring organization
must present to SGA for final approval as well.
*
In the event that the request is not approved by FC then the SGA
vote would require a 2/3rds majority to overturn the initial
Finance Committee decision.
*
A club must present the request in order to receive the money.
Fidelity Request
*
In addition to the policies above, Fidelity funds can only be used
for capital good (a purchased good/piece of equipment that will
last at least 2 years i.e. computer) *
If you have an annual budget …
*
You must present once a semester on the progress of your
organization and its current financial statement.
*
May go to a conference using their budget if it will enhance their
knowledge and help promote their club. There are many specific
requirement please see a FC liaison and the by laws for details as
well as your advisor. *
Copies
*
There is a copier in the SGA for club use only and exclusively
used for student organization purposes!
*
If a club whishes to have other special copies for an event or
mailing then a club is allowed to allocate only $ 50 per semester
for this. *
Requirements for Funds to be used for Food
*
Regular meetings should not routinely have food, only special
meetings or events should have food purchased by student
organization fees.
*
A club must first offer the food request to Sodexho Food Services
for on-campus meetings/events.
*
A cub may only allocate no more than $10 per person for food to be
used for on-campus events/meetings.
*
For off-campus events, there are also limits on per person food
costs, unless there food minimums required to waive service and
other rental fees. It is judged on a case by case basis. (this
rule also applies for initiatives events)
Office Supplies
*
Office supplies MUST be used from the SU mail room and requested
through the SGA secretary Mike Walsh via email at
[email protected]. Purchases for supplies available
through the mailroom will not be reimbursed.
*
These are some major changes/ additions made to the bylaws. If you
have any questions please feel free to contact myself or you
respective FC liaison.
Thank you,
Karlene Maiolino
SGA Treasurer
Email: [email protected]
* Please see the bylaws for details on the FC website
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