- For each General Fee, there must be a Board constituted in
these By-Laws as an agency of the Association, which will allocate funds
from the Fee, and a concise statement of purpose defined in the same
portion of the By-Laws.
- No organization receiving funds from a General or Special Fee
may loan, grant, or otherwise distribute any of its
restricted funds to another organization, with the following
exemptions:
- The Program and Publications Boards may distribute funds to eligible
student organizations in accordance with the provisions of these By-Laws.
- The Club Sports Council may distribute funds to the various clubs
belonging to the Club Sports program. Any organization receiving funds
from the Council shall not be eligible for General or Special Fee
funding from any other source.
Organizations receiving funds from a General or Special Fee
may co-sponsor events with other organizations, provided that all
co-sponsoring organizations shall have actual involvement in the
planning and implementation of the co-sponsored event. Organizations
and publications may not be co-sponsored.
- No organization may receive funds from both a Special Fee and a
General Fee during the same fiscal year.
- Non-Association organizations which are eligible to apply for
a Special Fee or funds from a General Fee may not receive
any unrestricted funds from the Association Operating Budget, except in
the form of loans.
- The Senate shall approve Schedules for the Collection,
Disbursement, and Refunds, of the General and Special Fees for the
following fiscal year no later than the final meeting of the outgoing
Senate before it dissolves during Spring quarter.
- At the time that it approves these Schedules, the Senate
shall set the amounts of the following surcharges, and approve
line-item budgets for their expenditure where appropriate:
- Refund cost surcharge - shall cover the direct and indirect costs
of providing refunds of the General and Special Fees.
- Rounding surcharge - shall cover any excess of the amount to be
refunded per student for a given fee (as provided in the Refund Schedule)
over the amount to be collected per student for that fee (as provided in the
Collection Schedule).
- Election Cost surcharge - shall reimburse the Association operating
budget for an appropriate fraction of the budgeted cost of Association
elections, as provided by these By-Laws, including interest from the time
the election costs are incurred until the time the surcharge funds are
received.
- Advance disbursement surcharge - shall reimburse the Association for
the opportunity cost of making available General and Special Fee funds to
student organizations in advance of the receipt of those funds from the
University.
- Administrative cost surcharge - shall cover the direct and indirect
costs incurred in the processes of the approval and disbursement of the
General and Special Fees, and in enforcing compliance by the recipients
of such funds with their authorized budgets.
At the end of the fiscal year, any balance in the Refund Cost, Rounding, and
Administrative Cost surcharge accounts shall be debited or credited to the
Special Buffer Fund.
- The Disbursement Schedule shall provide that each student organization
receiving a Special Fee shall receive 35 percent of the net amount of
that Fee at the beginning of the Autumn quarter, 30 percent at the
beginning of each of the Winter and Spring quarters, and the remaining 5
percent at the beginning of the Summer quarter. For the Boards receiving
funds from a General Fee, one-third of the net amount shall be
disbursed to that Board at the beginning of each of the Autumn, Winter, and
Spring quarters.
The Financial Manager shall disburse less than the scheduled amount if
the actual refunds for a given Fee appear likely to exceed the amount
budgeted for refunds. If the actual refunds for a given Fee are less than
the amount budgeted for refunds, the remaining funds shall be transferred
to the budget reserve of the organization receiving the Fee (or, for
Boards receiving funds from a General Fee, to that General Fee's Budget
Reserve) at the end of the fiscal year.
- Disbursements of funds to student organizations receiving a
Special Fee in advance of the disbursement authorized by the
appropriate Schedule, or to student organizations receiving annual
allocations from a General Fee in advance of the disbursement
authorized by these By-Laws and the budget of the appropriate Board,
may be authorized by the Financial Manager at his/her discretion.
Such advances shall bear an appropriate rate of interest to compensate
for the opportunity cost involved, as specified in an appropriate
Financial Policy.
- Approval by the Senate, the Financial Manager, or the
Association of any particular line item of a Special Fee request
or allocation from a General Fee does not commit the
Financial Manager to approval of any particular expenditure at the
time it is requested by the organization.
- Any student organization requesting or receiving funds
from a General or Special Fee shall prepare its budget
in a manner which complies with the requirements of the Constitution,
these By-Laws, and any Funding Policies adopted by the Senate.
- Any organization receiving a Special Fee or funds from a General
Fee during the current fiscal year, or having unexpended funds
originally derived from such a source, shall be required to expend
all funds of that organization in accordance with its budget as
authorized by the members of the Association (when its Special
Fee request was approved) or by the Senate (when an allocation of funds
from a General Fee was approved), unless and until
a budget modification has been approved. The process by which budget
modifications may be approved shall be specified in a Funding Policy
adopted by the Senate.
No funds shall be disbursed to a student organization not satisfying
this requirement.
- At the close of a fiscal year, any unexpended funds (including
budget reserve funds) in the account of a student organization which
were originally derived from a General or Special Fee
shall remain subject to the budgetary supervision of the Association.
The process by which a budget for the expenditure of such funds is
authorized shall be specified in a Funding Policy adopted by the
Senate. No such funds shall be expended except in accordance with an
authorized budget.
- Any student organization requesting a Special Fee or funds from
a General Fee and which has been exempt from banking with the
Students' Organizations Fund (and which has not done all of its
banking with the University) must submit a report to the Financial
Manager from an independent auditor approved by him/her which fully
accounts for the finances of said organization for the previous fiscal
year, and which especially emphasizes the uses to which any previously
received General or Special Fee funds have been put.
