FINANCIAL POLICIES

Of the

University of Maine

STUDENT GOVERNMENT

The following abbreviations are used throughout the policies:

University of Maine Student Government, Inc. – from here on written as "UMSG, Inc." Vice President for Financial Affairs – from here on written as "VPFA."

Division of Financial Affairs – from here on written as "DFA" (includes the VPFA, Assistant to the VPFA, Treasurer, and any Assistant Treasurers).

General Student Senate – from here on written as "GSS."

Executive Budgetary Committee – from here on written as "EBC."

Student Organization Approval Policies – from here on written as " SOAP Document."

University of Maine - refers to the educational institution, located in Orono , Maine , recognized by the Government of the State of Maine .

Contents:

Revised per Resolution 28S-81-01-30-07 passed by the GSS 2/06/07

Date last amended was 9/26/06 per Resolution 27S-131-9-19-06

PART I Budgetary Procedures

SECTION 1— THE BUDGET PROCESS

A. The VPFA shall determine the budget schedule and submit it to the EBC for approval, following the guidelines set forth in Article VIII, Part II of the UMSG, Inc. Constitution. This schedule shall be comprised of the following events:

•  Date that Budget Forms are made available.

•  Dates that eligible Boards and Community Associations can meet with the VPFA.

•  Date which completed budget forms are due.

•  Date of EBC meeting(s) to create preliminary and final budget proposals.

•  VPFA will notify Boards, Community Associations, and Committees of any changes made to budgets.

•  Date when the proposed budget will be given to Senators for review.

•  Date of GS S meeting(s) for consideration of the Annual Budget.

•  In September, the Treasurer will provide copies of budgets to

organizations for proof of line item passage.

B. Budget Request Forms shall be made available to all eligible Boards, Community Associations, Clubs, and Committees on or before the third Monday of February. The Budget Request Forms shall be returned to the DFA, according to the deadline set by the EBC.

C. All eligible Boards and Community Associations requesting funding from the Annual Budget must send a representative to meet with the VPFA before budget proposals are submitted to the EBC for consideration.

D. The VPFA will conservatively estimate the coming year's revenue based on the anticipated undergraduate enrollment figures. The EBC must approve these estimates. Enrollment estimates should be obtained from the University of Maine Institutional Studies Office, Student Records Office, Business Office, and the Office of the Vice President of Business and Finance. The figures should be used as estimates and weighed accordingly when anticipating upcoming revenue.

E. The EBC will prepare a preliminary version of the Annual Budget which will consist of a stipend to cover the categories of: Advertising and Correspondence, Equipment and Materials, and Office Expenses, in which the expenditures shall not exceed expected income. After this preliminary version has been completed, each organization shall be allowed to have a representative review this version and address the EBC. After hearing from all such representatives, the EBC shall prepare a final version of the Annual Budget to be submitted to the GSS. The EBC shall present each category of a Boards', Community Associations', Clubs' and Committees' budget as part of the Annual Budget recommendation for the fiscal year and be passed by category by the GSS. EBC has the discretion to set varying levels of stipends to take into account the diversity of various organizations. Exceptions to the stipend can be made at the discretion of EBC.

F. All budget requests will be broken down into the following categories, as printed on the Budget Request Form:

Boards, Community Assoc., Clubs, Committees

•  Advertising and Correspondence

•  Equipment and Materials

•  Office Expenses

Legal Services

•  Advertising and Correspondence

•  Computer Networking

•  Contract

•  Law Library

•  Parking Decals/Library Cards

Student Entertainment

•  Advertising and Correspondence

•  Equipment and Materials

•  Office Expenses

•  Programs (includes all associated costs)

•  Bumstock

•  Guest Lecture Series

•  Senior Council

•  Frequency

G. Funding for the categories of Conference & Travel and Programs for all Boards, Community Associations, Clubs and Committees shall be issued separately from the Annual Budget process.

H. The EBC shall have the power to allocate funds to Student Organizations up to $1,000 without approval by the General Student Senate. The GSS or cabinet may overturn such allocations by a 2/3 roll call vote assuming the funds have not yet been distributed. Funds cannot be distributed until after the GSS at least has met on the matter.

SECTION 2 — GENERAL BUDGETARY PROCEDURES

•  The UMSG, Inc. shall hold $25,000.00 ($20,000 in the UM Foundation and $5,000 in a separate savings account) to be used as an emergency reserve account every year.

•  No money shall be allocated or committed by any officer or representative of UMSG, Inc., for any purpose, either during the Annual Budget process or special funding considerations, without the approval of both the EBC and the GSS.

•  If a line item within a category has been stricken by the GSS, no monies may be allotted at any time during the fiscal year for use on the stricken line item. If an amount of zero has been indicated by GSS on a given line within a budget, no monies may be allocated from within the existing budget without the approval of the VPFA and a report of changes made to EBC.

•  Special considerations for funding may be considered throughout the year by the EBC and the GSS for finally-approved organizations. These requests should be single, specific items or additional items.

•  No funds shall be allocated to budgeted Departments of the University of Maine or to supplement any budgeted Departments through student organizations.

•  All eligible Boards, Community Associations, Clubs, and Committees which meet these guidelines and comply with the directives stated on all approval and update forms, shall be considered fairly and equally in all matters of funding regardless of all other factors.

•  An organization that owes a financial debt to Student Government shall have their approval suspended pursuant to the SOAP document.

•  Contract Approval

•  Any contract that is for the hiring of personnel or rendering of services directly for UMSG, Inc. shall require the approval of the GSS with the exception of the Student Entertainment Division.

•  The contract shall be negotiated by the President of Student Government, a representative of the DFA—selected by the VPFA, and others deemed necessary by the President of Student Government. These additional members selected by the President of Student Government shall be approved by the GSS.

•  No contract may be signed until the approval of the GSS. The president of the Student Government and the VPFA shall sign on behalf of UMSG, Inc. in all contracts of this type.

•  Summer Compensation

•  This summer pay will be available to the following positions:

President/V.President of Student Government, VPFA, VPSO and VPSE for up to

three weeks compensation. ROC and OCB Presidents and AVPSE for up to two weeks compensation.

•  Two weeks before the end of the spring semester officers will inform the current

VPFA and AVPFA of his/her plans of doing SG work over the summer months, via e-mail. If the officer decides he/she will work, they must submit detailed reports of the work that they are doing the week after the work was completed to the VPFA and AVPFA. These reports must be received within the fiscal year in which the work was completed to allow for proper tax reporting.

•  No officer may be paid for more than three weeks of work during this period and paychecks will not be created without receipt of e-mailed reports during regular payroll periods.

•  This work must directly affect students and the SG organization. This does not include personal ventures under Student Government's name.

•  Officers need to do the equivalent of 10 hours of work per week in order to be paid for the summer.

•  Meetings will count towards the total hours of work only if the meeting pertains to student interests

•  If the officer is out of the immediate area for the summer months, this officer may not be paid.

•  Monies for the summer compensation will be allocated to the line of Student Taxable Wages
(SGOV'T or BOARDS) during the budget process.

J. Charitable donations and acts of kindness that fall under the jurisdiction of this document shall not be, for the purposes of this organization, considered gifts; these acts shall be considered legitimate allocations. Approvals of such donations require a 2/3rds vote by the GSS of those present, and previous notice.

PART II Student Government Office Guidelines

SECTION 1— OFFICE POLICIES

A. The VPFA may move money from an existing category in the Student Government Office budget to another existing category. The VPFA must inform the GSS of any changes. The VPFA must attain the approval of the EBC and the GSS to create new lines and/or categories in the budget, before any monies are spent on those line(s).

B. Money will be used each year to purchase certificates of appreciation, a gavel for the Senate President and Winthrop C. Libby Awards.

C. The President and Vice President of Student Government shall each receive an Executive Fund of $1,000 and $500 respectively. The Executive Funds may be used under the following guidelines:

•  Shall not be used for personal expenditures.

•  The President/Vice President must sign the check request as the requesting officer.

•  The VPFA must approve or deny the check request before the check is issued.

•  The President/Vice President must report all expenditures to the GS S at the meeting following the issuing of the check.

•  Gifts paid for from the Executive Fund must be given in the name of Student Government, Inc.

•  The current President/Vice President, at the start of the fiscal year, may not spend more than fifty (50) percent of the money for that fiscal year. The remaining fifty (50) percent is allocated to the incoming President/Vice President in December.

D. Student Government employees shall be responsible for verifying all long distance phone calls by using the detailed listing provided by Telecommunications. Any personal phone calls must be reimbursed to UMSG, Inc. within thirty (30) days of said calls appearing on a bill. Individuals found in violation could lose their authorization codes.

E. No monies shall be allocated to influence the selection, nomination or appointment of any individual to any federal, state or local public office or office in a political organization.

F. The signatures of the VPFA, Treasurer and the AVPFA shall be on the UMSG, Inc. checking/savings signature cards. Only the VPFA and the AVPFA may be on any other SG organization signature cards (to help with transferring the old/new signers). The AVPFA may only write checks in an emergency and with the approval of the VPFA or the Treasurer.

G. There shall be one audit of the UMSG, Inc., its Boards, Community Associations, and any other Student Government entities by an outside accounting firm at the end of each fiscal year. The monies for this audit will be allocated in the office budget of the UMSG, Inc. An internal audit may be conducted on occasion and any recommended changes may be incorporated into these Financial Policies.

PART III Board Guidelines

SECTION 1 – OFFICE POLICIES

A. All eligible Boards requesting funding from the Annual Budget must send their President or Treasurer to meet with the VPFA before budget proposals are submitted to the EBC for consideration.

B. Boards can take money from any category within their budget to pay for any line within their budget. Their total annual allocation will be treated as a lump sum figure where, provided a line item is included in the budget, the expense will be covered. New lines will be created with approval of EBC. If approved, the VPFA must inform the GSS of the changes.

C. If a line item within a category has been stricken by the GSS, no monies may be allotted at any time during the fiscal year for use on the stricken line item. If an amount of zero has been indicated by GSS on a given line item within a budget, other monies may be allocated from within the existing budget with the approval of the VPFA and a report of changes made to EBC.

D. Board information requirements for the yearly audit:

•  The AVPFA shall retain all original Board bank statements. These statements shall be filed in the DF for the purpose of an audit. Photocopies of the statements shall be sent to the Boards for their records.

•  Boards shall record, for the yearly audit, information on all other sources of funding including, but not limited to, dues of members and ticket sale revenue at programming events.

•  The DFA shall retain all invoices and receipts that document how UMSG, Inc. funds were spent and have them available should that information be necessary for the yearly audit.

E. The EBC may revoke any Board officer's authorization to handle Board finances if the EBC feels he/she is unqualified. An appeal can be made to the GSS in the case of a disagreement between the Board and the EBC.

F. Board employees shall be responsible for verifying all long distance phone calls by using the detailed listing provided by Telecommunications. Any personal phone calls must be reimbursed to UMSG, Inc. within thirty (30) days of said calls appearing on a bill. Individuals found in violation could lose their authorization codes.

G. All Boards are required to report to the Student Government DFA all payments of $600 or more for services (including parts and materials) and other income payments unless these payments are made to a corporation. Noncompliance places UMSG, Inc. in violation of federal law. This information is reported on the 1099-MISC form each calendar year by UMSG, Inc. Tax identification numbers and addresses must be obtained from the payee for this purpose.

H. All bookkeeping procedures designed by the DFA shall be adhered to by all branches of UMSG, Inc., including its Boards.

I. A Board found to be using student activity fee money for purposes outside the stipulations on activity fee usage, as defined in the Board of Trustees

Guidelines, the Constitution of the UMSG, Inc., or stipulations adopted by the GSS, shall lose all remaining money for that fiscal year.

J. No monies shall be allocated to influence the selection, nomination, or appointment of any individual to any federal, state, or local public office in a political organization. Any Board which funds such a candidate shall repay any activity fee monies spent on that candidate and will be subject to a review by the EBC in which they could lose their funding for a period up to one year.

K. Generic gavels and position title plates can be purchased by the Boards as long as they remain in the possession of the Board.

L. All requests for photocopying, printing, or advertising must be accompanied by an example of the item printed.

M. Board Check Requests:

•  Boards will complete check requests for individual items that do not appear on a University of Maine statement or Vendor bill to the AVPFA. Original receipts, written estimates or completed contracts must accompany each request. No request will be accepted without a receipt unless arrangements have been made with the VPFA.

•  All check requests must be signed by either the President or Treasurer of the Board upon submission and receipt of funds.

•  Requests will be submitted to the Treasurer. If the request does not fall within the Board's budget, UMSG, Inc. will not assume responsibility for the amount involved.

N. "Other Funds" accounts of a Board shall consist of any money not generated from

the use of UMSG, Inc. funds and must be kept in a separate account.

•  No equipment purchased with student activity fee money can be sold without prior approval of the VPFA and the EBC. EBC will decide the proper allocation of profits from sales.

SECTION 2 — POLICIES FOR HOLDING EVENTS ON CAMPUS

A. Special Considerations for funding for Boards:

•  Requests for funding under $1,000 will be considered throughout the year at EBC and may come up for a vote at the GSS should the GSS choose to do so.

•  Requests for funding over $1,000 will be considered throughout the year by the EBC and the GSS. These considerations will be presented in the form of a resolution submitted to the GSS after passing through EBC with a majority vote. Requests should be for single, specific items.

•  A Board requesting special consideration funding outside their budget

must send their President or Treasurer to address the EBC and GSS.

B. No monies shall be allocated for the purchase of gifts, trophies or alcohol

(including, but not limited to, cash bars.)

C. No monies shall be allocated for the purchase of lodging or food for any Board

except in the case of speakers/performers, approved Board travel, the purchase of

food for display at educational programs and for meals (i.e. community suppers),

and refreshments at on campus events. Such events put on by a Board must be

open to students. These meals will not exceed the price of $7.00 per

undergraduate student per event.

•  Money will be considered for entrance and/or registration fees up to $50.00 per undergraduate student per event.

•  No money shall be spent on programming events during any scheduled University break, unless approved by EBC, with the exception of the Student Entertainment Division.

•  All Boards are required to use a standard single engagement agreement/contract addendum for all Board sponsored performances, in a case where the performer does not have an acceptable form of contract. Once these agreements are in place, a fully completed copy for each performance must be turned in to the DFA.

•  All contracts for an amount in excess of $600 must be reviewed by Legal Services and approved by the VPFA.

•  Any Board that generates revenue from an event wholly or partially financed

by UMSG, Inc. funds shall be subject to the following regulations:

•  Any Board charging admission to undergraduate students at an event that is wholly or partially financed by UMSG, Inc. shall return the allocated funds that were advanced to them, up to the amount of total undergraduate ticket sales. The Board shall retain all remaining funds in a separate account.

•  All events at which there is an admission charge for an undergraduate student must have a list of undergraduate attendees including ticket prices.

SECTION 3 – POLICIES FOR OFF CAMPUS EVENTS

•  No monies shall be allocated for the purchase of food for travel and events that take place more than 50 miles from the University of Maine campus.

•  Money for transportation may be reimbursed with receipts for actual vehicle expenses such as tolls and mileage. Rental charges will be considered an acceptable expense when the vehicle is appropriate for the event. The number of vehicles used for transportation to an event must be less than the number of students attending and will be verified by the Treasurer before issuance of any reimbursement.

•  University of Maine Vehicle-Use Policy and Regulations must be adhered to by all organizations. UMSG, Inc. will not pay for additional charges because vehicles were returned late or damaged. Funding may be considered for excess mileage.

•  Transportation and hotel will only be provided to undergraduate students.

•  $500 per undergraduate student may be considered for airfare with the approval of EBC.

•  All organizations receiving an allocation for off-campus events shall present to Senate at the first meeting after the concerned event. The purpose of this presentation is to detail to Senate what the event entailed, how UMSG monies were spent, and how the organization benefited from the event. Groups shall not receive reimbursement until the presentation is delivered to the GSS and the President, VPFA and VPSO approve the presentation. If a group requires funding from finally approved allocations before the event is to take place, organizations must sign a promissory note stating that they will comply at the conclusion of the event.

SECTION 4 – BOARD ALLOCATION POLICIES

•  Boards will have 45 days from the day of allocation to spend additional funds that they have received from EBC and the GSS. After that time, the money will be returned back to unallocated. Appeals may be made to EBC to hold onto the money for a longer amount of time should circumstances arise that would make it difficult for a Board to take care of their expenses.

•  Should an event be canceled that has received additional funds from UMSG, Inc. the money will be returned to unallocated.

PART IV Community Association Guidelines

SECTION 1– OFFICE POLICIES

A. All eligible Community Associations requesting funding from the Annual Budget must send their President or Treasurer to meet with the VPFA before budget proposals are submitted to the EBC for consideration.

B. Community Associations can take money from any category within their budget to pay for any line within their budget. Their total annual allocation will be treated as a lump sum figure where, provided a line item is included in the budget, the expense will be covered. New lines will be created with approval of EBC. If approved, the VPFA must inform the GSS of the changes.

C. If a line item within a category has been stricken by the GSS, no monies shall be allotted at any time during the fiscal year for use on the stricken item. If an amount of zero has been indicated by GSS on a given line item within a budget, other monies may be allocated from within the existing budget with the approval of the VPFA and a report of changes made to the EBC.

D. Community Association information requirements for the yearly audit:

•  The AVPFA shall retain all original Community Association bank

statements. These statements shall be filed in the DFA if needed for

the purpose of an audit. Photocopies of the statements shall be sent to

the Community Associations for their records.

•  Community Associations shall record, for the yearly audit, information on all other sources of funding including, but not limited to, dues of members and ticket sale revenue at programming events.

•  The DFA shall retain all invoices and receipts that document how UMSG, Inc. funds were spent and have them available should that information be necessary for the yearly audit.

E. The EBC may revoke any Community Association officer's authorization to handle Community Association finances if the EBC feels he/she is unqualified. An appeal can be made to the GSS in the case of a disagreement between the Community Association and the EBC.

F. Community Association employees shall be responsible for verifying all long distance phone calls by using the detailed listing provided by Telecommunications. Any personal phone calls must be reimbursed to UMSG, Inc. within thirty (30) days of said calls appearing on a bill. Individuals found in violation could lose their authorization codes.

G. All Community Associations are required to report to the DFA all payments of $600 or more for services (including parts and materials) and other income payments unless these payments are made to a corporation. Noncompliance places UMSG, Inc. in violation of federal law. This information is reported on the 1099-MISC form each calendar year by UMSG, Inc. Tax identification numbers and addresses must be obtained from the payee for this purpose.

H. All bookkeeping procedures designed by the DFA shall be adhered to by all branches of UMSG, Inc. including its Community Associations.

I. A Community Association found to be using student activity fee money for purposes outside the stipulations on activity fee usage, as defined in the Board of Trustees Guidelines, the Constitution of the UMSG, Inc., or stipulations adopted by the GSS, shall lose all remaining money for that fiscal year.

J. No monies shall be allocated to influence the selection, nomination, or appointment of any individual to any federal, state, or local public office in a political organization. Any Community Association which funds such a candidate shall repay any activity fee monies spent on that candidate and will be subject to a review by the EBC in which they could lose their funding for a period up to one year.

K. Generic gavels and position title plates can be purchased by the Community Associations as long as they remain in the possession of the Community Association.

L. All requests for photocopying, printing, or advertising must be accompanied by an example of the item printed.

M. Community Association Check Requests:

•  Community Associations will complete check requests for individual items that do not appear on a University of Maine statement or Vendor bill to the AVPFA. Original receipts, written estimates or completed contracts must accompany each request. No request will be accepted without a receipt unless arrangements have been made with the VPFA.

•  All check requests must be signed by either the President or Treasurer of the Community Association upon submission and receipt of funds.

•  Requests will be submitted to the Treasurer. If the request does not fall within the Community Association's budget, UMSG, Inc. will not assume responsibility for the amount involved.

N. "Other Funds" accounts of a Community Association shall consist of any money not generated from the use of UMSG, Inc. funds and must be kept in a separate account.

O. No equipment purchased with student activity fee money can be sold without prior approval of the VPFA and the EBC. EBC will decide the proper allocation of profits from sales.

SECTION 2 — POLICIES FOR HOLDING ON CAMPUS EVENTS

A. Special Considerations for funding for Community Associations:

•  Requests for funding under $1,000 will be considered throughout the year at EBC and may come up for a vote at the GSS should the GSS choose to do so.

•  Requests for funding over $1,000 will be considered throughout the year by the EBC and the GSS. These considerations will be presented in the form of a resolution submitted to the GSS after passing through EBC with a majority vote. Requests should be for single, specific items.

•  A Community Association requesting special consideration funding outside their budget must send their President or Treasurer to address the EBC and the GSS.

B. No monies shall be allocated for the purchase of gifts, trophies or alcohol (including, but not limited to, cash bars.)

•  No monies shall be allocated for the purpose of lodging or food for any Community Association except in the case of speakers/performers, approved Community Association travel, the purchase of food for display at educational programs and for meals (i.e. community suppers) and refreshments at on campus events. Such events put on by a Community Association must be open to students. These meals will not exceed the price of $7.00 per undergraduate student per event.

•  Money will be considered for entrance and/or registration fees up to $50.00 per undergraduate student per event.

•  No money shall be spent on programming events during any scheduled University break, unless approved by EBC, with the exception of the Student Entertainment Division.

•  All Community Associations are required to use a standard single engagement agreement/contract addendum for all Community Association sponsored performances, in a case where the performer does not have an acceptable form of contract. Once these agreements are in place, a fully completed copy for each performance must be turned in to the DFA.

•  All contracts for an amount in excess of $600 must be reviewed by Legal Services and approved by the VPFA.

•  Any Community Association that generates revenue from an event wholly or partially financed by UMSG, Inc. funds shall be subject to the following regulations:

•  Any Community Association charging admission to undergraduate students at an event that is wholly or partially financed by UMSG, Inc. shall return the allocated funds that were advanced to them, up to the amount of total undergraduate ticket sales. The Community Association shall retain all remaining funds in a separate account.

•  All events at which there is an admission charge for undergraduate students must have a list of undergraduate attendees including ticket prices.

SECTION 3 — POLICIES FOR OFF CAMPUS EVENTS

•  No monies shall be allocated for the purchase of food for travel and events that take place more than 50 miles from the University of Maine Campus.

•  Money for transportation may be reimbursed with receipts for actual vehicle expenses such as tolls and mileage. Rental charges will be considered an acceptable expense when the vehicle is appropriate for the event. The number of vehicles used for transportation to an event must be less than the number of students attending and will be verified by the Treasurer before issuance of any reimbursement.

•  University of Maine Vehicle-Use Policy and Regulations must be adhered to by all Organizations. UMSG, Inc. will not pay for additional charges because vehicles were returned late or damaged. Funding may be considered for excess mileage.

•  Transportation and hotel will only be provided to undergraduate students.

•  $500 per undergraduate student may be considered for airfare with the approval of EBC.

•  All organizations receiving an allocation for off-campus events shall present to

Senate at the first meeting after the concerned event. The purpose of this presentation is to detail to Senate what the event entailed, how UMSG monies were spent, and how the organization benefited from the event. Groups shall not receive reimbursement until the presentation is delivered to the GSS and the President, VPFA and VPSO approve the presentation. If a group requires funding from finally approved allocations before the event is to take place, organizations must sign a promissory note stating that they will comply at the conclusion of the event.

SECTION 4 — COMMUNITY ASSOCIATION ALLOCATION POLICIES

•  Community Associations will have 45 days from the day of allocation to spend additional funds that they have received from EBC and the GSS. After that time, the money will be returned back to unallocated. Appeals may be made to EBC to hold onto the money for a longer amount of time, should circumstances arise that would make it difficult for a Community Association to take care of expenses.

Should an event be canceled that has received additional funds from UMSG, Inc.,

the money will be returned to unallocated.

PART V Club/Committee Guidelines

SECTION 1— APPROVALS

•  In order for a Club to be recognized, they must receive preliminary and final approval from the GSS.

•  A Club which has received preliminary approval must wait fifteen (15) academic weeks (not to include summer session or scheduled University breaks) before they can receive final approval.

SECTION 2 — OFFICE POLICIES

A. All Clubs/Committees funded by the UMSG, Inc. must keep an accurate record of all their expenditures (outside UMSG, Inc. funds) and may be subject to an audit by the DFA or an appointed agent of that office.

B All Clubs/Committees which are associated with a Department of the University of Maine are required to seek funds from that Department. If funds are not available, a letter is required from the department head stating why.

•  Proof must be rendered that all clubs requesting funding have sought alternative sources of funding.

•  Clubs/Committees can take money from any category within their budget to pay for any line within their budget. Their total allocation will be treated as a lump sum figure where, provided a line is included in the budget, the expense will be covered. New lines can be created with approval of EBC. If approved, the VPFA must inform the GSS of the changes.

•  If a line item within a category has been stricken by the GSS, no monies may be allotted at any time during the fiscal year for use on the stricken line item. If an amount of zero has been indicated by GSS on a given line item within a budget, other monies may be allocated from within the existing budget with the approval of the VPFA and a report of changes made to EBC.

•  A Club/Committee found to be using student activity fee money for purposes outside the stipulations on activity fee usage, as defined in the Board of Trustees Guidelines, the Constitution of the UMSG, Inc., or stipulations adopted by the GSS, shall lose all remaining money for that fiscal year as well as any current funds approved. The Club/Committee may reapply for funding approval one calendar year after the date of the funding approval suspension.

•  No monies shall be allocated to influence the selection, nomination, or appointment of any individual to any federal, state, or local public office in a political organization. Any Club/Committee which funds such a candidate shall repay any activity fee monies spent on that candidate and will be subject to a review by the EBC in which they could lose their funding for a period up to one year.

•  No monies shall be allocated to cover the salaries or dues of any Club/Committee members or officers.

•  All requests for photocopying, printing, or advertising must be accompanied by an example of the item printed.

•  UMSG, Inc. shall assume no responsibility for late fees or costs incurred for damages, and will only pay for the discounted amount where applicable.

K. Club/Committee Check Requests:

•  Clubs/Committees will complete check requests for individual items that do not appear on a University of Maine statement or vendor bill to the AVPFA. Original receipts, written estimates, or completed contracts must accompany each request. No request shall be accepted without a receipt unless arrangements have been made with the VPFA.

•  All check requests must be signed by either the President or Treasurer of the Club/Committee upon submission and receipt of funds. Checks will be made payable to speakers, vendors, businesses, etc. in order to have a record for 1099 Miscellaneous Income Form purposes.

•  Requests will be submitted to the Treasurer. If the request does not fall within the Club's/Committee's budget, UMSG, Inc. will assume no responsibility for the amount involved.

L. No equipment purchased with student activity fee money can be sold without prior approval of the VPFA and the EBC. EBC will decide the proper allocation of profits from sales.

SECTION 3 — POLICIES FOR HOLDING ON CAMPUS EVENTS

A. Special Considerations for Funding for Clubs/Committees:

•  Requests for funding under $1,000 will be considered throughout the year at EBC and may come up for a vote at the GSS should the GSS choose to do so.

•  Requests for funding over $1,000 will be considered throughout the year by the EBC and the GSS. These considerations will be presented in the form of a resolution submitted to the GSS after passing through EBC with a majority vote. Requests should be for single, specific items.

•  A Club/Committee requesting special consideration funding outside their budget must send their President or Treasurer to address the EBC and the GSS.

B. No monies shall be allocated for the purchase of gifts, trophies or alcohol (including, but not limited to, cash bars.)

C. No monies shall be allocated for the purpose of lodging or food for any Club/Committee, except in the case of speakers/performers, approved Club/Committee travel, and the purchase of food for display at educational programs. Food may also be purchased for meals (i.e. community suppers) and refreshments at on campus events put on by a Club/Committee that are open to students. These meals will not exceed the price of $7.00 per undergraduate student per event. These sponsored food events shall not exceed two per semester per organization.

D. Money shall be considered for entrance and/or registration fees up to $50.00 per undergraduate student per event.

E. All Clubs/Committees are required to report to the DFA all payments of $600 or more for services (including parts and materials) and other income payments unless these payments are made to a corporation. Noncompliance places UMSG, Inc. in violation of federal law. This information is reported on the 1099-MISC form each calendar year by UMSG, Inc. Tax identification numbers and addresses must be obtained from the payee for this purpose.

•  All Club's/Committee's are required to use a standard single engagement agreement/contract addendum for all Club/Committee sponsored performances, in a case where the performer does not have an acceptable form of contract. Once these agreements are in place, a fully completed copy for each performance must be turned in to the DFA.

•  All contracts for an amount in excess of $600 must be reviewed by Legal Services and approved by the VPFA.

•  No money shall be spent on programming events during any scheduled University break with the exception of the Division of Student Entertainment.

•  Any Club/Committee that generates revenue from an event wholly or partially financed by UMSG, Inc. funds shall be subject to the following regulations:

•  Any Club/Committee charging admission to undergraduate students at

an event that is wholly or partially financed by UMSG, Inc. shall

return the allocated funds that were advanced to them, up to the

amount of total undergraduate ticket sales. The Club/Committee shall

retain all remaining funds in a separate account.

•  All events at which there is an admission charge for undergraduate students must have a list of undergraduate attendees, including prices.

SECTION 4 – POLICIES FOR OFF CAMPUS EVENTS

•  No monies shall be allocated for the purchase of food for travel and events that take place more than 50 miles from the University of Maine Campus.

•  Money for transportation may be reimbursed with receipts for actual vehicle expenses such as tolls and mileage. Rental charges will be considered an acceptable expense when the vehicle is appropriate for the event. The number of vehicles used for transportation to an event must be less than the number of students attending and will be verified by the Treasurer before issuance of any reimbursement.

•  University of Maine Vehicle-Use Policy and Regulations must be adhered to by all organizations. UMSG, Inc. will not pay for additional charges because vehicles were returned late or damaged. Funding may be considered for excess mileage.

•  Transportation and hotel will only be provided to undergraduate students.

•  $500 per undergraduate student may be considered for airfare with the approval of EBC.

•  All organizations receiving an allocation for off-campus events shall present to Senate at the first meeting after the concerned event. The purpose of this presentation is to detail to Senate what the event entailed, how UMSG monies were spent, and how the organization benefited from the event. Groups shall not receive reimbursement until the presentation is delivered to the GSS and the President, VPFA and VPSO approve the presentation. If a group requires funding from finally approved allocations before the event is to take place, organizations must sign a promissory note stating that they will comply at the conclusion of the event.

SECTION 5 – CLUB/COMMITTEE ALLOCATION POLICIES

•  Clubs/Committees will have 45 days from the date of allocation to spend additional funds that they have received from EBC and the GSS. After that time, the money will be returned back to unallocated. Appeals may be made to EBC to hold onto the money for a longer amount of time should circumstances arise that would make it difficult for a Club/Committee to take care of their expenses.

•  Should an event be canceled that has received additional funds from UMSG, Inc., the money will be returned to unallocated.

PART VI Financial Policies

SECTION 1 – APPLICATION

•  These financial policies shall not be subject to suspension of the rules, thus the motion to “suspend the rules” with the intention of overruling this document to allow something in conflict with it to pass, is null and void.

•  Any resolution proposed which is deemed in contravention of these financial policies by either the Vice President for Financial Affairs, the General Student Senate, or the Executive Budgetary Committee, shall be null and void.

•  A resolution deemed in conflict by the VPFA or the EBC may be appealed to the General Student Senate, to be overturned only by 2/3 vote.

•  A resolution deemed in conflict by the GSS shall be dead.

SECTION 2 – AMENDMENT

A. These financial policies may be amended by a 2/3 vote of the GSS with previous notice.