Finance Committee Expense Guidelines
Revised November 7, 2016
Section 1.
The Finance Committee shall treat these expenses as guidelines and may award amounts in excess of the maximum whenever unusual circumstances exist.
Section 2.
The ASUPS Finance Committee uses the following guidelines for allocating funding for any proposals submitted by students that involve travel.
Travel
If individual not associated with ASUPS Org.: Not to exceed $500/person each Fiscal Year
If ASUPS Organization: Not to exceed $2,000/organization per Fiscal Year, and $500 per person/trip.
Airfare: 50% of air travel, not to exceed $350/person
Airport Ground Transportation:$35 Total
Municipal Transportation: $5/person/day, $0 for Seattle/Tacoma area
Vans: $50/day, $25/half-day
Car Rental: $0, recommend the use of municipal transportation
Gas$0.54/mile not based on gas receipts, but distance driven
Hotel/Lodging50% of lodging, not to exceed $250 total
Registration/Conference Fees$100/person
Section 3. Expenses
The Finance Committee shall normally provide the following amounts as maximum levels of funding for commonly requested expenses:
Catering:$0.00 - No food shall be paid for unless it is the sole
purpose of the club to provide food for the student body/or it is central to the event. ASUPS does not per diems for travel.
Honorariums:Case by case basis. Please consult with Director of
Student Programming, SerniSolidarios
()
Fundraiser Materials:$0.00 - No materials such as t-shirts, buttons, etc.,
requested for the purpose of being sold as a fundraiser
shall be purchased using finance account funds.
Section 4. Capital
The Finance Committee may accept requests and allocate funding for capital expenditures. Any item which is tangible and lasts longer than one year qualifies to be purchased as capital. If the capital is intended to replace existing capital, the committee may request evidence that new capital is needed.
Section 5. Reporting Details.
A statement of charges (i.e. receipts, screenshots of webpages, etc.) needs to be provided with each finance/capital request.
Details on capital purchases need to be reported to the ASUPS Director of Business Services (ASUPS DBS) after purchasing. Information reported to the ASUPS DBS should include: storage location, final receipt/invoice, and the projected time period of use.
Section 6. The Finance Committee shall maintain this policy in the permanent files of ASUPS and may amend it by a majority vote. The Finance Committee must re-approve this policy at the first meeting of each academic year.