Financial Appropriations Guidelines

Table of Contents

I.Eligibility

II.Event Sponsorship Allocations

  1. Process Overview
  2. Use of Event Sponsorship Funds...... 4

III.Travel Allocations...... 6

  1. Process Overview...... 6
  2. Use of Travel Funds...... 7

IV.Apparel Allocations...... 8

  1. Process Overview...... 8
  2. Use of Apparel Funds...... 8

V.Use of Student Association Funds...... 9

VI.Maintenance of Records...... 9

VII.Effective Date of Changes...... 9

VIII.Supervision of Student Association Funds...... 9

I.Eligibility

  1. To receive funding from the Student Association (SA), an organization must have aactive charter on file with SA as defined by the Student Organization Guidelines.
  2. The Financial Appropriations Committee (FAC), in conjunction with the Student Association Treasurer and any appropriate members of the cabinet, shall conduct a minimum of two informational sessions during the fall semester detailing the allocations process. To be eligible for funding, an organization must have a representative attend a minimum of one of these sessions per academic year.
  3. Any organization in which law students comprise 50% or more of the membership are classified as law organizations and are ineligible for direct funding from the Student Association. Those organizations should solicit funding from the Student Bar Association (SBA).
  4. Any organization in which graduate students comprise 50% or more of the membership are classified as graduate organizations and are ineligible for direct funding from the Student Association. Those organizations should solicit funding from the Graduate Student Association (GSA).
  5. Any law or graduate organization with documented undergraduate attendance of 10% or greater of the total student attendance at an event sponsored by GSA or SBA may request that their respective governing body seek additional funding directly from SA. To receive this funding, the organization must present documentation of undergraduate attendance to SA Senate.
  6. If the undergraduate attendance is 25% or greater of the total TU student attendance, then they are eligible to receive funding according to the entire TU student attendance.
  7. If the undergraduate attendance is 10% or greater and less than 25%, then they are eligible to receive funding for only the undergraduate attendance.
  8. Funding remains subject to the limits defined in these guidelines.
  9. No organization is eligible to receive more than $6,000 total per fiscal year for the combinations of event sponsorship, travel allocation, and apparel.
  10. For event sponsorship, organizations are eligible to receive up to $6,000.
  11. For travel allocations, organizations are eligible to receive up to $3,000.
  12. For apparel allocations, qualifying organizations are eligible to receive up to $1,000.

II.Event Sponsorship Allocations

A.Process Overview

  1. The allocations process shall be conducted by the Student Association to provide programming funds for student organizations. This shall consist of an Event Sponsorship process.
  2. Event Sponsorship is available on an event-by-event basis and the process of reviewing applications shall be conducted throughout the year.
  3. Applications for Event Sponsorship must be submitted to the Senate in the form of legislation. Applications must include a detailed budget breakdown for the event, as detailed in Article II Section B.
  4. Applications must be submitted no later than one day before the scheduled event.
  5. Applications that include expenditures that will require a purchase order, as determined by the business office, must be submitted no later than four weeks before the scheduled event.
  6. Applications must be submitted no sooner than eight weeks prior to the date of the event. Exceptions to this rule may be granted at the discretion of FAC.
  7. The submitted bills will not be considered by the Senate until the scheduled event has been completed. If there is any reason for the bill to be considered before the event, this rule may be waived by FAC.
  8. Organizations are encouraged to meet with FAC to discuss their event before it occurs to clarify any issues or concerns regarding the financial allocations process.
  9. For event series lasting more than one week, the bill may be considered after the completion of at least one event.
  10. Adjustments to the applying organization’s final eligibility may be made by the committee and/or by the Senate based on any of the following: (This list is illustrative, not exhaustive)
  1. Submitted event details.
  2. Actual attendance at the event.
  3. Attendance shall be capped at 250 unique students unless the organization can provide documentation of a higher attendance number prior to passage of the bill in FAC or in Senate.
  4. For events that have been completed, attendance shall be considered based on the actual attendance of the event, unless the organization can demonstrate a reason to be reimbursed based on the projected attendance instead. The credibility of the reason shall be determined by Senate and is highly discretionary.
  5. Organization's use of previous year's allocations.
  6. Any other pertinent information that arises over the course of the review process.
  7. Availability of funds.
  1. An organization representative must be present at the FAC meeting and Senate meeting at which an Event Sponsorship for that organization is under consideration before the Sponsorship may be approved. Failure to appear at the requisite meetings may result in removal from consideration, at the discretion of FAC and the Senate.
  2. For events under $1,000, attendance at Senate may be waived by FAC.
  3. Organizations may receive funding for 8 events.

B.Use of Event Sponsorship Funds

  1. No funds allocated through the Event Sponsorship process shall be used for the following: (This list is illustrative, not exhaustive)
  2. Non-consumable goods that the organization will be able to keep and use again (i.e. shirts, video cameras, books, etc.).
  3. Travel Allocations.
  4. Events that require overnight lodging.
  5. Events held off campus, without advertised, university-approved transportation available to all students to and from the event.
  6. At the minimum, events held off campus must beadvertised on Digital Signage for at least three daysbefore the event takes place, including the day of the event.
  7. Events which charge an admission fee to TU students for participation in SA-funded portions of the event, excluding charitable events in which 100% of proceeds go to charity.
  8. Refer to Section II.B.6. for rules on charitable events that charge an admission fee.
  9. Events which are not open to all TU students.
  10. Sign-up sheets may be used if the event calls for limitation of student attendance, but the following two conditions must be met:
  11. The sign-up must be advertised on Digital Signage for at least three days before the sign-up takes place.
  12. If the number of interested people exceeds the spots available, then a fair process must be used to determine who shall attend (ie, a lottery, etc.).
  13. Events which are not advertised.
  14. Advertising much reach a variety of students other than the organization’s members.
  15. Advertising must take multiple forms.
  16. Organizations are strongly encouraged to utilize Digital Signage, the event calendar, and social media before seeking funding for advertising.
  17. Events which do not comply with the University of Tulsa’s Equal Employment Opportunity/Affirmative Action and harassment policies.
  18. Gifts, gift cards, awards, or prizes.
  19. Directcontributions to charity.
  20. Any goods purchased with SA funds cannot be donated to a charity without significant student involvement, to be determined at the discretion of the Senate.
  21. Alcoholic beverages.
  22. Operating expenses such as postage, gasoline, stationary, telephone bills, or any type of maintenance service charge, excluding those expenses integral to the event.
  23. Retroactive expenses.
  24. Funding requests shall be budgeted using the categories that follow and are subject to the limits described below. Funding for items listed in the categories below is at the discretion of Senate.
  1. Food, such as meals, drinks, or snacks, to a maximum as determined by Appendix A: Student Attendance Brackets.
  2. Advertising to a maximum of $30 per event.
  3. Entertainment, such as bands, disc jockeys, presenters, or performance groups, to a maximum of $1,000 per event.
  4. Decorations and dinnerware, such as tablecloths, plates, or streamers, to a maximum of $75 per event.
  5. Security, to a maximum of $200 per event.
  6. Miscellaneous expenses, such as equipment rentals or other items not included in the above categories, to a maximum of $500 per event.
  1. Events hosted by multiple organizations shall be considered as a single event for each organization. Total combined funding for that event is subject to the limits detailed above. Organizations participating in such events shall be required to disclose the joint nature of the event and other hosting organizations.
  2. The definition of an event shall be determined at the discretion of the Senate. A series of events, as defined below, shall be construed as a single event.
  3. Any event sponsorship application for a series of events must demonstrate a cohesive, unifying theme or purpose in addition to one of the following:
  1. All events in the series take place during a two week time span from the date of the first event.
  2. All events in the series share a common format.
  3. Granting funding for applications for a series of events will be decided at the discretion of the Senate.
  1. Events that charge an admission fee must donate 100% of the proceeds to charity to be eligible to receive Event Sponsorship funding as mentioned in Section II.B.1.e.
  2. Funding for these events is highly discretionary.
  3. The term "charity" as it appears in these guidelinescannotapply to the student organization hosting the event.
  4. Documentation in the form of a letter or an invoice from the charity with a specific dollar amount is required by the end of the fiscal year.
  5. Failure to provide documentation may result in a suspension of future funding eligibility at the discretion of the Senate.

III.Travel Allocations

A.Process Overview

  1. In order to receive travel funding, an organization must file an application as legislation with the Senate. Funds will be distributed based on the following factors: (This list is illustrative, not exhaustive.)
  1. Cost breakdown submitted to FAC.
  2. Nature of travel (academic or leadership conference; other types of travel are at the discretion of FAC).
  3. Number of students attending.
  4. Number of members in the organizations.
  5. Location relative to the University of Tulsa.
  6. Benefit for the University of Tulsa and its students.
  7. Official conference or location information (as found in documents such as brochures or registration information).
  8. The organization’s purpose as stated in their constitution.
  1. An organization may receive up to $3,000 per academic year in travel funds.
  2. Applications for travel must be submitted at least 7 days before the proposed beginning of the trip
  3. An organization representative must be present at the FAC meeting and Senate meeting at which a Travel Allocation bill for that organization is under consideration before the appropriation may be approved. Failure to appear at the requisite meetings may result in removal from consideration, at the discretion of FAC and Senate.
  1. Additionally, the following applies:
  2. If the trip is open to all TU students:
  3. The trip must be advertised.
  4. This advertising must be in place at least 14 days prior to the date of travel.
  5. Travel with advertising not in place at least 14 days before the date of travel will automatically be considered closed.
  6. Exceptions to this rule may be granted by FAC up to 7 days before the date of travel.
  7. Advertising must reach a variety of studentsother than the organization’s members.
  8. Advertising must take multiple forms.
  9. The trip must have a sign-up process that does not favor any student over another.
  10. The trip must not be conditional on prior participation in the organization’s activities, unless the trip was advertised prior to those activities and the link between participation and eligibility to attend the travel was made explicit at that time.
  11. The trip must be of clear interest to a variety of students other than the organization’s members.
  12. If the event is not open to all TU students, an organization may only receive up to 50% of total expenses or $100 per person attending, whichever is greater.
  13. For organizations with mutually exclusive membership attending the same conference, the Student Association may provide up to $3,000 for the entire conference. Legislation for these organizations must be proposed to Senate at the same Senate meeting, and a representative from each organization attending the conference must attend the FAC meeting and the following Senate meeting together.
  14. The definition of open or closed shall be determined at the discretion of the Senate.

B.Use of Travel Funds

  1. No money for travel from SA may be used for the following: (This list is illustrative, not exhaustive.)
  2. Non-consumable goods that the organization will be able to keepand use again (i.e. shirts, video cameras, books, etc.).
  3. Conferences which do not comply with the University of Tulsa’s Equal Opportunity/Affirmative Action and harassment policies.
  4. Gifts, gift cards, awards, or prizes.
  5. Direct contributions to charity.
  6. Any goods purchased with SA funds cannot be donated to charity without significant student involvement, to be determined at the discretion of Senate.
  7. Alcoholic beverages.
  8. Operating expenses such as postage, stationary, telephone bills, or any type of maintenance service charge or other cost associated with the travel or conference arrangements.
  9. Retroactive expenses.
  10. Events (or conferences) other than those specifically mentioned in the bill.
  11. Expenses of an individual who is not a student at the University of Tulsa.
  12. Funding requests shall be budgeted using the categories that follow and are subject to the limits described below:
  13. Registration or entrance fees, to a maximum of $150 per person.
  14. Lodging, to a maximum of $40 per person per night.
  15. Transportation, to a maximum of $200 per person.
  16. If transportation is by personal vehicle, cost shall be calculated at the IRS standard mileage rate to a maximum of $200 per person.
  17. Food, to a maximum of $15 per person per day.
  18. Advertising, to a maximum of $30 for open travel applicants.
  19. Miscellaneous expenses for items not included in the above categories, to a maximum of $250.
  20. Funding for items listed in this category is highly discretionary.

IV.Apparel Allocations

A.Process Overview

  1. In order to receive apparel funding, an organization must file an application as legislation with the Senate. Funds will be distributed at the discretion of Senate based on the following factors: (this list is illustrative, not exhaustive)
  1. Cost breakdown submitted to FAC.
  2. Eligibility of the organization to receive apparel funding (see section B).
  3. Number of students receiving apparel.
  4. The organization’s purpose as stated in their constitution.
  1. Apparel funds will be limited to $20 per person receiving the apparel.
  2. An organization representative must be present at the FAC meeting and Senate meeting at which an Apparel Allocation bill for that organization is under consideration before the appropriation may be approved.
  3. The apparel must visually represent the University of Tulsa and Student Association in an adequate way. This can include:
  4. Logos
  5. Titles
  6. Other means
  7. The adequacy of this representation may be subject to Senate and/or University approval.
  8. In order to be considered by FAC and Senate, a graphic of the apparel design must be included with the Apparel Allocation application.

B.Use of Apparel Funds

  1. In order to receive funding for apparel, an organization must meet all of the following requirements, as determined at the discretion of Senate:
  2. The organization must represent the University of Tulsa in a way that is competitive in nature.
  3. Competition must take place on an ongoing, public platform.
  4. Organization events and competitions must reach beyond the University of Tulsa campus and community.
  5. No money for apparel from SA may be used for the following:
  6. Apparel not worn while competing.
  7. Apparel only worn on the University of Tulsa’s campus, unless proven to reach outside of the TU community.
  8. Apparel found to be inappropriate or misrepresentative of the University of Tulsa.
  9. Apparel that does not include the University of Tulsa and Student Association logos.

V.Use of Student Association Funds

  1. Organizations that receive SA funding must submit receipts for expenses to the University within 30 days of the date on the receipts. Questions regarding submission of receipts must be directed to the FAC Chairperson or SA Treasurer.
  2. Organizations that receive SA funding may be subject to arbitrary or systematic audits of funds and receipts.
  3. If any organization misrepresents itself in any fashion in order to receive SA funds or misuses SA funds, all SA money received by the organization for the funding period shall be returned immediately to SA upon request of the SA Treasurer.
  4. If an organization’s charter is revoked for any reason, the organization may be required to return all or part of SA funds received during that year. The organization may then be suspended from receiving and applying for any type of SA funding for the next academic year.
  5. Funds allocated to an organization must be spent during the fiscal year granted. Unused SA funds will be returned to the SA account at the end of the fiscal year, or at the discretion of the Treasurer.
  6. FAC shall have the power to enact procedures necessary for execution and enforcement of the FA Guidelines.

VI.Maintenance of Records

  1. Records of all financial legislation shall be maintained by the Student Association for a minimum of five years from time of introduction of said legislation.
  2. Organizations shall maintain records of all expenditures made with SA funding for a minimum of one year from the time said funding has been approved.

VII.Effective Date of Changes

Any changes made to the monetary caps or event caps shall not become effective until the beginning of the University’s next fiscal year.

VIII.Supervision of Student Association Funds

  1. All expenditures and transfers of funds out of any Student Association account in excess of $500 must first be approved bythe Treasurer prior to the expense or transfer being made.
  2. The Treasurer of the Student Association shall have the authority to deny any expense or transfer that is not in line with the Student Association budget, as approved by the Senate.

Appendix A: Student Attendance Brackets

Projected Student Attendance / Bracket / Maximum Amount Eligible
1-4 / A / $28
5-9 / B / $63
10-14 / C / $98
15-21 / D / $147
22-28 / E / $196
29-36 / F / $252
37-45 / G / $315
46-54 / H / $378
55-64 / I / $448
65-76 / J / $532
77-87 / K / $609
88-100 / L / $700
101-114 / M / $798
115-128 / N / $896
129-143 / O / $1001
144-159 / P / $1113
160-175 / Q / $1225
176-193 / R / $1351
194-211 / S / $1477
212-230 / T / $1610
231-250 / U / $1750

*IMPORTANT: In order to apply for attendance above this amount, you must have conclusive historical or statistical evidence of a higher attendance number. *