The SGA Budget Process
(as written within the SGA Bylaws)
Title 7. - Fiscal Structure and Policy
Article I. Classification of Student Organizations
Section 1. The Classification Structure and Purpose
There shall exist six (6) organizational classes into which each undergraduate student organization, with the exception of the Undergraduate Student Government Association, shall be classified.
- Upon recognition, each student organization shall be classified by the Committee on Appropriations with approval of the Senate according to the purpose and constitution of said organization.
- All organizations recognized by the college shall be considered Undergraduate Student Government Association member organizations, eligible to apply for Undergraduate Student Government Association funding one year after the date of official recognition.
- The Undergraduate Student Government Association shall not be classified into any of the six (6) organizational classes, as it is responsible for creating and maintaining this fiscal structure.
- In order to receive funding from the Student Government Association, an organization must have fulfilled the requirements of SOC and SAO recognition outlined below.
- The requirements for SOC recognition shall be determined by the SOC committee.
- The requirements for Student Activities Office (SAO) recognition shall be for each organization to have an updated version of their constitution, including an SOC enabling clause, a completed anti-hazing form with all members' signatures, and a list of all members of the organization, including those in executive position.
- Upon completion of these requirements and those concerning budgetary processes outlined in Article III, Section 2 of this title, the Senate shall oversee all issues concerning funding.
Section 2. The Classes.
- Those organizations open to all Worcester Polytechnic Institute undergraduate students which focus on a specific area of interest shall be members of Class I.
- Hobby-related, ethnic, religious, political, social and academic/professional organizations unaffiliated with international, national, regional, state, or local organizations shall be considered to focus on specific areas of interest.
- Class I organizations shall be entitled to a yearly budget and special funding as allocated by the Senate.
- All budgets awarded to Class I organizations will be allocated out of the Student Life budget apportioned for the support of student activities.
- Those organizations open to all Worcester Polytechnic Institute undergraduate students and classified as club sports by the college shall be members of Class II.
- Class II organizations which do not have a varsity or junior varsity equivalent who have completed procedures to be recognized as a Class II Organization and are not funded by the Athletic Department shall be entitled to a yearly budget and special funding as allocated by the Senate.
- All budgets awarded to Class II organizations will be allocated out of the Student Life budget apportioned for the support of student activities.
- Those organizations unaffiliated with international, national, regional, state, or local organizations and open to all Worcester Polytechnic Institute undergraduate students and whose primary purpose is to provide programming, publications, and/or services open and available to the entire undergraduate student body shall be members of Class III.
- Programming for the entire undergraduate student body shall be defined as programs which educate, entertain, and/or expose students to the arts.
- Class III organizations shall be entitled to a yearly budget and special funding as allocated by the Senate.
- All budgets awarded to Class III organizations will be allocated out of the funds collected through the undergraduate Social Fee.
- Those organizations open only to certain segments of the Worcester Polytechnic Institute student body.
- Class IV organizations shall be entitled to approach the Senate for moneys for specific programming needs provided no other funding source exists and the activity or program is open to the entire undergraduate student body.
- All fraternities and sororities shall be members of Class V.
- Any student organization wanting to be Class V must be externally incorporated and have a federal tax identification number.
- Only Class V organizations are allowed to hold bank accounts outside of The University's Accounting Office.
- Class V organizations will be eligible for special funding as determined by the senate.
- All organizations recognized by the SOC and have not yet applied for reclassification shall be classified here.
- Organizations in this class may apply for reclassification between twelve (12) and eighteen (18) months from the date of recognition by the SOC.
- If after eighteen (18) months there has been no application for reclassification of the organization submitted to the Senate, then the organization will become once again unrecognized. The Treasurer will make it known to the Senate during his report at the next available meeting.
Section 3. Appendix.
There shall exist an appendix to this article, maintained by the Committee on Appropriations, which lists all recognized student organizations according to their classifications.
Article II. Organizational Class Finance Committees (OCFCs).
Section 1. Membership.
- There shall exist three (3) Organizational Class Finance Committees, herein referred to as Organizational Class Finance Committees, one designated for each organizational class as defined in Article I of this Title. Each Organizational Class Finance Committee shall be presided over by the designated Assistant Treasurer, as defined in Article I of Title 6, and shall consist of eight (8) representatives from organizations within the corresponding class.
Election of Organizational Class Finance Committee Representatives.
- Nominations for Organizational Class Finance Committee representatives will occur no later than the third week of B-term.
- Each organization within a particular class may nominate one (1) member of that organization as an Organizational Class Finance Committee representative for that class.
- Neither the Undergraduate Student Government Association Treasurer nor any of the four (4) Assistant Treasurers may serve as an Organizational Class Finance Committee representative.
- The names of nominees will be collected and a lottery conducted by the Assistant Treasurers to determine the eight (8) Organizational Class Finance Committee representatives in each class no later than the fourth week of B-term.
- In the event that less than eight (8) names are submitted, each organization will be asked to submit a second name, and a second lottery will be conducted to bring the number of representatives to eight (8).
- An Organizational Class Finance Committee representative who fails to attend two (2) consecutive meetings of the committee will be removed from the committee and replaced by a new representative appointed by the Assistant Treasurer.
Section 2. Duties of Organizational Class Finance Committee Representatives.
- Attend all meetings and training sessions of the appropriate Organizational Class Finance Committee.
- Serve as a voting member of the appropriate Organizational Class Finance Committee.
- Be familiar with the Fiscal Structure and Policy outlined herein.
Section 3. Duties of the Organizational Class Finance Committee.
- Review budget proposals from organizations within the appropriate class.
- Recommend to the Committee on Appropriations a budget for each organization within the class.
Article III. Budgetary Policy.
Section 1. Fiscal Year.
- The fiscal year for the Undergraduate Student Government Association and all member organizations will be from July 1 through June 30 of the subsequent year.
Section 2. Budgets.
- Budget packets will be distributed to student organizations during the first week of B-term.
- Completed budget packets are to be returned to the Undergraduate Student Government Association Office on or before the final day of B-term. Budget requests submitted after this time will not be considered under any circumstances.
Organizations requesting budgets shall provide the following along with the completed packet:
- a fiscal proposal for the upcoming academic year,
- a detailed explanation of funds requested for each budget line,
- a current list of active undergraduate members, where active membership is defined in the packet.
- Officers of student organizations should check with the Club Sports Office (Class II) or the Student Activities Office (Classes I & III) to ensure that a list of capital equipment owned by the group (any items worth more than one-hundred dollars ($100.00)) and a current copy of the organization's constitution are on file in one of those offices.
- The Student Activities Office must have all documents readily on file in accordance with Article I, Section 1 of this title.
- Budget hearings with each organization shall take place with the respective Organizational Class Finance Committee during C-term. Organizations will be officially notified of budget hearings at least one (1) week in advance.
- Each Organizational Class Finance Committee shall submit its budget recommendations to the Committee on Appropriations by the fifth week of C-term.
- The Committee on Appropriations shall present the total recommended budget for each class to the Senate for approval at the first meeting of D-term.
Section 3. Budget Hearing and Review.
- The Organizational Class Finance Committee will meet with each organization for the purpose of reviewing the requested budget.
- The Organizational Class Finance Committee will decide how each item in the organizations budget fits into the budgeting priorities established by the Committee on Appropriations.
- The Organizational Class Finance Committee shall review the organization actual expenses for the last fiscal year and insure that the proposed budget is in line with pervious spending.
- D. Upon the completion of all budget hearings, the Organizational Class Finance Committee will propose to the Committee on Appropriations a total class budget which is within the financial constrains established by the Committee on Appropriations.
E. Budgetary Status. All organizations of WPI shall be classified by the following five (5) categories.
- Full Budgetary Status - An organization having been SOC recognized and SAO approved in accordance with this title shall be known as having Full Budgetary Status, and is eligible for additional funding if necessary.
- Zero Budget Status - An organization having been SOC recognized and SAO approved, submitted a budget and having been approved in accordance with this title, having a budget of zero dollars ($0.00), shall be known as Zero Budget Status and is eligible for funding pursuant with Article IV, Section 6 of this title.
- Pending Budgetary Status - An organization who is in the intermediate stages of any or all of the requirements outlined above and has received SGA funds within the last fiscal year shall be known as Pending Budgetary Status and can not receive funding until completion of all of the requirements listed above.
- Non Recognition - An organization having not been recognized by SOC, and not been approved by SAO, and/or having not submitted a budget, shall be known as Non Recognized and is not eligible for SGA funding until the following fiscal year after all requirements are met.
- Recognized But Not Budgeted - An organization having been recognized by the SOC committee and having fulfilled the SAO requirements and not budgeted by SGA shall be known as Recognized but not Budgeted and is eligible for Special Funding pursuant to Title 7, Section 6A, Line 1 of the Student Government Association Bylaws.
Article IV. Fiscal Policy.
Section 1. Appropriate Usage of Undergraduate Student Government Association Funds.
- Funds should be spent out of the most appropriate budget line even it that particular line did not receive a budget.
- Undergraduate Student Government Association funds may not be used to purchase alcohol or any illegal substances.
- Any unused funds budgeted to student organizations through the Undergraduate Student Government Association will be returned to the Undergraduate Student Government Association Treasury at the end of the fiscal year.
- No Undergraduate Student Government Association-budgeted organization may hold and maintain an account outside of the Worcester Polytechnic Institute accounting system.
- All Undergraduate organizations recognized by SOC and the Senate must maintain all financial accounts within the Worcester Polytechnic accounting system except those organizations classified as members of Class V, who may maintain accounts outside of Worcester Polytechnic Institute accounting system.
- No Undergraduate Student Government Association-budgeted organization may have a negative balance in their account at the end of the fiscal year.
Section 2. Expenditures.
- There will be no reimbursement for personal expenditures related to an organization in excess of fifty dollars ($50) unless authorized in advance by a member of the Committee on Appropriations. Undergraduate Student Government Association will not authorize any personal expenditure exceeding one-hundred dollars ($100.00) per the policy of the Worcester Polytechnic Institute.
- Transportation expenses will be reimbursed on a per mile basis from organizational funds at a rate established by the Committee on Appropriations and approved by the Senate prior to the budgeting period for each fiscal year.
- For any convention or conference, Undergraduate Student Government Association funds may only be used to pay for official transportation costs, registration fees, and accommodations.
Section 3. Fund-raising.
- Organizations in Classes I, II, and IV shall abide by the fund-raising policies outlined in this section.
- Organizations are encouraged to hold fund-raisers whenever possible.
- Any organization wishing to hold a fund-raiser shall fill out the "Undergraduate Student Government Association Fund-raiser Registration Form" and submit it to the Assistant Treasurer of the appropriate class or the Undergraduate Student Government Association Treasurer no less than two (2) weeks prior to the planned start of the fund-raising period.
- Any organization wishing to sell items in the Daniels' Mailroom or Wedge area must secure permission from the Student Activities Office prior to submitting the above form.
- Organizations wishing to hold a raffle or casino night must first obtain permission and the necessary forms from the Student Activities Office prior to submitting the above form.
- After the completion of each fund-raiser, organizations must submit a final report as described on the "Undergraduate Student Government Association Fund-raiser Registration Form" no later than two (2) weeks following the end of the fund-raiser.
Section 4. Deposits.
- All of an organization's fund-raised moneys must be deposited in the fund-raising budget line of the organization's Worcester Polytechnic Institute account within three days of the activity. Fund-raised moneys are those moneys collected by an organization after a fundraising event that are over and above the costs incurred in producing the event.
- Organizations which wish to keep a petty cash box may do so only with prior approval of the Committee on Appropriations. Petty cash accounts will be established by filling out a check request for petty cash and will not exceed one-hundred dollars ($100.00). All receipt from petty cash purchases shall be kept in the box and be turned in with a check request to replenish the petty cash. At any time the total of all moneys and receipts in the box should equal the original amount of the account. This policy shall be in line with the Worcester Polytechnic Institute policy on petty cash.
- All funds raised by an organization belong to that organization, and cannot be reclaimed by the Undergraduate Student Government Association unless an identifiable debt is owed.
Section 5. Student Government Reserve (SGR)
There shall exist a reserve designated as the Student Government Reserve. Moneys deposited in the SGR shall be any surplus of funds from the moneys used to budget Student Government member organizations and any unused funds which have been reclaimed at the end of each fiscal year. The moneys in the SGR shall be available for allocation by the Senate at the direction of the Committee on Appropriations. All funds awarded in accordance with Section 6 of this article shall be drawn from the SGR. Any allocation out of the SGR which exceeds five-thousand dollars ($5,000.00) shall require a two-thirds (2/3) vote of the Senate for passage.
Section 6. Special Funding.
Types of Special Funding
- Supplemental Funding - If an Undergraduate Student Government Association-budgeted organization finds that during the course of the fiscal year it has insufficient funds to carry out its planned activities and/or its constitutional obligations, or if it has need to acquire, repair or replace equipment or materials, then that organization may approach the Undergraduate Student Government Association for supplemental funding. Supplemental funding will be limited to five-thousand dollars ($5,000.00).
- Emergency Funding - If an Undergraduate Student Government Association-budgeted organization is faced with a situation in which it can no longer operate due to lack of funds, that organization may approach the Undergraduate Student Government Association for emergency funding. Emergency funding is an allocation of funds to an organization to allow it to resume proper operation. Emergency funding shall be limited to only those funds that permit an organization to operate at a base level.
- Program Funding - Any Class I, II, or IV Organization planning an event or program open to the entire Worcester Polytechnic Institute community may approach the Student Government for program funding in an amount exceeding that available from any other funding source. Requests may be made to cover contract costs, publicity costs, custodial or support services (sound and lights, campus police, &c.) costs. Program funding will be limited to twenty percent (20%) of the most current balance in the SGR.
- Capital Funding - If an Undergraduate Student Government Association-budgeted organization has the need to purchase articles with a value which exceeds an organization's ability to purchase within the budget of one fiscal year and/or the level set on supplemental funding, that organization may approach the Undergraduate Student Government Association for capital funding. Capital funding requests will be accepted in accordance with the timeline established by the Committee on Appropriations.
Procedure for special funding.
- Organizations requesting special funding must fill out and submit to the Student Government Association Treasurer a "Special Funding Requisition Form". Included with this form must be a complete breakdown of the request.
- At the next regular meeting of the Committee on Appropriations, a hearing will be conducted with representatives of the organization. The Committee on Appropriations will determine if the proposal constitutes program, supplementary, emergency or capital funding.
- The Committee on Appropriations shall have the right to negotiate the request amount with the organization but may only change the request amount if the organizational representatives concur. The Committee on Appropriations shall also have the right to recommend an amended amount to the Senate, but if the organizational representatives do not concur, such an amendment must be formally voted on upon the Senate Floor.
- Following the hearing, the Treasurer shall have the bill scheduled on the agenda for the next Senate meeting.
- At the Senate meeting, the Special Funding Bill shall be moved by the appropriate Assistant Treasurer. Prior to any vote, the Student Government Association Treasurer shall report the recommendation of the Committee on Appropriations and the current available balance of the Student Government Reserve.
- In the case that a special funding request exceeds five-thousand dollars ($5,000.00), funds will be awarded upon the passage of a two-thirds (2/3) vote of the Senate. All other allocations shall only require a majority vote of the Senate.
- Moneys awarded in the special funding process are subject to the review of the Committee on Appropriations.
- Denied requests may not be resubmitted in part or in whole by either the original organization or another organization. This rule may be waived by a majority vote of the Senate.
- Supplemental and emergency funding requests relating to the operation of the Undergraduate Student Government Association shall be taken from SGR upon approval of the Senate per the recommendations of the Committee on Appropriation