MANAGING YOUR BUDGET

MICHAEL MANCINOS T U D E N T S E N A T E T R E A S U R E RM A N C M I 0 1 @ G E T T Y S B U R G . E D U

“be cow-ful about spending allocated funds”

“cock-a-doodle do the right thingand follow the bylaws of the constitution”

WHAT IS THE BMC?

The Budget Management Committee is an executive committee of the Student Senate that reviews, approves, and recommends or rejects budgets presented by Senate recognized clubs and organizations.

BMC MEMBERSHIP

The BMC is composed of at least four senators and no more than eight.

The Student Senate Treasurer is the chair of the committee.

As of Fall 2015, any club representative (non senator) is able to join a senate committee.

BUDGET HEARINGS

Budget hearings occur throughout the semester twice a week. Mondays and Tuesdays in CUB 251. This is the time for clubs to request funds for all of the events they are going to have throughout the semester.

BASE BUDGETS During the first two weeks of classes, a $100.00 base budget is given to all clubs, no questions asked. After this period ends, base budgets must be approved by the entire senate.

REQUESTING A BUDGET

Schedule a meeting with the BMC using Google Docs. https://docs.google.com/spreadsheets/d/1k6KjWhIgJ2uzBcnq0DnLSaTQSwc0JZt3gKbAd4IUcks/edit#gid=0

To submit your budget to the senate, visit the senate site, and click “committees” on the left side, and then the “budget request” link. It will open an excel document that you must email to the treasurer. mancmi01@gettysburg.edu http://www.gettysburg.edu/about/offices/college_life/osagl/student-activities/studentsenate/index.dot

CAN I PUT THIS IN MY BUDGET?

Nooooo you can’t. Sorry.

Food for weekly club meetings International air travel Decorations, posters, handouts (will not be

recommended by the BMC, but may be approved by the full senate)

Guest speaker’s food, travel, and accommodations

CAN I PUT THIS IN MY BUDGET?

Yes! Events open to the entire campus Conference fees Club projects Speaker fees

DOWN TO THE CENT When creating a budget for the BMC, please make sure your numbers are down to the cent. No guesses. For example, if you need 5 pizzas for an event, you must call the pizzeria and get an exact cost.

CO-SPONSORSHIP For large events or expenses, clubs are encouraged to seek funding from other sources. We think this shows that a club is being fiscally responsible, and that they are willing to engage with others in the campus community to host an event successful. Clubs will be asked if they have sought additional methods of funding.

AT THE BMC MEETING

BMC Meetings usually take no more than 10 minutes. You will present your detailed budget to the committee, then you will step out of the room so that the committee can discuss your club’s budget.

APPROVED, REJECTED, OR ADJUSTED If your club has requested less than $500 during the semester, and meets all requirements, the BMC can approve it without senate approval. If your request breaks a guideline of the BMC, it will either be rejected or tabled until a later date.

REQUESTS OVER $500 If the BMC finds that your budget does not break any budgetary rules, your budget will be sent to the full Student Senate for a vote of approval This process will take at least a week after your initial BMC meeting. You will need to be present at the Senate meeting to present your budget to the full Senate and to answer questions from the senators.

TRANSPORTATION

If you need Gettysburg vans for an event, please look into finding a member of your club who is certified to drive it him or herself. This usually takes around half the price off of the total.

WHAT HAPPENS AFTER YOUR MONEY IS APPROVED? You will be able to spend what the BMC allotted to your club. Credit cards and checks are available for club expenditures. No cash. NO REIMBURSEMENTS. In order to access your money, you will need to visit Katherine Flynn in the College Life office.

USING THE CREDIT CARD There are only 6 credit cards for club use. $300 spending limit per card. $2,000 spending limit per month per card. If you have an event planned that will be using over $300 for a transaction, you should coordinate with Katherine Flynn no less than 5 days in advance.

REQUESTING A CHECK Often used for speaker fees. Checks take at least 2 weeks to process. All check requests need to be given to Katherine Flynn in advance. Contracts for speakers are reviewed by the office of Student Activities.

REIMBURSEMENTS You CAN be reimbursed but it is a LAST MEASURE! The office will only grant reimbursements in case of emergency. KEEP RECEIPTS/documentation of purchase. Make sure purchase was part of your club’s approved budget. No reimbursements will be given out before your club’s budget is approved by either the BMC/Senate.

KEEPING CLUBS ACCOUNTABLE

The BMC has the ability to audit any club at any time if we feel that a club has misappropriated or overspent its funds. There are punitive measures. A club could lose its ability to be funded by the senate, or lose recognition.

MORE ABOUT WHAT COULD HAPPEN

Periodical budget reports will be read before senate. This tells the senate how much a club spent and how much of its budget is left. This reates more transparency for the senate and for clubs.

ON A LESS SERIOUS NOTE The primary goal of the senate is to make sure that every student has the ability to start a club, host events, and have the best experience as possible. Don’t be worried to make a request from the senate for your club. Although the BMC must strictly follow the constitution, we try to be understanding and fair with giving out money.