Financial

From the constitution:

Article XIV: Altering the Activity Fee

In order to alter the student activity fee, the entire student body must have the opportunity to vote in favor or against the proposed changes. The majority vote of the students will be held binding on the Student Association. The Student Association will honor the reasons for which the students changed the activity fee.

From the bylaws, last updated Summer 2008.

Article X: The Budgetary Process

Section 1

The Student Association Budget shall run yearly from July to June of the following year. The Budget and Finance Committee will prepare a budget for Senate review no later than the third (3rd) week in April.

Section 2

The structure of the budget shall be as follows: The total sum of the budget shall be allocated into these three areas:

1. Level One Operations
2. Services Board (The Services Board shall include S.A. services as determined by the Executive Board.)
3. Council of Organizations

Section 3

The Budget shall be approved by the Senate and then sent to the President of the college for review and approval.

Section 4

Unappropriated monies within the budget shall be under the purview of the Senate. Motions to spend such monies may be referred to the Budget and Finance Committee for its recommendation.

Article XV Budget and Finance Committee Bylaws

Section 1

1. Student Activity Fees will not be used for any activity or program that is not open to all Student Activity Fee-Paying Students.

Section 2

1. The Chief Fiscal Officer holds sole signatory authority within the Student Association on any legally binding contract for Student Association Funds.

Section 3

1. It is strongly suggested that all funds not encumbered by Student Association Organizations be carried over to each respective organization's account in the next fiscal year.

Section 4

1. Moneyed referenda are advisory and non-binding upon the Student Association and it's Budget and Finance Committee.
2. Moneyed referenda shall take place via constitutionally mandated processes.

Section 5

1. A constant sum of $50,000 shall be held in an interest bearing account, to be made available in the event of a delay in the activity fee collection process.
2. Excess funds not required for current budgeted expenditures may be invested, but such investments shall be limited to those that guarantee the preservation of principal, in accordance with SUNY Board of Trustees Guidelines.

Section 6

1. All clubs that become expelled shall forfeit all unencumbered funds in their account.
2. Upon expulsion the unencumbered funds will be placed in the unappropriated budget line, to be allocated by the Student Senate.
3. The Budget and Finance Committee may make recommendation on how these funds should be allocated.

Section 7

1. Organizations funded by the Student Association may not charge dues to their members, nor require them to pay dues to affiliated organizations.
2. Voluntary donations to the organization are acceptable.

Section 8

1. All funding requests, either from Programming and Conference contingency accounts approved by the Budget and Finance Committee or Student Senate, or from line item budgets, must be consistent with the Charter of the requesting club or organization.
2. The Chief Fiscal Officer of the Student Association will determine the aforementioned consistency prior to signature on any documentation, the decision of the C.F.O. is appealable to the Budget and Finance Committee.
3. The decision of the Budget and Finance Committee is appeallable to the Student Senate.
4. The Chief Fiscal Officer can remand the approval of funding to the Budget and Finance Committee at their discretion.
   Fund requests in excess of $3,000 from the General Programming line or $750 from the Conference Line will require a three minute oral presentation to the Budget and Finance Committee on behalf of the requesting Club or Organization.
5. All Clubs or Organizations requesting funds from the Budget and Finance Committee will be allowed up to three minutes to present their request.
6. Conference Requests will not exceed $1,800 at the rate of $300 per person, must be accompanied by a formal conference agenda, registration forms, and be filed within 21 days prior to departure. Filing less than 21 days prior to departure will require a 2/3 vote of the Budget and Finance Committee for approval to be considered.

Section 9

1. In the case of a charge for Activity Fee funded events, Students will not be charged more than fifty percent of the Admission Price for non-students.
2. Pre-numbered tickets shall be used to keep accurate accounting of attendance and money collected.
3. The Chief Fiscal Officer or Budget and Finance Committee Member Designee will be responsible for the collection and deposit of funds.
4. Proceeds from programs funded through general programming contingency will be equally deposited into:
   1. General Programming.
   2. Equal division of Co-Sponsoring Organization Accounts.

Section 10

1. At the close of each fiscal year, prior to the writing of the Student Association Budget, Organizations shall submit for review to the Budget and Finance Committee requests for:
   1. Programming Line - requests for estimated amount of programming and approximated costs, either as the main sponsor or within co-sponsorship.
   2. Conference Line - detailed requests for planned conferences, including anticipated attendance, previous registration fees, and any relevant conference documentation. These requests must be made in accordance with the rules outlined in the conference rules as offered by Section Eight Sub-section two.
   3. Equipment Line - anticipated equipment maintenance and replacement necessities, comparative pricing is required.
   4. Discretionary Line - estimated itemized requests for operational purchases.
2. Organizations wishing to be considered for a line item budget must have had their charter forms approved prior to the semester during which their budget is considered unless an appeal is granted by the Student Senate.
   1. The Student Senate may override, by 2/3 majority vote, the statute stipulated in Section 10, Subsection B.
      
      1. Organizations will only be granted an appeal if line item funding is integral to its operation and existence.
   2. If line item consideration is granted by the Student Senate the Organization's line item request will be deferred to the Budget and Finance Committee for further review. Such Organizations will still be subject to the budgetary process as outlined in the SUNY New Paltz Student Association Bylaws and Constitution.
3. All Line-Item Organizations seeking funding from either General Programming or the Conference Line must give a presentation to the Budget and Finance Committee as per Article XV, Section 8, Subsections e & f of the Student Association By-laws.

Section 11

1. The Chief Fiscal Officer or Budget and Finance Committee may consider and approve deposits for services on a case by case basis.
2. A maximum deposit of 50% of the entire fee can be made, provided said fee is specified in the sales agreement or contract.

Section 12

1. Reimbursable expenditures must be approved by both the Account Treasurer of the requesting Club or Organization, as well as the Chief Fiscal Officer.

Section 13

1. All line item Clubs and Organizations must send any number of account signatories to the aforetitled meeting.
2. The aforementioned meeting will be organized, planned, and facilitated by the outgoing Chief Fiscal Officer and Budget and Finance Committee meeting, in coordination with the incoming Chief Fiscal Officer, directly after the Spring Election.

Section 14

1. The Budget and Finance Committee shall hold a budget-writing meeting at least six weeks prior to the close of each Spring semester.
2. The budget-writing meeting shall take place on the SUNY New Paltz Campus in full and open view of the student body and all other interested public.
3. The budget-writing meeting will take place under the observation of the most recent version of Roberts Rules of Order.
4. Any member of the Budget and Finance Committee whom is unable to attend the budget-writing meeting will be removed from said Committee.

Section 15

1. Stipends - The Stipend Line will be distributed to the Executive Board and Legislative Chairs, to be further allocated by the Executive.
   1. 2.5% of the Student Association Budget will be allocated to stipends for Student Government officers.
2. Programming Contingency - 4% of the total Student Association Budget will be held in account for programming, primarily for Clubs and Organizations without line item budgets, Line Item Clubs and Organizations will not be refused access to this line.
3. Conference Contingency - 2% of the total Student Association Budget percentage will be held in account for conferences, primarily for Clubs and Organizations without line item budgets, Line Item Clubs and Organizations will not be refused access to this line.
4. New Organization Fund - $3,000 will be held in account for new organizations, said funds will be allocated at an amount of $50.00 per semester for the purpose of facilitating publicity and operations. Expelled clubs are not eligible for funds in the current year of which they were expelled.

Section 16

1. A conference shall be defined as any event or gathering which is coordinated by an organization or body external to the SUNY New Paltz Student Association.