Student Clubs and Organizations

Financial Policies and Procedures

As a part of its overall educational mission, the College of Southern Maryland allows registered student organizations the privilege of collecting and managing funds for organizational programming. Funds allocated to or collected by registered student organization are college funds and subject to college policies and procedures.

As part of the Student Life Department registration procedure, all registered student organization and their officers, or responsible members, agree to abide by Student Government Association (SGA) and college policies governing student activities. Accordingly, the following policies/ procedures have been establish to govern all financial involvement of registered student organizations.

Budget Board Rules and Regulations

1. Allocation of funds shall be for the period of July 1 to June 30 of the current fiscal year.
2. Membership to any club financed through the SGA, or registered through the Student Life Department, must be open to all students at all times. Club meetings must also be open to all students at all times.
3. The entire student body is eligible to participate in any activity financed through the student activity fee.
4. Organizations are not eligible for an allocation from the student activity fund unless their membership or philosophy does not imply bias on ground of gender, sexual preference, race, age, color, religion, handicaps, or national origin.
5. Any group meeting one or more of the following criteria will not be eligible to receive SGA funding:
• Religious organizations.
• Political groups whose function involves partisan activities, or supporting the campaign of a candidate for an off-campus public office.
• Issue- oriented groups that do not present equal representation of all sides of an issue.
6. Money will not be budgeted for equipment, supplies or programs whose primary use is for classroom instructional purposes.
7. No person using student funds shall have any interest in or derive any profit from any contract or purchase from such accounts.
8. Advisors and coaches will not be paid from student activities fees for contracted services rendered to student clubs and organizations.
9. Employees of the college may not be paid honoraria from student activity fee revenues.
10. The organization, with the assistance of the Student Life Department, must maintain detailed records of all their financial transactions.
11. All contractual obligations involving student organization must be completed and authorized through the Student Life Department. Contract and rider forms must be submitted for all performers or speakers. Only the Director of Student Life may make exceptions.
12. An organization may not commit monies for the next fiscal year until its budget has received final approval.
13. Funds allocated to an organization may not be spent until the monies are actually deposited into the account of the organization. Only the Director of Student Life may make exceptions.
14. Members of an organization may not incur financial obligations that will bind subsequent fiscal years. The Director of Student Life may only make exceptions.
15. When a club or organization is requesting funds of any type, they must have a personal representative present at the meeting in which their budget is being is brought up and/or reviewed.
16. An authorized student officer and the organization’s advisor must sign all budget requests and transfer requests.
17. Primary budget allotments for the current fiscal year will be based upon commitments to present ongoing college programs. The extent to which a new program or organization will positively impact the college community is the major consideration in funding its activities.
18. Decision concerning monies allocated by the SGA’s Budget Board will be given within a three-week period.
19. The Budget Board will recommend a budget for SGA. Approval will take place by the end of June.
20. The SGA, in conjunction with the Student Life Department, will be responsible for the administration and implementation of the Budget Board’s allocations and policies.
21. A 10 percent minimum portion of the total Student Activity Fees will be placed into a contingency fund to be carried over to the succeeding fiscal year.
22. Any activity, program, or club that does not abide by these policies will not receive funds, and will be automatically cut off from using funds already received.

General Policies

1. All SGA funds come under the general supervision of the Director of Student Life
2. All expenditures must be approved by the Director of Student Life (or designee). Any expenditure over $50.00 that was not included, as part of the approved budget must also be approved by the SGA.
3. All requests for funds must be submitted to the Student Life Department in writing. Any requests requiring SGA approval must be submitted at an SGA meeting at least two (2) weeks prior to when the funds are needed.
4. A separate form must be completed with the necessary signatures for each check requested.
5. In the event the payment request involves travel, please list the names of each participant and have them fill out a Student Activity Release form. Return yellow and pink copies to Student Life Department before the trip.
6. Request a college tax exemption certificate if you will be purchasing taxable items. Tax cannot be reimbursed.
7. For complete financial policies and procedures, contact the Student Life Department, 301-934-7508.