manual on financial affairs

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Manual on Financial Affairs February 2018

Contents:

Student Activities Fee - 1

Other Funding Sources – 2

Line Item and Documentation Guide – 3

General and Non-Specific Discretionary Guidelines - 7

On-Campus Resource Index - 11

Other Financial Affairs Resources:

Vice President of Financial Affairs:

Alia Abdelkader

[email protected]

0208JJ Adele H. Stamp Student Union

College Park, MD 20742

Financial Affairs website:

ter.ps/sgafinance

Office hours listed on homepage each week

Publications:

• OrgSync Budget Management System Instruction Manual (step-by-step process of

applying for SGA funding)

• SORC Financial Services Manual (your guide to spending funds allocated by the SGA)

Student Activities Fee:

The Student Activities Fee (SAF) is one part of the package of mandatory fees that are collected

from each undergraduate student. The appropriation of the SAF is entrusted to the Student

Government Association (SGA) in order to fund and support programs and initiatives that are

undertaken by undergraduate students. This is accomplished by recognizing student groups

whose missions are aligned with the stated goals and objectives of the SGA. The SGA seeks to

support non-exclusionary programming that enhances the University of Maryland community

and the overall student experience.

The responsibility of fairly and equitably distributing the SAF is delegated to the Committee on

Financial Affairs, which implements and oversees a monthly SAF allocation process. In order to

balance the total amount of requested SAF funds and the total amount of available SAF funds,

the Finance Committee establishes discretionary guidelines and standards that apply generally to

all allocation decisions. That is, the decision on whether or not to fund items for a requested

program will never be determined based on the mission or values of the group itself. As long as

mailto:[email protected]

http://www.umdsgafinance.weebly.com/

https://umdsgafinance.weebly.com/uploads/3/4/6/3/3463210/orgsync_bms_instruction_manual.pdf

http://thestamp.umd.edu/Portals/0/Documents/SORC/SORC%20Financial%20Services%20Manual.pdf

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the program is relatable to the SGA-recognized mission statement, the application will be

reviewed along the same parameters as all other applications.

Both the SGA and Student Groups are responsible for the use of the SAF. These expectations are

laid out in the SGA Bylaws: Article VII, Section 1:D, Section 2, and Section 4.

Other Funding Sources:

University offices and units:

Consult your advisor for the most appropriate academic department, program, or any unit that

may have funding available to provide to student groups for co-sponsored programming. Each

unit will have their own standards and requirements for requesting funding.

SEE Review Board:

Co-sponsorship with the Student Entertainment Events.

SEE Co-Sponsorship Director

(301) 314-8498

[email protected]

www.see.umd.edu/co-sponsorship

Pepsi Enhancement Fund:

Through the Pepsi Enhancement Fund, $50,000 is available each semester to student groups,

departments and offices to underwrite the cost of programs that broadly affect the campus

population.

Donna Lim

[email protected].

www.thestamp.umd.edu/pepsi

Hoff Theater Program Funding:

Each semester, $20,000 will be available to enhance programming efforts in this particular

venue.

Donna Lim

[email protected]

https://stampunion.umd.edu/hofffunding/

Group Help:

Funding of up to $1,500 per group per semester. Events or programs must have already been

applied for in a regular funding allocation period. These funds are designed to cover last minute

or unexpected expenses for a pre-planned program. Available to any certified President and/or

Treasurer on SGA’s OrgSync portal.


http://www.see.umd.edu/co-sponsorship


http://www.thestamp.umd.edu/pepsi


https://stampunion.umd.edu/hofffunding/

3

Line Item and Documentation Guide:

Documentation is meant to provide evidence from the source of the product or service that the Cost

requested is the actual cost incurred. Documentation must be one of the following (listed in order of most

effective documentation):

General Documentation Requirements:

For Services Rendered:

• An Invoice that is clearly authored by the service source (DG: 0001-09201301) OR

• An unsigned contract detailing the service name, phone number, and email address as well as the

specific service and dates for the service to be provided (DG: 0001-12201602)

For Products to be Purchased • An uncropped Screenshot of an Email/Webpage/Document/etc. that is clearly authored by the

product source. (DG: 0001-09201301) AND/OR

• A URL (the link must lead directly to the items requested) (DG: 0001-11201404)

While filling out a Funding Application, it is important to use this Guide AND the OrgSync Budget

Management System Instruction Manual.

Line Item Description Typical Expenses and Notes Minimum Requirements for

Documentation

- Some line items require

specialized information

Additional Specifications

and reasons an item may

not be fully funded

3311/3321 3311 In-State /

3321 Out-of-

State Travel

- Conference Fees

- Conference fees capped at

$50 per quantity of

anticipated attendance

(DG3311-10201401)

- Name and location of conference

- Cost per attendee

- Number of attendees

- Breakdown for what conference

fee will be used (in order to

demonstrate that food and lodging

are not included in calculations for

Total Amount Requested, AND

that funds will not be donated to a

parent organization or any political

party/campaign/group)

- Regular Documentation

requirements (DG 0001-

09201301)

- Food and lodging cannot

be included in the

conference fee (DG 3311-

00201320)

- Conference fee cannot be a

fundraiser for the parent

organization, or for a

political party/campaign

(DG 3311-00201321)

3724 Advertising - Event Specific Flyers and

posters

- Capped at $1 per quantity of

Anticipated Attendance (DG

3724-00201322)

- Advertising that involves

Printing and Copying materials

will also be reviewed as 3718

Printing and Copying (DG3724-

00201325)

- General Documentation

Requirements (Found above the

table)

- General advertising for

group is not funded unless it

is for a banner, table throw,

or similar item to stay with

the group (DG3724-

11201406)

- Off campus advertising is

not funded (DG 3724-

00201324)

- Newspaper advertisements

are not funded (DG 3724-

09201304)



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3950 Audio Visual

(AV)

Equipment

Rental

- Microphones and speakers

- Projectors and screens

- Connector cables

- Sound board



table)

- No breakdown of specific

needs (ex. Sound package

with some arbitrary price)

- Off campus provider

without justification as to

why an on-campus provider

is insufficient (DG 3950-

00201326)

3611 Vehicle Rental - Bus rentals

- All forms of transportation

are capped at $57.64 per

quantity of anticipated

attendance (DG0001-

11201403)

- All round-trip travel must

begin and end in the area of

the University of Maryland,

College Park or the DC/Metro

Area (DG3611-02201801)

- Must be rented from Motor

Transportation Services or Shuttle

UM (DG: 0002-00201317)



table)

- GoogleMap screenshot showing

route and distance to be traveled

(in miles) for Moto Pool Rental

Only(DG 3611-00201327) Not

required for Shuttle-UM Charter

Services

*Motor Transportation Services:

ONLY acceptable documentation

is a completed Motor

Transportation Services Pricing

Sheet, which can be obtained at

SORC.

- Fuel and parking costs are

not funded (DG: 0002-

00201318)

- Roadway tolls are not

funded (DG: 3620-

03201402)

- No GoogleMap screenshot

is provided

3752 Contractual

Services - Guest speakers

- DJs, performers

- Police services

- Capped at $10 per quantity

of Anticipated Attendance

per day of the program (DG: 3752-00201328)

- Name, description, and cost of

service, shown in an invoice,

unsigned contract, or formal

proposal (must be exact price

quote)

- Phone number and email for

service

- The $10 cap per Anticipated

Attendance (DG 3752-00201328)

for one-on-one training will be

lifted only when demonstrated to

benefit the entire group (DG 3752-

10201302)

- Final price is still in

negotiation

- Final price is not exact

- A student member of an

organization who is

providing a service that is

directly related to the

mission of that organization

may not receive monetary

compensation from the

Student Activities Fee

without pre-approval from

the SGA Legislature (DG:

3752-02201402)

4930 Dues & Fees - Dues and Fees Are

considered as separate

expenses.

- Dues are membership

payments that apply to a

group as a whole to belong to

a larger organization or

payments that allow groups to

execute their mission for a

minimum of one academic

year with a one-time payment.

(Ex. Background Checks)

Capped at $50 per quantity of

anticipated attendance.

- Fees are one-time

payments that do not fall

under the above definition.

- Must demonstrate that expenses

for individual memberships are not

funded (DG 4930-00201329)



table)

- Annual fees for individuals

are not funded (they are

only funded for groups as

a whole)

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Capped at $10 per quantity

of anticipated

(DG: 4930-12201603)

3717 Equipment

Rental

- Equipment rental - Must demonstrate a secure on-

campus storage facility or

reasonable expectation of care

during rental period (DG: 3717-

00201330)



table)

3716 Equipment

Repair

- Equipment repair - Reason why repair is necessary



table)

3746 Food - ONLY funded for a group

for which food is absolutely

essential to its mission

statement and Program

purpose (DG 3746-00201331)

- Justification for food being

absolutely essential to group and

Program

- Number of attendees

General Documentation


table)

- While food is not funded

by SAF unless absolutely

essential, a Program with

food (funded through other

sources) may still be funded

for other line items

3952 Misc. Supplies - Event decorations

- Sports equipment

- Funding for decorations is

capped at $1 per quantity of

Anticipated Audience.

Decorations are items that do

not serve practical purpose,

and include but are not

limited to ribbons, streamers,

balloons, flowers, balloon

weights, vases and flowers,

etc. (DG: 3952-00201332)

- Must demonstrate secure on-

campus storage space

- Up-to-date inventory record of

student group



table)

- No secure on-campus

storage space demonstrated

- No inventory record

provided

3916 Office

Supplies

- Staples

- Tape

- Pens/pencils

- Calculator

- Post-It Notes



table)

- Did not demonstrate

secure, on-campus storage

space

3210 Postage - Postage - Must demonstrate why email is

insufficient (DG 3210-00201335)

- Must include size of mailing list



table)

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3718 Printing and

Copying

- Flyers for Advertising

- Pamphlets

- Posters

- Banners

- All funding will be adjusted

to the costs of Stamp Copy

Services, UNLESS a cheaper

alternative is demonstrated

(alongside the cost from Copy

Services) (DG: 3718-

00201336)

- Items that will be used for

Advertising will also be reviewed

under 3724 Advertising standards

- Color paper must be justified

- Color ink must be justified (DG

3718-00201337)

- Higher quality stock must be

justified (DG 3718-00201338)



table)

*Most common documentation:

http://www.dbs.umd.edu/copy/pric

es.php




is insufficient

4970 Room/Space

Rental

- Room rental

- Venue rental

- Time period of rental

- Anticipated attendance must not

exceed venue capacity

(DG 4970-00201340)



table)

- If requesting an off-campus

space, must demonstrate why on-

campus space is insufficient (DG

4970-00201341)




is insufficient (DG 4970-

00201341)

3220 Telephone - Phone lines - Only for groups with office space

outside of Stamp

- Must demonstrate a compelling

need for office phones (DG 3220-

00201343)



table)

- OR past phone bills for the same

phone line

- No office space in Stamp

- Non-compelling need for

office phones

3925 Wearing

Apparel

- Costumes

- Uniforms



- Must demonstrate that items will

not go to the material benefit of

individuals; That is: Wearing

Apparel items must be passed on

to future years and members of the

Group (DG 3925-00201344)



table)



- Clothing will ultimately be

owned by the individuals in

the group (and not passed

on to future members)

- Clothing will be a

giveaway

3953 Office

Equipment

- Furniture

- Computer

- Hard Drive



General Documentation


table)



http://www.dbs.umd.edu/copy/prices.php

http://www.dbs.umd.edu/copy/prices.php

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General & Non-Specific Discretionary Guidelines - Fiscal Year 2018

These Guidelines include the Legacy Guidelines (002013), and all FY14 guidelines as denoted by the code xxYEAR,

where xx is the month (ex. September 2014 guidelines are denoted by 092014)

Description Line Item Code Content

General 0001 04201701 Any social program or event must be primarily relevant to the non-social aspects

of the group. (i.e Culture, religion, academic interest etc.)

0001 02201701 All Budget applications, submitted on Orgsync’s Budget Management System

through the Treasury module MUST include the Budget Item “Required

Information (MUST COMPLETE)” for the budget to be eligible for funding.

0001 09201401 Funding requests of $1,500.00 or less must have a date of program/payment at

least 30 days after the relevant budget deadline. Funding requests in excess of

$1,500.00 must have a date of program at least 60 days after the relevant budget

deadline.

0001 09201402 Applications shall not be accepted more than five (5) months prior to the program

unless reasonable justification is provided to the Committee on Financial Affairs.

The decision to accept this justification is at the discretion of the Committee on

Financial Affairs.

0001 00201301 Funding applications are not reviewed unless submitted under the name of a

Treasurer or President of an SGA recognized student group. The submitting

officer must have been certified at a Budget Training Workshop that occurred in

the current fiscal year (school year). (See DG0001-02201601)

0001 00201302 “Insufficient Breakdown”/ “Adjust to Breakdown” is when the Itemized

Breakdown presented for this line item is not in keeping with the standards stated

in the Manual on Financial Affairs, OR sums to a value that is unequal to the Total

Amount Requested.

0001 00201303 “Insufficient Documentation”/ “Adjust to Documentation” is when the

Documentation presented for this line item is not in keeping with the standards

stated in the Manual on Financial Affairs, OR is not reflected in the Itemized

Breakdown and/or Total Amount Requested.

0001 00201305 If the Committee on Financial Affairs can find a subjectively comparable product

to the item requested at a lower expense, the funding will be adjusted to that

amount.

0001 00201306 Groups that have not received funding for at least the past four semesters (2 school

years) are limited to a $2,000 cap per program in the first allocation period they

apply.

0001 00201307 Services that are provided for free by either the Stamp Student Union or any entity

at the University of Maryland (contingent upon the fact that the services are

available to all students at the university) are not funded.

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0001 09201302 It is up to the discretion of the Committee of Financial Affairs to correct a

misclassification of a line item, so that the program can be reviewed appropriately.

0001 03201502 An Application will be considered for funding for a Program that exceeds $1,500

AND will occur between 30-60 days before the Date of Program IF an Application

has already been submitted during the current fiscal year, AND is for the same

Program, containing the same specific item(s), AND the Date of Program is still at

least 30 days after the deadline.

0001 11201301 Documentation must be expressed in English, the official operating language of

the Committee on Financial Affairs.

0001 11201303 Funding Applications are not reviewed for groups whose KFS accounts are

currently frozen.

0001 11201304 Payments that are due after a Date of Program are considered reimbursements.

Reimbursements are not funded (BL: Article VII, Sec 4, Sub A:5).

0001 11201305 Programs are only funded if the primary beneficiaries are undergraduate students

at the University of Maryland, College Park.

0001 03201401 Information and/or documentation that was not submitted with the original

Funding Application may be considered during an Appeal to the Committee on

Financial Affairs IF AND ONLY IF the new information and/or documentation

directly relates to a Discretionary Guideline that was enacted during the

deliberation period under which the Application was first under review.

0001 09201404 The Finance Committee reserves the right to treat multiple applications from the

same group during the same Allocation Period as a single application if the

Committee determines those applications to be for the same Program. All specific

caps will be applied to the program as one program.

0001 11201401 If a specific item(s) within a program was initially approved for funding by the

SGA but funding was cut due to mandatory, across the board cuts, any of those

specific items for the same program (including general operations) that were

already approved to be funded, but cut will not be funded until the next fiscal year.

0001 11201403 Expenses for any mode of transportation are capped at the amount paid per student

for the SGA portion of the student activities fee per academic year (based on the

2014-2015 school year: $57.64) per Anticipated Attendance (expected

attendance). This cap is applied for each round trip individually.

0001 03201501 A specific item whose purpose is not apparently relevant to the Program

Description will not be funded. Relevance is based on the discretion of the

committee.

0001 11201501 Any aspect or item of an application that has been previously funded will not be

funded again for that same instance of the application. (For additional expenses –

see DG0001-08201601).

0001 02201601 The president and treasurer must be undergraduate students. The president and

treasurer must be accurately listed on the application and up to date in their

group’s OrgSync external profile.

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0001 02201604 Programs utilizing any amount of SGA funding may only charge admission to

cover the per person cost of expenses directly incurred by the event which are not

funded by the SGA. Programs with all other admission charges are not funded.

Programs may not otherwise receive any form of payment from undergraduate

students. Mandatory registration, fees, donations, and other forms of payment are

not permitted.

0001 04201601 Groups must provide proof of a reservation before asking for any funding for a

program or event that requires a physical space. If the group has not yet reserved a

space, the group must provide sufficient reasoning for why the space has not yet

been reserved

0001 04201602 Requests for items or services that would violate University, Local, State, or

Federal policy or law will not be funded.

0001 08201601 Any event or program already funded through a regular allocation period that has

incurred unexpected expenses (after submitting the original funding application),

must apply for those unexpected costs through Group Help funding with

documentation. See General Documentation Requirements (Found above the

table).

0001 12201601 All fields on the SGA OrgSync Budget Application must be completed accurately

and adequately based on the field’s specific instructions. Failure to provide

relevant and truthful information may result in a denial of funding for your

application.

0001 09201701 If more than one budget application is submitted by a group for the same program

in the same funding period, the most recent submission will be reviewed and the

others will be disregarded.

0001 10201701 The Committee on Financial Affairs reserves the right to temporarily deny funding

to a group pending an investigation by the Committee on Audit & Review.

0001 11201701 All space reservations, invoices, and contractual agreements used to authenticate a

funding request must be in the name of a student group or its officer.

0001 02201802 All requests to purchase physical items must include an up-to-date inventory

record that shows all items currently held by the student group that were purchased

with the Student Activities Fee.

Non-specific items 0002 00201308 Programs whose purpose and description are not apparently relevant to the SGA-

recognized Mission Statement of the group are not funded.

0002 00201309 Exclusionary programs are not funded. Programs are considered exclusionary if:

only the target audience may attend the event, OR specified person(s) or group(s)

may not attend the event.

0002 00201310 Anticipated expenses that have a possibility of not being incurred are not funded.

(e.g. Insurance, Warranties)

0002 00201311 All funds kept in University KFS accounts are exempt from State of Maryland

sales taxes.

0002 09201403 Fundraisers without other sources of funding are not funded. ‘Other sources of

funding’ must be proven not to include any money allocated from the Student

Activities Fee.

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0002 00201313 Free items, Giveaways, Non-uniform wearing apparel, massage services, and other

products/services that are only for the material benefit of individuals are not

funded.

0002 00201314 Papers that are demonstrated as having an educational purpose are not considered

as a Giveaway.

0002 00201315 Lodging is not funded.

0002 03201403 Permanent or semi-permanent structures that require yearly maintenance and

periodic financial support are not funded.

0002 10201501 Any item(s) or service(s) of material benefit that primarily benefit non-students are

not funded.

0002 10201502 Groups must demonstrate secure, on-campus storage for all items purchased (past

or present) with the Student Activities Fee.

0002 02201602 If the anticipated attendance on the application exceeds the anticipated attendance

on the space or room rental reservation documentation, the anticipated attendance

will be adjusted to the attendance on the space or room rental reservation

documentation.

0002 02201603 If the anticipated attendance on the application exceeds the capacity of the room or

space, the anticipated attendance will be adjusted to the capacity of the room or

space.

0002 09201601 All funding or purchase requests for any goods or services must be in U.S. dollars.

Group Help 0003 09201305 If a Group Help request includes an off-campus contractual agreement, it is at the

discretion of the Committee on Financial Affairs to determine the feasibility of

processing the payment, based on the University guidelines.

The remainder of the Discretionary Guidelines have been incorporated into and referenced

within the Line Item and Documentation guide table above.

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On-Campus Resource Index:

Compiled here are some of the most commonly used services by student groups. If you have any

questions about using these resources, contact the Director of Student Groups, Huw Ball at

[email protected]

Student Government Association:

SGA’s goal is to best represent the interests and needs of students. Feel free to contact SGA with

any issues of interest, questions, or general inquiries about how you can get involved in serving

our campus community.

[email protected]

www.umdsga.com

Undergraduate Legal Aid:

For questions about tenant issues, speeding tickets, or other student legal issues, a portion of the

Student Activities Fee is used to fund a salaried lawyer who offers free legal advice and student

defenders who can provide counsel for students in on-campus hearings.

3125 South Campus Dining Hall

301-314-7756

[email protected]

www.studentorg.umd.edu/legalaid

Student Organization Resource Center:

SORC is where student groups can access budgets, fill out financial forms, seek fundraising

advice, and ask questions about STARS and OrgSync. SORC also handles all transactions from

student group KFS/FRS accounts. Student Involvement Suite

Ground Floor, Adele H. Stamp Student Union Office hours: 10AM – 11:30PM, M-F

301-314-7158

[email protected]

www.thestamp.umd.edu/activities/student_org_resource_center_sorc

Adele H. Stamp Student Union:

Stamp is the central hub of campus where students and student groups can find many resources

for student affairs.

Building hours: 7AM - 12AM, M-Th; 7AM - 1:30AM, F; 8AM - 1:30AM, Sat; 11AM -

12AM Sun

301-314-DESK for the information desk

Event and Guest Services:

The Event and Guest Service Office can help with any questions regarding eCalendar

reservations for event space, furniture and event support, audio/visual equipment, and ticketing

services for special events.

1133 Stamp Student Union

301-314-8488

www.thestamp.umd.edu/events/event_services

Technology (IT) Services:



http://www.thestamp.umd.edu/activities/student_org_resource_center_sorc

http://www.thestamp.umd.edu/events/event_services

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301-314-5555

www.thestamp.umd.edu/shops_services/technology_services

Terrapin Room Audio Visual Request:

The Terrapin rooms contain laptop and projector equipment only.

• Request AV equipment no later than noon of the previous business day

• Email [email protected] with the subject heading TERRAPIN ROOM AV REQUEST

• Include in the email:

o First and Last Name

o Email and Phone

o Event Name/Number

o Event Date and Time

For any questions contact AV Reservations Assistant, Rob Gewain (301-405-0588)

Stamp Marketing:

The Stamp Marketing Office offers free event publicity services for events held in the Stamp

Student Union. From chalking, flyers, surveys, and data collection, filling out an Event

Submission Form and using the Marketing Checklist on their website can help spread the word

about your program.


301-314-8488

www.thestamp.umd.edu/events/marketing

Leadership and Community Service Learning:

LCSL promotes positive social change through transformative learning and community

engagement. They host multiple programs, events, a Minor in Leadership Studies, community

service, and many other resources.


301-405-9044

[email protected]

www.thestamp.umd.edu/leadership_community_service_learning

Facilities Management:

Rent equipment like tables, chairs, cables, and limited AV for events outside of Stamp.

301-405-3205

www.facilities.umd.edu

Design and Copy Services:

General printing and copying services. The following offices are part of the Department of

Business Services, offering a wider range of offices and other resources.

Adele H. Stamp Student Union Copy Center


301-405-2679

Reckord Armory Copy Center

0127 Armory

http://www.thestamp.umd.edu/shops_services/technology_services


http://www.thestamp.umd.edu/events/marketing


http://www.thestamp.umd.edu/leadership_community_service_learning

http://www.facilities.umd.edu/

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301-405-2679

Tydings Copy Center

1105 Tydings Hall

301-405-1707

Van Munching Copy Center

1406 Van Munching Hall

301-405-2400

Office hours: 8:30AM – 4:30PM, M-F

www.dbs.umd.edu

Signs and Graphics:

The Signs and Graphics Shop provides services for signage, banners, posters, window and

vehicle graphics, dimensional lettering, decals, magnets, name plates, large format digital

printing, and more.

Service Building #003 Room 1215

Office Hours: 6AM – 2:30PM, M-F

Telephone: 301-405-7257

Fax: 301-314-4170

www.facilities.umd.edu/sitepages/signproducts.aspx

Dining Services:

UMD Dining Services provides catering and special delivery.

Director’s Office

1109 South Campus

301-314-8054

[email protected]

www.dining.umd.edu

Security:

If an event requires security or other safety measures, the Department of Public Safety can

provide services.

Captain Laura Dyer

Service Building #003

Rossborough Lane

301-405-3555

[email protected]

www.umpd.umd.edu

Motor Transportation Services:

For complete information about renting vehicles and transportation-related services, visit the

MTS website (www.dbs.umd.edu/motor) or email ([email protected]).

http://www.dbs.umd.edu/

http://www.facilities.umd.edu/sitepages/signproducts.aspx


http://www.dining.umd.edu/


http://www.umpd.umd.edu/

http://www.dbs.umd.edu/motor
