FINANCE BOARD PROTOCOL

1. FINANCE BOARD WORKSHOP FINANCE BOARD PROTOCOL http://www.as.ucsb.edu/financeboard/

2. A.S. Financial Policies and Procedures currently stipulate* the following *Policies and Procedures are subject to review annually

3. OFFICIAL REGISTRATION Section II, Clause 1 In order to apply for A.S. funding, the applicant must be an official A.S. organization, an official University unit, or a student group that is registered through the Office of Student Life. In order to receive the $250 start up, you must be officially registered for the current year and last academic year.

4. WHAT IS FINANCE BOARD? A.S. Finance Board is responsible for the allocation and supervision of all Associated Students fee-assessed funds. WHEN DOES FINANCE BOARD MEET? A.S. Finance Board will meet weekly at 4 p.m. on Mondays down stairs in the State Street room of the UCEN.

5. WHO IS MY LIAISON? Your liaison is your link to Finance Board. They will be in constant contact with your organization about funding requests and forms. They are your resource to everything AS. Make sure to meet with your liaison to help plan your budget. They are familiar with campus procedures and policies related to campus events, and can help you find alternative sources of funding.

6. HOW TO WORK WITH FINANCE BOARD TO SUCCESSFULLY PLAN YOUR EVENT

7. STEP 1 PLAN AHEAD Preferably this process will begin at least THREE WEEKS prior to your event. & Make sure you’ve had a finance board workshop.

8. STEP 2 Fill Out an Authorized Signers Form This form designates all the members from your organization that will be able to access your account and sign requisitions.

9. Authorized Signers Form Example

10. STEP 3 Formulating a Budget All budget applications are to be filled out online at: www.as.ucsb.edu/financeboard All requests received every week before Thursday @ 1:00pm will be placed on the agenda for the following Monday meeting.

11. Section II, Clause 2 LIMITATIONS OF ASSOCIATED STUDENTS MONIES Associated Students does not fund any organization whose membership is contingent upon gender, race, ethnicity, sexual orientation fellowship, GPA, athletic or mental prowess, an individual’s faith, ideological beliefs, or talent, or any group that places restrictions on membership. This includes groups that use criteria to establish membership, e.g. academic honor societies, team sports, fraternities, sororities, political parties, and religious or musical groups.

12. Section II, Clause 2 However, at its discretion, Finance Board may fund activities sponsored by such groups, provided that attendance is open to all UCSB students. (Continued.) Section VII, Clause 1 Associated Students funds should be spent in accordance with Associated Students’ policies along with Campus Regulations.

13. LIMITATIONS ON EXPENDITURES 1) Travel or Transportation Costs; 2) Food expenditures (over $500.00 allotment per year for recruitment purposes); 3) Expenses related to off-campus special events (excluding Isla Vista), banquets, picnics, and off-campus social activities; 4) Equipment purchases (rentals allowed); 5) Awards, trophies, gifts, scholarships for individuals, etc;

14. LIMITATIONS ON EXPENDITURES (Continued.) 6) Personal items (including, for example, costumes); 7) Publicity Bonds; 8) The Office of Student Life (OSL) registration fee; 9) The organization’s photo in the La Cumbre Yearbook; 10) Expenses relating to students attending conferences outside of UCSB.

15. Section VII, Clause 4 ONE-TIME EXCEPTIONS Once per year per organization, Finance Board may, at its discretion, make an exception to the Associated Students policies by a two-thirds vote of the board. Even so, no retroactive reimbursements will be approved. If two or more groups are collaborating on an event, the group listed first on the request form will lose their one time exception.

16. FUNDRAISING GUIDELINES No A.S. funds can be used to raise money for your own organization. Student Organizations can host philanthropic fundraisers.* *However, if your organization is allocated $5000.00 or more the donation made to the charity must match the amount you received from A.S. All revenue generating aspects of the event must be processed through the A.S. Ticket Office.

17. STEP 4 FINANCE BOARD WEEKLY MEETING When: Monday @ 4:00 PM Where: State Street room UCEN UCSB MAP UCEN MAP State Street room Main Entrance UCEN

18. STEP 4 FINANCE BOARD WEEKLY MEETING (Continued.) *You must send at least one informed and prepared representative from your organization to the meeting. Copies of your submitted budget will be provided to finance board members. If there are any major revisions to your request please bring 10 copies with you to the meeting. Be prepared to speak on the event and answer any questions from the board. After you present your event, you may leave the meeting as you will be contacted by your liaison within 24 hours about your request.

19. STEP 4 FINANCE BOARD WEEKLY MEETING (Continued.) Although decisions about your request will be made Monday night by Finance Board you will not be able to access any funds until after Wednesday night pending Legislative Council approval.

20. STEP 5 Accessing Funds To access money allocated to your group you must fill out a requisition form and submit it to AS ADMIN (located upstairs in the MCC). OPTION 1: Purchase Order (preferred and fastest) Funds from your account are set aside for a specific vendor or purpose. Some vendors require this before they will accept an order. Purchase Orders help you stay within budget because they show you the remaining balance you have to work with. You fill out a requisition (check purchase order box) Within 3 business days the paperwork will be processed and sent to the vendor. No attachments required.

21. OPTION 2: Checks and Reimbursements You fill out a requisition (mark ‘check’ box) Attach all original receipts and invoices to the requisition form (receipts need to be taped to an 8.5x11 piece of paper. Attach any contracts.

22. Requisition Instructions

23. Section VI, Clause 5 PUBLICITY REQUIRED FOR A.S. FUNDING All publicity printed with Associated Students’ funds must identify Associated Students in the following way: “FUNDED BY ASSOCIATED STUDENTS.”

24. Section VI, Clause 4 Contract’s/ Speaker’s Fees If the organization plans on paying a speaker or band a fee for performing at an event, the requisition turned in to the A.S. Administration Office must be accompanied by a signed contract. Otherwise, A.S. funds will not be approved to pay the performer before the performance.

25. Section VI, Clause 4 Contract’s/ Speaker’s Fees (Continued.) The A.S. Executive Director must sign all contracts before A.S. is legally bound to the performer. No payments will be made to the performer until the performance contract is signed.

26. Section VI, Clause 4 Contract’s/ Speaker’s Fees (Continued.) Make sure to talk to AS Program Board to get help with larger contracts and for advice on negotiating fees.

27. PLEASE BE MINDFUL OF ALL DUE DATES. SUBMIT RECEIPTS FOR REIMBURSEMENT AT ONCE. LAST DAY TO SUBMIT RECEIPTS: FALL QUARTER: Jan 28 WINTER QUARTER: Apr 22 SPRING QUARTER: LAST DAY OF CLASS LAST FINANCE BOARD MEETING May 23

28. IF YOU HAVE ANY QUESTIONS, FEEL FREE TO CONTACT YOUR LIAISON Or Katie Lieberknecht, Finance Board Chair (619) 917-5310– katie.lieberknecht@gmail.com OR Cindy Lopez, Finance Board Advisor cindyl@@as.ucsb.edu