East Stroudsburg University - Current Student

All recognized student organizations desiring to receive an allocation from the Student Activity Association must follow the recognition policies and procedures outlined in the Student Senate Handbook for Recognized Clubs and Organizations.

All recognized student organizations desiring to receive an allocation from the SAA must have a minimum student membership of fifteen.
All Student Activity Association, Inc. funded organizations shall follow the guidelines established by the Finance Committee in reference to budgeting procedures. In respect to organizations who are found to be defunct, delinquent, or not conforming to SAA guidelines, these organizations may be subject to a budget hearing and possible impounding of funds.
Faculty and community members in many cases are considered vital and necessary to the operation and success of a Student Activity Association, Inc. funded organization. Therefore, non-Student Activity Association, Inc. members should not be totally excluded from participation in these organizations. However, non-Student Activity Association, Inc. members may not hold office, vote, nor in anyway take precedent over student participation in the said organization. The Extra-Curricular Affairs Committee shall determine, in each organization, if non-Student Activity Association, Inc. members are vital and necessary and insure that student participation is not prohibited.
Budgets turned in after the deadlines are subject to an initial deduction of 5% with an additional 1% deducted for each class day late. Budgets will not be accepted later than five class days after the deadline.
Budgets submitted without an inventory will be subject to the same late deductions as in #5, Inventories should include date of purchase and cost of item.
The organization must be recognized for one year after receiving recognition from the Student Senate in order to be funded. The year must be completed from the date of recognition to the beginning of the fiscal year in which the organization wishes to be funded for. During this one-year probationary period, the organization must raise $300.00 and maintain $100.00 balance in their Club Account. This $100.00 must be present in the Club Account for six months prior to the day the budgets are due. If the one year probationary period causes the organization to be ineligible to request funding during the budget season, the organization may request a special grant in the Fall semester of the new academic year.
SAA funds are only to be used for those items asked for and approved through the budget process. If an organization finds that new items or different trips are needed, then a one week advanced notice explaining any changes, in detail, must be submitted in written form to the Coordinator of Finance. Any deviation from this could result in the freezing of the organization's account.
Some budget lines will be impractical for the Finance Committee to completely itemize. These budget lines will be "flat summed", in which case the organization will have the freedom to choose which items they wish to purchase. Only items originally listed in the budget line can be purchased.
An organization's budget is effective June 1 to May 31. Any remaining moneys in an organization's fund will lapse back to the SAA General Account unless the organization requests a Carry-Over which must be approved by the Executive Director of the Student Activity Association, Inc. Note, an organization's Club Account automatically carries over to the next fiscal year.
SAA will only fund items and activities directly related to the purpose of the organization.
Any revenue generated from SAA funded activities must be deposited back to that organization's Budget Account (not Club Account). If an organization wants to use this "additional" income they must submit a "Request to Spend Revenue Form" to the Finance Committee for approval. Any special request regarding revenue or potential revenue must be made to the Coordinator of Finance.
Sport Club members must have adequate health insurance protection for injuries before participating in club activities and may not use SAA allocated funds until all members have submitted a Health/Accident Form and a Release of Liability form to the Club Sport Coordinator. SAA funds may not be used to pay for such health insurance.
SAA will not provide funds for alcohol.
SAA budgeted funds may not be used for any type of partisan political endorsement or activity, or for contributions to the campaign fund of any candidate for political office.
No direct or indirect contribution may be made from SAA budgeted funds to charities, or for individual charitable purposes.
SAA budgeted funds may not be used to pay University employees for services rendered to any student organization or individual student, or in payment for personal expenses incurred in the performance of such services if it might be considered as part of the employee's professional duties.
No student organization may use their SAA budgeted funds to finance fund-raising events. For example an organization sponsoring a bake sale may not use any line in their budget to purchase ingredients or supplies for the fund-raiser. Funds for expenses that are related to an organization's fund-raiser must come form the organizations Club account.
SAA budgeted funds may not be used to pay for attendance of individuals at parties, banquets, socials, entertainment or recreational activities not related to the purpose of the organization.
SAA will not purchase any personal items that cannot be returned to the organization's inventory for reuse by members, likewise any items purchased by SAA must be kept in the organization's inventory. These items become the responsibility of the organization. Failure to maintain inventory could result in freezing of the organization's budget.
SAA will not fund personal memberships, except in cases where one personal membership will benefit all members of the club. Documentation must be provided that explains membership benefit.
SAA will not fund items or activities that the Finance Committee considers University or departmental expenses.
SAA will not fund maintenance of equipment not owned by SAA.
SAA will not fund travel or lodging unless documentation is provided. A destination for travel must be provided as well as mileage and hotel rates. If documentation is not yet available, use last year's information or obtain a phone quote from facility.
SAA will not fund for any equipment or supplies if documentation is not provided. Use brochures, catalogs or actual quotes that list prices.
SAA will not fund items or activities that can be provided by the University for free, i.e. subscriptions found in the library, speakers on resume writing or interviewing techniques.
SAA will not fund equipment items over $500 within the normal spring budget process. Items over $500 must be submitted separately as a Capital Reserve Request.
If the Finance Committee finds items requested in a budget are the same items requested in last year's budget, and finds that no purchases were made for those stated items, the request may be denied.
SAA may not fund for the same items in consecutive budgets unless justification is provided.
The treasurer of all budgeted organizations shall keep an account book containing all revenue and expenditures of that organization. All organizations shall be subject to audit at the request of the Student Senate Coordinator of Finance or President within 24 hours after the request is made.
No organization shall withdraw moneys in excess of its allocation.
Faculty and Staff Advisors, through oversight of student officers, are responsible for fiscal accountability in the handling of the funds of his/her student organization.
An organization's SAA funds are only to be used for those items requested and approved through the budget process. An organizations SAA budget is effective June 1 to May 31. Any remaining moneys in an organization's fund will lapse back to the SAA General Account unless, the organization requests a Carry-Over (refer to "Final Bills and "Carry-Overs").
An organization's Club Account automatically carries over to the next fiscal year.
Minimum Disbursement and Deposit: With the continued increase in banking cost, the SAA would like to set a $20.00 minimum amount for checks payable. The same minimum for deposits will be in place. This is not to say that there will be no checks for less $20.00 or that SAA will not accept deposits for less than $20.00. We are asking for all clubs and organizations to make a conscience effort in minimizing the request.
Suggestions are: Set up a petty cash fund for small reimbursements.
Have a check payable to one club member, and that individual can disburse to the individual members.
If you are collecting dues, make the deposit on a weekly basis instead of a daily basis.
If your organization is doing a fundraiser, try to collect at least $20.00 before making a deposit.
Purchase Orders: In the event a student organization needs to purchase an item in advance from vendors that maintain an account with the University, they must use an SAA Purchase Order. University vendors may not accept any verbal or written request to charge items without a purchase order. All purchase orders must be approved by a club officer, the club advisor, and a SAA accounting staff member. The purchase order will not be approved without prior budget approval. The forms may be obtained in the SAA Accounting office. Plan accordingly; each organization may need to allow for additional process time when a purchase order is necessary.
Note: Policies listed above are subject to change at the discretion of the Student Senate Finance Committee.



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Funding Policies