Student Activities
Bush Campus Center, Rm. 107 · (570) 327-4763
Funding Student Organizations
Recognized and active student organizations are eligible to apply for funding each year in the spring semester. To maintain eligibility, the organization must meet the annual Student Organization Requirements.
The Student Government Association distributes budget instructions and proposal forms to student organization advisers and officers each spring. Student organization officers are required to attend an informational meeting regarding the procedures for requesting funding. Only the officers of the student organization may submit budgets for their respective group. After funding decisions have been made, the student organization officers will have an opportunity to meet with the SGA Vice President of Finance and the Director of Student Life, upon request, to review the approved budget.
Difference Between a Budget Account and a Club Account
A budget account consists of the funding that SGA approved for an organization, as allocated through the College. A club account contains money from dues, fundraisers, or donations.
Using SGA-budgeted Money
Each student organization is given a copy of its approved budget for the year and each item that has been funded will be noted with the amount approved. SGA-budgeted money can be used only on the items allotted. During the year, an appeal can be made to SGA to transfer budgeted funds from one item to another utilizing the Reallocation Process. The Student Life Fiscal Assistant in the Student Activities Office keeps a record of these accounts. Checks/withdrawals must be requested at least two weeks prior to the date the funding is required. The funding allotted by SGA is only for use in the applicable academic year and rolls back into the general fund if not used.
Using an Organization Club Account
Organizations may use these funds for items that were not funded by SGA. However, the money may be used only on approved items as listed in the Student Activities Fee Policy. The funds raised by the group are saved in the club account (in the organization’s name) and are rolled over from year to year. Checks/withdrawals must be requested at least two weeks prior to the date the funding is required. If any personal monies are used, all receipts must be submitted to the Student Activities Office; allow two weeks for reimbursement checks to be processed.
Setting Up a Club Account
To set up a club account, an organization must submit a list of officers, advisers, the name of the club, and the deposit to the Student Life Fiscal Assistant. (Also see the Fiscal Assistant for deposit forms and payment vouchers.)
Necessary Funding Approvals
Organizations can only use monies for events that are approved by the Student Activities Office. In order for an event to receive approval, all College policies must be followed and a Student Activities Event Approval Form must be turned in to the Student Activities Office for acceptance two weeks prior to the event.
Allocations Committee
The SGA Allocations Committee, in conjunction with the Director of Student Life and the Assistant Director for Student Development, meets to determine student organization budgets and to review and make recommendations on reallocation and new initiative fund requests. Two students selected each fall, two students selected each spring, and the SGA Vice President for Finance serve on the Allocations Committee.
Reallocation Requests
Budgeted funds cannot be spent on any expenditure other than what they were originally allotted for unless a reallocation request is submitted and approved. To reallocate funds, a student organization must fill out and submit Reallocation Request paperwork (found in the mailboxes outside the SGA office) and sign up for a budget hearing. Budget hearings are held every Friday during the academic year in the SGA Office, CC Room 122. Organizations planning to attend a hearing must sign up at the Campus Center Information Desk by 4:30 p.m. the day before the hearing.
New Initiative Fund
The New Initiatives Fund was created to support new programs/events initiated by student organizations throughout the year.
To be eligible for funding through the New Initiatives Fund, an organization must have been eligible for a budget for the 2005-06 academic year. Requests for events that were not funded or were only partially funded through the spring budget process will be considered. On-campus events created to bring the Penn College student body together will be given the highest priority. The Allocations Committee will apply the same criteria to requests as was used during the spring budget process. Requests will be reviewed in the order that they are received and funding will continue until the new initiative funds are depleted. Funding is not guaranteed for every request.