2007-2008 BUDGET LANGUAGE
ASSOCIATED STUDENTS
CALIFORNIA STATE UNIVERSITY, NORTHRIDGE
APPROVED MAY 1, 2007

 

CONTENTS

I. GENERAL LANGUAGE	II. ALLOCATIONS PROCESSES	III. REFERENDA-BASED ALLOCATIONS
IV. SPECIFIC BUDGET LANGUAGE	V. REQUESTS FOR FUNDING,TRANSFER OR CHANGE OF PURPOSE	VI. ASSOCIATED STUDENTS BUSINESS PROCEDURES
VII. AGENCY ACCOUNTS	Appendix A. ACADEMICALLY RELATED RESERVES

I. GENERAL LANGUAGE
A. The association. Associated Students, California State University, Northridge (CSUN), Incorporated, is a non-profit auxiliary corporation at CSUN. All students regularly enrolled at CSUN are members of the Associated Students. Each student contributes an Associated Students fee to support campus-wide programs and activities
which supplement and enrich students’ educational experience at CSUN.

 

B. Decision making. The Associated Students (A.S.) is governed by a studentelected Senate, also known as the Board of Directors. The student-elected A.S. President serves as Chair of the Board. The Board acts on all financial matters upon recommendations from the A.S. Finance Committee. These actions are then forwarded to the President of the University or his/her designee for confirmation. So, the typical flow of decision making begins with the Finance Committee; moves to the A.S. President and Board, and then to the University President. Unless otherwise noted in legislation or until completion of an Amendment to the Budget form, all Senate actions related to financial matters are considered in effect upon adjournment of the meeting in which they are made.

 

C. The fee. The Associated Students Fee (or student body fee) is collected by CSUN from virtually all regularly enrolled students. In 2007-2008, the fee collected equals $74.00 per student per semester for fall and spring semesters and $42 for students enrolled in one or more summer sessions in 2007. The overall fee level and some of the allocations of that fee have been established through student referenda and are enacted through the annual budgeting process. Other allocations are established through the annual budgeting process. The budget is available in the A.S. Central Office in the University Student Union, Suite 100, or on line at http://www.csunas.org.

 

D. Authority. The authority for this system comes from Title V. of the California Education Code, which can be found at the A.S. Central Office. It is clarified through Executive Orders of the California State University system, which can be found at http://www.calstate.edu/ EO/EO-740.pdf. On the CSUN campus, the system is a part of the Operating Agreement between the A.S. and the University, a copy of which can be found at www.csunas.org. The A.S. Constitution and Finance Code further defines the allocation processes; they can be found at www.csunas.org. Budgeting and expenditures through the Associated Students fee must be in consonance with local, state and federal laws; CSU and CSUN policy, and A.S. Constitution and policies. This document and the A.S. Standing Rules and Code on Finance govern 2007-2008 fiscal year budget.

 

II. ALLOCATIONS PROCESSES
A. Annual allocation process. This process establishes the general A.S. budget for the July-to-June fiscal year. It commences the preceding fall, when all prospective budget areas (or “departments”) submit requests through a process defined in the A.S. Constitution. During winter, the Finance Committee conducts hearings and
recommends a budget to the A.S. President, who either approves the budget and forwards it to the Senate or returns it with recommendations to the Finance Committee for reconsideration, who then forward the reconsidered budget to the Senate. The budget is reviewed and, as appropriate, approved by the Senate and then sent on to the University President for final review and, as appropriate, approval. Additionalinformation on this process is found in the A.S. Constitution and Finance Code.

 

B. Supplemental funding. One-half of the funds not spent in a given year ”roll over” into the next year’s budget into an A.S. resource called Unallocated Reserves. Any existing or new budget area (department) may request supplemental funding fromUnallocated Reserves through the Finance Committee and Senate in a process defined in the A.S. Constitution and Finance Code. In addition, students may request funding through the Academic Related Reserve Account (ARRA) during the actual year in which the funding would be used. The process for requesting funding from ARRA parallels that from the Unallocated Reserves, and is found in further detail below and in the A.S.Constitution and Finance Code. As such, allocations from either of these reserve accounts are considered amendments to the annual budget. In addition to the A.S. fee, students pay a semester-based Instructionally Related Activity (IRA) fee, $15 per student per semester in 2007-2008. The IRA fee supports programs and services directly connected to students’ academic experience. Further information on requesting funding from the IRA fee can be gained at: http://www.csun.edu/%7Egripact/IRA/IRA.htm.

 

C. Excess enrollment. Each year’s annual budget is based upon enrollment projections established by the A.S. General Manager as a part of the annual budget process and consistent with institutional projected enrollment. When the projected enrollment exceeds actual enrollment, as determined at each semester’s census date, the budget is reallocated downward to reflect the shortfall in revenue. When enrollment exceeds projections, the unanticipated revenue is distributed to the A.S. in accordance with its budget language. This includes allocations to referendum-driven departments (e.g., University Scholarships). After those obligations are met, the remaining “Excess Enrollment” revenue is split in half, with one half going to Corporate Reserves. The remaining undesignated revenue is automatically placed in Unallocated Reserves.

 

D. General. The Associated Students fee is used to fund events, programs and services. It is not intended to be used to fund the person, organization or department whose event, program or service is funded. Funding received through the A.S. fee for a program, service, organization, or individual in no way implies endorsement of the program, service, organization or individual nor the point of view that might be expressed thereby. Neither does the A.S. assume any tort, financial or other liability for any activity funded through the A.S. fee. The Associated Students assumes no tort, financial or other liability for events, services or programs produced, coordinated or supported by persons, organizations or departments which it might otherwise fund. The A.S. funds its own programs and services and those of chartered organizations and CSUN departments. In the case of the Academic Related Reserve Account, it will consider funding requests from individual students. Requests from any other sources require prior approval from the Director of Finance and the A.S. General Manager before
consideration. The A.S. views the fee as a resource to supplement funding that would be already secured by requestors from other organizations, University departments, fundraisers or off-campus entities. Funding is generally available during the July 1-June 30 fiscal year. Any allocation left unspent rolls over into Unallocated Reserves Account for general use by the A.S. in the following year. Strong preference will be given to on-campus activities because it represents both responsible risk management and promoting full access to all students to the programs and services funded by the fee. The Finance Code defines the criteria by which allocation decisions are made as the following:

1. Benefits to students, A.S. and the University community
2. Revenue-producing aspects of the program activity
3. Evidence that (program) has diligently searched for funds outside the A.S.
4. Number of students involved in the planning (of…) the program/activity
5. Number of students to benefit from the program
6. Management of the program (…Who is ultimately responsible?)
7. Evidence of a similar program already in existence at CSUN or in community
8. Success of past programs/activities sponsored
9. Cost per student participating and/or benefiting from the program
10. Degree of participation of the A.S. in the program/activity
11. Degree to which the program/activity fits into the general direction of the A.S.
12. Content of the request (Is the program well thought out? Have possible conflicts been resolved?)
The intent of the budget is the general purpose and structure of the overall A.S. budget and its component departments. The intent of the budget is defined as the intersection of three items: what was requested in either the annual or supplemental funding processes; what was funded by the A.S. Senate, and, within that, what is a permissible expenditure within A.S. policy.

 

III. REFERENDA-BASED ALLOCATIONS
A. Athletics -- $22.89 per student per semester for $1,476,501 in 2007-2008. Beginning with 2002-2003, the Associated Students fee support for intercollegiate athletics was designated by the Board of Directors specifically and exclusively for funding demonstrated need for scholarships for student-athletes. The Fall 1985 Intercollegiate Athletic Program Referendum stated: “The Director of Men’s and Women’s Athletics will determine the appropriate division of Grants-in-Aid among the varsity sports team. $4 per student per semester will be allocated to the Intercollegiate Athletic Program for Grants-in-Aid to Athletic participants.” The Spring 1995 Intercollegiate Athletic Program Referendum stated: “The $27 increase in the athletics fee will be a part of the Associated Students fee revenue. Intercollegiate Athletics will submit an annual budget to the Associated Students in its annual process under existing A.S. budget procedures. The Intercollegiate Athletics budget will be
processed with all other budgets and follow the existing A.S. regulations for approval.” In Fall 2002, CSUN reduced its allocation to intercollegiate athletics and eliminated the football program. The A.S. correspondingly reduced its allocation to intercollegiate athletics. The allocation for 2006-2007 remains above the $23.00 per student per semester threshold calculated when subtracting the allocation to football scholarships from the total allocation to athletics in the 2002. A.S. fee now funds scholarships for student athletes exclusively. Funds not needed for grants-in-aid, as budgeted, revert to A.S. Unallocated Reserve account in the subsequent academic term.

B. University Scholarship Program. -- $2.00/student/semester for $132,100 in 2006- 2007 plus $1,000 for two honorary staff scholarships. Financial Aid Advisory Referendum - The A.S. (“Student Body Association”) fee was
increased by $2 per semester effective with the Spring 1994 semester to support increased need-based scholarships which are administered by the Scholarship area of the Financial Aid Office. The University Scholarship Program will first award four $1,000 scholarships in memory of Phyllis Perkins; Bruce Schentes; Manual Sandoval and Jamie Reyes, and in honor of Dr. and Mrs. James W. Cleary. The balance of the budget will be divided in equal percentages among graduate, upper and lower division awards in ranges of $500 to $1,500 according to the level of individual need (as determined by the Scholarship Office). In addition, the AS has established five scholarships for 2007-2008 to honor departing AS staff members, totaling $3,100, included in the figure above.

C. Children’s Center. -- $5.75/student/semester for $370,875 in 2007-2008, plus a portion of which ($62,000, or one dollar per student per semester) is assigned to a building maintenance reserve). In 2007-2008, additional fee funding in compliance with the 2002 referendum, bring the total annual allocation to $460,000. A 1976 student referendum allocated $0.75 per student per semester to be allocated to the A.S. Children's Center for operations. In Spring 1992, a referendum passed which allocated $5.00 per student per semester to establish a fund to support the planning, construction, furnishing and operation of a new Children's Center facility. With the completion of the new facility in 2001, the destination of that fee is now primarily for operations, with approximately $1.00/student/semester allocated to a long-term maintenance and construction fund.

D. Academic Research. -- $0.50/student/semester for $32,250 in 2007-2008. This fund was originated through a Fall 1985 referendum to support a multipurpose/ cultural center fund and was later redirected by a Spring 1996 referendum to support academic research by students in the form of the Academically Related Reserve Account (ARRA). It supports costs related to conducting and presenting original student research or other scholarly and creative works by individual or small groups of students. It is not designed to replace funding for normal instructional expenditures for groups, courses, departments or colleges, responsibility for which rests with the University. Student film projects through Cinema and Television Arts or other group-related projects are more properly funded through Instructionally Related Activity Fees. Specific policy regarding this account can be found in Appendix A. of this document: “ARRA Funding Policy”. The signature of a member of the regular faculty of the pertinent department is required for consideration for funding of expenses related to research or creative works and for travel to any academically related conference.

E. Programs and Services. – A Fall 2002 student referendum increased the semester fee by $4 per student for Spring 2003 and by $2 each fall semester thereafter. This increase was designated for the programs and services of clubs and organizations and of the Associated Students itself, and is not for use for A.S. governmental and corporate purposes, nor for University Programs. It was designed to address the diminished buying power of fee dollars due to past and future inflation.

 

IV. SPECIFIC BUDGET LANGUAGE
A. Awards Banquet: "All honored individuals; excluding the A.S. President and 3 guests, A.S. Vice President and 3 guests, A.S. President-elect and guest, A.S. Vice President-elect and guest, the CSUN President and guest, keynote speaker and guest, and the Director of Awards and guest; will be charged a minimum of $10 to attend the banquet. Guests of A.S. students, staff, or advisors will pay the full cost of their own banquet dinners.

B. Insurance. All excess insurance funds left after A.S. insurance needs have been met shall be transferred to Unallocated Reserves.

C. Publicity. All advertisements for programs supported by A.S. funds will state: "Supported by Associated Students, continuing to support a diversity of viewpoints at CSUN”. Also, the A.S. does not generally fund Daily Sundial advertising for departments or chartered organizations and instead encourages use of its own Daily Sundial display advertising in A.S. Notes.

D. Sponsorship. A program is considered to be sponsored by the Associated Students only if legislation so stating has been approved by a majority of the Board of Directors (Senate). A.S. chartering or funding per se in no way implies sponsorship or endorsement of the program, service, organization or individual nor the point of view that might be expressed thereby. Neither does the A.S. assume any tort, financial or other liability for any such activity funded through the A.S. fee.

E. Travel policy -- The following guidelines apply to funding requests for travel from chartered organizations, departments and through ARRA except those specific guidelines described elsewhere.

1. General
a. Funding is restricted to round-trip airfare and/or mileage; local transportation; lodging, and conference registration fees, with at least 50% from other sources (i.e., individual contribution(s), donations, fund-raisers, organizational support)

b. No individual will be funded for conference travel more than once a year
c. Costs that are known to increase between the time a budget amendment is submitted and when funds are allocated (Airfare for example) may be reimbursed despite not having receiving senate approval so long they were purchased after the initial request for funds was made.

2. Academically related conferences (where a student has submitted a research or creative work proposal, and their work has been accepted for presentation). See Appendix A. Academically Related Reserves.
a. The financial equivalent of up to four individuals will be considered for funding for any conference or gathering or, generally, from any one department in any one academic year.

3. Non-academically related conferences (e.g., leadership conference, competition)
a. Travelers may be members or officers recognized as the group delegate in a manner consistent with the organization’s normal procedures.
b. The financial equivalent of two individuals will be considered for funding for any conference or gathering or from any one organization in any one academic year.
c. Funding is restricted to the lesser of $300 per person or to the cost of the conference or gathering.
d. Where travel is an essential element of the ability of a student organization’s fundamental purpose, as determined by Finance Committee (intercollegiate sport clubs, Forensics Society, Model United Nations, field trip-focused groups, as historical examples), the Senate may increase the funding from Unallocated Reserves for travel by a 2/3 vote of the total voting membership.
e. The allocation may never exceed 50% of the actual cost of travel.

4. Transportation. For all A.S. programs/activities travel, the most economical mode of transportation should be employed. Public transportation, whenever possible, should be employed in preference to private automobiles. Where a private automobile is employed, the individual will be reimbursed at a maximum of $.485 per mile.

5. Lodging
a. A.S. officers, senators, directors, and employees will have their lodging paid in full when on official corporation business, except during tight budgetary periods.

b. Others will generally be allocated up to $60 per night per person

6. Food
A.S. has established a general policy of not funding meals except for A.S. programs. When A.S. officers or staff are traveling on approved A.S. business, the pier diem amounts for meals are $10.00 for breakfast; $15.00 for lunch, and $25.00 for supper. An additional allotment of $5.00 per day for incidentals (tips, taxes, etc.) obtains after the first 24 hours of travel

7. Miscellaneous Expenses. Travel expense allowances include tips and taxes.

8. Release Forms, Proof of Insurance, Driver’s License, DMV Record In accordance with Executive Order 590 requirements, signed waivers must be obtained from each person traveling on an A.S. sponsored trip. If private vehicle is used, valid driver’s license, proof of liability, and DMV record is required. Forms are available in the A.S. Central Office and must be completed PRIOR TO TAKING THE TRIP.

F. Interpretive/Access services. Interpretive service, coordinated by the Interpreter Service division of the National Center On Deafness, will be provided, upon request by a deaf or hard-of-hearing student, for attendance at A.S. meetings and sponsored programs. Funds may be requested for club/organization programs that are fundable by
the Associated Students, on campus, free of charge to students, and open to the general student body. In 2007-2008, clubs and organizations needing such funds may receive A.S. fee support up to $350 in a given year. Such requests may be made to the Director or Assistant Director of Finance or to the General Manager

G. Recreational Sports. All members of recognized sports clubs are required to provide proof of valid medical insurance prior to participation in their activity. The Director of Recreational Sports must approve all sports club expenditures made through the A.S. Budget. The A.S. Recreation Sports Club Manual defines expectations for such groups and their activities.

H. Stipends. The President, Vice President, Senators and Senate Committee may receive stipends or other equitable financial remuneration approved in the annual budget. In order to receive this, they are required to have met the minimum requirements for their positions, as established in the A.S. Constitution . All final stipend allotments are subject to approval by the A.S. Personnel Board.

I. Miscellaneous -- Unallocated Reserve Account practices for University programs and chartered clubs and organizations.
1. Commonly requested items that are approvable:
a. Cultural events
b. Leadership development conferences and activities
c. Community service-based events
d. Events where the primary audience is CSUN students.

 

2. Commonly requested items that are not typically approvable:
a. Community events where A.S. fee is used for pass-through
b. For-profit activities
c. Payment for CSUN students, faculty and staff
d. Disc jockeys
e. Decorations
f. Plaques, certificates, or other awards
g. T-shirts or other apparel
h. Food, unless it is essential to the nature of the program
i. Daily Sundial advertising
j. Newsletters and one-time use banners

 

3. Accessibility of programs. Funding is made available based on the degree to
which a program or service is accessible to all students paying the fee.
a. Events not open to all students.
(1.) Programs or services open to only members of organizations are not
funded (e.g., honorary awards ceremony for its members only).
(2.) Programs may receive reduced or no funding if their admission cost,
timing or other quality curtails CSUN student access.
b. Events open to all students
(1.) Recruitment activities for organizations with closed or mutually
selective membership practices may be funded (e.g. NIC groups’ rush).
(2.) Other programs and services open to all students and produced by
organizations with closed or mutually selective membership practices
may be funded (e.g. Alpha Phi Alpha, Inc, Black and Gold Pageant).

 

J. Commencement celebrations. The fee may be allocated to student organizationsponsored and student organization-produced events that celebrate students’ commencement, even when access may be limited by timing, location and participant fees. However, the event may be funded only for costs associated with program elements that are open to all students at no charge. Fundable costs also are limited to $500 (up to $300 for performance/speaker contracted services and up to $200 in equipment and facility use), plus an amount up to $7.50 per graduating student.

K. Miscellaneous -- Academically-Related Reserve Account practices
See Appendix A. ARRA Funding Policy

 

V. REQUESTS FOR BUDGET AMENDMENTS: NEW FUNDING, TRANSFER ORCHANGE OF PURPOSE
A. General
1. After its initial approval in spring of the prior year, the Associated Students annual budget can be amended in the following ways.
a. Additional funding, typically coming from unanticipated student fees or other sources, can increase the size of the budget.
b. Unanticipated reductions in fee or other revenue can decrease the size of the budget.
c. Within the scope of the annual budget, Unallocated Reserve funds or funds in the Academically Related Reserves Account can be assigned to a particular purpose.
d. Funds can be transferred between and among departments and accounts.
e. The purpose for which funds were originally allocated can be changed to another purpose.

2. Twenty copies of all budget amendment requests must be submitted to the A.S. Central Office, University Student Union 100.
3. Budget amendment requests are due by 12:00 noon on Wednesday (three working days) preceding the next regular meeting of the Finance Committee.
4. Requests must be signed by the person in charge, the advisor, an A.S. Senator, and must be stapled and three-hole punched prior to being submitted for consideration.
5. The Finance Committee typically hears a presentation by the requestor, and then reviews and deliberates on all properly submitted budget amendment requests.
6. The A.S. Senate acts on all financial matters upon a recommendation from the A.S. Finance Committee at its regularly scheduled meeting, typically eight days following the Finance Committee meeting at which the request has been considered.
7. The Senate can approve a recommendation of the Finance Committee, when the Finance Committee had quorum, with a simple majority vote of the Senate. Approval of a variation from the Finance Committee recommendation requires a majority of the currently seated Senate.
8. The sponsoring A.S. Senator should be involved in the budget amendment process, as well as in attendance at the Finance Committee hearing, thereafter to act as liaison between the Associated Students Senate and the party/parties requesting funding.
9. After the A.S. Senate has taken action on the budget request and the budget is approved or amended, the Person in Charge will be contacted by the Assistant Director of Finance, who will inform them of the allocation approved by Senate, and direct them on how to proceed.
10. The entire budgeting process typically takes a minimum of four weeks to complete, from submission of request to availability of funds. The following information is required by the Finance Committee to evaluate proposals.
1. Signatures of person in Charge, the faculty or staff advisor and an A.S. Senator on page one (1) of the Budget Amendment Request
2. Purpose of organization and its structure.
3. When seeking new funds, evidence that the sponsor of the program/activity has diligently sought funds outside the Associated Students. Include the amount of support funding received or to be received from other sources (include in-kind and financial support).
4. Program goals and objectives: a realistic, precise, clear statement of the goal the program/project is expected to achieve by the end of the funded period. State it in a way that is measurable so that the degree of achievement of objectives can be measured. State the objectives realistically expected in a time sequence from one to five years as applicable. The entire program must relate to the goals.
5. Program. Describe what is going to be done and how it is going to be done, in order to achieve the objectives. Be sure to include the following:
a. Timetable. What task will be completed at what point in time?
b. Target group. Describe the group to be served, its number of members, and the ways in which it will be served. Indicate the number of students to benefit from the program. Also, explain the possible benefit(s) to the students, Associated Students, and the University.
6. Program justification. This can include the history (successful and otherwise); operational details, and how the program will be administered.
7. Uniqueness. Evidence that there is not a similar program in existence at CSUN. 8. Evaluation. Describe the procedure to be used in evaluating the program. Describe the standards by which the program will be evaluated
9. Specific financial breakdown within each category of expenses and/or revenue are to be provided on a separate sheet to justify how these figures were derived. Requested budget for each category is to be rounded off to the nearest dollar amount.
10. Where unusual requests are made, bring written estimates of expenses to the Finance Committee hearing.

 

C. Budget categories. The annual budget allocates funds generally first by department and then also by account, or budget category. Beginning in 2005-2006, funding for student organizations is allocated by project – the kind of service or event or program the groups is producing (speakers, festival, career day, etc.). The allocations to University Programs and to all A.S. departments remain generally defined by account. All expenses are made from the following categories or account clusters:
1. Contracted Services. For obtaining personal services on a contractual basis where no employer/employee relationship exists as far as program/activity is concerned. For example: artists, speakers, officials, photographers, temporary help, etc. CSUN faculty and students are not generally eligible for payment in this category except through a department-sourced service requisition (e.g., Public Safety ,Physical Plant Management). Excludes audio-visual technicians or other facility or equipment-related service providers, who are instead budgeted under Equipment and facility use.
2. Postage
3. Advertising and promotion. Funds spent to encourage attendance or utilization of programs and services, regardless of the specific kind of expense (e.g., printed materials, web design).
4. General Expenses. Includes dues and office materials. Does not include food, equipment purchase (durable goods), or costs of travel or use of facilities or vehicles (See Equipment and facility use)
5. Administrative Printing – Photocopies and printing of administrative documents (reports, minutes, handbooks agendas, etc.)
6. Equipment and facility use (Includes room and rental, equipment rental, purchase or maintenance and staffing integrally tied to the rental of some facility or equipment (e.g., audio-visual technician).
7. Insurance. Above and beyond any coverage already provided by the A.S.
8. Staff compensation and benefits (FICA, professional development, social security, unemployment insurance, workers’ compensation, etc.)*
9. Student compensation and benefits (FICA, workers’ compensation)*
10. Travel. Includes transportation (air/bus/auto), food, conference registration or entry fees, and lodging. (Also see Section VI.E.)

* If funds are requested for expenses for any of the categories with asterisks, please
discuss this with the A.S. Director of Finance and/or A.S. General Manager for
assistance in preparing the budget request.

D. Budget amendments/Transfers/Changes of purpose
1. In a given fiscal year, any department may request from the Director of Finance and from either the A.S. General Manager, President or Vice President up to two (2) changes of purposes or transfers, when each of the transfers is for $300 or less. Such requests will not require Finance Committee and Senate consideration.
2. Occasional changes from an approved budget either within the department or between departments must be referred to the A.S. Finance Committee for its recommendations to the A.S. Senate for final action. Such changes include:
a. Transfer of more than $300. A transfer is defined as moving funds from one project to another project for student organizations and from one account to another account for all other kinds of departments.
b. More than two transfers of $300 or less, which may have occurred without approval of the Finance Committee (see 1. above).
c. Changes of purpose (any changes to a department budget which would affect its overall structure or intent) that involve funding in excess of $300.
3. Approval by the Senate of these deviations shall be considered as a budgetary amendment and must follow the same procedure as unallocated budget requests.
4. All requests for category modification must be received by the A.S. Central Office no later than May 15 of the current fiscal year.
5. Expenditures (invoices, receipts, etc.) dated prior to the approval of funding, transfer, or change of purpose will not be accepted for payment or reimbursement. In other words, the change or transfer must be approved before the resulting expenditure is made.
6. A.S. allocations cannot be transferred to non-A.S. accounts without proper documentation of actual expenses incurred within the intent of the A.S. budget.
7. To request a transfer or change of purpose, submit twenty (20) copies of a complete, signed Transfer or Change of Purpose Request to the A.S. Central Office by noon on Wednesdays the week prior to the Finance Committee meeting in which you wish your request to be considered.

 

 

VI. ASSOCIATED STUDENTS BUSINESS PROCEDURES
A. Prior approval. No expenditure, promise or commitment of A.S. fees should be offered without prior, documented approval by the A.S. Accounting and Financial Services Office, A.S. General Manager, Assistant to the A.S. General Manager or Director of Finance. Persons spending, promising, or otherwise committing funds assume complete responsibility as individuals for those expenditures.

 

B. Documentation. All signatures and support information should be provided in black or blue ink. Pencil, photocopies, signature stamps will not be accepted. Facsimile and printed web-site pages are acceptable following consultation with the A.S. Accounting and Financial Services Office. Original receipts are required.

 

C. Timing. Properly completed and approved requests for payment require at least five (5) working days for processing upon receipt by the A.S. Accounting and Financial Services Office. Please keep in mind the additional time involved for requests sent by campus mail. All requested "pick up" checks may be secured in the A.S. Accounting and Financial Services Office between 9:00 a.m. and 4:00 p.m.

 

D. Purchasing.
1. Purchases for $300 or less from an approved budget may be made by an authorized individual without prior approval from the A.S. General Manager. A Disbursement Request shall be filled out for the individual to be reimbursed. Attached receipts with identification of items purchased and vendor must accompany Disbursement Requests. The Disbursement Request with proper signatures should then be submitted to the A.S. Central Office
2. Purchases of more than $300 shall be initiated with a properly completed Purchase Requisition and submitted to the A.S. Central Office. A complete justification, along with comparative prices for merchandise and/or service. In cases where the purchase involves equipment, complete justification for the purchase(s) shall be submitted to the A.S. Central Office.
3. The A.S. General Manager shall determine whether bids are necessary. Under normal circumstances, the Central Office will require three, written bids where the price of the specified item is over $1,000. The Central Office will process the Requisition and send it to the A.S. Accounting and Financial Services Office, which will execute a Purchase Order from the appropriate account.
4. The Accounting and Financial Services Office shall send a copy of the executed Purchase Order to the vendor and the designated faculty/staff advisor. Upon receipt, the Accounting and Financial Services Office will send a copy of the vendor's invoice to the designated advisor. After confirmation of the receipt of satisfactory merchandise and/or services, the Advisor should submit a Disbursement Request along with the invoice to the Central Office.
5. Cash advance.
a. In cases where an individual does not have adequate personal funds to make purchases and, in cases where Purchase Orders are not acceptable by a vendor, the cash advance procedures may be initiated.

b. Under these procedures, a Disbursement Request along with a completed Cash Advance request Form, shall be submitted to the A.S. Central Office.
c. After the A.S. Central Office has processed the Cash Advance, the A.S. Accounting and Financial Services Office will issue a check and an advance envelope.
d. Within ten working days of the issuance of the Cash Advance, the designated advisor shall return the advance envelope, any remaining funds and receipts to the A.S. Accounting and Financial Services Office.
e. If the above time requirement cannot be complied with, the designated advisor should inform the A.S. Accounting and Financial Services Office at the time of issuance of the advance.
f. No further cash advance will be issued to a group or individual with an outstanding advance.

6. Miscellaneous purchases or payments. For processing of payments for dues, entry fees and miscellaneous purchases where Purchase requisition or Cash Advance Procedures are not applicable, complete a Disbursement Request and attach backup information verifying the amount.

E. Contract procedures.
1. All contracts regarding the use of Associated Students funds must be coordinated with the A.S. Central Office. The standard forms are available in the A.S. Central Office. In cases where the forms are not applicable, the A.S. General Manager will initiate the appropriate format for the contracts.
2. All contracts shall be prepared in five copies. After the designated advisor, the contractee, and the A.S. General Manager have approved the contract; copies of the contract shall be distributed by the A.S. Central Office to all concerned parties and to the A.S. Accounting and Financial Services Office.
3. When the A.S. Central Office has not been consulted, and contracts are signed by individuals or groups, the A.S. is not obligated to fulfill the terms of the contract.

 

F. Contracted services. On occasions when an individual performs a personal service for an A.S. sponsored activity, the individual will be paid by the designated advisor by submitting a Disbursement Request with the attached Personal Services Performed form to the A.S. Central Office. This procedure should only be used in instances where no formal contract has to be drawn or in instances where smaller amounts (up to $500) are to be disbursed. For amounts over $500, contract procedures listed under Section VI.E. will be initiated. Disbursements must be made payable to the individual or group who performed. No reimbursements will be made from this category.

G. Campus service procedures. Use of University services requires the processing of campus requisition forms. The most common are:
University Postal Service Request
Quickcopies Copy Center Requisition
Technology Services Requisition
Reprographics/Quickcopies Requisition
Security Services Requisition
Physical Plant Management Service
Requisition
Campus Stores Requisition
Computing Services Requisition
Office Supply Requisition
To utilize any of these services, contact the service area for the appropriate form (typically a Service Request or Service Requisition) and estimate of charges. Please do not fill in any information in the box labeled “For auxiliary information only”. The completed form, signed by the Advisor, should be forwarded to the A.S. Accounting and Financial Services Office. After approval by the A.S. Accounting and Financial Services Staff, the form should be sent to the appropriate area for processing. A CSUN invoice will be generated by the University’s Accounts Receivable department. Upon receipt of the invoice, the advisor should prepare a disbursement request and send it to the A.S. Central Office for processing.

H. Telephone/Postage. No personal telephone, facsimile transmittals or mailings will be permitted with A.S. resources. A.S. funds may be used for payment for telephone or postage services by submitting a Disbursement Request with the attached phone bills or receipts to the A.S. Central Office.

I. Student employee and work-study payroll
1. All program/activities funded by the A.S. for student staffing must follow A.S. payroll procedures.
2. All student staff must be currently enrolled CSUN students.
3. Student employees may work up to 20 hours per week during an academic period and 40 hours per week during a non-academic period.
4. Pay rates are determined by the A.S. student employee classification system.
5. Before starting to work, students selected for a position are required to provide the A.S. Central Office with information on a Notice of Hire form to be transmitted to CSUN Human Resources or Financial Aid Office:
Name of student
Pay Rate
Average hours/week
Name of A.S.
program/activity
Starting work date
Grade and step
Job title
Complete job
description
Classification
Social Security number
Birth date
Program account
number
6. Students must pick up a Notice of Hire form in A.S. Central Office and go to Human Resources before their first day of employment.
7. Work-study positions require an original Work Study authorization form (Form 90- WS-8).
8. Supervisors must send the regular payroll information by the deadline dates as provided. A "Request for Payment of Work Performed" sheet is to be used for the Student Support Staff payroll. For Work Study Payroll, submit original Work Study Student Assistant Time Sheet. The Work Study Payroll Summary will be prepared by
the A.S. Accounting and Financial Services Office. After processing, one copy of the Work Study Payroll Summary will be returned to the appropriate program advisor.

 

J. Ticketed events.
1. The A.S. Ticket Office provides ticketing services for events when requested no later than 10 days before the scheduled event. A ticketing contract can be obtained from the A.S. Ticket Office during regular business hours.
2. The A.S. Ticket Office is accountable for all tickets released for each event. A completed Box Office Statement on the sale of tickets, including unsold tickets, shall be sent to the A.S. Accounting and Financial Services Office within three (3) days after each event.
3. If tickets are to be sold at times other than regular A.S. Ticket Office hours or at places other than the A.S. Ticket Office (typically, at a Box Office at the program venue), cashiers can be provided. The program/activity will be billed for these services at a charge of $10 per hour and a three-hour minimum is required. For non-chartered entities, additional ticketing charges will apply.

 

 

VII. AGENCY FUNDS
A. Scope.
1. The Associated Students provides financial services to organizations or projects related to CSUN, that are not funded by the A.S. budget.
2. In providing this service, the A.S. does not take any legal responsibility for the organization's program.

 

B. Establishing a fund
1. For organizations sponsoring program activities not funded by the A.S., it is necessary to open an Agency Fund with the A.S. The establishment of the Agency Fund enables the organization to use campus facilities and services.
2. To establish an Agency Fund, it is necessary for the officers and/or advisor of the organization to contact the A.S. Central Office to obtain an Agency Fund Application Form. This form, when properly completed, is to be returned to the A.S. Central Office.
3. The A.S. General Manager after approving the Agency Fund will forward the request to the A.S. Accounting and Financial Services Office to open the account. Disbursement forms are available at the A.S. Central Office; the A.S. Accounting and Financial Services Office and on the internet at http://www.csun.edu/as/finance.

C. Accessing the fund.
1. The individuals in charge of disbursing funds from the Agency Fund should be knowledgeable of the A.S. Central Office Procedures to avoid delays in handling of the account. Seven working days may be required to process disbursement requests.
2. The A.S. Accounting and Financial Services Office will provide monthly account statements. Fund holders are expected to know their account balances.
3. All forms listed in these procedures can be obtained from the A.S. Central Office.

4. No exceptions to these procedures will be allowed unless the designated advisor seeks and receives approval of the A.S. General Manager. Any questions regarding these procedures should be directed to the A.S. Accounting and Financial Services Office.

 

 

Appendix A.
Associated Students, California State University, Northridge, Inc.
Academically Related Reserve Account
Funding Policy
The Academically Related Reserves Account (ARRA) supplements Instructionally
Related Activities (IRA) funding (associated with specific courses). Additionally, there is
a need for these requests to go somewhere other than unallocated reserves, which is
the only place chartered clubs and organizations can go for funding. Student research
proposals for activities that are purely creative and/or innovative in nature should have
predictable and reliable access to funding support, similar to the National Endowment for
the Arts or National Endowment for the Humanities, however, on a much smaller scale.
The Associated Students’ Academically Related Reserve Account (ARRA) is intended to
fulfill this need. Allocation requests will be heard by the A.S. Finance Committee, with its
recommendations going to Senate for final approval just like requests from Unallocated
Reserves. Announcements about the availability of funds will be posted across campus
and advertisements put in the campus newspaper. There will be no annual process.
Allocations will be made on a first come-first served basis, based on demonstrated need,
funds available, adherence to the criteria, and quality of the request. ARRA requests will
be heard as a separate item on the agenda, but will be heard and deliberated on in the
same manner as requests from Unallocated Reserves.
Examples of ARRA funding include but are not limited to:
• A senior thesis project which may include interviews, field trips, animation, etc.
• An individual student’s film documentary project or a short video production
• A screenwriting or stage play workshop.
• A student–composed and/or performed musical work.
• A scientific or quasi-scientific study or experiment
• A student research project dealing with engineering design and/or development.
These are hypothetical examples of the types of projects that may be funded. The
intention is to encourage CSUN student intellectual development through innovative
activities.
Funds will not be allocated for the following academic research projects or
creative works:
Requests by student(s) shall not be funded unless sponsorship is given and
guidance is rendered to the student(s) involved in the research and/or project
they are doing by a member of the faculty.
Funds shall not be given to any student(s) who has previously requested and
received funds for the current academic year.
Funds shall not be used for support of or opposition to candidates for public office
nor issues currently before the voters.
Funds shall not be directly awarded to a particular individual or group of individuals
for their own personal benefit.
Funding shall not be allocated for the purchase of books.
Funds shall not be used for the reproduction, typing or binding of thesis projects.
Funds shall not be allocated for the design and implementation of web-sites.
Student and project research participants shall not be reimbursed for services
provided on the projects or research by themselves. Nor does the A.S. Finance
Committee approve funds to pay for tasks that the committee believes can be
done by the project participants.
Honoraria will not be paid to California State University, Northridge students, faculty,
administrators or staff. The definition of “honoraria” for purposes of this policy
shall be any form of gratuity extended to a person for services rendered.
Funding shall be limited to no more than $1,000 per project and, generally, $500 per
person.
Additional funding shall not be allocated to a project already allocated through the
ARRA that A.S. fiscal year
No funding will be given to reimburse money spent on the project prior to the A.S.
Senate’s allocation of funds
Equipment Purchases
1. At the discretion of the Finance Committee with the approval of Senate,
ownership of equipment purchased with ARRA funds will be maintained as
property of the Associated Students.
2. Storage and maintenance of equipment purchased with ARRA funds shall be
come the financial responsibility of the department sponsoring the request
Academic Conference Travel (Also see Travel in Section IV. E. above)
Funding for academic conference travel shall be allocated according to the A.S.
annual budget and procedures handbook.
Academically related conferences shall be defined as a student(s) having submitted
a research or creative work proposal, and their presentation having been
accepted or having been invited to present.
Each individual(s) must show proof of an invitation to present a project or paper.
Funding is restricted no more than $400 per participant or to the cost of the
conference, whichever is less.
The equivalent of no more than four (4) students shall be provided per academic
conference and, generally, per academic department in a given year.
The signature of a member of the regular faculty of the pertinent department is
required for consideration for funding of travel to any academically related
conference.
Funding through ARRA is designated to the individual students creating or
presenting their work on behalf of the pertinent academic department and not to
student organizations per se.
Exceptions. Under extraordinary conditions, exceptions to the funding limits may be
made by the A.S. Senate with a two-thirds (2/3) vote of the total voting membership.
Amended: April 18, 2006