FINANCIAL AFFAIRS COMMITTEE

Purpose

The purpose of the Financial Affairs committee is to annual recommends to the SSA a plan for the distribution of the Allocable Segregated University Fees (ASUF) budget. The SSA is the Segregated University Fees Allocations Committee of the University of Wisconsin Stout. SSA, as the student governance body, is granted the responsibility for the disposition of allocable Segregated University Fees under Wisconsin Statue 36.09(5).

Contact Information
  • Cody Gentz
  • 715-232-2100
  • ssafinancialaffairs@uwstout.edu
 

Guidelines for funding

In order to receive funding, the student organization events must meet the mission of the University and the student organization. Above all, any sponsored event will be open and accessible to all students at the University of Wisconsin Stout, in order to receive funding.

 
 
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Factors that always impact funding decisions:

  1. Events must be open and available to all UW-Stout allocable segregated fee paying students.
  2. On campus event will be given the priority over off campus events, as they will impact a higher percentage of the student population.
  3. Benefit to the UW-Stout Campus
  4. Events must fit within the mission of the Student Organization
  5. Collaboration and co-sponsorship between organizations is encouraged.

 

Guidelines for Different Event Categories

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Speakers:

Can be funded through ASUF fees if they do not solely promote the sponsoring organization.

They must speak on a general topic that has a relation to the mission/purpose of the organization.

Speakers must be on-campus.

Coaching & Advising:

Coaching and advisor fees will not be funded through ASUF Fees.

Films & Movies:

Any organization showing a movie as an event with more than 15 participants in a public setting must obtain a movie license in keeping with public performance rules.

The Financial Affairs Committee will not fund any events with movies and/or film unless a license is acquired.

Food for Recruitment:

Recruitment event must be held on campus.

Event must be advertised to the entire campus.

Must be for a regularly scheduled meeting, not an event

 
Food for Cultural and Educational Events:

Event must be held on campus.

Food must be purchased from University Dining Services.

Event must be open to and advertised to the entire campus and cannot be a regular organization meeting.

Fundraising Events:

All campus events that charge money need to pay back all Allocated Segregated University Fee.

The FAC will determine annually the maximum amount they are willing to loan to a student organization in order to raise funds, if any.

Off-Campus Events:

Off-campus events that can be funded through the Allocated Segregated University Fee includes but are not limited to: competitions, tournaments, conferences, presentations, and honors/recognition.

Travel:

As on-campus events are a priority, asking students to support the travel of other students is a rare and precious opportunity that comes with responsibility. Any travel supported must benefit more than just the indivdiual traveler. The FAC will determine each year the amounts and kinds of travel they will support each year.

 
Organizational Leader Travel for Organizational Development:

The travel must benefit more than the traveler (not solely done for personal gain).

The travel must support the mission of the student org.

Organizations choose organization leaders to gain information in support of the improvement of their organization's mission to apply for funding each year.

If any traveler cannot keep the travel commitment for any reason and a reasonable subsitute cananot be found – the initial traveler will be personally responsible to reimburse SSA for any fees incurred and non-refundable.

Each year the FAC will determine the number of events and total amount of funding they will support for organizatino leader travel.

Sports Competition Travel:

In order to be supported it must be standard conference or league play. Any additional sports competition events will be treated like the recreational events of any other student organization.

Each year the FAC will determine the number of events and total amount of funding they will support for competitive travel.

Group Travel – Social/Recreational:

Must support the mission of the student organization and the campus.

Must be open and available to all students on campus.

Must be advertised well in advance and if limited space is available, the process selection must also be advertised at least two weeks in advance. 

Each year the FAC will determine the number of events and total amount of funding they will support for social/recreational travel.

Group Travel – Professional

Must support the mission of the student organization and the campus.

Must be open and avialable to all student son campus.

Must be advertised well in advanced and if limited space is available, the process selection must also be advertised at least two weeks in advance.

Each year the FAC will determine the number of events and total amount of funding they will support for professional travel.

 

Annual Budget Process:

Near the beginning of the academic year, the Director of Financial Affairs will notify all recognized student organizations of the budget timeline for the current year. The organizations will have a minimum of 3 weeks to submit their budget proposal through CONNECT. Student organizations must complete the following steps in order to have their proposals considered:

 
Step 1

Submit the budget request by the deadline – no late budgets will be accepted.

Step 2

Sign up for a budget eharing by the deadline – failure to sign up results in a denied budget request.

Step 3

At least one member of the student organization will present the organization's budget proposal at the hearing, where the FAC can listen to details and ask specific questions.

Note:

As per Financial Policy Paper 50, all hearing will be recorded via videotape and/or audio tape for FAC purposes and review.

 
 

Contingency Budget Process:

At the beginning of the academic year, the Director of Financial Affairs will notify all recognized student organizations if there will be contingency funds available during that current year. The organizations will have a minimum of 1 week to submit their contigency budget proposal through CONNECT. Student organizations must complete the following steps in order to have their proposals considered:

 
Step 1

Submit the budget request by the deadline – no late budgets will be accepted.

Step 2

Sign up for a budget eharing by the deadline – failure to sign up results in a denied budget request.

Step 3

At least one member of the student organization will present the organization's budget proposal at the hearing, where the FAC can listen to details and ask specific questions.

Note:

As per Financial Policy Paper 50, all hearing will be recorded via videotape and/or audio tape for FAC purposes and review.

Just in Time (JIT) Funding Process:

JIT funding is used if an organization or a member of an organization has an extraordinary need that arises outside the above funding processes. Funds for JIT events are pulled from contingency money and are therefore only funded if money is available. FAC can determine whether contingency rules will apply, on a case-by-case basis. In order for an event to qualify for Just in Time funds:

Note: No organization or individual shall be awarded more than 10% of the initial contingency funds in any fiscal year for a JIT request.

 

Qualifications for funding

It must have been unforeseen at that time another budget process was open.

If the JIT request involves travel the group or individual must be invited to a state, regional or national event or receiving an award or presentation at a conference.

 

Process for applying for JIT funding:

 
Individual or group applying fills out the request in CONNECT
The FAC reviews the application at their next available meeting
The applicant may be invited to present their needs at a time schedule by the Director of Financail Affairs
If asked to present you will need to present to the FAC committee.

Reallocation Request Process

If an organization requests a reallocation of funds, approval will be at the discretion of the committee. Reallocation of funds from on-campus to off-campus events may be subject to a reduction fo the amount requested for reallocation. The reason this is that the Committee's priority is to fund on-campus events as they provide the most benefit to the students and to the university. If funds are not going to be used as originally intended, they are subject to the same limits as the other off campus events were subject to. The committee encourages the transfer of funds from off campus to on campus events. The process is listed below:

 

Individual or group applying fills out the Budget Reallocation form on CONNECT

The FAC reviews the application at their next available FAC meeting.

If necessary, the FAC will invite the requesting organization to the meeting for further clarification.