Northeastern State University Student Government Association 601 N. Grand Ave. University Center Basement Tahlequah, OK 74464

Appropriation Packet In order for your organization to get the appropriation in a timely manner, please read the Ways and Means Committee Rules and the Stages of an Appropriation. Also, fill out the forms correctly attached to this packet. If you have any questions please let me know.

Charles “Chuck” Philpy Ways and Means Committee Chair

The following is a list of the regulations governing the process of appropriating funds. If you have any questions or comments regarding the process of receiving funds, please feel free to contact Chuck Philpy, Ways and Means Chair, at the NSGA Office extension 2526. Ways and Means Committee Rules A. Appropriations shall be adjusted according to the following rules based on the nature of the activity. 1. Conference- Organizations may request a maximum of $500. 2. Service Projecta. Within Cherokee County- Maximum of $500. b. Outside of Cherokee County- Maximum of $250. 3. Social Eventa. Social events must be open to all NSU students free of admission to receive money from NSGA. 4. Organizational Development- Maximum of $300. 5. Miscellaneous- Maximum of $100. B. The Ways and Means Committee will consider an appropriation only if the following requirements are met: 1. The amount requested does not exceed half of the total budget for the organizational activity. 2. The organization has been in good standing for the entire previous academic year. 3. The amount appropriated cannot be used for food or apparel. 4. The organization requesting money must participate in at least two NSGA sponsored events per semester. C. The organization requesting money must submit an appropriation packet at least five weeks in advance of the event so that it has time to go through the process. Failure to do so will result in the organization not receiving the appropriated money before the event. D. Any variations from the appropriation must be reported to the Ways and Means Committee within three days of the variation. E. Special consideration will be given to new organizations requesting an appropriation. F. All receipts for any expenditure of state funds allocated must be returned within two weeks of the occurrence of the activity. H. Failure to adhere to finance guidelines and rules will result in the organization being subject to repayment of appropriated funds and will be in bad standing with NSGA for one academic year. I. Organizations in Tiers One and Two may receive appropriations; Tier Three Organizations may not receive appropriations.

STAGES OF AN APPROPRIATION 1. Appropriation Packet is to be turned in five weeks prior to the event. 2. The appropriation will be presented at the first scheduled Ways and Means Committee meeting after the appropriation packet is submitted to the NSGA office. 3. If the appropriation passes through the finance committee it will then be read into the minutes as New Business at the next senate meeting. The appropriation must be documented and signed by the finance chair. 4. At the following senate meeting the appropriation will be read as Old Business and presented to the senate. 5. If the appropriation passes through the senate, it will need the signatures of the President Pro Tempore and the President of NSGA. It will then go to the NSGA Sponsor. 6. NSGA Sponsor and the Dean of Student Affairs sign the appropriation within (1) one week of its receipt with all required approval signatures and add information into Student Affairs Budgetary documentation. 7. The folder with the appropriations information should then be delivered to Donna. These approvals begin the purchase order process. 8. The appropriation information is input into the OSAGE system and a hard copy purchase order is generated*. This procedure can take up to (2) two weeks depending on the Purchasing Department’s workload. 9. *If the organization is not in the system, the sponsor is contacted. It is the sponsor’s responsibility to contact the Business Office to log the organization into the system. The appropriation process cannot proceed until the organizational information is in OSAGE (this increases the time required to process a check request). 10. Once the hard copy purchase order is received in the Student Affairs Office, a request for check is written and sent to the Business Office. 11. Checks are written in the Business Office once a week. If the request is received after the check writing date, the check is written the following week. 12. Student Affairs is called when the check is ready for pick up. The organization’s sponsor is then notified that the check is available for pick up in the Student Affairs office. Either the sponsor or a member of leadership can receive the appropriation check.

NORTHEASTERN STUDENT GOVERNMENT ASSOCIATATION APPROPRIATIONS APPLICATION

NSU Account Number (Call ext 2183)

Date Funds Needed

Organization Organization Sponsor

Extension

Total Amount of Activity Budget………………………………… $ Short Explanation of how the money will be used…

Amount my organization will provide…………………………… $ Amount of Funds requested………………………………………. $ List previous participation in NSGA sponsored activities: … Attached is a copy of my organization’s activity budget for which the funds will be applied. … I understand that a minimum of (5) five weeks is needed to process this appropriation application. … I have read and understand the finance committee rules. … I understand that failure to adhere to finance guidelines and rules places my organization receiving appropriated funds subject to repayment of appropriated funds and organizational suspension for one academic year.

Organization Senator Signature

Campus Address

Date Signed

Telephone Number

Campus Sponsor Signature Date Signed For NSGA Use Only TheApplication Finance Committee willin…………. consider your application at the first regularly Date was turned Senate Action: scheduled meeting held after the application is submitted to the NSGA Office. Date the Finance Committee reviewed it. Passed Failed Date presented in Senate……………….. Final Amount Appropriated……………… $

NORTHEASTERN STUDENT GOVERNMENT ASSOCIATION APPROPRIATIONS ACIVITY FORM Organization: Please explain the event/activity your organization needs the appropriation for.

Organization Budget:

$

Total cost of Activity/Event:

$

Fundraised Money:

$

Amount of funds requested:

$

Money received by Sponsors:

$

Money each member is providing:

$

Organization Senator Signature

Date

President of Organization Signature

Date

Please attach any more information about the event/activity your organization is hosting/attending such as brochures or agendas. This will help the Finance Committee and the senate with their decision to appropriate funds.