A.S. Dollars

AS Dollars

Unallocated Balances

Fiscal Year 2009-10
  Remaining Budgeted
General Activities Unallocated
General Activities Travel
College Council Unallocated
TOTAL
$5,000
$10,000
$2,500
$17,500
$5,000
$16,000
$2,500
$23,500

As of 11/16/09

How to Request Money from the Associated Students

Index
Direct Links to Information Below Appendix
Dates & Deadlines
Funding Opportunities
Expenditure Guidelines
Addressing the Finance Board
Additions & Corrections

Appendix A: FAQ
Appendix B: Directory
Appendix C: Forms
Appendix D: Guide to College Council Spending
Appendix E: Guide to Student Organization Spending

Throughout this information there is text that is linked directly to additional information, as well as PDFs of the forms that are required to request funds - simply click on the links.

 

I. Introduction

As a recognized student organization at San Diego State, you may or may not be eligible to receive funding from the Associated Students. We fund the following groups:

If you have any questions, or need clarification, please contact the AS Accounting Office at 619-594-6487

Please read more regarding How To Spend Your AS Dollars.

1 A student organization that recruits and retains underrepresented students does so by planning and executing a High-School Conference. This group will also work with the High School Conference Committee of the Associated Students.

2 A College Council exists in each academic College. These Councils oversee funding of academically oriented student organizations in their College. For example, the College of Business Administration has the ABSC (Associate Business Student Council), under which exist a number of organizations such as: AMA (American Marketing Association), FIS (Finance Investment Society), SAS (Student Accounting Society), etc.

 

II. Dates & Deadlines

Finance Board Meetings:

The Finance Board meets Mondays at 1:00 PM in the Presidential Suite in Lower Aztec Center on an established schedule when classes are in session. (The Board does not meet for Action items each week. See schedule below.)

The 2009-2010 Action Meeting Schedule:

Submitting Items for Action:

All items coming to the Finance Board for consideration must be submitted to the A.S. Business Office, in Lower Aztec Center by 4:00 PM one week prior to the Finance Board Action meeting.

Mandatory A.S. Dollars Orientation:

College Councils: 11 a.m. on Thursday, September 17 in Council Chambers
Student Organizations: 1 p.m. on Friday, September 18 in Council Chambers

The financial officer and advisor from each AS-Funded group (Student Organization & College Council) must attend the mandatory A.S. Dollars Orientation. If you fail to attend this meeting, there will be a make-up meeting held six weeks later. A.S.-Funded groups cannot access their funds until the orientation is completed.

Check Requests for Reimbursement:

Fall: All expenses incurred between August and December must be submitted for reimbursement by Friday, January 30, 2010.

Spring: All expenses incurred between January and May must be submitted for reimbursement by Friday, May 28, 2010.

Budgets:

College Councils: Must work with the VP Finance and submit a 2010-2011 budget request for the next fiscal year by Friday, February 6, 2010.

Student Organizations: Must work with the VP Finance and submit a 2010-2011 budget request for the next fiscal year by Friday, February 6, 2010.

 

III. Funding Opportunities

Eligibility Requirements:

Your entity will not be eligible to access your funds until you meet the following requirements:

  1. Entity appoints and reports a Financial Officer (will act as a financial liaison between the entity and the AS VP Finance.) Financial officer's name, e-mail, & telephone number are on file with the AS Business Office.
  2. Financial officer attends the mandatory AS Dollars orientation (see below.)
  3. Entity will ensure a current Advisor’s contract is on file with the A.S. Business Office.

College Councils:

College Councils are funded according to the following formula:

As a baseline amount, each College Council is given 50% of the amount it spent in the prior fiscal (7/1 thru 6/30) year. The sum of the College Council baseline amounts is subtracted from the College Council Pool. A portion of the remaining amount is divided proportionally according to the total number of majors in each college and the balance is placed in a College Council-Unallocated fund for non-travel-related requests.

If a College Council wishes to request additional funds from AS College Council Unallocated, it may do so by submitting a Finance Board Proposal Form (PDF) to the A.S. Business Office for inclusion on the next Finance Board agenda.

Student Organizations:

Student Organizations must work with the VP Finance and submit a budget request for the next fiscal year by the last Friday in February.

If a Student Organization wishes to request additional funds from A.S. General Unallocated, it may do so by submitting a Finance Board Proposal Form (PDF) to the A.S. Business Office for inclusion on the next Finance Board agenda.

Student Organizations and A.S. Boards and Committees may spend funds in existing object codes (line items) and in accordance with expenditure policies up to the total of their department allocation.

Cultural Events:

All Cultural Events must be funded through the Cultural Arts & Special Events Board (CASE). This includes speakers, artists, performers, film festivals, etc.

For more information visit the CASE website at www.case.sdsu.edu

Student Travel:

Student travel requests are limited to a maximum of $500 per organization per academic year. See Travel Policies and the Travel Packet. Review the Travel Policies, complete and submit the Travel Packet and Travel Request Form to the AS Business Office. The Finance Board will review all Travel Requests.

If driving, student travel is only approved for destinations up to 350 miles one way. If driving more than 200 miles, there must be two drivers.

International travel (excluding Mexico) will be considered on a case by case basis taking into consideration the availability of funds, safety, purpose, etc.

A.S. requires travel insurance for students who wish to travel outside of the U.S. for trips and offers coverage for $40 per person. The Finance Board will increase the maximum funding limit for these trips only to cover the expense of up to two individuals on the trip (for a total of $80). This would increase the General Travel Fund allocation maximum for foreign trips to up to $580 and the Graduate Student Travel Fund allocation maximum to $140 (as the $100 limit is applied to a single traveler.

High School Conferences Funding:

All allocations for recruitment of students including bringing any minors to campus shall be made through the High School Conference Committee of SDSU, not through individual student organizations or College Councils..

IV. Expenditure Guidelines

General Expenditure Policies of the Associated Students:

Grants:

AS funds may not be used for grants.

Income:

All income collected from all activities using the name and/or funds of the Associated Students must be collected in an approved manner and deposited to AS accounts.

If a student organization is selling tickets as part of a fundraiser, A.S. funds cannot be used. Access to A.S. funded events must be free and open to all students.

Political Activities:

Title 5 of the state administrative code, Section 42403 states:

Funds of an auxiliary organization shall be used for purposes consistent with Board of Trustee and campus policy, and shall not be used:

(1) To support or oppose any candidate for public office, whether partisan or not, or to support or oppose any issue before the voters of this state or any subdivision thereof or any city, municipality, or local governmental entity of any kind except as may be permitted by Section 89300 of the Educational Code.

Campus policy may further define guidelines relating to expenditure of AS funds on political activities.

Specific Expenditure Policies of the Associated Students:

Each account is sub-divided into object codes (promotions, supplies, telephones, etc.) and each object code is subject to the following expenditure guidelines:

Promotions (#6400):

Allocations may be made for:

All materials printed for public distribution (flyers, posters, banners, advertisements) with AS funds should reference affiliation with the Associated Students.

Supplies (#5000):

Allocations may be made for:

Food (#5520):

Student organizations may spend no more than $400 on food per year. If food purchases are for regularly scheduled student organization meetings in Aztec Center, student organizations must follow the Campus Guidelines at http://bfa.sdsu.edu/ehs/pdf/WeeklMeetGuide.pdf

Awards (#5375):

Funded entities may request funds for awards. Requests must detail the recipient criteria with their request.

Telephones (#6020):

Allocations may be made for telephone reimbursement if it can be documented that the phone was used for the organizations benefit. If the organization has an office in the Aztec Center allocation may be made for telephone service. The phone bills are automatically paid from the organizations account. If a student organization has a telephone, the group is obligated through the end of the year. Groups cannot transfer money out of the telephone object code. Long distance access may not be included in A.S. funded phone service. Organizations needing long-distance access may be reimbursed for telephone credit cards.

Board Relations (#6490):

A.S. Boards, Committees and College Councils are allocated a board relations fund to be used for recruitment, retention and board activities, including food for board meetings. The budget formula is $25 per person multiplied by the number of board members, not to exceed $400. The money cannot be used to purchase alcoholic beverages or end of the year parties. No additional food allocations will be made to these entities.

Organization Relations (#6497):

Student Organizations may request an organization relations fund to be used for recruitment, retention and board activities, including food for organization meetings. not to exceed $400 per year. The money cannot be used to purchase alcoholic beverages or end of the year parties. No additional food allocations will be made to these entities.

Programs (#6150):

Organizations may request funds for non-CASE related programs. (All CASE-related programs must be requested directly through CASE.) Requests must detail description of program,and intended audience and outcome. These requests may include requests for food for individuals who are not members of the sponsoring entity. (Food for sponsoring entity members must be funded through Board/Organization relations.)

Computer Equipment (#8000) and Software (#8010):

Some types of equipment or software expenditures are occasionally funded due to special circumstances. The software purchased must be from an approved vendor and must be assigned to a designated on-campus computer. Any purchases must be pre-approved by the Finance Board.

Travel (6125):

A.S. allocates limited travel funds to students and student organizations as follows:

Student Organizations:
Student Organizations may request up to $500 per year for organization-related travel.

A.S. requires travel insurance for students who wish to travel outside of the U.S. for trips and offers coverage for $40 per person. The Finance Board will increase the maximum funding limit for these trips only to cover the expense of up to two individuals on the trip (for a total of $80.) This would increase the General Travel Fund allocation maximum for foreign trips to up to $580 and the Graduate Student Travel Fund allocation maximum to $140 (as the $100 limit is applied to a single traveler.

For more information regarding travel policies and requesting travel funds, see http://www.as.sdsu.edu/AS_Dollars/travel.html  

The following expenditures for student organizations and A.S. Boards, Committees and College Councils are not allowed by the Associated Students:

 

V. Addressing the Finance Board

When addressing the Finance Board, please be prepared to answer questions regarding your proposal. Please send the VP Finance and President of your organization. If these members are not able to attend, please send individuals who will represent your group well and be able to provide educated answers to Finance Board queries.

If you are requesting money from the Board, please provide the Board with a line item budget so that we may see where the requested money will be used. Please bring all backup material and any additional materials that would help us make a decision in your favor.

 

VI. Additions and Corrections

Please address any additions or corrections regarding this Guide to the AS Business Office c/o Cathy Till, Accounting Manager (cathleen.till@sdsu.edu).

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