ENACTED, by the North Carolina State University Student Senate that:

Section 1. The following Sections of Chapter 5 of the Student Body Statutes shall be stricken: §§5-5 to 5-9, Part II Appropriations, §5-22, and §5-32.

Section 2. Student Body Statutes §5-23 Salaried Position Work Logs shall be amended by striking "of more than one thousand dollars($1000) per year".

Section 3. Student Body Statutes §5-4 Distribution of Budget shall be amended by striking "four(4)" and inserting "eight(8)". It shall be further amended by adding, "A current copy of the budget shall be posted bi-weekly in the Student Government Office."

Section 4. Student Body Statutes §5-20 Student Body Comptroller; administration of Budget shall be amended by adding, " the Comptroller or his or her designee shall keep a permanent electronic record of which student organizations have and have not submitted allocations receipts per §5-2.15"

Section 5. Student Body Statutes §5-33 Contracts for Services shall be amended by striking §5-33 in its entirety and inserting,

1. The Treasurer shall award contracts to the lowest qualified bidder for services that cannot practically be performed by any Student Government organization or agency.
2. The specific services which shall be contracted in this manner shall be at the decision of the Student Senate.
3. The Treasurer shall deem a bid qualified if he judges that the bidder has the ability to adequately perform the contracted service."

Section 6. Chapter 5, Article 1 of the Student Body Statutes shall read as follows:

CHAPTER 5.

Article 1. Finance Generally.

§5-1.1. Definitions and conventions.

§5-1.2. Student Government Budget.

§5-1.3. Budget recommendation by Finance Committee.

§5-1.4. Distribution of Budget.

§5-1.5. Student Body Comptroller; administration of Budget.

§5-1.6. Submission of receipts.

§5-1.7. Salaried positions work log.

§5-1.8. Reserved

§5-1.9. Freezing of funds.

§5-1.10. Student Body Auditor.

§5-1.11. Audit Board.

§5-1.12. Duties of the Auditor.

§5-1.13. General Trust; composition.

§5-1.14. Expenditures from the General Trust.

§5-1.15. Contracts for services.

§5-1.16. Public Funding of Campaign Activities

§5-1.1. Definitions and conventions.

Within this Chapter, the following definitions and conventions shall apply:

Part I. Budget.

§5-1.2. Student Government Budget.

Each session of the Senate shall, no later than its final meeting of the session, approve a Student Government Budget bill for the fiscal year beginning in the summer of that year, subject to the following provisions:

1. the Budget shall include all expenditures from the Student Body Funds;
2. at no time shall the amount expended from the Student Body Funds exceed the amount available in the Student Body Funds;
3. at least thirty percent (30%) of the available funds shall be budgeted for appropriation to student organizations (SBS §5-2); and
4. the Senate may amend the current fiscal year’s budget, including the transfer of funds from one account to another, by a simple majority vote.

§5-1.3. Budget recommendation by Finance Committee.

The Senate Finance Committee shall file for introduction its Budget recommendation no later than the second Senate meeting in March. The committee shall conduct whatever public hearings it deems necessary for a thorough investigation of all budgetary options.

§5-1.4. Distribution of Budget.

The Treasurer shall provide at each Senate meeting at least eight (8) copies of the current fiscal year’s Budget, with detailed accounts for each line item of (i) the budgeted amount, (ii) the total expenditures to date, and (iii) the balance to date. The distributed Budget shall be accurate as of no earlier than the day preceding the Senate meeting. A current copy of the budget shall be posted bi-weekly in the Student Government Office.

§5-1.5. Student Body Comptroller; administration of Budget.

The Comptroller shall be appointed by the Treasurer and the President per SBS §3-3(b) prior to the beginning of the fiscal year, and shall administer the annual budget as approved by the Senate, subject to the following provisions:

1. the Comptroller or his or her designee shall approve expenditures of Student Body Funds, provided they are in accordance with the Budget;
2. any surplus funds remaining at the end of a given fiscal year shall be deposited by the Comptroller into the General Trust (SBS §5-1.13);
3. at the end of the fall semester, any remaining funds budgeted for fall appropriations shall be re-budgeted by the Comptroller for spring appropriations, without the consent of the Senate; and
4. no salary advancements or loans shall be made from the Student Body Funds without the consent of a two-thirds (2/3) majority of the Senate.
5. the Comptroller or his or her designee shall keep a permanent electronic record of which student organizations have and have not submitted allocations receipts per SBS §5-2.15

§5-1.6. Submission of receipts.

Receipts must be submitted to the Treasurer for all expenditures made from the Student Body Funds, within one (1) month of the date of the expenditure. Failure to submit receipts may result in the freezing of funds(SBS §5-1.9).

§5-1.7. Salaried positions work log.

Any Student Government Official receiving a salary shall log a bi-weekly summary of the work done under the auspices of his or her office, and submit it to the Treasurer for review.

§5-1.8. Reserved for GB 48, 2000-2001 Session.

§5-1.9. Freezing of funds.

The Treasurer shall freeze the funds of any organization receiving Student Body Funds if:

1. an audit of the organization’s accounting records, by the Auditor or the Office of the Treasurer, finds a discrepancy in the management of funds; or
2. the organization is found to discriminate on the basis of race, sex, religion, creed, national origin, physical disability, or sexual orientation.

Part III. Audits.

§5-1.10. Student Body Auditor.

An Auditor may be appointed by the Student Body President (SBS §3-3(a)(ii)), if it is believed that improprieties in the handling of the Student Body Funds exist. All accounting records must be made available to the Auditor at his or her request.

§5-1.11. Audit Board.

The activities of the Auditor shall be overseen by an Audit Board, to be composed of the chairs of the Senate standing committees, with the exception of the Treasurer.

§5-1.12. Duties of the Auditor.

The Auditor shall prepare an audit of the Treasurer and Comptroller for report to the Student Body President and the Senate, and upon the discovery of a discrepancy in the management of funds, bring allegations against the Treasurer or Comptroller (SBS §2-2.2(e)).

Part IV. Miscellaneous.

§5-1.13. General Trust; composition.

The General Trust shall be composed of:

1. monies from the Student Body Funds not expended during any fiscal year; and
2. monies required to remain as an ending fund balance by the University Office of Finance and Business.

§5-1.14. Expenditures from the General Trust.

No funds shall be disbursed from the General Trust by the Comptroller without approval by (i) a two-thirds (2/3) majority of the Senate or (ii) the unanimous consent of all of the Executive Officers, at times that the Senate cannot be convened. Any request shall detail the amount and purpose of the expenditure.

§5-1.15. Contracts for services.

§5-1.16. Public Funding of Campaign Activities

No portion of the Student Body Funds shall be allocated to a campaign for a Student Government elective office or to an organization supporting a campaign for a Student Government Elective office.

§5-2.1. Definitions and Conventions

§5-2.2. Appropriations to Student Organizations

§5-2.3. Eligibility for appropriations.

§5-2.4. Timetable for appropriations.

§5-2.5. Online Appropriation Request System

§5-2.6. Sponsoring Senator

§5-2.7. Submission of Appropriation Requests

§5-2.8. Appropriations Request

§5-2.9. Appropriations Request Content

§5-2.10. Appropriations Request Publication

§5-2.11 Consideration of Appropriation Requests

§5-2.12. Start-Up Funds

§5-2.13. Items Ineligible for Funding

§5-2.14. Issuance of Funds

§5-2.15. Submission of receipts from Student Organizations.

§5-2.16. Accelerated Consideration of Appropriation Bills

§5-2.17. Amendments to the Appropriations Bill

§5-2.18. Appropriations Packet

Within this Article, the following definitions and conventions shall apply,

1. "Appropriations" refers to funds allocated by Student Senate to registered Student organizations.
2. "Appropriations Bill" refers Appropriations Bills dealing with funds allocated through Appropriations Requests.
3. "Appropriations Request" is a formal document from a registered Student Organization requesting funds from the Student Senate through the appropriations process.

Each semester, the Senate shall approve a bill that appropriates the available Student Body Funds to eligible student organizations (SBS §5-2.3) for projects that the Senate deems beneficial to the Student Body, provided that the funds requested do not exceed one half of the total proposed budget.

No student organization shall be eligible for the appropriation of Student Body funds unless (i) it is registered with the Office of Student Activities and (ii) it does not discriminate on the basis of race, sex, religion, creed, national origin, physical disability, or sexual orientation.

1. Shall accept submissions from organizations and their sponsoring senators jointly
2. Shall allow such submissions to be edited by the organization until such time as they are deemed to be due by the Finance Committee.
3. Shall allow Student Government Office staff to directly print the Appropriation Requests without additional formatting for the Senate.
4. Make all Appropriations Requests public upon their final submission.

The sponsoring Senator shall:

1. Assure that the organization requesting funds is fully aware and meets all statutory obligations of such a request.
2. Assist the organization in completion of their Appropriation Request.
3. Aid the Finance Committee in assuring that final documentation of the Appropriation Request reflects any additional information that is presented during any interview process.
4. Attend all presentations of their organization to the Finance Committee.

Appropriation Requests shall only be submitted through the online system with the assistance of the sponsoring Senator.

All requests by Student Organizations for funds shall be in the form of an Appropriations Request. These are not considered individual items of business of the Student Senate, and shall not be considered individually. The Finance Committee shall compile an appropriations bill stating the amount that has been requested and the amount that has been appropriated to each organization.

Appropriations Requests must contain the answers to the finance questionnaire. The Appropriations Request must include full disclosure of requested sources of funding and their amounts.

The appropriations bill that is submitted by the Finance Committee shall be accompanied by portions of all the Appropriations requests, including, but not limited to, the Statement of Fact, the Statement of Principle, and the proposed Budget.

The Finance Committee shall take the following factors into consideration during the appropriations process:

1. The benefits provided to the campus community;
2. The benefits provided to the surrounding community;
3. The benefits provided to individual students;
4. The diversity of funding sources explored;
5. The amount of fundraising provided by the organization;
6. The out-of-pocket contributions of students;
7. The effects on NC State's reputation;
8. The overall cost effectiveness of the project;
9. The number of students involved or impacted.

Registered Student Organizations which are newly organized or reorganized after a period of inexistence, may receive start-up funds for the purpose of promotion or initial activities. This is a one-time allocation that may be applied to organizational costs, and may not exceed $300. The Finance Committee may impose additional rules or stipulations regarding start-up funds.

Senate shall not fund any of the following items as a component of an Appropriations Request:

1. Salaries for advisors or student leaders;
2. Trips required by and/or for a class;
3. Clothing unless intended for a fund-raising activity;
4. Operational expenses (all reoccurring expenses, i.e. photo copying, phone calls, postage, etc.);
5. Alcoholic beverages;
6. Events which are socially oriented;
7. Food or meal expenses.
8. Outside consultants, if for more than $250.
9. Lodging if the cost exceeds $25 per person per night.
10. Funds for air travel if another method of transportation is practicable.

All checks for funds approved to be allocated to Student Organizations must made to the organization and not any individual.

§5-2.15. Submission of receipts from Student Organizations.

Organizations that fail to return requested receipts or return unexpended funds shall be denied future funding by Senate for a period of two fiscal years, or until such time as the return receipts detailing the expenditures proposed by the organization or funds are returned.

No motion to fast-track or action that effectively fast-tracks the Appropriations Bill shall be in order in Student Senate.

Amendments to the Appropriations Bill can only be amended by two-thirds of the Senate. All amendments must be sent to all Senators via electronic mail 48 hours prior to the meeting at which the Appropriations Bill is to be considered for second reading.

Please be aware of some ground rules before initiating your funding request. First, your student organization must be registered with Student Activities (1st floor of Talley Student Center, Mike Wallace 515-3323) to be eligible for Student Senate funding.

Second, your organization must have a Student Senator to sponsor your Appropriations Request. If your organization is associated with a particular field of study, try to find a Senator who represents that school or college. You can obtain information about current Senators via the Student Government Office in 307 Witherspoon Hall, 515-2797, or via our web site at http://students.ncsu.edu/. There will also be an Informational Session on how to properly complete an Appropriations Request on [insert date]. It is your responsibility to contact a Senator to sponsor your request. It is required that you meet with your Sponsoring Senator before you submit your final Appropriations Request. After you have completed the preliminary steps, the formal process as outlined in this packet begins. If you have any questions or concerns, please feel free to contact your sponsoring Senator, or the Office of the Student Body Treasurer.

1. All requests for fund allocations for the spring semester must be submitted online via the Student Government web site at http://students.ncsu.edu/. This will include a full budget for the activity, questionnaire, and a vendor form. Once on the web site, follow the necessary prompts and instructions to complete the Appropriations Request.

2. The deadline for submitting an Appropriations Request is [insert time and date] via the World Wide Web. Students are encouraged to submit requests before this deadline to facilitate handling in the office; however, all requests will be considered concurrently, regardless of submittal date. Note that in general, events occurring between [beginning date] and [ending date] should be considered at this time.

3. Find a Senator to sponsor your request, preferably from your school or college if your organization belongs to a particular school or college. Your sponsoring Senator will be a valuable resource in submitting a successful request. It is your responsibility to contact the Senator and acquire an authorization code. If you do not, you will not be able to submit an Appropriations Request. Again, contact the Student Government office at 515-2797, or visit the Student Government web site at http://students.ncsu.edu/ for a list of active senators.

4. Write an Appropriations Request according to the format shown in this packet. A proposed budget of the activity must be included. This budget should reflect the revenue, expenditures, and all funding proposals from other sources, (i.e., college councils, campus organizations, and corporate sponsorships/sources.) Each group must at least match the Senate's funding with funding from other sources.

5. Appropriations Requests must state the date the activity will take place.

6. The request will be discussed at the Finance Committee meeting. It is mandatory that a representative of the organization AND the sponsoring Senator appear at the Finance Committee meeting.

7. The Finance Committee shall forward its recommendations to the Senate in the form of one appropriations bill. This recommendation will be presented to the Student Senate at its [insert date] meeting. Organization representatives are not required to attend this meeting.

8. Please keep Student Government updated with your current contact information. We will need to speak with you should an unexpected problem arise. In addition, you should always contact the sponsoring Senator or the Student Body Treasurer with any problems that you encounter.

9. When asking for financial consideration, if at all possible groups must present proof (brochures, letters, etc.) indicating the exact nature of the event. These documents must be available at the Finance Committee meeting.

10. Groups must provide full disclosure of all requested sources of funding and their amounts.

11. Following approval by the Senate, the Student Body President and the Student Senate President must sign the Appropriations Bill. Assuming that the Appropriations Bill is not vetoed, a check will be sent to the Student Government office. After the committee has filed it, you can view the status of the Appropriations Bill at http://students.ncsu.edu/. Where after the Office of the Student Body Treasurer will then sign the check over to the organization, not to individuals. NO EXCEPTIONS WILL BE MADE! Checks will be void sixty days after date of issuance.

12. The disbursement of moneys can occur only after approval by the Student Senate and Student Body President. The university accounting system requires at least two weeks for the issuance of a check, but could potentially take longer.

1. Money may only be used for those expenditures stated in the request.

2. Groups can receive a maximum of $4,000.

3. The following is a guideline of priorities, which the Finance Committee will follow when deliberating:

Items Considered For Funding:

1. On campus events

2. Educational trips

3. Volunteer activities

4. Sports teams

5. Trade trips

Items not funded:

1. Salaries for advisors or student leaders;

2. Trips required by and/or for a class;

3. Clothing unless intended for a fund-raising activity;

4. Operational expenses (all reoccurring expenses, i.e. photo copying, phone calls, postage, etc.);

5. Alcoholic beverages;

6. Events which are socially oriented;

7. Food/Meals expenses.

1. Railroad, bus fare and car rental are eligible to be covered. Airline fares will be funded, only when air travel is the only viable means of transportation, as justified by the Finance Committee and Student Senate.

2. Thirty cents ($.30) per mile for automobile transportation and forty cents ($.40) per mile for vans will be provided when personal vehicles are used.

1. Registered student organizations, new or defunct, may receive start-up funds for the purpose of promotion or initial activities. This is a one-time contribution that may be applied to organizational costs. There is a $300.00 maximum, which must be justified.

2. Outside consultants (i.e. photographers, choreographers) can receive payment for services. Any compensation over $250.00 will not be considered for funding.

3. All receipts for Senate funded activities must be submitted to the Office of the Student Body Treasurer within one month of all the expenditures. You must turn in a copy of all the receipts your group received, even though you only received partial funding from the Senate. The receipts must be descriptive and easily readable. Any group failing to submit receipts will be denied funding for two fiscal years, or until such time as the receipts detailing the expenditures proposed by the organization or funds are returned.

4. If funding is requested for several members of the organization, and the number of attending members' decreases, the Senate contribution will decrease proportionally

5. All unused money must be returned to the Student Body Treasury. A check should be written to NCSU Student Government and returned to the office with event receipts.

1. All Appropriations Requests will be reviewed, for consideration of an interview time, by the Finance Committee on a specified date. At this time the committee will review the merits of the requests and decide if the request meets the criteria for an interview. This step requires that the request be strongly written and possess all required information. Requests that are considered for an interview will be contacted on the specified date with an interview time. All other requests will not be considered for [insert current semester and year] Allocations. Those organizations not considered for an interview, will be notified with written reasons as to why the request was not considered.

2. All Finance Meetings will be in the Witherspoon Student Center on [insert dates]. After an Appropriations Request is considered for an interview, the organizational representative will be contacted by phone and given an interview time. Phone calls will be made on the evening of [insert date]. A schedule will be posted on [insert date] on the Student Government office window, and on the web site at http://students.ncsu.edu/, as to when and where each request will be considered.

3. The request will be tabled if the sponsoring Senator AND the group representative are not present during your scheduled Finance Committee meeting.

4. The sponsoring Senator will introduce the group representative. The group representative will briefly elaborate on the group's request for funds. For the sake of time, please do not restate what is in the request (this requires effective written communication).

5. The committee members may ask questions about the request.

6. The club representative will be asked, but not obligated, to leave the room; however, the sponsoring Senator will remain for deliberation, if necessary.

7. The Finance Committee members will discuss the request and make amendments as they see fit. These changes will reflect the financial requirements of the appropriations packet. The Finance committee will decide the merit of the group's request.

8. The Finance Committee will determine the amount of funding to be provided after all requests have been heard. An appropriations bill will be presented for Senate's approval. Any Appropriations Requests to be funded will be included as a line item in the appropriations bill.

1. Since all requests are presented for consideration at the same time, each request is evaluated on a basis of relative merits.

2. The merit of an organization's activity is the responsibility of the finance committee to determine. There are an unlimited number of factors that determine the worthiness of a request for funding. Although there is no concrete definition of merit available, the following factors are commonly considered in the evaluation process:

1. The benefits provided to the campus community;
2. The benefits provided to the surrounding community;
3. The benefits provided to individual students;
4. The diversity of funding sources explored;
5. The amount of fundraising provided by the organization;
6. The out-of-pocket contributions of students;
7. The effects on NC State's reputation;
8. The overall cost effectiveness of the project;
9. The number of students involved or impacted.

3. Student Government is actively seeking and offering sponsorship to organizations to provide on-campus activities. On-campus events benefit large numbers of students and improve the overall quality of the collegiate experience. Student Government is dedicated to providing funds for such a purpose. Groups organizing on-campus events may be given preferential treatment and/or larger percentages of available funds, depending on the specific nature of the event.

4. Student organizations often request funding for the group to travel to a national or regional conference. Although Student Government realizes the importance of groups attending such conventions, travel is very expensive and often benefits the group or individual much more than the university as a whole. Traveling groups need to secure multiple sources of funding and consider Student Government as one of many possibilities. As a general rule, Student Government will only offer funding to the extent of one third of the traveling group's budget in the best of circumstances.