The Financial Handbook is written and utilized by the Student Government Association (SGA) to assist and benefit the student body and clubs in the pursuit of enhancing the student experience and bettering the whole St. Scholastica community. The goal of SGA is to clearly communicate and best represent the wants and needs of the student body by thoughtfully and thoroughly considering each and every request made by clubs, students, and organizations.
The 2024 - 2025 Financial Handbook available here
The allocation table is how SGA decides how much money clubs can receive for a particular event. It is updated annually during the Financial Handbook Review period to best reflect the current economic demands.
You can review the current allocation table here
The funds The College of St. Scholastica Student Government Association receives are from the Student Activity Fee. This fee makes up around $300 of students’ tuition fee. The exact amount of this fee is determined by the Student Activities Fee Committee (CAB, Student Activities, Campus Ministry, Outdoor Pursuit, Student Government Association, Student Affairs, CSS Dean of Students, and more sit on this committee).
After the numbers have been verified, the Student Government Association Financial Vice President then transfers the funds from the College into the specific organizational accounts. The Financial Vice President oversees all the organizational accounts.
The Financial Vice President each year will lead a group of Senators and Executives in the Financial Handbook Review Subcommittee. The aims and goals of this subcommittee include ensuring the Financial Handbook is up-to-date and modify any areas of concern. Any changes will be brought forth to the General Senate to be voted on and implemented. It is the Financial Vice President’s responsibility to follow through with adapting these changes to the requests that are submitted following the approval.
So....how do I get funds for my club or project?
The organizational budgeting process happens a semester in advance. Budgets for fall will be conducted during the previous spring semester, and budgets for spring will be conducted during the fall semester. Information will be sent to club leaders by the FVP with a timeline as well as instructions for the club budgeting process.
Ex. Food for 2 Club Crawl nights, 3 community events throughout the year, and office supplies.
An unbudgeted request can be put forth by a student or club leader when Senate is in session in order to obtain funding for expenses that was not previously budgeted for during the semesterly budgeting process. Events that have been budgeted for cannot request more funding via an unbudgeted request. Specific guidelines of what and how much the senate will fund are outlined in the Financial Handbook.
Ex. New Conference for Occupational Therapy in New Orleans, Additional Planting Event
Bills are usually created by an SGA memeber or in partnership with SGA. You must have senators involved in the writing of a bill and proposing it in order for it to be voted upon and passed. Unlike budgeted and unbudgeted requests where funds are placed into a club account, bills allow for the approval of funds for a specific project. Bills are generally geared towards the entire student body not one club or group of people.
Ex. Solar Panels on Campus, Fire Pit on Grove's Lawn
There are 3 avenues in which club members can utilize the club funds
A P-card is the main way that clubs should access their funds. A P-card is a school credit card that can be checked out and used by the club members to make club purchases.
Student reimbursements are a way to pay yourself back for spending personal money on a club purchase. You can complete a reimbursment form to use funds already in your club account.
Invoices are generally recieved after a purchase has already been made. You may recieve an invoice from a vendor and get the invoice paid by the college following the correct steps.
The Financial Handbook using specific language and definitions in order to be fair and equal across all clubs and requests
An event for active members of an organization (SGA does not fund)
An article of clothing/object that is intended to be kept by the club member (SGA does not fund)
Currency obtained specifically for your organization through initiatives or club activities. May be paid out of pocket by club members
An event for active members of an organization that actively portrays the Benedictine Value of Community
‘Entry fee’ that is essential to grant access to an event, non-profit organization or conference deemed beneficial to The College of Saint Scholastica by the Student Government Association.
An event open to CSS (which could include outside community members) that involves a keynote, motivational or other type of speaker for academic or personal enrichment. Speakers will be processed by the SGA via unbudgeted request. Funds requested for a speaker may not be used to purchase gifts for the speaker.
An outside entity (such as a DJ, comedian, band, etc.) that is coming in to provide entertainment for an event.
An academic learning opportunity for a student to spend time in a community other than CSS while receiving credit. SGA will not consider funding for study abroad opportunities. *SGA will not consider refunding the Student Activity Fee for the time the student is physically absent from CSS.*
A venture that involves academic enrichment. This may include (but is not limited to) conferences, social justice or community service based activities that can be attended by both CSS and/or non-CSS community members. Only CSS students can be budgeted for and will receive reimbursement. *SGA will not fund individual trips, unless they benefit the entire CSS community.*
During non-session times, the SGA President shall have the authority to make expenditures up to $500 with the approval of two Executive Senators and the Advisor. Additional funding may be allocated upon the agreement of all Executives, the Chair of the Finance Committee, and the Advisor.
