End of Year Budget Allocations 
 

Requesting funds from Student Government Association

Welcome to the SGA Budget web page!  This page is intended to assist students and organizations to understand the SGA Budget processes.  Please use the links on the left of this page to navigate around this web page. 

NOTICE: If you have not submitted your budget, it is now considered late.  Please submit it by slipping it under the door of the SGA Office and emailing it to ARE999@LONGWOOD.EDU. A late budget my result in deduction of funds.  

 Summary

The Student Government Association (SGA) is the chief allocator of all student activity fees (SAF).  SAF are paid by all students who attend Longwood, which is $90 per student.  These funds go to campus organizations that have an open membership policy (i.e. a sorority cannot receive these funds as they are selective in their membership).  Each year, the Treasurer, along with the Student Finance Committee (SFC), prepares a fiscal budget for the following fiscal year (which is Aug - May).  Currently, the SGA is in the process of adopting a budget for the 2008-2009 fiscal year.  At the end of February, all budgets are due to the Treasurer.  Budgets are then heard by the SFC and the Treasurer where many budgets are amended.  The SFC and Treasurer then forward the budget to the SGA Senate for final approval.  This process takes approximately 2 - 3 months.  ^{[top of page]}
 

Contact Information

If you or your organization have any questions regarding the budget process, please dial x2111 or email Ashley Etheridge, Treasurer, at are999@longwood.edu. ^{[top of page]}

How an Organization gets $$$ 
 

• Each Longwood Student pays a student activity fee
  • From this fee a portion is taken and given to the Student Government to disperse to clubs and organizations
• Budgets are seen by the SFC
  • The Budgets being requested should represent what your organization wants for the 08-09 academic year
  • SFC approves or denies line items
  • These allocations are then sent to the SGA for final approval  ^{[top of page]}

 
 

The Process 
 

• Organizations must fill out a budget request packet
  • All information for your organization must be up to date in the Student Union Office
• Attach a copy of your requested budget
• Attend a Question/Answer session
  • There is no money allocated during these meetings, it’s a way for the Committee to better understand what you’re requesting
• Attend your organizations allocation hearing
• The contact person for your organization will be sent an email tell you which Q&A/Hearing Date you will be asked to attend.  ^{[top of page]}

 
 

When compiling a budget… 
 

• Clubs and organizations are broken down into tiers
  • This is important because sports teams can only be allocated a total of $5000 at end of year allocations
  • TIER 1- Large Organizations
  • TIER 2- Situational
  • TIER 3- Other
  • TIER 4- Club Sports

 
 

When compiling a budget… 
 

• The SFC has certain guidelines by which they allocate certain things
  • Gas Reimbursement
    • $0.32 per diem
    • Exact mileage to and from the location must be given
  • Flights/Hotels
    • Please bring a copy of the flight and/or Hotel pricing information with you
    • If the board believes the amount being requested is too high, they will ask you to come back with a better price
  • For conferences
    • Bylaws state we can only send 6 to a conference
    • Only in very, very rare circumstances do we overturn this bylaw ^{[top of page]}

 
 

When compiling a Budget… 
 

• Please attach a copy of your budget to the packet.
• Budgets should be composed in Excel format
• Packets are due in the SGA OFFICE by midnight FEBUARY 28^{TH  [top of page]}

 
 

Important Dates 
 

• Budget Packets Due: February 28^th
  • ^{Budgets turned in after this date will be penalized}
  • Budgets can be turned into the SGA Office in the Lankford Student Union.  If you do not know where the SGA is located in the Union, phone x2103 or x2111.
• ^{Question & Answer Sessions:}
  • ^{Monday, March 24th, 7pm}
  • ^{Tuesday, March 25th, 7pm}
  • ^{Sunday March 30th, 3pm}
• ^{Allocation Hearings}
  • ^{Monday, March 31st, 7pm}
  • ^{Tuesday, April 1st, 7pm}
  • ^{Sunday, April 6th, 3pm}
• ^{Approval of the Budget}
  • ^{Tuesday, April 8th, 3:45pm   [top of page]}