ASGRC 522 Financial Code

522 Financial Code for Associated Students of Green River College (ASGRC)

FINANCIAL CODE
INTRODUCTION
In compliance with Washington State law, Green River College has established the Service and Activities Fee (522 Fund) into which shall be placed fees and revenues received by the College in connection with Campus Life and activities of Associated Student Government, intercollegiate athletics, recreation programs, performing and cultural arts programs, publications, radio stations, clubs, and organizations.
All funds gathered and expended in the 522 Fund are subject to the requirements, regulations and procedures of the Board of Trustees, the State Board for Community College Education, and the Budget and Accounting Act of the State of Washington.
The legal responsibility for the Service and Activities fee monies rests with the Board of Trustees. The President has delegated to the Vice President of Student Affairs and/or Dean of Campus Life the responsibility of overseeing the fund.
This code is part of the administrative procedures of Community College District 10 for the purpose of properly maintaining public funds.

ARTICLE I
PURPOSE
The purpose of this Financial Code is to carry out the provisions indicated in the preceding introduction, while at the same time providing for the effective administration of the Campus Life Office.

ARTICLE II
OBJECTIVES
The raising and expending of 522 funds by Green River Student Life organizations has the objective of enhancing the general educational experience and maximizing the success of every student by providing a meaningful variety of wellness focused, educational, cultural, recreational and social programs, activities, and services.

ARTICLE III
FUNDS
Section 1 – Source of Funds
Service and Activity funds are received from four sources:

  1. Student fees which are paid at registration.
  2. Revenues from activities sponsored by Campus Life and/or organizations.
  3. Interest income.
  4. Contributions.

Section 2 – Use of Funds

  1. Funds in the 522 accounts are to be used only for Campus Life and Activities at Green River College.
  2. Those in charge of an activity may determine how budgeted monies are to be spent so long as the expenditure is not in violation of college procedures or applicable state and federal laws.
  3. Prizes can be awarded for service or contests using 522 funds with the following criteria:
    1. Prize value is limited to a maximum of $50 per prize with a maximum of $100 per event
    2. Prize must be a certificate for a campus activity or an on campus service or product (i.e. Gator Grille, Paper Tree Bookstore, Campus Life activity). * Subject to prior approval from the department involved.
    3. Prizes may only be awarded to currently enrolled students. Exceptions are subject to approval from the Dean of Campus Life.
    4. Contest rules must be submitted in detail for approval. At the end of the contest the winner(s) name(s) and SID numbers must be submitted to the Student Life Office.
  4. No 522 funds may be used for professional or classified staff salaries and/or stipends, unless it is voted on and approved by the Campus Life budget team and approved by the ASGRC Senate.
  5. All activities using 522 funds for food MUST have a sign-up sheet prior to events or collected at the event with all participants listed.
  6. Events will be evaluated on participation and sign-ups and can be subject to cancellation by the Dean of Campus Life.

Section 3 – Accounting and Reporting Responsibility

  1. It shall be the responsibility of the Vice President for Business Administration, under the direction of the College President, to maintain proper accounting of financial transactions of all 522 monies and to provide monthly reports to the administration, students, and other interested parties.
  2. Separate accounts shall be kept on each activity and related information is available to interested parties during regular Campus Life office hours

Section 4 – Deposits and Expenditures

  1. All funds collected or revenues produced by or through Campus Life shall be deposited with and/or expended through the business office of the College.
  2. The official records of all monies for Campus Life and its subsidiary units are maintained by the business office.
  3. All monies collected as a result of any Campus Life activity, funded or non-funded, must be turned into the Student Life Program Specialist II or the Clubs & Organizations Program Coordinator at the end of the event. If it is after office hours, on a weekend, or on a holiday, such monies must be deposited at the end of the event by Campus Safety into the safe in the cashier’s office located in the Student Affairs Building These funds may not be held by any club member or advisor for more than 24 hours.
  4. Funds are to be deposited with the Student Life Program Specialist II or the Clubs & Organizations Program Coordinator as described. At this time, a receipt will be issued indicating the date, account to which the monies are to be credited, and such other information as will facilitate the accounting of these monies. If funds are directly deposited with the Cashiers Office the receipt must be turned in to the Student Life office within 3 business days.
  5. No disbursements for any account are made except by checks prepared by the business office. No revenue monies may be expended until they are properly deposited and recorded in the business office and checks prepared in a routine manner. Cash is not available for purchases.

Section 5 Voluntary Student Fees

  1. A voluntary student fee must be initiated and approved by the ASGRC senate before proceeding to an Associated Student Body vote. 5% of the student body must cast a ballot in which a 51% majority is needed to pass the referendum. The authority to determine the use of the fee is left solely to students and it must be used for “student purposes”. The duration of such a voluntary student fee is two (2) years and will be reviewed thereafter by the ASGRC Student Government to increase, decrease, eliminate or retain as is with the exception of any voluntary student fees assessed for building projects.

ARTICLE IV

Section 1 – Funded Organizations

  1. Any activity whose basic aim is to promote the objectives of the Financial Code may be recognized as a funded activity upon approval of the Student Senate.
  2. Recognized student organizations may be formed to promote any legal purpose, as stated in the by-laws.
  3. Student organizations must be open to all students, except in cases which the ASGRC Senate determines there exists reasonable justification for exceptions directly related to the purpose of the organization.
  4. The membership of student organizations must be composed solely of currently registered students at Green River College. Faculty, staff, administrators and alumni may hold non-voting associate membership.
  5. The fact that a recognized student organization provides a service to its members or the College in general is justification for providing the organization with funds to the limit that resources are available in the budgeting process. For specifics regarding Church/State Issues and Student Services, and Student Political Issues see the sections after Article IV Section 1 – Funded Organizations.
  6. Donations using 522 funds are prohibited.
  7. Seed money from a 522 fund can be used for fundraising activity. The money used to pay for expenses of a fundraiser will be deducted from the total amount raised at the end of the fundraiser. The remaining fundraised dollars will be placed in the club or organization’s fundraising account (Foundation account). All fundraised dollars over $100 carry over to the following fiscal year if not used by June 30th
  8. Clubs which have similar purposes shall be reviewed by the Director of Student Activities & Engagement. Already funded programs cannot receive club funding.
  9. Fund-raising projects of student organizations are subject to the approval of the Director of Student Activities & Engagement and/or the Dean of Campus Life.
  10. Funds generated in any manner by a recognized student organization will be held in trust by the College. (Refer to Article III, Section 4 Deposits and Expenditures.)
  11. The fiscal affairs of all recognized student organizations are subject to the provisions of this Code. Violations of this Code by a student organization shall be cause for referral to the appropriate College body or official and violators will be subject to discipline as the Dean of Campus Life deems appropriate.

Section 2 – Funding Option

  1. See ASGRC Club Funding Procedures (By-Laws).
  2. Clubs & Organizations receiving funding shall not be entitled to carry a balance forward at the end of the fiscal year. Funds remaining shall revert to the 522 Reserve Fund. Fundraised dollars exceeding $100.00 can be carried forward providing all expenses have been paid

CHURCH/STATE ISSUES AND STUDENT SERVICES (revised 2/03)
by W.Howard Fischer, Sr. Assistant Attorney, Education Division
Recognition: Religious groups must be given recognition on the same basis as (“Indirect aid”) other student groups, without regard to the religious nature of their activities or the content of their speech. Healy, 408 U. S. 169 (1972).  S&A Funding: A college may consider requests for S&A funding by recognized (“Direct aid”; S&A student groups with a religious orientation. Fees are for the Express purpose If S&A funds are made available to recognized student groups for of funding student group activities, religious student groups may also receive such services and funds for their activities, including religious activities. Programs at the Rosenberger, 515 U.S. 819 (1995); Prince, 303 F.3d 1074 (9th Cir. Institution) 2002) Programs at the
Institution)
Accounting: In the case of fundraising projects that have used S&A funds as “seed money”, all revenues are then commingled with state funds and are under college and state spending restrictions of public funds.  In the case of fundraising projects that have not used S&A funds as“seed money”, all revenues should be held in a separate college “trust “ account.
Facilities Use:

  1. Where a college allows student groups to use campus facilities, it must permit the same use to religious groups upon the same (fee or non-fee) basis. Widmar, 454 U.S. (“Indirect aid”) (1981).
  2. A college may not close its facilities to recognized student groups desiring to use facilities for religious worship or discussion. Widmar, 454 U.S. 263 (1981). 
  3. Religious activity, however, should not take place on a public campus with such frequency or regularity that the college may be perceived to have endorsed the religionc involved. See AGO 1978, No. 10; AGO 1995, No. 3. The College has an ability to establish reasonable time, place and manner restrictions on the use of its facilities.

Outside Affiliations: The Washington State constitution prohibits student groups from sharing office space and materials with off campus religious organizations.
College Logo: Religious clubs or organizations may not use letterhead of the college. It gives an impression that the college is endorsing religion and is violative of the federal and state constitutions.
College materials & equipment: When a college offers student body clubs time, supplies and AV  and other equipment to convey their club messages, the time, supplies and equipment are a “forum” and access cannot be denied to religious clubs or organizations based upon the religious content of their speech. Prince, 303 F.3d 1074, 1091-92 (9th Cir. 2002)

STUDENT POLITICAL ISSUES-September 2009
By David Stolier, Sr. Assistant Attorney General & Chief Education Division
and Dr. Mari Kruger, Pierce College Puyallup & CUSP Past President
Student Political Clubs: S&A fees are public funds, subject to control by the Board of Trustees and expenditure by the college’s student life administrator. They may be used to fund officially recognized student political clubs or organizations.
Recognition: Student political groups should be given recognition on the same basis as other student groups, without regard to viewpoint.
Recognition Procedures: Funding may include fees for political speakers, travel expenses and other relevant club activities as deemed reasonable by the institution. Activities of clubs or student political groups should be approved or sanctioned by the student government association in advance of expenditures and off-campus speakers subjected to a college off-campus speaker procedure. "Programs devoted to political or economic philosophies shall result in the presentation of a spectrum of ideas." RCW 28B.15.044. Political student clubs or groups may use college letterhead if officially sanctioned.
Facilities Use: Student political clubs or groups may use college facilities in the same manner as other officially recognized student clubs or groups even if the use is political in nature.
The college can establish reasonable time, place, and manner restrictions on the use of its facilities. Therefore, if political use is dominating the facility and impacting the use by others, such use may be limited.
Political student groups and off-campus political groups may post, vend, and distribute in the same manner as non-political groups, per college WACs and practices regarding reasonable time, place, and manner restrictions on the use of its facilities. Application of such procedures must be content-neutral and uniform.
Lobbying with Public Funds: "Lobbying" means to attempt to influence the passage or defeat of any state
legislation. "Legislation" means matters pending or proposed in either house or matters that may be the subject of action. "Attempt to influence" includes legislative staff as well as legislators.

  1. State agencies are prohibited from using, directly or indirectly, public funds for lobbying, unless (a) expressly authorized by statute (rare); (b) officers, employees or students are communicating with a member at that members' request; or (c) communicating a request for legislative action or appropriation through proper legislative channels. "Proper legislative channels" include contacting a legislator in person; attending a legislative hearing; or lobbying legislators on campus. Such activity should be included in the institution's quarterly report. Student government associations or its equivalent are an exception and are allowed to lobby per item #3 below.
  2. State agencies are permitted to (a) provide information or communicate on matters related to official agency business to any elected official or officer or employee of a public agency, including the legislature; and (b) advocate the official position or interests of the agency. Again, these are reportable.
  3. Student political clubs or groups must consult with the Student Life Office so any lobbying activity may be included in the institution’s quarterly Public Disclosure Commission report.
  4. Voluntary student fees and services and activities fees may be used for lobbying by a student government association or its equivalent and may also be used to support a statewide or national student organization or its equivalent that may engage in lobbying.

Use of Funds:

  1. Under no circumstances, may public funds be used as a gift (including entertainment) or campaign contribution to any elected official or officer or employee of a public agency. Nor may facilities (employees, stationary, postage, machines, etc.) be used for the purpose of assisting a campaign for election or for the promotion or opposition to any ballot proposition unless expressly used by the student government association or its equivalent utilizing services and activities fee funds or voluntary student fees.
  2. Student orchestrated grassroots lobbying or other indirect forms of lobbying, i.e., mailing campaigns of postcards and letters; "call your legislator now" campaigns; mobilizing students and non-state employees to action; rallying public support; organizing rallies in Olympia; and creating citizen action groups, are allowable and are to be reported to the college’s student life administrator.

References:
[1] Fischer, W.H., Coats, R., Kruger, M. (2001). Student political issues, WA Attorney General.
[2] RCW 28B.15.044
[3] SB5776

ARTICLE V
BUDGETING
Section 1 – Account Responsibility

  1. The general long-range operational aspects of the 522 funds shall lie with the Dean of Campus Life.
  2. Account responsibility for specific funds shall be assigned by the Dean of Campus Life.
  3. The daily administrative responsibility for the proper management of the 522 Fund shall lie with the Dean of Campus Life.
  4. The Student Life Program Specialist II shall inform the Finance Committee of the current status of the 522 budgets upon request. The Finance Committee Chair will share the entire 522 budget to senate.

Section 2 – Revenue Estimates

  1. Estimates of income into the 522 Fund will be made by the Dean of Campus Life in collaboration with the Director of Budget during the last two (2) weeks of December of each year.
  2. This revenue estimate will be the basis for beginning the budgeting process for the coming fiscal year.
  3. Revenue estimates will be based on the number of full time equivalent (FTE) students projected for the forthcoming year.
  4. No adjustments will be made to increase revenue levels after estimates have been made unless so advised by the Vice President for Business Administration.

Section 3 – Budget Development Process
The budget development process shall follow the statutes of the State of Washington. RCW 28B.15.045 sets forth the requirements for budgeting 522 funds. The following budget development process meets State requirements as set forth in RCW 28B.15.045.

  1. The 522 Budget Development Process shall commence during Winter Quarter each year. The Dean of Campus Life will request a budget projection from the Director of Budget in late December/Early January. A budget request form and a budget timeline shall be sent to all currently funded programs through the appropriate 522 Budget area supervisor. The current supervisory personnel as of September 2016 are:
    1. Director of Recreation and Athletics
    2. Director of Activities & Engagement
    3. Director for Financial Aid/Student Employment
    4. Director of Diversity, Equity & Inclusion
    5. Dean of Campus Life
    6. Dean of Student Success and Retention
  2. The budget for each student program/activity must be developed by students participating in the program in conjunction with the appropriate advisor/coach/supervisor.
  3. All requests for monies shall be prepared in writing and shall outline the planned program and justification for expenditures.
  4. The Dean of Campus Life shall convene the S&A Budget Committee for mandatory training prior to addressing the balancing of the budget.
  5. The Dean of Campus Life shall submit the budget requests to the S&A Budget Committee. The S&A Budget Committee shall be composed of the following:
    1. ASGRC Vice President – Chairperson
    2. Voting members of the ASGRC Finance Committee.
    3. Up to three currently registered students
    4. The ASGRC President, Director of Budget, and Dean of Campus Life shall serve as ex-officio members.
  6. The Dean of Campus Life shall advertise for the three (3) currently registered positions. Interested students will apply and interview with the Dean of Campus Life and the ASGRC President.
  7. Meetings of the S&A Budget Committee shall be open, but the chairperson shall have the authority to declare an executive session within provision of the Open Public Meeting Act. The ASGRC Senate Secretary shall be the secretary of the committee. The purpose of the S&A Budget Committee is to hear all budget requests for 522 Funds and to prepare a balanced budget.
  8. Every request for funds must be presented to the S&A Budget Committee. These presentations will be scheduled in advance and shall consist of three (3) minutes for presentation and two (2) minutes for questions per budget line. Presentations are a mandatory part of the budget process. Those areas that do not participate may be presented with reduced or eliminated budgets.
  9. There shall be a minimum of two (2) open meetings of the S&A Budget Committee resulting in a balanced budget. These meetings shall be announced across campus at least five (5) academic days prior to their convening.
  10.  Prior to the third Thursday in March, the S&A Budget Committee shall submit a balanced budget to the ASGRC Senate. Within ten (10) academic days after receiving the budget from the S&A Budget Committee, the Senate shall take action on the proposed budget. The Senate shall not have line item veto power. In the event the Senate fails to take action within ten (10) days, the S&A Budget Committee’s budget shall be considered approved.
  11. Upon approval by the Senate, the budget shall be sent to the ASGRC President. The President shall either pass or veto the total budget within four (4) academic days. The President shall not have line item veto power.
  12. In the event of presidential veto, the senate shall have the right to override by a two-thirds vote of the body. The Senate shall have five (5) academic days after receiving the vetoed budget in which to act.
  13. In the event the budget is unable to pass the Student Senate within the allotted time, the following groups and/or persons shall meet in Conference Committee on the sixth academic day following presidential veto:
    1. College President or Vice President of Student Affairs
    2. Dean of Campus Life
    3. ASGRC President
    4. S&A Budget Committee Chair
  14. The Conference Committee shall have three (3) days in order to agree upon a budget. If they are unable to arrive at a budget, then the original budget developed by the S&A Budget Committee shall be submitted to the Board of Trustees at their next regularly scheduled mtg.
  15. If the budget is approved by the ASGRC Senate, ASGRC President, the Dean of Campus Life, and the Vice President of Student Affairs, it shall then be submitted to the Board of Trustees for consideration at their next regularly scheduled meeting.
  16. Upon adoption by the Board of Trustees, all budgeted programs shall be guaranteed funding for that fiscal year so far as revenue permits.

Section 4 – Budget Approval

  1. Recommendations for the budget approval shall be indicated by signature of the ASGRC President or the S&A Budget Committee Chairperson (whichever is appropriate), the Dean of Campus Life and the Vice President of Student Affairs.
  2. Final approval of the 522 Fund shall rest with the Board of Trustees.

Section 5 – Quarterly Revenue Review

  1. Each quarter, as soon as accurate enrollment data can be determined, the total revenue level is subject to review by the Dean of Campus Life.
  2. Additional revenue, if available, shall be placed in the legislative budget account for allocation.
  3. If a revenue shortfall occurs and budget cuts are deemed necessary, the Dean of Campus Life in consultation with the ASGRC President can recommend changes to the current year’s budget to the Finance Committee.
  4. The Finance Committee shall within one month submit a bill to the Senate outlining proposed budget revisions. Approval is accomplished by majority vote of the Senate sitting in quorum, and approval of the ASGRC President. In the event of presidential veto, a two-thirds vote of the Senate sitting in quorum shall be required for approval.

Section 6 – Finance Committee

  1. The Finance Committee, the Finance Committee Advisor, and the Dean of Campus Life are responsible for overseeing the budget.
  2. Once the budget is adopted, the committee is responsible for:
    1. Recommending to the Senate appropriate action/procedures on all requests for 522 Funds;
    2. Approving initial club funding according to club procedure;
    3. monthly review of the 522 Funds

Section 7 – Emergency and Capital Project Fund

  1. The Emergency and Capital Project Fund is maintained for the purpose of assuring the integrity and continuance of programs and activities for students.
  2. The following accounts are set up within the fund:
    1. Disaster/calamity/catastrophe account. This account shall be 20 percent of the previous year’s annual 522 Fund and shall be used in cases of disaster/calamity/catastrophe.
    2. The uniform replacement account. This account shall be fifteen thousand dollars ($15,000) for uniform replacement annually.
    3. Capital Improvement Account. After the demands of the disaster, calamity, and catastrophe account and the uniform replacement account are met, the remaining funds shall be split equally between the capital improvement account and the fund balance account. The capital improvement account shall be used for the acquisition of real property and capital purchases. Additional funds may be directly deposited into the capital improvement account by action of the Student Senate and concurrence by the Board of Trustees.
    4. The Fund Balance Account. This account shall contain all remaining fund balances of the 522 Funds. It shall be used in support of revenue shortfall, support of extraordinary, unbudgeted, one-time programs and any remaining funds shall revert to the current senate fund on a quarterly basis.
  3. Current 522 Funds balances shall be deposited into the Emergency and Capital Project Fund. Available monies shall be first used to meet the requirements of the disaster account, uniform replacement account and the capital account. Remaining monies shall be placed in the fund balance account.

 

 

 

522 Financial Code for Associated Students of Green River College (ASGRC)

ARTICLE VI
EXPENDITURE PROCEDURES
Section 1 – General

  1. 1. Purchase requests: All requests for purchase to be made from accounts in the 522 budget shall be initiated by the person(s) having account responsibility and processed through the Student Life office. Upon signature by the appropriate authorized staff member, the request shall be forwarded to the business office for preparation of a field order or check.
    1. Request for purchase shall be made on a purchase requisition form signed by the person(s) having account responsibility and/or signature authority. This form is then presented to the appropriate authorized staff member for approval.
    2. The Student Life Office then forwards the requisition to the Purchasing Department in the Business Office for preparation of a field order or check.
    3. The person(s) having account responsibility acknowledges receipt of items ordered by sending invoices or receipts to the Student Life Program Specialist II in the Campus Life Office.
  2. Reimbursement: Since no expenditures can be made without approval prior to purchase, reimbursement for personal funds expended should not be expected. Proper planning will make it unnecessary to use personal funds for purchase. Absolutely no reimbursements will be made without prior approval from the Dean of Campus Life, Directors with oversight of S&A budgets and/or the Student Life Program Specialist II.
  3. Advance Payment: It may be necessary to request funds in advance of the services to be performed. Permission must be obtained from the Dean of Campus Life or his/her designee. Advance of funds is to be strictly controlled and is not intended to take the place of the regular ordering procedure in the purchase of supplies. Advance payment is appropriate for per diem student group travel (except mileage); deposit payment of speakers, officials, entertainers when called for in their contract; and rental of outside facilities. A request for advance travel funds is made on the Travel Authorization Form (A-40). All group student travel must use Form No. A-40 and the Group Travel Report. These forms must be returned to the business office together with a properly completed Travel Expense Voucher (A-20) within 72 hours after returning to campus.
  4. Reporting of expenses: The person(s) assigned account responsibility is responsible for the proper disbursement of funds when advance payment has been made. Unexpended funds along with the Group Travel Report completely filled out are to be returned to Student Life Program Specialist II upon return of the group.
  5. Emergency Procedures: Proper advance planning will make the necessity for emergency purchases a rarity. In cases of genuine emergency, the process may be expedited by contacting the Dean of Campus Life and/or Directors of Student Activities & Engagement, Director of Recreation & Athletics or the Director of Diversity, Equity & Inclusion for verbal authorization for purchase. This emergency procedure must be followed by the normal procedures outlined elsewhere in this section. In no case is purchasing to be initiated without prior approval of the Dean of Campus Life. All students, faculty, and staff shall be personally liable for expenditure commitments made in violation of this procedure.
  6. Appropriate Authorization: In the event an authorizing staff member for an account is not available to approve a purchase request, the following persons are authorized to sign a request:
    1. Vice President of Student Affairs
    2. Dean of Campus Life
    3. Dean of Enrollment & Completion
  7. An accounting of all purchase requests granted shall be kept on file in the Campus Life Office.
  8. Budgets that exceed their allocation for the year and that do not have additional funding sources to cover overages will start the following year at the deficit of the overspending from previous year.


Section 2 – Travel

If 522 Funds are to be used for travel by members of a funded activity, a Travel Authorization Form (A-40) must be submitted by the person(s) having account responsibility through the Dean of Campus Life.

  1. Travel and Lodging: The following guidelines have been established for meals and can be less
    than but cannot exceed these amounts when using 522 Funds unless there has been prior approval from the appropriate director AND Dean of Campus Life. Approval of an increase in the rate is to be used sparingly and only for exceptional circumstances: Breakfast - $8; Lunch - $12; and Dinner - $16. When there is a reimbursement requested for meals and lodging, itemized receipts must be presented to the Business Office.
  2. College Vehicles/Shuttles: The College maintains vehicles/shuttles for the purpose of providing transportation for members of recognized student organizations. These organizations will be charged on a per mile basis, for shuttles, driver expenses will be incurred as well. Users of College vehicles shall comply with all Motor Pool Regulations. Violations of the Vehicle Procedure and/or Motor Pool Regulations will result in the loss of vehicle privileges.
  3. Private Vehicles: The use of private automobiles is reimbursable at the current College rate with prior approval.
  4. Off Campus Rental Vehicles: Those organizations utilizing off campus rental vehicles after obtaining prior approval, will be required to pay the full amount of the rental charge and all expenses incurred in the use of the vehicle.
  5. No travel out of the Pacific Northwest region shall be made by clubs or organizations from appropriated 522 funds. The Pacific Northwest region shall be defined as the State of Washington and the following contiguous cities: Portland, Oregon; Vancouver and Victoria, B.C.; Coeur D’Alene and Lewiston, Idaho; and all colleges within the NWAC for scheduled league contests, and other regionally defined and nationally recognized conferences. Defined regions must include Washington State. Prior approval must be obtained.
  6. All groups, traveling out of state must use fundraised monies with prior approval.
  7. Travel costs for advisors of instruction based clubs and organizations must be paid from division funds or with club member vote, they can use fundraised money when attending conferences or competitions with students.

Section 3 – College Facilities

College programs not ordinarily held on the weekends may incur expenses for custodial and maintenance services. Deductions will be made from organizations, activities, and administrative accounts for these expenses through the normal College accounting process. Events on Fridays may be charged a rental fee for use of college facilities.

Section 4 – On Campus Per Diem

The following guidelines have been established for meals associated with on-campus programs/events and can be less than but cannot exceed these amounts when using 522 Funds unless there has been prior approval from the appropriate director AND Dean of Campus Life. Approval of an increase in the rate is to be used sparingly and only for exceptional circumstances: Breakfast - $12, Lunch - $15, Dinner - $25. Appropriate documentation must accompany request for payment (complete Meals with Meetings form, flyers/promotion for program/event, list of attendees). Rates listed above must be inclusive of full meal, taxes and fees.


ARTICLE VII
CONTRACTS


Section 1 – Responsibility
The Dean of Campus Life or his/her designee must approve contractual agreements pertaining to any activity using 522 Funds.

Section 2 – Invalid Contracts
Contracts pertaining to any student program made without prior approval of the Dean of Campus Life or his/her designee are invalid. Responsibility for payment of invalid contracts rests with the individual(s) making the contract and may not be paid from public funds.

ARTICLE VIII
CODE LIMITATIONS
Any of the articles, sections, and parts of this Financial Code shall be decreed inoperable and void if the article, section or part is contrary to State Statutes or Community College District 10 rules or regulations. Written changes will be made on a yearly basis to keep the Code up-to-date for persons utilizing 522 Funds.

ARTICLE IX
AMENDMENT PROCEDURE
Changes to this Financial Code will be collected from the ASGRC executive staff as well as the Campus Life staff throughout the academic year. Proposed changes will be made and submitted to the Dean of Campus Life after the conclusion of spring quarter each year for consideration by the respective Vice President of Student Affairs, who shall forward the amendment to the College President. Amendments approved by the President shall be returned to the Dean of Campus Life for insertion into the Financial Code.

ARTICLE X
RESERVE FUND

The fund balance account is maintained for the purpose of assuring the integrity and continuance of programs and activities for students. With the exception of clubs and organizations fundraised dollars over $100 which may be carried forward, all remaining unspent service and activity fee monies shall, at fiscal year-end, revert to the fund balance. This account shall be maintained as the cash reserve that students use to establish their S&A Annual Budget.

Section 1 – Fund Balance Contingency

This account should be 5% of the annual budget. This account will be available for specific groups or organizations to make requests for unexpected costs or the development of innovative programs. Requests must be submitted to the Associated Students of Green River College and approved with a majority vote in a timely manner.

Section 2 – Student Reserve Account

This account shall be maintained at least twenty percent (20%) of the previous year’s annual allocated S&A Fund Balance for use in cases of disaster, calamity, and catastrophe and will be used in the case of a revenue shortfall. The Student Reserve Account will be used in accordance with the above-stated philosophy of fund use, primarily to enhance the extra-curricular and co-curricular experience of students on campus either through capital improvements or program augmentation. Monies will be released from the account only after a two-thirds vote of the ASGRC Student Government and upon the approval of the Dean of Campus Life. However, expenditures from this account for capital projects require the approval and signatures of the ASGRC President, Dean of Campus Life, Vice President of Student Affairs, College President and approval by the Board of Trustees.

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