MOUNT HOLYOKE COLLEGE
STUDENT GOVERNMENT ASSOCIATION
SGA

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  About the Ways & Means Committee

There are 8-10 women who serve on the Ways and Means Committee each academic year. As a group the Ways and Means Committee reviews proposals and allocates funding (Regular, Contingency, Special, and all other financial proposals). Every committee member is responsible for a number of organizations during the year. This means that your Ways and Means representative should be available to answer any of your questions about funding, budgets, or SGA in general. She also audits your organization at the end of each semester (reviewing your books and record keeping) to make sure that your organization is in good financial standing. Feel free to contact your representative with questions, comments or concerns; that is what she is there for. If you’re unaware of who your Ways and Means representative is please contact the committee at sga-ways-and-means-c.

  The Members
Committee appointment is still in progress. Contact us for more information and questions.
  Funding Resources
  • Authorized Signer's Handbook
  • Guidelines for Funding
  • Treasurer Training PowerPoint
  • Regular Funding Application Form
  • Contingency Funding Application Form
  • Special Funding Application Form
  • Audit Form
  • 2012-13 Regular Funding
  • Fall '12 Contingency Funding
  • 2011-12 Contingency Funding
  • 2012-13 SGA Budget
  • 2011-12 SGA Budget
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      Types of Funding

    As an account user, it is your responsibility to understand the different types of funding available from SGA and to file the appropriate application for each funding request you make. To maintain your status as a SGA organization here on campus you must file for and receive an SGA allocation every semester, you must also be sure that you are registered with Student Programs by the 3rd week of the semester.
    *please note that SGA funding is only available to registered student organizations.

    The applications are available in pdf format by clicking on the funding type name and in Microsoft Word format below each respective explanation.

    Contingency Funding

    Contingency Funding has been designed to help an organization new to campus finance its activities. A new organization must complete 4 semesters of consistent, consecutive, stable financial activity on Contingency Funding before it can apply for Regular Funding. Contingency funding decision are approved by the SGA Senate and organizations and the general public can attend these meetings to find out the decisions. Organizations will also be e-mailed the decision by their Ways and Means Liaison following approval by the Senate. The money will be available to the organization no later than one week after the decision has been approved by the senate.

    Regular Funding

    Regular Funding supports organizations that sustain themselves for more than two years and have demonstrated fiscal responsibility while receiving Contingency Funding. Organizations cannot be on Regular Funding and Contingency Funding at the same time. Each spring the organization must submit a budget proposal for the following year. If an organization misses a year of Regular Funding it must be on Contingency Funding for two semesters and can then re-apply for Regular Funding in the spring. Organizations should be aware that moving from Regular Funding down to Contingency Funding would result in a severe decrease in the money they are allotted and are therefore encouraged to keep applying for Regular Funding annually. The SGA budget and Regular Funding decisions are approved by the SGA Senate. Organizations and the general public can attend these meetings to find out the decisions. Organizations will also be e-mailed the decision by their Ways and Means Liaison following approval by the Senate. One-half of the money will be put in the organization’s account in the beginning of the Fall semester, while the other half will be deposited at the beginning of the Spring semester.

    Special Funding

    Special Funding is available to all organizations that are registered with Student Programs. It is intended to finance unexpected expenses that were not originally considered in their budget proposals. This may include, but is not limited to, conferences, newly scheduled events, equipment, workshops, trips, speakers, etc. Special Funding can be applied for anytime during the semester before the given deadline. Organizations are encouraged to apply as soon as they know their financial needs for an event. Although the Ways and Means Committee meets every week and considers as many applications as possible that week, organizations should apply early in case there are any problems or questions about the application. Once the Ways and Means Committee makes a Special Funding decision the organization will be notified as soon as possible and the money will be available no later than one week after the organization had been notified. If more than two weeks pass since you turned in the application and you haven't heard a decision, please contact your Ways and Means Liaison.

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      Budget Template

    To make creating a budget a little easier the Ways and Means Committee put together a template you can use to create a budget or base your budget off of. It's a Microsoft vExcel file with formulas already built it, but you can change it as you need to.

    Budget Template

    Example of a finished budget using the template

    How to use the template

    1. Fill in your “org name,” “event name,” “time and date,” “projected attendance,” and “current bank balance” in all the spots they belong in.
    2. Fill in the information for each event, you definitely need an “item description,” “quantity,” and “unit price.” “Quantity” and “unit price” will multiple across each line to form the “total for item” (ie. D8 is set to equal B8*C8 and so on for each line).
    3. Totals will be automatically added for each event as you fill in “quantity” and “unit price” (ie. D14 equals the sum of D8 to D13).
    4. If you need more rows simply insert them from the menu bar. If you need to delete rows simply delete them from the menu bar.
    5. The total for each event will be automatically added together at the end of the budget to equal the “total budget” (ie. B60 equals the sum of D14, D27, D40, D53, and D56).
    6. If you need to add more events you can just copy and paste the format for an entire event and everything, including the formulas, should be copied and work.
    7. Under “fundraising” the “amount org paid to buy/make item” will automatically be subtracted from “total from sales (not minus costs)” to get the “profit made.” *Make sure if you include a breakdown for fundraising costs under one of your events (which you should) that you delete either the “total” for that event OR “profit made” from “total budget” so you’re not repeating it (ie. If your fundraising breakdown is “event #4” make sure you delete D53 from the formula for “total budget”).
    8. “Total request” is “total budget” minus “fundraising profit” and “current bank balance.” If you get money from anywhere else or spend money on anything else please note that here if it wasn’t already noted in the rest of your budget (which it should be). Please make sure your “total request” at the end of your budget matches the “total request” on the funding form.
    9. Print out the budget (make sure to save a copy for your records) and hand it in with the appropriate application on the SGA office door on the 3 rd floor of Blanchard. WHEN YOU PRINT MAKE SURE TO GO TO “PAGE SET UP” IN THE MENU AND SELECT TO PRINT WITH GRIDLINES! It’s much easier to understand!

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      Budget Proposals

    Guidelines

    When applying for funding, the Ways and Means Committee asks that you adhere to the following guidelines:

    1. Always include a completed copy of the appropriate application form. The form should be filled out legibly and completely in detail. Funding applications are available on the SGA office door as well as online at the SGA website under “funding.”
    2. Any additional material should be STAPLED to the application and typed on 8 x 11-inch paper.
    3. Any handwritten applications will be automatically declined.
    4. All budgets should be in the form of a table or spreadsheet; applications that are only in paragraph form will be automatically declined. Paragraphs are welcome to explain why an organization is holding an event or what it expects to gain from it, but actual expenditures need to be in a table or a spreadsheet.
    5. There is a Microsoft Excel budget template located on the SGA website. Organizations can fill in the item, the quantity and the price, and Excel will do all of the math for you. Keep in mind that this was made by members of the Ways and Means Committee, and thus the budget exemplifies what we are looking for on any budget.
    6. Any items your organization wishes to purchase that are specialized to your organization and whose meaning might not be obvious to the average person should be explained. If there are several things that need defining, it might be a good idea to include something like a glossary of terms.

    Your budget proposal should be as detailed as possible . Do not be afraid to provide descriptions and explanations of your events; the more detailed the better.

    Make sure you have all of the following items in your budget proposal, as they are necessary for a good proposal:

    1. Name of the event
    2. Total cost of the event
    3. How many people will be attending the event
    4. Items you are buying for the event
    5. How many of each item are you buying
    6. The cost of each item individually
    7. The cost of each item total (price x quantity)
    8. Fundraising (including profit minus cost of fundraiser)
    9. Total expenditures
    10. Fundraising profit
    11. Current bank balance
    12. Total Request (total expenditures minus fundraising profit minus current bank balance)

    Here is an excellent budget proposal example.

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      Frequently Asked Questions

    Questions:

    1. Who is my Ways and Means liaison?
    2. Is the Ways and Means Committee a apart of SGA?
    3. What if my organization doesn’t meet the required fundraising percentage for the year/semester?
    4. What if an organization isn't happy with the amount of money they were allotted?
    5. Is my organization on Contingency or Regular Funding?
    6. If my organization doesn't receive money from SGA do we still need to have an audit?
    7. Why don't Residence Halls have access to SGA Funding?
    8. When should I deposit my organization's fundraising money?
    9. What if my Ways and Means representative doesn’t answer my e-mails or can’t answer my questions?
    10. What if my org gets into an accident while using a Fleet Vehicle?
    11. What do I do if my organization's Treasurer changes?
    12. Can my org donate money?

     

    Answers:

    1. Who is my Ways and Means liaison?

    To contact the entire committee, email: sga-ways-and-means-c.
    If your org isn't listed on here, please e-mail the SGA Treasurer, Alli McDonough at: mcdon22a

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    2. Is the Ways and Means Committee a part of SGA?

    Yes, it is. SGA has several committees, including Dining Services, LITS, Exams Coordinating, and The Ways and Means Committee. A full list of the committees can be found at the SGA website. The Ways and Means Committee is the committee that is in charge of making funding decisions and ensuring the student activities fee every student pays in her tuition is used properly.

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    3. What if my organization doesn’t meet the required fundraising percentage for the year/semester?

    When your budget was approved by the Ways and Means Committee, you only received 90%, 85% or 80% of what your actual budget will be (unless you accounted for the fundraising requirement in your request). The other 10%, 15% or 20% was subtracted out to account for fundraising. Therefore the Ways and Means Committee assumes it is in your best interest to make up the difference and you will therefore do the required fundraising. If your organization is unable to fulfill the fundraising requirement the Ways and Means Committee would expect you to not do one of the events you had previously planned to do or to cut costs somewhere else. During your audit, your Ways and Means rep will decided if your reasoning for not fundraising is sufficient, or should result in a loss of future funding.

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    4. What if an organization isn't happy with the amount of money they were allotted?

    An organization’s first option is to contact their Ways and Means representative and ask to speak with her about the funding application. She can go over in some detail the reasons why an organization may not have received as much as it had hoped for. The second option is to look to other sources of funding such as the Dean, the President, or academic departments. If they can’t cover the entire cost or can only cover some of the remaining cost submit a special funding application to the Ways and Means committee explaining what has changed since your last application- this is an important reason to apply early! The third point just may be that SGA does not have enough money; the number of organizations is growing every year and there is only a set amount of money to work with. If an organization is applying for special funding which has a rolling deadline, it stands a better chance of SGA not running out of money if it applies earlier in the semester when we have more money.

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    5. Is my organization on Contingency or Regular Funding?

    If your organization has been financially active for 4 or more consecutive semesters you should be on Regular funding. If your organization hasn’t been financially active for 4 of more semesters you should be on Contingency funding. If your organization is on Regular funding and doesn’t apply for Regular funding in the spring for the following year your organization then needs to be on Contingency funding for the fall and spring of the next year and apply for Regular funding that spring for the next academic year.

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    6. If my organization doesn't receive money from SGA do we still need to have an audit?

    Yes, you do. Although you’re not receiving money from SGA you will conduct all your finances through a bank account that MHC is ultimately responsible for. Therefore we need to make sure that no matter where your organization’s money comes from it is being handled correctly.

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    7. Why don't Residence Halls have access to SGA Funding?

    The Student Activities Fee, which all students pay, is made up of two separate fees, the Residence Hall fee and the Student Government Fee. The SGA fee is managed by the SGA, and supplies registered student organizations with operational/event funding. The Residence Hall fee is only a portion of the overall Student Activities fee and is not under the purview of the SGA, therefore Residence Halls do not have access to SGA funding. Further, they are not subject to SGA audits.

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    8. When should I deposit my organization's fundraising money?

    Treasurers are responsible for depositing organization’s funds into their account as soon as possible. It is unacceptable and unwise to keep organization monies in one’s room for an extended period of time, to turn in all deposits at once at the end of the semester, or to keep the funds to spend for future organization shopping needs. Thefts have occurs and the individuals holding organizational funds are then responsible. The Office of Student Programs have cash bags and boxes which can be checked out under the circumstances in which money must be kept until the Business Office is open again.

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    9. What if my Ways and Means representative doesn’t answer my e-mails or can’t answer my questions?

    If this happens please contact the SGA treasurer immediately. Your Ways and Means Representative should be able to answer most of your questions and concerns. However, there are some things that need to be decided as a committee or that she may not be positive about. In that case she should go to the SGA treasurer and get back to you. IF she is unresponsive to your questions or gives you answers you don’t find satisfactory please contact the SGA treasurer. Please allow your Ways and Means representatives 24 hours to get back to you before contacting the SGA treasurer.

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    10. What if my org gets into an accident while using a Fleet Vehicle?

    Contact the Office of Student Programs for advisement on Ways and Means Special Funding policy and fundraising options to cover the $500 automatic Org charge for at-fault accidents.

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    11. What do I do if my organization's Treasurer changes?

    Contact the Office of Student Programs and be sure to fill out a new account authorization form with the Business Office (received from Student Programs). The SGA Treasurer and your Ways and Means rep will be contacted for you.

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    12. Can my org donate money?

    Orgs are welcome to donate the PROFITS of their fundraising efforts. No funds from SGA may be donated. The Business Office can help you with any donation request.

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      Ways & Means Page Menu
  • Resources
  • Types of Funding
  • Budget Template
  • Budget Proposals
  • FAQ's
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