The following information is a description of the Standing Budget Committee (SBC) guidelines. These statements are provided to give a general idea of Lafayette College Student Government funding policies, and are subject to change as Student Government deems appropriate in the interest of fairness, fiscal responsibility, and access. For a PDF version of this document, click here.

Student Government Standing Budget Committee (SBC) Guidelines 2009

• Non‐Discrimination: There is to be no discrimination on the basis of any arbitrary criteria, as outlined in the Student Government Constitution.
• Accessibility: All Lafayette College students must be allowed to participate in the event/group.
• Awareness: A reasonable effort to advertise the event and/or group must be made.
• Admittance Charge: Admission fees to events cannot be charged.

Note: For the exact language of these policies, please see the Student Government Constitution

Items That Are Regularly Funded

• Registration fees for conferences, competitions, and the like.
• Equipment relevant to an organization/event’s activities, within reason and with the stipulation that such equipment, if reusable, be kept in Student Government approved storage.
• Honoraria or fees for entertainers, speakers, etc, at a rate proportional to the stature of the speaker and, if defined as expensive, with the support of other sources on or off campus
• Publicity in support of an event; a group is allowed to spend a reasonable portion of its budget on advertising or duplication expenses such as Reprographics or Bulk Mail services, banners, or signs.
• Plant Operations services or utility bills directly related to the purpose of the organization.
• Subscriptions to periodicals directly related to the purpose of the organization.

Food

• All organizations are entitled to $75 for food purchases for the purpose of attracting new members to the group at an introductory meeting that should be held towards the beginning of the academic year.
• Additionally, organizations are permitted to spend a maximum of 15% of their budget on food that substantially improves the event.
• Any other requests for food will be considered on the basis of their merit under either of the following two definitions:
  • Significant Addition: The omission of food would significantly alter the nature of the event.
  • Integral‐to‐the‐Event: The omission of food would make holding the event impossible.
  • If a group chooses to invite a speaker or guest of the College to a meal, funding will be considered for the speaker or guest only, and at the rate of $15 per guest. Students who wish to accompany the guest are expected to pay for their own meals. All such requests should be preapproved by the SBC.
  • Student Government funds may not, under any circumstances, be used for the following:
    • The purchase or promotion of alcoholic beverages
    • Dinners or parties solely for the entertainment of members of the organization

Hotels and Accommodations

• All teams going on their respective league, division, or other inter‐collegiate competitive events can receive hotel funding for up to $150 per night per room. These guidelines also apply to students attending conferences and similar trips, at the discretion of Lafayette College Student Government.
• In the case of conferences, each request will be accessed on its merits, necessities, and overall cost.

Contracts for Coaches, Instructors, Presenters, and Lecturers

• All organizations that choose to hire a coach, instructor, contract agent, presenter, or lecturer all salaries and credentials must be approved by the Office of Student Life Programs or the Recreational Services Department, respectively.
• Students may not sign contracts with third party agents; all approval should go through the Office of Student Life Programs.
  • All instructors and coaches must have the proper paperwork (i.e. Forms I‐9, W‐4, etc.) filed with Lafayette College in order to be paid.

Transportation

• Students should not use personal vehicles for official college business (departmental or club/organization programs).  The college cannot assume liability for students who use their own vehicles.
• Transportation for speakers or guests of the College will be funded within reason.

Giveaways and Raffles

• Please see the Student Organization guide for information on the Cash Prize & Gift Card Policy, as well as the Fundraising/Games of Chance policy.

Charitable Causes, Events, and Gifts

• Since the charging of admissions fees is against the Lafayette College Student Government accessibility policies, the SBC suggests that clubs use the ‘suggested donation’ model to generate revenue at fundraisers and other charitable events.
• Under no circumstances may Student Government funds be donated to any outside source.
• Recognition gifts such as plaques or certificates to organization members should be limited and only presented in special circumstances.

General Regulations and Policies

• All events must have a reasonably precise date and location planned before funding will be considered.
• Ex post facto funding is strictly prohibited. All groups must have money allocated to them by the SBC before spending it. There is no reimbursement for groups violating this rule. Please plan ahead.
• Generally, the group should start the process no later than two weeks before the event

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Timelines and Deadlines

Getting the Funds: Supplementary Allocations

• Supplementary Allocation Requests (found on the Student Government website) are due by noon on the day of the Budget Committee meeting in order to receive funding that week.
• Every week  (except during breaks), the Budget Committee meets at a designated time in the Student Government office in 12 Farinon Center to make recommendations on weekly Supplementary Allocation Requests. Send a representative who is knowledgeable about the request.
• Every week (except during breaks), the Lafayette College Student Government body meets to hear recommendations from the SBC and approve the allocations. Organizations will be notified after this meeting.
• Please check the website for updated meeting times.

Getting the Funds: Club/Organization Budget

• Only Student Government recognized Clubs may receive an Initial or Supplementary Allocation.
• Towards the end of the 2^nd academic semester the SBC will announce the deadline for Initial Allocation Requests (IARs) to be submitted on the Student Government website.
• After the deadline for IARs the SBC will meet with all clubs individually to hear defenses of IARs.
• All clubs will be notified of their Initial Allocations before the end of the 2^nd academic semester.

Accessing the Funds

• Most local vendors will accept purchase orders from Lafayette College that can be attained through the Office of Student Life Programs.
• To avoid any inconvenience the Office of Student Life Programs should be notified at least two weeks before all purchase orders are submitted.
• Reimbursements of preapproved funding are available, but highly discouraged.

Disclaimer: The statements above are provided to give a general idea of Lafayette College Student Government funding policies, and are subject to change as Student Government deems appropriate in the interest of fairness, fiscal responsibility, and access.