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Article X: USS Budget & Finance

Section 1: Internal

  1. Any representative who wishes to apply for the use of internal funds must:
    1. Notify the Director of Finance of their request, including the amount requested and what the funds will be used for.
    2. Provide a member of the advising team with an itemized list of requests including item costs, links to purchase items, and an invoice.
      1. For reimbursements, provide the Director of Finance with an itemized list of purchases and a receipt.
        1. Purchases must be pre-approved by the Director of Finance in order to receive reimbursement.
  2. Any representative who wishes to reallocate any funds between pools must:
    1. Notify the Vice President for Finance of their request. Information must include:
      1. The purpose of the funds.
      2. Justification for the reallocation.
      3. Relation of the fund transfer to the mission of the USS.
      4. An itemized budget outlining the proposed use of the funds
    2. The Vice President for Finance will review the information and confer with the Deputy Director for the USS prior to issuing their notice of their decision in the form of an email to the author with a member of the advising team included.
      1. If the request represents a reallocation amount of more than one thousand dollars ($1,000) or more, the Vice President for Finance will create a FR to be presented to the USS, included under New Business during a Senate meeting. FRs require only one (1) reading prior to being voted on.
        1. To be considered “passed” after second reading, the resolution must receive a simple majority (over ½) affirmative vote, provided that quorum has been achieved.
        2. If the resolution is approved, the Vice President for Finance will move forward with the reallocation process.
        3. If the resolution is denied, authors will have one (1) opportunity to re-request the reallocation with revisions to the initial proposal during the same academic year.
      2. If the request represents a reallocation amount of less than one thousand dollars ($1,000.00), a FR is not required for the reallocation to move forward.
      3. After a reallocation event has taken place, the author of the approved request of more than one thousand dollars ($1,000.00) must present an after-action review to the USS. If the amount was less than one thousand dollars ($1,000.00) and therefore not brought to the USS for approval, a summary must be sent to the Vice President for Finance that address:
        1. If the funded amount was sufficient.
        2. Steps that can be taken to improve the event going forward, if it is to be continual.
      4. Additional information regarding this process is available in a USS funding procedure document for further review.
  3. Major Projects Fund
    1. The Major Projects Fund is for projects with a minimum cost of five thousand dollars ($5,000.00) and that benefit the entire undergraduate student body.
      1. In years in which Hokie Effect net revenue exceeds sixty-five thousand ($65,000.00), seven percent (7%) of the total net revenue will be allocated to this fund.
    2. Proposals for use of the Major Projects Fund must be co-signed by at least one current USS Senator prior to being sent to the Vice President for Finance for approval.
      1. The Vice President for Finance may only deny the proposal from moving forward if it has not correctly followed the guidelines for Major Projects Fund requests.
      2. If the Vice President for Finance does not provide their approval, the authors may re-submit the proposal with changes.
      3. Proposals require the following information:
        1. A description of the proposed project.
        2. Relation of the project to the mission of the USS.
        3. The purpose of the funds.
        4. An itemized budget outlining the proposed use of the funds.
        5. A description of how or why the proposed initiative would improve or uplift the student experience.
    3. After receiving approval from the Vice President for Finance, the Vice President for Finance will create a FR to be presented to the USS, included under New Business during a Senate meeting. FRs require only one (1) reading prior to being voted on.
      1. To be considered “passed” after second reading, the resolution must receive a simple majority (over ½) affirmative vote, provided that quorum has been achieved.
      2. If the resolution is approved, the Vice President for Finance will enact the proposal through the allocation of funds to the designated project.

Section 2: External

  1. Allocation to Registered Student Organizations (RSOs) and University Student Life Programs (USLPs).
    1. RSOs and USLPs in need of funding may submit a Budget Request form which is available on GobblerConnect. Once the form has been received, the Appropriations Committee will review the submitted information and approve or deny the request by majority vote.
      1. Decision parameters for funding requests can be found on the Student Organization website under USS Appropriations Policy and Procedure.
        1. All updates to USS Appropriations Policy must be approved by a majority vote of the Senate.
        2. To amend any procedures of the USS Appropriations Committee, approval for changes must be made through a majority vote of the USS Appropriations Committee after two readings. If there is a tie, the Chair will make the final decision.
          • All procedure amendments must be communicated through official USS channels.
  2. Allocation to University Chartered Student Organizations (UCSOs).
    1. USCOs in need of funding must follow the guidelines set forth by the Student Activity Fee Allocation Board (SAFAB).
    2. Once completing the guidelines, the representative(s) may submit a Budget Request form which is available on GobblerConnect. Once the form has been received, SAFAB will review the submitted information and approve or deny the request by majority vote.
      1. Decision parameters for funding requests can be found on the Student Organization website under SAFAB Policy and Procedure.
      2. In order to amend any items disclosed in the SAFAB Policy and Procedure, approval for changes must be made through a majority vote of the SAFAB.