522 Financial Code for Associated Students of Green River College (ASGRC)
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 policies, 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 Campus Life clubs 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:
- Student fees paid at the time of registration and tuition due
- Revenues from activities sponsored by Campus Life and/or clubs.
- Interest income.
Section 2 – Use of Funds
- Funds in the 522 accounts can be used only for Campus Life and Activities at Green River College.
- Staff/Faculty budget managers may determine how budgeted monies can be spent so long as the expenditure is not in violation of college policies or applicable state and federal laws. Additional approval is needed from authorized signature authorities.
- Prizes can be awarded for service or contests using 522 funds with the following criteria:
- Prize value is limited to a maximum of $50 per prize with a maximum of $100 per event
- Prizes must be a certificate for a campus activity or an on-campus service or product (i.e. Gator Grille, Daily Grind Café, Paper Tree Bookstore, Campus Life activity).**All prizes are subject to prior approval from the department involved.
- Prizes can only be awarded to currently enrolled Exceptions are subject to approval from the Dean of Campus Life.
- Contest rules must be submitted in detail for approval. At the end of the contest the winner(s) name(s) and ctcLink EMPLID must be submitted to the Student Life Office and the Business Office Internal Controls department.
- No 522 funds may be used for professional or classified staff salaries and/or stipends, unless it is voted on and approved by the S&A Budget Committee and approved by the ASGRC Senate.
- All activities using 522 funds for food MUST have a sign-up sheet prior to events or collected at the event with all participants Sign-up sheets must be submitted to the Campus Life Office drop box (SU 240) or Student Union Info Desk (1st floor of the SU) within 48 hours of the conclusion of the event/activity.
- 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
- 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 reports to the administration, students, and other interested parties upon request.
- 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
- 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.
- The official records of all monies for Campus Life and its subsidiary units are maintained by the Business Office.
- All monies, including fundraised dollars, 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 Assistant Director of Student Life 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.
- Funds must be deposited with the Student Life Program Specialist II or the Assistant Director of Student Life 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.
- 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
- A voluntary student fee must be initiated and approved by the ASGRC senate before proceeding to an Associated Student Body 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.
Section 1 – Funded Clubs
- 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 Associated Students of Green River College (ASGRC) Student Government.
- Recognized student clubs may be formed to promote any legal purpose, as stated in the ASGRC By-Laws.
- Student clubs must be open to all students, except in cases in which there is reasonable justification for exceptions, directly related to the purpose of the club, determined by the ASGRC Student Approved exceptions must comply with all College, state or federal laws.
- The membership of student clubs must be composed solely of currently registered students at Green River Faculty, staff, administrators and alumni may hold non-voting associate membership.
- The fact that a recognized student club 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 Clubs.
- Donations using 522 funds are
- 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 Campus Life fundraising account (Foundation account). Fundraisers that involve entities outside of the college must be approved by the Foundation. Fundraising records are maintained by Campus Life Staff, including deposit slips, invoices, and receipts. Clubs wishing to access their raised funds must make a request to the Manager of Student Activities who will then work with the Foundation to expend funds.
- Clubs shall make requests from the Club Programming fund in the annual 522 budget. Budget requests under $50 can be approved by the Student Life office for each club once per quarter. Budget requests must be entered through the request form on the GRC Clubs webpage by 5pm on Friday to be considered the following week by the Student Life office or ASGRC. The ASGRC Finance Committee will review requests during their weekly meeting and provide a recommendation to the ASGRC Senate. Senate will vote on all requests during their weekly business meeting. Requesting clubs will work with the Manager of Student Activities to expend all approved funds.
- Clubs which have similar purposes shall be reviewed by the Director of Student Activities & Already funded programs cannot receive club funding.
- Fund-raising projects of student clubs are subject to the approval of the Dean of Campus Life or designee.
- Funds generated in any manner by a recognized student club will be held in a College account. (Refer to Article III, Section 4 Deposits and Expenditures.)
- The fiscal affairs of all recognized student clubs are subject to the provisions of this Violations of this Code by a student club shall be cause for referral to the appropriate College body or official and violators will be subject to review and adjudication as the Dean of Campus Life deems appropriate.
ARTICLE V BUDGETING
Section 1 – Account Responsibility
- The general long-range operational aspects of the 522 funds shall lie with the Dean of Campus Life.
- Account responsibility for specific funds shall be assigned by the Dean of Campus Life.
- The daily administrative responsibility for the proper management of the 522 Fund shall lie with the Dean of Campus Life.
- The Student Life Program Specialist II shall have monthly budget reports updated and ready to share, upon request, by the 15th of each month for the preceding months budget (if the 15th falls on a weekend or holiday, the report will be available on the next business day.)
- 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
- Estimates of income into the 522 Fund will be made by the Dean of Campus Life in collaboration with the Director of Financial Services during the last two (2) weeks of December of each year.
- This revenue estimate will be the basis for beginning the budgeting process for the coming fiscal year.
- Revenue estimates will be based on the number of full-time equivalent (FTE) students projected for the forthcoming year.
- 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.
- The 522 Budget Development Process shall commence during the Winter Quarter each year. The Dean of Campus Life will request a budget projection from the Director of Budget during the last two (2) weeks of 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:
- Director of Recreation and Athletics
- Director of Activities & Engagement
- Director for Financial Aid/Student Employment
- Director of Diversity, Equity & Inclusion
- Dean of Campus Life
- Dean of Enrollment and Completion
- Director of Auxiliary Services
- Director of the Center for Transformational Wellness
- The budget for each student program/activity must be developed by students participating in the program in conjunction with the appropriate advisor/coach/supervisor.
- All requests for monies shall be prepared in writing and shall outline the planned program and justification for expenditures.
- The Dean of Campus Life shall convene the S&A Budget Committee for mandatory training prior to addressing the balancing of the budget.
- 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:
- ASGRC Vice President of Finance– Chairperson
- Voting members of the ASGRC Finance Committee (5 members).
- Up to three currently registered students
- The ASGRC President, Director of Financial Services, and Dean of Campus Life shall serve as ex-officio members, the Student Life Program Specialist II shall serve as the official record keeper for this process
- The Dean of Campus Life shall advertise for up to three (3) currently registered student positions. Interested students will apply and interview with the Dean of Campus Life and the ASGRC President.
- 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 purpose of the S&A Budget Committee is to hear all budget requests for 522 Funds and to prepare a balanced budget.
- 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 Those areas that do not participate can be subject to reduced or eliminated budgets.
- There shall be a minimum of two (2) open meetings of the S&A Budget Committee resulting in a balanced These meetings shall be announced across campus at least five (5) academic days prior to their convening.
- Prior to the third Thursday in March, the S&A Budget Committee shall submit a balanced budget to the ASGRC 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 voting 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.
- Upon approval by the Senate, the budget is sent to the ASGRC The President shall either pass or veto the total budget within four (4) academic days. The President shall not have line item veto power.
- 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.
- Inthe event the budget is unable to pass the Student Senate within the allotted time, the following groups and/or persons shall meet in S&A Budget Emergency Committee on the sixth academic day following presidential veto:
- College President or Vice President of Student Affairs
- Dean of Campus Life
- ASGRC President
- ASGRC Vice President of Finance– Chairperson
- The S&A Budget Emergency Committee shall have three (3) days in order to agree upon a 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.
- If the budget is approved by the ASGRC Senate, ASGRC President, the Dean of Campus Life, and the Vice President of Student Affairs, it is submitted to the Board of Trustees for consideration at one of their regularly regularly scheduled meetings prior to the conclusion of the fiscal year.
- 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
- 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.
- Final approval of the 522 Fund shall rest with the Board of
Section 5 – Quarterly Revenue Review
- 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.
- 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
- The Finance Committee shall within one month submit a bill to the Senate outlining proposed budget 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
- The Finance Committee, the Finance Committee Advisor, and the Dean of Campus Life are responsible for overseeing the budget.
- Once the budget is adopted, the committee is responsible for:
- Recommending to the Senate appropriate action/policies on all requests for 522 Funds;
- Approving initial club funding according to club policy;
- Monthly review of the 522 Funds
Section 7 – Emergency and Capital Project Fund
- The Emergency and Capital Project Fund is maintained for the purpose of assuring the integrity and continuance of programs and activities for students and should be 5% of the annual budget.
- This account will be available for specific groups or clubs to make request for unexpected costs or the development of innovative programs.
- Requests must be submitted to the Dean of Campus Life and Associated Students of Green River College Student Government in which it must be approved with a majority vote in a timely manner.
- The following accounts are set up within the fund:
- Disaster/calamity/catastrophe This account shall be 20 percent of the previous year’s annual 522 Fund and shall be used in cases of disaster/calamity/catastrophe.
- The uniform replacement This account shall be fifteen thousand dollars ($15,000) for uniform replacement annually.
- 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.
- The Fund Balance Account. This account shall contain all remaining fund balances of the 522 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.
- 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 Remaining monies shall be placed in the fund balance account.
Section 1 – General
- 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 Campus Life Office.
- Request for purchase shall be made through an email from the person(s) having account authority to the Program Specialist in Campus Life. The email should include any/all contracts, quotes, w-9's, riders and all other pertinent information/documents. Please indicate whether this will be a hand carry check or a PO, payable on receipt. The Program Specialist will create a requisition in ctcLink which will generate an approval request for the signature authority.
- 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 who will contact Accounts Payable with payment approval.
- 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.
- 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 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 A-40 and the Group Travel 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.
- 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.
- 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.
- 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:
- Vice President of Student Affairs
- Dean of Campus Life
- Dean of Enrollment & Completion
- An accounting of all purchase requests granted shall be kept on file in the Campus Life
- 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.
- 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 - $10; Lunch - $15; and Dinner - $20. When there is a reimbursement requested for meals and lodging, itemized receipts must be presented to the Business Office.
- College Vehicles/Shuttles: The College maintains vehicles/shuttles for the purpose of providing transportation for members of recognized student clubs. These clubs will be charged on a per mile basis, for shuttles, driving expenses will be incurred as well. Users of College vehicles shall comply with all Motor Pool Violations of the Vehicle Policy and/or Motor Pool Regulations will result in the loss of vehicle privileges.
- 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.
- Private Vehicles: The use of private automobiles is reimbursable at the current College rate with prior
- No travel out of the Pacific Northwest region shall be made by groups funded through 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, 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. Groups traveling outside of the Pacific Northwest Region or regionally defined area must have prior approval and use fundraised dollars. 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 will 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. Additionally, if events/activities include tickets (for sale or not for sale) for off-campus community members, expenses for custodial and maintenance services will be incurred.
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. These elevated rates only include events using the on-campus food vendor. All other instances must follow the per diem rates in Article VI, Section 2, subsection 1.
ARTICLE VII CONTRACTS
Section 1 – Responsibility
The Dean of Campus Life or 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 designee are invalid. Responsibility for payment of invalid contracts rests with the individual(s) making the contract and may not be paid from 522 funds.
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.
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 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. 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 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 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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Campus Life Office
Mel Lindbloom Student Union
Second Floor, Room 240