Financial Code Bylaws
Special Policy Addition to Bylaws
Money procedures for special allocations to the Tutorial Center, Library, and Child Care Center.
- Background
- Any student monies that are given to recognized district programs, i.e., Athletics, The Cuestonian newspaper, Transfer/Career Center, et al, are subject to the ASCC Financial Code Guidelines. These guidelines expect that students (through Student Senate) will have knowledge of the account’s ongoing expenditures. It also expects that the funds are properly audited and accounted for with the appropriate student signature (ASCC Finance Director or designee) on purchase orders, purchase requisitions, and checks. This information is then included with the weekly Budget Expenditure List which is approved by Student Senate. (See summer procedure in ASCC Financial Code.)
- Past History
- Prior to the 1992/93 budget year, previous handling of ASCC allocated funding designated for the Tutorial Center, Library, and Child Care Center were initially supported by district funds. The District then billed ASCC early in the fall semester for full payment of monies designated to those accounts by Student Senate.
- Procedure for Special Allocations Accounts
- Because of the special nature of the Tutorial Program (student tutor wages), Sunday hours for the Library (salaries to support the supervising librarian and student hourly help), and Child Care Center Grants (for variable tuition breaks for students’ children), it is felt that a more flexible auditing and accounting procedure be designated so that lump sums can be authorized for payment to those accounts either at the semester or on a quarterly basis.
In order to accommodate these programs, it will now be expected for them to submit a semester or quarterly report, with the district bill, which would include (where applicable) the following:
- An accounting of funds used from that account during the semester or quarter (e.g., if program expends $4,000 of its $8,000 allocation, state where the $4,000 was spent)
- How many hours worked (hourly or certificated personnel) during the semester or quarter
- Amount of students benefited (e.g., accounting of how many child care grants were given, or tutor hours provided-groups or individuals or amount of students using the Library on each Sunday that it's open) from service or funds provided by ASCC.
This accounting procedure allows Student Senate an opportunity to provide supervision over allocated funds, authorize expenditures for the accounts, and be more informed during budget development hearings when money requests are generated in the spring semester. This will also satisfy the auditing needs of ASCC since it will provide an accounting of expenditures authorized by students.
This procedure will not apply to the purchase of books for the Library or equipment for the Child Care Center. These expenditures will be subject to the same procedure that is required of other district-recognized programs receiving ASCC funding, specifically, the signature of the ASCC Finance Director (or designee) on purchase order and/or expense requisitions, and checks
- Emergency Allocation of Funds
- In the event that the district will need to bill ASCC for the full amount of the ASCC monies allocated (before all monies have been expended) to those accounts during the first quarter, the district must include a first quarter report with the bill. The programs would be responsible for providing this first report to Student Senate before funds can be transferred to the district. It will also be expected that those programs provide a semester report (as described above) to the Student Senate for the fall and spring semesters. The fall semester report will be due the second Monday in January. The semester report for spring would be due the second Monday in May.