Special Appropriations Committee

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The Special Appropriations Committee is responsible for allocating monies from the Special Appropriations Fund to Registered Student Organizations (RSO). The ASUW has set aside $45,000 for the 2006-07 academic year for this purpose.

Contents

Membership

The committee is comprised of seven (7) members:


The Administrative Assistant to the President and Finance & Budget Director takes the minutes of the meeting.

Special Appropriations Online Interface (SAOI)

In the Spring of 2004, the Board of Directors commissioned a developer to convert the Special Appropriations application process from a paper-based format to an online, database-driven system. The project was completed by Fall Quarter 2004 and went live to the University public in October.

Increase in Demand

The change to an online system opened up and expanded the demand for Special Appropriations extremely quickly. The Board of Directors authorized an additional $15,000 to be allocated on top of the original $45,000 that was originally budgeted for the 2004-05 allocation. The following year, demand boomed even more.

In 2005-06, $45,000 was again allocated for the fund. Demand surged and the committee again requested $15,000 in additional funds, which was approved by the Board of Directors. Later in the year, even with more diligence in cost cutting of proposals, funds were running low. The Vice President requested another $15,000 be added to the fund and the allocation was once again approved by the Board. This brought the total available funds for the year to $75,000; nearly double the allocation in 2003-2004.

Now, as of 2007, the committee now runs with tighter restrictions on money available to any single RSO for a given event and for the year. This has allowed the committee to still fund numerous events, but without asking for major financial increases from the Board, which was placing the Association in debt.

Committee Member Responsibilities

Members of the committee meet weekly to review proposals from RSOs. The committee can approve proposals under equal to or less than $1000. Proposals over $1001 must receive final approval from the Board of Directors. Members are asked to come up with tough questions and make tough decisions on a large amount of proposals with limited funding capabilities.

Stipulations and Regluations

  • The Special Appropriations Committee and/or the Board of Directors may place stipulations on the use of funds. Stipulations shall be binding and in accordance with Washington Administrative Code (WAC).
  • All Registered Student Organizations using ASUW funds shall abide by University, State, and Federal Policies outlined in the ASUW Guide, Policies, and Procedures Manual and be subject to the following set of regulations; failure to follow these regulations may result in a suspension of funding:
  1. ASUW funded events must have students involved in the earliest stages of planning. Events which are initiated and /or controlled by faculty, staff, or the general public will not be funded by the ASUW.
  2. Any events or activities funded wholly or partially by the ASUW must adhere to the ASUW requirements on publicity, location, revenue, etc.
  3. No operating budget shall be funded for any Registered Student Organization. Operating budgets include, but are not limited to, general office supplies, salaries, telephones, and telephone-related charges.
  4. Honorariums shall not be appropriated for resource people who are on the University payroll as staff or faculty.
  5. All events and projects funded partially or totally with ASUW funds must use the word "ASUW" in speaker introductions, must publicly acknowledge their connection with the ASUW, and must include the ASUW logo and the Americans with Disabilities Act statement in all print and electronic advertising and promotional materials.
  6. The ASUW shall provide standard authorization forms for all services which have been authorized by the Special Appropriations Committee or the Board of Directors. Failure to use these forms will negate the ASUW's responsibility to pay for any unauthorized expenditure.
  7. A Registered Student Organization must inform the Special Appropriations Committee of any outside funding that has been obtained or is being sought to complement funds received from Special Appropriations.
  8. All ASUW-sponsored events charging admission shall utilize the Husky Union Building (HUB) ticket crew.
  9. All tickets, passes, or other admission devices shall be drawn through the Husky Union Building Ticket Office. Tickets, passes, and admission devices obtained in any other manner shall not be honored for events involving ASUW funds.
  10. A portion of the total profit, defined as total revenues (including, but not limited to, other verified co-sponsorships and ticket revenues) less total expenses, derived from a Special Appropriations sponsored event must be returned to the ASUW.
    • This amount shall be the total profit multiplied by the percentage of total event costs funded by ASUW Special Appropriations.
    • The recovered amount shall not exceed one-hundred percent (100%) of the original appropriation.
    • Revenue from ticket sales shall not be returned to the Registered Student Organization until the appropriate portion of the total profit is recovered by the ASUW.
    • Profit returned to the ASUW shall be added to the available monies of the Special Appropriations Fund for the following academic year.
  11. Any event where Special Appropriations funding covers no less than 70% of the total event expenses must charge an admission price to members of the general public.
  12. If a Registered Student Organization overspends its allocation for an event, the overrun shall be paid in full by the Registered Student Organization.
  13. An event evaluation must be completed by the Registered Student Organization within 4 weeks following the completion of a funded event.
    • The event evaluation shall be submitted using the Special Appropriations Online Interface.
  14. A complete budget for all co-sponsored events must be submitted to the ASUW. Records documenting final expense and revenue figures must be submitted as part of the event evaluation.
  15. Only written contracts shall bind ASUW funds and only when signed by the Student Activities Director or his or her designated representative. Students shall be directed not to make verbal contracts. These shall not bind ASUW funds.
  16. All ASUW purchases shall be completed through the University of Washington Purchasing Department through the Student Activities Office.
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