ASG Financial Code

The raising and expending of 522 Funds by Lake Washington Institute of Technology Office of Student Life organizations has the objective of enhancing the overall educational experience and maximizing student success by providing a range of healthful, educational, cultural, recreational and social programs, activities, and services. In view of this, the Office of Student Life should assist students in developing skills aligned with the LWTech mission, values, and college wide learning outcomes.

Section 1 Source of Funds

1. Office of Student Life funds are received from four sources:
2. Student tuition and fees, including wellness fee, technology fee, and services and activities fee.
3. Fees and revenue from activities sponsored by Office of Student Life and/or organizations.
4. Interest income.
5. Contributions.

Section 2 Use of Funds

1. All expenditures from 522 Funds must be aligned with college policies and applicable state and federal law. Within the 522 Fund, individuals will be designated with budgetary authority for specific projects, programs, budgets, and amounts. These individuals (designated budget managers) will determine how funds are to be expended to achieve the goals of the activity,
   program, or event as described in the annual, applicable ASG budget request process.
2. When authorized and approved in a manner consistent with this Financial Code, S&A fee revenue may be used for:
   1. Social events, seminars, workshops, retreats, conferences, community services to campus or community, student governmental organizations, professional consulting fees, student organization and societies, musical, dramatic, and artistic presentations and other mass media activities, tutorial services, childcare services, intramurals, intercollegiate sports, campus outreach programs for student leadership development, and financial assistance for student activities related participant fees or matching funds for economically challenged students and other services and activities if deemed necessary.
   2. Equipment, supplies, and materials required for the operation of the Office of Student Life department, and associated activities.
   3. Approved travel and per diem for students and professional staff members participating in student-oriented programs and activities.
   4. Dues for institutional memberships in recognized student government or activities organizations provided that the legality of such expenditures is first established in consultation with the legal advisor of the college. These funds are provided with the intent that the student membership costs are paid by student participants directly or through fundraising.
   5. Salaries and compensation to students and staff that directly provide for the administration of Office of Student Life.
   6. Within the regulations of the State Board, 522 revenues may be used to acquire real property and fund capital projects and may be used as matching funds for such projects.
3. Limitations:
   1. Salaries of professional employees in tenurable positions, administrative exempt personnel, permanent classified and Part-time Classified employees, civil service employees and stipend employees should not be paid from 522 funds revenue, unless provided under Article III, Section 2.2E.
   2. In accordance with state guidelines, 522 funds should not be used to fund programs, services, events or activities for non-students and/or prospective students, unless these individuals provide a donative service integral to the event's delivery.
   3. 522 funds should not be used to fund programs, personnel, office supplies, facilities equipment and maintenance covered within the State Board allocation model.
   4. 522 funds may not be used to support programs or activities which violate any college policies.
   5. 522 funds will not be used for activities which an individual or organization will derive private material gain, unless such activities clearly serve educational objectives and when the activities are conducted under the sponsorship or at the request of a department or student organization.

Section 3 Accounting and Reporting Responsibility

1. It shall be the responsibility of the Director of Financial Services (or designee), under the direction of the Vice President of Administrative Services, to maintain proper accounting of financial transactions of all 522 fund monies and to provide monthly reports to the administration, budget
   managers, students, and other interested parties upon request.
2. Separate accounts shall be kept on each activity or program.
3. A general account for each recognized student organization shall be maintained by the ASG Executive Board of LWTech in conjunction with the Office of Student Life.
4. Revenue earned by student organizations shall be kept by the college in the student organization fundraising account. This money shall revert to the student organization fund balance if active status and eligibility are not maintained in a two-year time period.
5. Fundraising projects sponsored by subsidized and non-subsidized recognized student organizations or are subject to the college fundraising policy and the approval of (1) the organization’s membership, (2) the organization’s advisor, and (3) the Director of Office of Student Life or designee. All fund-raisers must follow established college accounting procedures.

Section 4 Deposits and Expenditures

1. All funds collected or revenues produced by or through the Office of Student Life shall be deposited daily.
2. Funds are to be deposited with the Cashier’s Office as described. At this time, a receipt will be issued indicating the date, account to which monies are to be credited, and other information as will facilitate the accounting of these monies.
3. If after office hours, on a weekend, or on a holiday, such monies must be deposited as outlined in established college cash handling procedures.
4. Official records of all financial transactions for the Office of Student Life and its subsidiary units are maintained by the Business Office.
5. 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.
6. Credit card deposits and expenditures will follow all procedures as stated by the Business and Purchasing Offices.
7. Disbursements from any 522 account must be pre-approved by the Director of Office of Student Life or designee.

Section 1 Purpose

The purpose of student organizations is to provide student communities that contribute to leadership development, academic growth, and community development, or service opportunities to the campus or community.

Section 2 Funded Student Organizations

Recognized student organizations may be formed to promote any legal purpose, as stated in the ASG Executive Board By-Laws.

1. Student organizations must be open to all enrolled students. Student organization leadership must be solely comprised of enrolled students at Lake Washington Institute of Technology. Faculty, staff, and administrators may hold non-voting associate membership. Members of the
   community at large are welcome to attend organization meetings.
2. The fact that a recognized student organization provides a service to its members or the college in general is justification for providing the organization with funding to the limit that resources are available in the budgeting process. All Lake Washington Institute of Technology student
   organizations are eligible to apply for funding, including religious and/or political organizations. Due to federal and state constitutional requirements, funding for religious based organizations will follow all applicable law. In addition, state funds cannot be used to support certain political
   activities including those supporting or opposing a specific initiative and/or candidate.
3. Student Organizations which have similar existing counterparts shall be reviewed by the Director of Office of Student Life for appropriate action.
4. Student organizations recognized by the LWTech Associated Student Government Executive Board shall be considered an extension of the Student Government and will be expected to conduct their programs and activities in accordance with the LWTech ASG Constitution and the
   Student Code of Conduct.
5. Fundraising projects of student organizations are subject to the college fundraising policy and the approval of the Director of Office of Student Life. Fundraised dollars may be carried forward each
   year.
6. Funds generated by a recognized student organization will be held for that organization by the college.
7. Fiscal affairs of all recognized student organizations are subject to the provisions of this code. Violations of this code by a student organization shall be cause for referral to the appropriate college body or official for appropriate disciplinary or legal action including the Student Code of Conduct.

Section 3 Funded Programs or Activities

1. 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 ASG LWTech Executive Board.
2. Student focused programs or activities recognized by the Office of Student Life shall be considered an extension of the ASG Executive Board and will be expected to conduct their programs in accordance with this Financial Code, the LWTech ASG Constitution, and the Student Code of Conduct.
3. Revenue generated by a recognized student program or activity through their program’s intent shall be deposited into the appropriate 522 account and is subject to existing college policies and procedures.
4. Fundraising projects and revenue earned by a program or activity outside of its general program intent, and developed outside its allocated revenue, may be placed in a separate account for carryover. This must have prior, written, and documented approval of the Director of Office of Student Life and the VPSS.

Section 1 Purpose

When approved by the Board of Trustees, the S&A Budget becomes the official budget plan for the Associated Student Government of Lake Washington Institute of Technology for the fiscal year. The S&A Budget shall promote the general welfare of the student body, reflect diverse student interests, provide continuity for existing programs, and provide options for developing a variety of educational, cultural, and social experiences. It is also the intent of the State of Washington legislature that services and activities fee expenditures for programs devoted to political or economic philosophies shall result in the presentation of a spectrum of ideas.

Section 2 Revenue Estimates

1. Estimates of income into the Services and Activities Fee Revenue Account will be made by the Vice President of Administrative Services in consultation with the Vice President of Student Services, and the Director of Office of Student Life.
2. This revenue estimate will be the basis for the budgeting process for the coming fiscal year.
3. Revenue estimates will be based on the number of full time equivalent (FTE) students projected for the forthcoming fiscal year (or based on current year’s enrollment).
4. No adjustments will be made to increase/decrease revenue levels after estimates have been made unless authorized by the Vice President of Administrative Services in consultation with the Vice President of Student Services, and the Director of Office of Student Life.

Section 3 S&A Budget Committee

Per RCW 28B.15.045 the committee shall be made up of majority student members representing diverse ideas. The ASG Executive Board will vote on final committee members. The committee chair will be voted by the final committee members. To protect committee membership, in the case of student member
attrition, one or two alternate student(s) may be selected to serve on the S&A Budget Committee. Alternate’s status will be ex-officio until formal service is needed.

1. Students appointed to serve on the S&A Budget Committee shall be students in good academic standing (2.5 cumulative GPA or above), not have pending conduct sanctions, and shall represent the diverse interests of the student body.
2. At least one of the students appointed to the committee each year is recommended to hold 45 or fewer credits including transfer credits from any institution.
3. If faculty or staff members are recommended for committee membership, then the vice president of instruction and/or student services will recommend their appointment to the ASG Executive Board and have term limits of three years. The terms of faculty/staff membership will rotate so that at the beginning of each year there is at least one faculty/staff member returning from the previous year. After a two-year absence faculty/staff may be eligible to return to the S&A Budget Committee.
4. The committee shall meet in regularly scheduled sessions in accordance with the published
   calendar and formal motions shall be duly recorded.
5. A quorum of at least three (3) student committee members must be present to conduct official S&A Budget Committee business.
6. S&A Budget Committee Members
   1. Duties of S&A Committee Members
      1. Attend all scheduled meetings and trainings.
      2. Conscientiously read and engage with submitted budget requests and participate in the evaluation of S&A Budget Development Process.
      3. Commit to membership of the S&A Budget Committee though June 30th of the current academic year.
      4. Complete all tasks assigned during S&A Budget Committee Meetings.
      5. Serve as a responsible steward of S&A Funds Use (Article III Section 3).
   2. Duties of S&A Budget Committee Chair.
      1. Fulfill all duties of an S&A Committee Member.
      2. Guide the direction and content of S&A Budget Committee meetings.
      3. Develop the trainings, agendas, logistics, and announcements for S&A Budget Committee meetings.
      4. Meet weekly with Director of Office of Student Life to plan and evaluate S&A Budget Committee Process upon appointment.
      5. Formally present the S&A Budget to all review groups and the campus Board of Trustees as needed.
      6. In collaboration with the Director of Office of Student Life serve as the leader/spokesperson for the S&A Budget Committee to the campus community and other interested parties.
   3. Opening to the S&A Budget Committee during the S&A Budget Development Process.
      1. Open Student Positions will first be made available to any sitting ex-officio student alternates present on the committee.
      2. If no alternates are present, openings will be filled through the above-stated process of appointing membership.
      3. Unless quorum is in jeopardy, openings in the S&A Budget Committee will not be filled after the committee’s review of budget applications.
7. All information pertaining to S&A budgets shall be made available to interested parties.
8. The S&A Budget Committee is a recommending body only. The initial responsibilities for proposing budget levels, prioritizing capital expenditures, setting budget stipulations, and adjusting budget requests to the yearly budget allocation shall reside with the committee. The committee shall provide an opportunity for all viewpoints to be heard.
9. The Vice President of Student Services or Vice President of Administrative Services shall review the recommended budget and publish a written response if the budget to be presented to the Board of Trustees is different than that recommended by the S&A Budget Committee. This response shall outline the areas of difference between the committee recommendations and the administration’s proposed budget recommendations. Before adoption of the final budget, the governing board shall address areas of difference between the committee recommendations and the administration’s budget recommendations. A student representative of the S&A Budget Committee shall be given the opportunity to reasonably address, in a good faith effort, the governing board concerning any differences.

Section 4 Dispute Resolution

If differences are not resolved within fourteen days, a dispute resolution committee shall be convened by the chair of the services and activities fee committee within fourteen days.

1. The dispute resolution committee shall be selected as follows: The governing board shall appoint two nonvoting advisory members; the governing board shall appoint three voting members; and the services and activities fee committee chair shall appoint three student members of the S&A fee committee who will have a vote, and one student representing the S&A fee committee who will chair the dispute resolution committee and be nonvoting. The committee shall meet in good faith and settle by vote all disputes. In the event of a tie vote, the chair of the dispute resolution committee shall vote to settle the dispute.
2. The governing board may act on those portions of the services and activities fee budget not in dispute in accordance with the customary budget approval timeline established by the board. The governing board shall consider the results, if any, of the dispute resolution committee and shall
   act.

Section 5 Calendar

To facilitate the handling of budget requests and the development of the budget, the following dates are provided as guidelines for a timely process:

• Fall Quarter S&A Budget Committee Chair Selected, Faculty/Staff Committee
  Members selected. Notification to the Business Office requesting S&A
  Revenue Estimate by February 1st.
• January 15 - February 1 Budget applications will be distributed to currently funded programs and other interested groups or organizations. Applications should reflect the planned program for the activity in the next fiscal year.
• February 1 Revenue estimate provided to S&A Budget Committee.
• February 2 - February 15 Applications are submitted to the Office of Student Life to be compiled.
• February 16 - March 15 Budget Committee convenes for budget presentation(s) and budget development. Open hearings will be held for organizations to have the opportunity to voice their support of particular programs or areas.
• April 15 - April 30 Final budget development by S&A Budget Committee forwarded on to the College Executive Staff.
• May 1 - May 15 Administrative Review of the Proposed Final S&A Budget and 1st Consideration of the S&A Budget by the Board of Trustees at their
  May meeting.
• June 1 - June 15 Adoption by the Board of Trustees. Review and submission of S&A financial code revisions by the S&A Budget Committee at their June
  meeting.
• July 1 Adopted budget shall be in effect.

Section 6 Budget Approval Administrative Review

Recommendation for budget approval and adoption shall be indicated by an official vote of the membership of the S&A Budget Committee. A member of the S&A Budget Committee shall present the preliminary budget to the ASG Executive Board prior to final budget approval by the S&A Budget Committee. The Vice President of Student Services will then forward the recommended budget to the College Executive Staff, who shall review the proposed budget in preparation for presentation and adoption by the Board of Trustees.

Section 7 Budget Amendment

Requests for change to the budget after Board of Trustees approval are presented to the ASG Executive Board. If the ASG approves the proposal, the Vice President of Student Services presents the proposal to the College President or Board of Trustees, as appropriate, for approval.

Section 8 Quarterly Revenue Review

1. Any additional revenue received through registration, if available, shall be placed in the ASG Executive Board reserve account. If a revenue shortfall occurs and budget cuts are deemed necessary, the Director of Office of Student Life in consultation with the Vice President of Student Services and the Vice President of Administrative Services shall recommend changes to the ASG Executive Board for action.

Section 9 Responsibility For Accounts

1. The general responsibility for the proper management of the accounts and the budgetary levels set for each account rests with the budget managers.
2. Any budget management procedures must be consistent with college procedures involving purchases, inventories, and expenditures, and this Financial Code.
3. Budgets may be monitored or audited at any time by the following (or a designee): Vice President of Administrative Services, Vice President of Student Services, and/or the Director of Office of Student Life.
4. ASG Executive Board will be informed of any audits or adjustments made to budgets.
5. Fund ineligibility may occur after established patterns or inappropriate fiscal management, including overdrawing established budgets or not following college purchasing practices. Ineligibility will be determined by the Vice President of Student Services, Services and Activities Fee Committee, or Technology Fee Committee after account analysis.

Section 10 Fund Balance

The fund balance account is maintained for the purpose of assuring the integrity and continuance of programs and activities for students. Except for student organization fundraised dollars which may be carried forward, all remaining unspent service and activity fee monies shall, at fiscal year-end, revert to
the fund balance.

1. Fund Balance: This account shall be maintained at 10 percent (10%) of the previous year’s annual 522 Fund and shall be used in cases of disaster, calamity, catastrophe, and/or cases of revenue shortfalls. Fund balance 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 Associated Student Government Executive Board and upon the approval of the Vice President of Student Services.
2. Contingency Account: This account should be 5% of the annual budget. 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 LWTech ASG Executive Board and approved with a majority vote in a timely manner.

Section 11 Student Organization Carry Over Balances

When a student organization is unrecognized or inactive for two years, any fundraised carryover funds belonging to said student organization shall revert to the general student organization budget.

Section 1 General

The procedures set forth in this Financial Code shall be followed for the expenditure of funds from the accounts under the jurisdiction of the Associated Students of Lake Washington Institute of Technology. These procedures are designed to account for funds and to authorize expenditures within the accounts.
The procedures for the acquisition, inventory, or disposal of goods and services shall be in compliance with the policies, regulations, and rules under which the Purchasing department manages the acquisition, inventory, and disposal of college property.

Expenditures and encumbrances shall be made from a budget(s) only when officially approved and adopted in a manner consistent with this code.

1. Prior Approval for Purchase of Food: Prior approval for food expenditures must be obtained from the College President or designee at least five working days before the event. The request for approval must be in writing on the Light Meals and Food Authorization Form, indicating the purpose of the meeting or training session, who will be attending and how the light refreshments/food will be paid, i.e., reimbursement, direct vendor payment or budget charge back request.
2. Purchase Requests: All requests for purchase(s) to be made from the accounts in the 522 chartstring shall be initiated by the person(s) having budget responsibility. Upon signature of the appropriate budget manager and appropriate authorized staff, as outlined on the college’s budget
   authority list, the request shall be forwarded to the Purchasing Office.
   1. Request for purchase shall be made on a purchase requisition form signed by the person(s) having budget responsibility. This form is then presented to the appropriate authorized staff member for approval. In the case of student organizations, staff/faculty advisor and student
      organization student leader must first approve.
   2. Purchased items are forwarded to the office requesting the purchase.
3. Reimbursement: Reimbursement for personal funds expended should not be expected without prior approval of a budget manager. Additionally, budget managers cannot approve expenditures beyond their budget allocation. Proper planning will make it unnecessary to use personal funds
   for a purchase.
   1. Reimbursements will follow all petty-cash handling rules as outlined by the Vice President of Administrative Services.
   2. Personal funds of $50.00 or less may be reimbursed if prior approval is received.
4. Advance Payment: It may be necessary to request funds in advance of the services to be performed. Advance purchases must follow state and college guidelines. 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 student group travel (except personal
   mileage); 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 a State of Washington Travel Authorization Form. These forms must be returned to the Business Office with proper signatures for a travel advance check. A Travel Expense Voucher must be submitted to the Business Office within 72 hours after returning to campus. A request for an advance payment must be submitted to the Business Office within 72 hours of requiring the check.
5. 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 completed Travel Expense Voucher are to be returned to the Business Office upon return
   of the group.
6. Emergency Procedures: Planning will make the necessity for emergency purchases a rarity. In cases of genuine emergency, the process may be expedited by contacting the appropriate budget manager 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 from the appropriate budget manager. All students, faculty, and staff shall be personally liable for expenditure commitments made in violation of this procedure.
7. Appropriate Authorization: In the event an authorizing staff member for an account is not available to approve an urgent purchase request or allocation of no more than $3,000, the following persons are authorized to sign a request:
   1. Vice President of Student Services
   2. Vice President of Administrative Services

An accounting of all purchase requests granted shall be kept on file with the appropriate budget
manager.

Section 2 Travel

Lake Washington Institute of Technology travel policies and regulations shall apply to all official LWTech travel. Only travel by a recognized LWTech group or organization shall be considered official travel.

1. If LWTech funds are to be used for regional travel by members of a subsidized activity, a Student Prior Approval for Travel Form must be submitted along with all expenses (lodging, meals,
   transportation, misc.) by the budget manager approved by the Vice President of Students Services, in consultation with the Director of Office of Student Life.
2. All students traveling with a recognized Lake Washington Institute of Technology program or activity must sign a Waiver Release prior to their departure.
3. Meals and Lodging: The following guidelines have been established for meals. When there is a reimbursement requested for meals and lodging, original receipts must be presented to the Office
   of Student Life. All receipts for meals must be within established per diem limits.
4. Authorized Vehicle Operators: The following personnel, while serving in an official capacity as an agent of the College, are authorized to drive:
   1. Staff members possessing a valid Washington State Driver’s License and proof of insurance.
   2. Students possessing a valid Washington State Driver’s License and proof of insurance.
5. Vehicles: The College may maintain vehicles for providing transportation for members of recognized student organizations. Organizations using any College vehicle will be charged according to current policies outlined by Facilities and Operations. Users of college vehicles shall comply with all Facilities and Operations Regulations. Violations of the Vehicle Policy and/or
   Regulations will result in the loss of vehicle privileges.
6. Private Vehicles: The approved use of private automobiles is reimbursable at the approved college rate. Reimbursement will be made upon completion and submission of a Travel Expense Voucher.
7. Rental Vehicles: Organizations utilizing rental vehicles will be required to pay the full amount of the rental charge and all expenses incurred in the use of the vehicle.
8. No travel out of the Pacific Northwest region shall be made from the appropriated 522 chartstring (travel is inclusive of transportation, lodging, meals, and registration fees). The Pacific Northwest region shall be defined as the State of Washington and the following contiguous states: Oregon;
   Idaho and British Columbia. Travel activities within 522 programs may apply for an exemption to this rule if:
   1. The travel is integral to the purpose and function of the program and the proposed exempted activity is unavailable within region, and
   2. The out-of-region travel is pre-approved by the LWTech ASG Executive Board and the Director of Office of Student Life. If approved, no more than $7000 maximum or $700 per person including per diem may be used for out-of-state travel from 522 chartstrings
   3. for any one trip regardless of the number of students traveling. There is no cap on fundraised dollars used for out-of-state travel.

Section 3 Facilities

On-campus college programs not ordinarily held on the weekends or holidays may 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.

Section 4 Awards

ASG S&A funds may be used to buy or make awards to any individual or group when approved by the Director of Office of Student Life. Special recognition awards can be given for special services or special recognition. These awards shall be of nominal monetary value.

Section 5 Donations to Charitable Activities

The state constitution contains a prohibition against making gifts of public funds. Student organizations can collect donated items to contribute to community charitable activities. State facilities and resources cannot be used to raise funds that will be given to charitable organizations.

To the extent that students earn income by use of state property or facilities, such income becomes public money. Funds raised without the use of state property, reputation or money are private funds and may be used without restrictions.

Student organizations can sponsor activities that benefit college students, subtract the costs of presenting those events and donate the proceeds to charity. Only those funds considered net profit from fundraising activities might be donated. State funds expended in conducting the fundraising must be reimbursed.

Section 1 Responsibility

Approval for all contractual agreements pertaining to athletics, recognized student organizations and student sponsored activities must follow college and state guidelines and are the responsibility of the budget manager with final approval by the Vice President for Administration. Contracts signed by students are considered invalid. Responsibility for payment of invalid contracts rests with the individual(s)
making the contract and may not be paid from public 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 LWTech rules or regulations. Written changes will be made on a yearly basis to keep the code up to date for persons utilizing 522 chartstrings.

Violations of the provisions of this Financial Code by a chartered or non-chartered student organization shall be cause for revoking the organization’s charter and/or revoking funding of a chartered or nonchartered student organization. Violations shall be filed as a grievance with the ASG S&A Budget Committee for good faith resolution.

Proposed amendments to this Financial Code may be submitted from the S&A Budget Committee for consideration to the Director of Office of Student Life. The Director of Office of Student Life shall submit their recommendation back to the S&A Budget Committee along with the proposal to the Vice President of Student Services. Following the Vice President of Student Services review and favorable
recommendation, the proposed amendment will then be returned to the Director of Office of Student Life and Leadership to the Financial Code.