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ORIGINAL VERSION, adopted August 2003 (See subsequent amendments for current applicable regulations)
In accordance with the ASUCH Constitution and Bylaws, and the policies of the University of California, Hastings College of the Law, regulations governing the areas of ASUCH budget and finance are as follows.
REGULATION 1.0 AUTHORITY AND PROCESS
1.010 General Council. Authorization of student funds requires the majority approval of the ASUCH General Council.
1.020 Submission to the President. All budget requests authorizing student funds shall be submitted to the ASUCH President.
1.030 Finance Committee Referral. The budget requests shall be referred to the ASUCH Finance Committee which is chaired by the ASUCH Treasurer.
1.040 Subcommittees. The ASUCH Treasurer shall create subcommittees to review funding requests. The subcommittees are as follows: ASUCH Administration, Existing Student Organizations New Student Organizations
1.041 Subcommittee Chairs. The subcommittee chairs shall be chaired by 3Ls, and appointed by the ASUCH Treasurer. Subcommittee assignments shall be determined by the ASUCH Treasurer. The ASUCH President appoints Finance Committee Members.
1.042 ASUCH Administration. The ASUCH Administration Subcommittee shall review all funding requests submitted by the ASUCH Executive Board, and for ASUCH-sponsored events or programs.
1.043 Existing Student Organizations. The Existing Student Organizations Subcommittee shall review all funding requests submitted by student organizations that have been active at Hastings for over five years or determined at the discretion of the ASUCH Treasurer
1.044 New Student Organizations. The New Student Organizations Subcommittee shall review all funding request submitted by student organization that have been active at Hastings for less than five years or determined at the discretion of the ASUCH Treasurer.
1.050 Finance Committee Review. The Subcommittees shall hear all requests and receive testimony from student organizations or ASUCH Executive Board Members requesting funds within seven days of the budget request deadline. The subcommittee chairs shall submit their budgets to the Treasurer for approval by the Finance Committee. The Finance Committee shall then approve a budget to submit to the General Council for final approval within ten days of the budget request deadline.
1.060 General Council Approval. The General Council shall debate the Finance Committee budget in the form of a resolution. Budget authorization requires majority approval of the General Council.
REGULATION 2.0 FISCAL CALENDAR AND TIMELINE
2.010 Fiscal Calendar. Budget authorization process conducted by the Finance Committee referenced in Regulation 1.0 shall occur twice a year, once in the Fall Semester and once in Spring Semester.
2.011 Emergency Allocations. Emergency allocations may be considered during the year.
2.020 Fall Authorization. The authorization in the Fall Semester shall include budget expenditures during the period beginning August 1st before the Fall Semester begins and ending January 31 of the following Spring Semester. The General Council shall hear and approve the Fall Authorization no later than 21 days before the first day of classes of the Fall Semester.
2.030 Spring Authorization. The authorization in the Spring Semester shall include budget expenditures during the period beginning February 1st of the Spring Semester and ending July 31 following the end of the Spring Semester. The General Council shall hear and approve the Spring Authorization no later than 30 days before the first day of classes of the Spring Semester.
2.031 Spring Authorization Review. No later than 25 days before the first day of classes of the Spring Semester, the Finance Committee shall review all budget requests for the Spring Fiscal Term in accordance with ASUCH Funding Regulation 1.0. During this process, ASUCH officials and student organizations shall testify as to expenditures during the Fall Fiscal Term.
2.040 Special Annual Authorization ("SAA"). The only expenditures authorized for the Fall and Spring during the Fall Authorization Process shall be those proposed by ASUCH. Student organizations may also be authorized for expenditures on an annual basis upon request. The budget resolution submitted by the Finance Committee to the General Council shall include a list of events authorized for the year.
2.041 Student Organization Request for Special Annual Authorization. To request special annual authorization, a student organization must make note of such a request in its budget request forms. Note: write or type "SAA" next to the program or event name.
REGULATION 3.0 BUDGET REQUESTS AND REVIEW PROCESS
3.010 Required Forms. All budget requests shall include the following components: (1) Resolution and (2) Budget Request Application.
3.011 Resolution. The template for the Resolution can be retrieved at the ASUCH website at www.myhastings.org. Budget request resolutions, like all resolutions, shall be formatted by the ASUCH Secretary, then sent to the ASUCH Treasurer.
3.012 Budget Request Application. The Budget Request Application shall include the following: (1) Name of the Student Organization, (2) E-mail address and phone number of President and Treasurer of Organization, (3) Number of members (projected or actual), (4) Fundraising projections for the Term, and (5) List of events or programs sponsored during the previous year.
3.020 Finance Committee Hearings. The ASUCH Treasurer shall notify all organizations requesting ASUCH funds of scheduled hearings in a timely manner.
REGULATION 4.0 FUNDING CONSIDERATIONS
4.010 Factors. The Finance Committee shall consider the following factors in reviewing budget requests from student organizations: (1) Contribution of student organization to the overall mission of the College and quality of education at Hastings; (2) Past performance, including but not limited to the success of previously sponsored programs or events, fundraising efforts, and use of allocated funds.
REGULATION 5.0 REIMBURSEMENT PROCEDURES
5.010 Timely Reimbursement Requests. All requests for reimbursements shall be submitted to the ASUCH Treasurer in a timely manner, not exceeding 30 days from the date of the transaction or expenditure.
5.020 Receipts. All requests must be accompanied by the original receipt; other qualifying documentation shall be determined by the Office of Fiscal Services.
5.030 Process - For Student Organizations. All requests shall be submitted to the ASUCH Treasurer, who must approve of the requests before submitting them to the Office of Fiscal Services, which will issue the reimbursement directly to the individual or organization.
5.031 Process - For ASUCH Officials or ASUCH Sponsored Activities. All requests shall be submitted to the ASUCH Treasurer, who will issue the check to the ASUCH official or organization directly. The ASUCH President may also approve and issue reimbursements to the ASUCH official or organization directly. Note: "ASUCH Official" is defined as any Member of the General Council or an ASUCH-sponsored committee or task force.
5.040 Timeline. The ASUCH President or Treasurer shall review and act upon all reimbursement requests within 10 days of submission.
5.050 Reporting. The ASUCH President and Treasurer shall present a report of all reimbursement requests received and approved to the General Council in a timely manner.
5.051 Accounting. The ASUCH Treasurer shall maintain records of all financial activity by all entities allocated ASUCH funds, and shall present a summary of such records to the General Council no less than once per semester and at the end of each fiscal term.
(REMINDER: See subsequent amendments for current regulations)
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