TITLE III

PAB FUNDS

Article 1:Use of PAB Funds

1.1Use of PAB funds must meet at least one of the following criteria:

A.It is of a programming nature.

B.It is accessible to all or nearly all ASU students.

C.Furthers the educational objectives of the University.

D.Enhances student cultural awareness.

E.Promotes community service or involvement.

1.2All funds must be used as allocated by the PAB.

1.3If specifically allocated funds are misused by any organization or club the PAB may recall funds from that organization, club, Council, or department or place that organization on probation.

A.If placed on probation, no Budget Request that is for a program or activity not expressly zeroed in the annual budget or Fall and/or Spring Co-sponsorship may receive transfer funds unless approved by the PAB.

1.4PAB funds may not be used for the purchase of alcohol.

1.5Funds may be transferred to Budget Requests when the Request has been left blank in the Annual Budget or fall and/or Spring Co-sponsorship.

Article 2:Requisition Process

2.1In order to obtain allocated funds, each organization or department must submit a PAB co-sponsorship application to the Business Office.

2.2All requisitions shall be signed by the PAB President.

A. The PAB President shall sign the requisition within two working days of receiving it. If the PAB President does not sign the requisition within two working days, the requisition shall automatically be forwarded to the Business Office for processing.

2.3For all departments administrated by the PAB:

A.The PAB President shall sign all requisitions originating in departments under his or her administration and shall submit them to the ASASU Business Office.

B.The ASASU Business Office shall forward the requisitions to the PAB President for review and budget reports necessary to be made by the according office.

C.The PAB President shall return the requisitions to the ASASU Business Office within two working days for final processing.

Article 3:PAB Revenues

3.1These accounts shall serve as a repository for funds which enter into PAB from programs and activities which raise funds for PAB.

3.2All monies entering into PAB must first be deposited in an appropriate revenue account.

3.3All departmental revenues must be reported to the PAB President and Vice President in a report to be included as an agenda item.

Article 4:Requests

4.1Each request for funds shall be called a Budget Request and shall include the amount of the request and a detailed explanation of how the requested funds are to be used.

4.2All requests for funds must be submitted on a standardized form provided by the PAB President.

Article 5:Annual Budget

5.1An Annual Budget Process will take place in accordance with procedures outlined in these Bylaws.

5.2The Executive Budget Committee shall consist of the PAB President (chair), the PAB Vice President and the ASASU Assistant Dean.

Each primary and secondary account which are under the administration of an PAB Officer must submit a Budget Request, bearing the approval of that officer, to the Executive Budget Committee to be considered for receipt of funds for the coming fiscal year..

5.3After holding hearings and recommending revisions to the Annual Budget, the PAB President will submit an Annual Budget Bill to be approved by the PAB on or before the sixth meeting of the Spring Semester.

Any request for additional funding of non-staff personnel services shall require a majority affirmative vote of the PAB if the request exceeds the amount allocated in the current year’s budget.

5.4The PAB President may do any of the following:

A.Exercise a line item veto, or

B.Sign the bill.

5.5If the President vetoes any portion of the Annual Budget Bill, then the Bill shall be revised and resubmitted to the PAB

Article 6:College Council Funding[1]

6.1PAB funds used by College Councils are subject to the provisions set forth in Article 1 of this Title.

6.2All College Councils should be funded consistently and fairly. The following criteria shall be considered in determining funding:

A.number of students benefited;

B.quality of student participation;

C.the College Council's previous use of funds;

D.efforts made by the College Council to generate funds from USG, GPSA, or other outside organizations.

E.College Council Budget Requests

6.3The Finance Committee, upon recommendations from the PAB Vice President, shall decide the dates upon which College Councils must submit their Budget Requests for each semester.

6.4No single College Council shall receive over twenty (20) percent of the total amount of the College Council Fund, or less than five hundred dollars ($500) per semester.

6.5All monies within the respective funds, which are either not used or allocated in the budget process, shall remain in the co-sponsorship funding line to be used by the PAB for the funding of other requests.

Article 7:Campus Clubs and Organizations/Campus Department Funding

7.1PAB funds used by Campus Clubs and Organizations or Campus Departments are subject to the provisions set forth in Article 1 of this Title.

7.2Any organization or department who request funds from PAB must be registered with Student Organization Resource Center “SORC” and must have at least ten (10) active members, or be affiliated with a campus

7.3The funding of Campus Clubs Organizations and campus departments shall be the responsibility of the PAB subject to the approval of the PAB President, Vice President and Board of Directors.

7.4The PAB President and Vice President, shall decide the dates upon which Campus Clubs Organizations and campus departments must submit their co-sponsorship requests for each semester.

7.5No single club organization may receive over twenty (20) percent of the total amount of the current Campus Clubs and Organizations Fund, including transfers, unless the balance of the Fund is less than or equal to one thousand dollars ($1,000).

7.6The PAB President in conjunction with the Director of Public Relations shall make known to the students all information pertaining to obtaining funds from PAB through the Campus Clubs and Organization co-sponsorship process through adequate publicity.

7.7All monies within the co-sponsorship fund which are either not used or are not allocated shall remain in the co-sponsorship fund to be used by the PAB for the funding of other requests.

7.8Campus Clubs and Organizations' "Request for PAB Co-sponsorship" upon being turned in to the ASASU Business Office with all required additional material, will be approved within 3 (three) business days by the PAB President, and shall be forwarded to Accounts Payable within 5 business days.

Article 8:Campus Organization Co-sponsorship Policies

8.1Any campus club or organization may request activity funds provided the campus club or organization is registered with the SORC.

8.2No activity/item shall be eligible for funding from the PAB if:

A.Expenditure of funds allocated occurs prior to approval of the request as per these bylaws. No organization may request expenditures of funding from the Business Office until twelve (12) days after final approval.

8.3No organization may receive more than one thousand dollars ($1000) in allocations during a single fiscal year.

8.4The purpose of PAB’s funding of Campus Clubs and Organizations is to further the objectives set forth in Title III, Article 1 Section 1.1 of the PAB Bylaws.

8.5All organizations and activities shall be funded consistently and fairly. The following criteria shall be considered in determining funding:

A.Number of students benefited;

B.Quality of student participation;

C.Efforts by organization to generate funds or provide services for students;

D.Organization’s previous use of funds;

8.6 The following are not eligible for funding:

A.Activities which subsidize University administrative services;

B.Activities which are restricted to the organization’s members;

C.Activities which discriminate on the basis of race, religion, sex or sexual orientation;

D.Activities which are limited to a single political partisanship.

E.Activities which require PAB funds to be spent on food or beverages, in excess of $100.00 (one hundred dollars) except in the following cases:

  1. PAB funds may be used to pay for conference fees even though the fee includes the cost of meals.
  1. PAB funds may be used to purchase gift certificates to restaurants as honorarium for speakers.
  1. Salaries or wages;
  1. Scholarships or cash awards;
  1. Communication services, tolls or charges;
  1. Office supplies, and postage, in excess of $100.00

(One hundred dollars);

  1. Sports activities covered by the club sports account (student recreation center);
  1. Activities which pose a substantial risk of death or serious bodily injury. Any organization seeking exemption from this provision must submit to the PAB President liability waivers, proof of health insurance, and other documentation deemed necessary by general counsel for all persons participation in the funded activity.
  1. Capital goods

8.7Funding of a Campus Club or Organization activity shall be made obvious by affixing the to all non-permanent publicity material. Any campus organization failing to abide by, and upon request provide proof of the above stipulations, shall be ineligible for funding for the following semester.

8.8 Modified Use of Appropriated Funds

  1. If a campus club is appropriated funds for a specific purpose but would like to use the funds for a related but different purpose, the club may submit a written request to the PAB President, Vice President and Board of Directors explaining the reason for the change.
  1. If the PAB decides that the proposed use of the appropriated funds is sufficiently related to the original co-sponsorship, it may approve the change by a majority vote of the President, Vice President and Board of Directors. This vote may take place in a regular PAB meeting or by letters of proxy submitted to the PAB President and Vice President.
  1. No organization may propose a new use for funds due to lost receipts, invalid invoices, or any other reason that renders them unable to collect appropriated funds.
  1. Upon approval, the PAB shall inform the Campus Club or Organization to submit a requisition to the ASASU business office. The requisition shall include a copy of the original modification request.
  1. Upon receipt of the requisition, written request, and approval from the PAB, the PAB President may approve the modification by signing the requisition or may deny the request by written notification to the Co-sponsorships Committee, campus club, and ASASU Business Office.

REVISED: May 19, 2004 1

TITLE IX: ASASU FUNDS

[1] Passed /10-22-04 7-Y 0-N 0-A