Operations Fund for All Organizations

Every student organization officially registered with the Law School will automatically receive a $200 allocation for use as a general operations fund in each semester. This discretionary allocation may be used for expenses related to organizational meetings, supplies, postage, or to help offset minor cost overruns for organization events. Each student organization has discretion with regard to how these funds will be spent, subject to the restrictions below. This list is not exclusive or inflexible. The SBA reserves the right to amend, alter, delete or supplement any or all of these restrictions at its discretion. Please address any questions to the SBA Chief Financial Officer. The following restrictions will apply, unless otherwise allowed for by the SBA, to the expenditure of all funding allocations (including discretionary allocations):

·      The event must be open to the entire student body.

·      The event must be advertised on campus or via email.

·      No funds can be used for private parties or private social events.

·      No funds can be used for events for only the officers of an organization.

·      The event must be on campus unless the group has received prior SBA approval to hold an off campus event.

·      The funds cannot be used to make charitable or political donations.

Unbudgeted expenditures exceeding the allocation will not be reimbursed. To receive reimbursement, vouchers must be completed and submitted to the SBA Chief Financial Officer with original receipts or vendor invoices attached. The SBA Chief Financial Officer will not accept memoranda or copies. The organization should maintain copies of the voucher and receipts for its records. The SBA Chief Financial Officer will only accept documents from the student organization treasurer. Do not spend more than $200 before the SBA has allocated additional funds under the budget procedures.

Budget requests must be submitted to the SBA by the deadline chosen by the Chief Financial Officer each semester. Any budgets submitted after this date may be considered at the discretion of the Chief Financial Officer. Any budgets not considered due to tardiness may be resubmitted as a supplementary budget request after the SBA body has approved a budget for the semester.

Student groups must use current-year budget request sheets provided by the SBA. Student groups seeking to modify this form in any way must secure permission of the Chief Financial Officer prior to submitting a modified budget request form. Any mistakes arising out of a failure to follow these rules will be strictly construed against the student group submitting the modified request form.

The SBA reserves the right to refuse reimbursement for events or expenditures that do not comply with these guidelines.

Student organization budgets in excess of the $200 discretionary allocation will be determined at the beginning of each semester and during a supplemental process after the initial budget session. The deadlines will be distributed to student group officers before the semester begins.

If you have doubts regarding whether an event you wish to plan is in within these guidelines, seek prior SBA approval. Questionable expenditures on which the SBA has not voted will not be reimbursed until after the SBA votes on the issue at the next scheduled SBA meeting. Please note that this may delay reimbursement or preclude it altogether. Student organizations are therefore advised to be as prompt as possible with delivering reimbursement requests to the Chief Financial Officer. Obtaining prior approval will streamline the process and speed reimbursement.

Specific examples of attempts by students to spend funds in the past which have not been allowed, and will continue to be prohibited, include:

·      Use of funds for printing resumes of group members;

·      Transportation to political rallies;

·      Exclusive dinners for graduating members of the group;

·      Exclusive activities for officers of the organization.

·      Use of discretionary funds for individual perks such as a meal while traveling or room service for members of a competition group.

These are set out as examples of expenditures for which the SBA will not provide funds. The funds that the SBA has to disburse to student organizations are from the activity fee charged to students each semester. As such, the expenditure of these funds should be for activities that directly benefit the entire student body.

Specific Funding Rules

This section has been broken down by categories, and comprises a number of guidelines that the SBA Budget Committee and SBA as a whole will consider when deciding whether to approve specific funding requests.

It is important to note that, unless otherwise stipulated, student groups must advertise any event that makes use of SBA funding with an email to the general student body containing the following language in a noticeable font size:

“This event is partially or fully paid for by the student body of UConn Law, under the direction of the Student Bar Association. All law students are invited and encouraged to participate.”

1.Conferences

These rules shall apply to any student group who requests funding to send students to legal conferences. In the event that two student groups request to send individuals to the same conference, this section shall limit allocations to the equivalent of one student groups’ allocation (in other words, if two student groups want to attend the same conference, their combined allocation cannot exceed the allocation that a single student group would receive to go to the conference). If an event is both a conference and a competition, this section shall only apply to individuals who are not competing in the competition aspect of the event.

a.     Registration Fees

Registration fees for conferences are limited to $50 per person up to a maximum of $500 per conference event. This restriction shall apply regardless of the number of people attending the conference.

b.     Travel Expenses

Travel expenses for conferences are limited to $100 per person round trip up to a maximum of $1000 per conference event. Travel expenses may only be reimbursed for automobile, train and air travel to and from the destination of the conference. Allocations for shuttles, cab fares, and other means of getting from the air port, port or train station to the hotel shall be included in the $100 per person and $1,000 per conference, limit.

c.      Lodging

Lodging expenses for conferences are limited to $25 per person up to a maximum of $250 per conference event. This limit is not to be construed as a per night limit, rather it is a per conference limit.

d.     Food/Per Diem

Under no circumstances shall there be independent allocations for food or per diem allocations.

2.Academic Interscholastic Competitions

a.     Registration

Student organizations are limited to $500 in registration fees per event. This cap is not to be construed on a per-team basis. Registration fees are limited to $500 per competition, per student group. Student organizations wishing to collaborate are limited to $500 in registration fees per competition.

b.     Transportation

Student transportation expenses cannot be reimbursed if the event takes place within 45 miles of the University of Connecticut School of Law campus. Mileage reimbursement for events taking place more than 45 miles from campus will be reimbursed at the federal business mileage rate set by the Internal Revenue Service that is in effect on the date of the event. Travel expenses are limited to $150/person each way ($300 roundtrip). A plane ticket and hotel comparison (from Kayak, Travelocity, or another travel site) must be provided to show costs are lowest possible or 2nd lowest possible. For travel to Washington, DC, travel expenses are limited to $100/person each way ($200 roundtrip).

c.      Lodging

Hotel expenses are limited to $150 per night per room (this is based on an anticipated two people per room, if there is an odd number of people then the $150 rate will apply if an extra room is required for the odd person). Hotel expenses cannot be reimbursed if the event takes place within 150 miles of the University of Connecticut School of Law campus except for the exception below. Hotel expenses may be reimbursed subject to the budgetary discretion of the SBA if an activity is an academic or professional development event (e.g. – legal competition, law or public interest-related conference, workshop, or seminar, etc.) that is two days or longer and is further than 45 miles from the University of Connecticut School of Law campus.

d.     Food/Per Diem

Under no circumstances will the SBA provide a daily stipend or any other per diem for students attending competitions.

3.Non-Academic Interscholastic Competitions

These rules shall apply to any to any student group requesting funding to send students to a competition that is not academic in nature. This includes but is not limited to sports competitions, tournaments, or other competitions that are not of an academic nature.

a.     Registration Fees

Registration fees for non-academic competitions are limited to $50 per person up to a maximum of $500 per competition. This restriction shall apply regardless of the number of people attending the competition.

b.     Travel Expenses

Travel expenses for non-academic competitions are limited to $100 per person round trip up to a maximum of $1000 per competition. Travel expenses may only be reimbursed for automobile, train and air travel to and from the destination of the competition. Allocations for shuttles, cab fares, and other means of getting from the air port, port or train station to the hotel shall be included in the $100 per person and $1,000 per competition, limit.

c.      Lodging

Lodging expenses for non-academic interscholastic competitions are limited to $25 per person up to a maximum of $250 per competition. This limit is not to be construed as a per night limit, rather it is a per competition limit.

d.     Food/Per Diem

Under no circumstances shall there be independent allocations for food or per diem allocations.

4.Guest Speakers

a.     Transportation

Transportation expenses for a guest visiting from less than 30 miles will not be reimbursed. Transportation expenses for a non-student guest speaker, visiting from more than 30 and less than 150 miles (including New York and Boston) can be reimbursed up to $20 at the discretion of the Budget Committee.

b.     Lodging

Hotel expenses will not be reimbursed if the group intends to pay a guest’s travel expenses that will be coming from within 150 miles (that includes NY and Boston).

c.      Honorariums

The Student Bar Association cannot pay for speaker honorariums.

d.     Gifts

Speaker gifts are limited to $15 per speaker at the discretion of the budget committee. Gifts are reserved for distinguished guests such as Judges and prominent Attorneys.

5.Journals

Journal Orientation expenses are capped at $250 per year. Journal proof day expenses are capped at $250 per proof day. Journal Election expenses are capped at $250 per year. Cost overruns may be paid for using the organization's discretionary fund.Symposium Expenses will not be provided for CILJ, CLR or CJIL. CPILJ may receive an allocation at the discretion of the Budget Committee and SBA. However, this allocation cannot provide CPILJ with total funding in excess of the funding available to CILJ, CJIL and CLR for their symposia.

6.Food/Drink

The SBA will approve funding for pizza for student organization meetings at the rate of $10 per pizza. Discount prices may be obtained at City Pizza (860-236-2616) when the order is identified as a purchase for a UConn Law event. The discount price is $10 for a large (16”) pizza with EITHER a free 2 liter soda or a free topping. Student groups that want to have food other than pizza at the Law School deal rate will be funded at the equivalent pizza rate and be required to use discretionary funds to get more expensive foods.

Food for other events (ex. guest speakers, William R. Davis Davis Mock Trial Final Dinner or Loiselle Moot Court Competition Final Dinner, etc.) are not tied to the $10 per pizza rate, however the request will be evaluated based on the reasonableness of the request for the event proposed. For catered food pricing, please provide quotes from Truffles and at least one more vendor. Requests that do not include two quotes will not be considered by the SBA. The SBA cannot fund any events involving uncooked meat (unless the meat is being prepared by a caterer). Funding for any event where sushi is to be served is contingent on the receipt of administration approval prior to the date of the event.

7.Alcohol Policy

The Student Bar Association cannot purchase alcohol.

Operating Policies and Procedures for Trustee Accounts § A(10)(i):

Alcohol may not be purchased as per the University's Policy on Alcohol and other Drugs (IV. 1f. Alcohol Procurement)

University of Connecticut Alcohol and Drug Policy § IV(f):

Alcohol Procurement. Alcohol may not be purchased with university funds, student organization fees or dues. The Department of Dining Services is the sole liquor permit holder on campus.

8.Event Location

Events taking place at any person's private residence will not be eligible to receive SBA funding.

9.Catering

For the protection of University personnel, property and University guests, all caterers conducting business on campus are required to present evidence that they have both liability insurance and worker's compensation insurance. A Certificate of Insurance, naming the University of Connecticut as an "additional insured", must be submitted to the Purchasing Department prior to the catered event. Minimum acceptable coverage will include the following:

·      General Liability

o   General Aggregate $1,000,000

·      Automobile Liability

o   Any auto $1,000,000

·      Excess Liability

o   Umbrella $1,000,000

o   Personal injury $300,000

o   Each Occurrence $300,000

o   Combined Single Limit $300,000

The Purchasing Department does not write purchase orders for catering services valued at less than $2,000. It will be the ordering organization’s responsibility to ensure that the necessary documents are submitted and meet the above criteria. Any questions regarding insurance requirements for catering services should be directed to the Purchasing Department at extension (860) 486-4202.

Please note that catering contracts are defined as those wherein the private contractor serves the food. Contracts for coffee and pastry services, etc., where the food is delivered but not served are not considered catering contracts.

The cafeteria on campus is Truffles (860-570-5304). It has the right to bid on catered events sponsored by the Law School.

10.Career Fairs

Under no circumstances will the SBA provide funding for students to attend standalone career or job fairs.

11.Scholarships/Fellowships

Under no circumstances shall the Student Bar Association fund individual scholarships or fellowships.

“Student fees must be used to benefit the student body not an individual student so using student fees for a scholarship that would only benefit one student is not an appropriate use of the funds”

12.Elections

The SBA reserves the right to deny funding to any group that has not elected its officers in accordance with the group’s own internal governance documents (i.e. by-laws or constitution) or when the group’s election process is not in the best interest of the student body, as determined by the SBA. Unless otherwise approved by the SBA, student groups are required to hold annual elections that are open to the entire student body.

SBA BYLAWS REGARDING BUDGET GUIDELINES

Section 2: Budgetary Guidelines

(a) Purpose. The Budgetary Guidelines ("Guidelines") are intended to assist Student Groups in preparing their budget proposals in the Fall and Spring Semesters, to provide transparency regarding the priorities and regulations utilized by the Budget Committee in formulating a Budget Proposal for the SBA Board, and to ensure that uniform standards are applied to all Student Organizations when considering funding requests.

(b) Formulation. The outgoing Budget Committee shall produce a set of Guidelines in the Spring Semester. The Guidelines will detail the funding principles and rules the new Budget Committee will follow in preparing a new budget for the subsequent year. The Guidelines may address items including, but not limited to: Student Group food funding; speaker fees, meals and transportation; competition and conference registration fees, transportation, and lodging.

(c) Application. The Guidelines shall be binding upon the Budget Committee in making all allocations to Student Organizations.

d) Approval. The Guidelines shall be presented to the SBA Board via e-mail by the outgoing Budget Committee at least 10 days prior to the final regularly scheduled SBA meeting. At the final regularly scheduled SBA Meeting of the Spring Semester, the newly-elected SBA shall vote upon the Guidelines for the upcoming academic year. The Guidelines shall be adopted by a successful majority vote of voting SBA members in attendance, excluding outgoing 3LD, 3LE, 4LE, and LLM Representatives. The Guidelines may be amended thereafter by a majority vote of voting members in attendance at any SBA Meeting. If the proposed Guidelines fail to pass, the Budget Committee must amend in response to feedback provided at the meeting and present a revised proposal at the next meeting of the Board.

Section 3: Subsequent To The Adoption Of The Guidelines

(a) Publication of Guidelines. The Guidelines shall be posted in hard copy on the SBA Bulletin Board in the Knight Student Lounge and in electronic format to the SBA Website within 14 calendar days of their adoption. An e-mail so noting this distribution and posting shall be sent to the Students e-mail list.

(b) Educating Representatives about the Guidelines. Subsequent to the election of First Year Day (1LD) and First Year Evening (1LE) Representatives in the Fall Semester, the Budget Committee Chairperson shall ensure that the newly-elected Representatives are made aware of the current Budgetary Guidelines. The Budget Committee Chairperson shall provide each of these Representatives with a written document, e-mail, e-mail attachment, or link to the SBA Website containing the Budgetary Guidelines. The Budget Committee Chairperson shall present an overview of current SBA finances, including revenue and expenditures from the past and present fiscal year to the SBA Board at the first SBA meeting following elections.

(c) Secondary Notification Requirement. The Guidelines shall be sent again to the Presidents and Treasurers of all Student Organizations in the form of an e-mail, e-mail attachment, or link to a posting of the Guidelines on the SBA website no less than 5 school days prior to the due date for Student Groups to submit budget requests in the Fall Semester.