Expenditures

I. General Policies

A. The University of Florida has an institutionalized fund accounting system. This system requires that all expenditures be made through an established process.

B. NO FUNDS SHALL BE DISBURSED WITHOUT PRIOR APPROVAL OF THE STUDENT BODY TREASURER AND BUSINESS MANAGER.

C. Organizations that make a purchase without prior approval should understand that they will not be reimbursed. SG Finance is prohibited from paying expenditures without proper authorization.

D. SG Finance will not disburse funds to any organization until its President and Treasurer have completed the Finance Training conducted by the Office of the Student Body Treasurer. This workshop is designed to inform your organization of the proper procedures so that requests can be processed more efficiently.

E. For all organizational expenditures, the President and Treasurer, or the President or Treasurer and one other Executive Board member of each organization, shall sign off on all forms submitted for approval. The forms must verify that the expenditures are for official organizational use.

F. Any organization which makes purchase requests or blanket purchases of $25,000 or over must use the sealed bid process.

II. Prohibited Expenditures

In general, any item or service purchased with A&S fees which benefits an individual directly or is not retained by the University for the benefit of other students is prohibited by Florida Statute 1009.24. In addition, several items are prohibited in the University's Handbook on Business Procedure and the Student Body Statutes. The following list is not an exhaustive listing of such items from Student Body Statutes 808.12:

• Banquet, Banquet Related Items except when specified in a contract of Student Government or any of its agencies
• Tips/Gratuities
• Prize Moneys/Scholarships
• Clothing, except for uniforms, awards, or promotional items approved by the Student Body Treasurer.
• Expenditures in support of or against a candidate seeking an elected office.
• Expenditures in support of or against a political party.
• Expenditures intended to directly influence federal, state and local legislation, executive actions or judicial decisions.
• Expenditures to subsidize in whole or in part any private corporation except insofar as such expenditures are for a public purpose.
• Rental of or expenditures towards hosted events held in private residences.

III. Violations

A. Overspending of line items is prohibited. Organizations that receive line item budgets or special requests are responsible for not overspending their line item amounts as allocated by the Student Senate.

B. Organizations are prohibited from submitting a new SAR for processing when an existing SAR is still open (contains missing or incomplete information or documentation). The necessary documentation must be submitted before a new SAR may be processed.

C. Failure to comply with the provisions of the Finance Law or procedures of the Finance Manual may result in action by the Student Body Treasurer to prevent further expenditures of the offending organization's fund.

D. Funds will be suspended if finance statements are not picked up by the 5th day of each month.

E. The Student Body President and Treasurer have the power to put a hold on the funds of an organization to prevent an organization from spending over their budgeted amount.

F. Organizations are responsible for reimbursing Student Government for the amount overspent. The amount may be taken from the Outside Revenue, current budget or special requests. Organizations must submit a payment plan promptly.