Sport Club Allocations Committee (SCAC)
1. In the spring semester at the March Sport Club Program Meeting, elections will be held within the SCP to vote in five individuals to the Sport Club Allocations Committee (SCAC).  Two of the five will be the SCAC Chair and Vice Chair.  There will also be a non-voting ex-officio member of the committee and a first alternate voted into position. 
2. This committee will meet for two nights the second week of classes for budget hearings, September 6 & September 7, 2011, and listen to every individual club give a budget request presentation.  After hearing every budget request, this committee will meet for deliberations on September 12 & 13, 2011 and allocate money for every sport club based on the budget request hearings.  The budget hearings and budget deliberations will be open to anyone who would like to attend.
3. This committee will also look at Sweepings and Central Reserves requests, determine what needs to be on the total SCP request, determine a priority order within the total request, will prepare the request for SGA, and will present the request to SGA.

Requirements for the student members of the Sport Club Allocations Committee (SCAC)
a. Student must be returning for the fall semester with plans to be enrolled in spring.
b. Student must be able to attend all budget hearings and deliberations.
c. Only one student per club can run for election and only one student per club can be on the committee.
d. Maintain good standing with the SCP and the University as a club member throughout term.
e. The SCP Chairperson and Vice-Chairperson will automatically be placed on the committee.  Their elections will also take place at the April SCP meeting.  The same requirements will be in place for them as the other committee members.
Election
a. Will be held annually at the April SCP meeting.
b. Five students will be elected to the committee, two of which will be the SCP Chairperson and Vice Chairperson.
c. One non-voting ex-officio member will also be elected to the committee.  The ex-officio member is allowed to speak, but not allowed to vote in the deliberations.
d. There will also be an alternate selected in case committee members leave the committee. 
e. The ex-officio member would replace the first member who leaves.  The first alternate would replace the second member who leaves. 
f. In the event three or more original committee members leave the committee, an election for a replacement will be held at the next scheduled SCP meeting.
g. The election will be by secret ballot.  There will be a list of names provided to the voting representatives and they will check off those they want to vote for.
h. Each person who wants to run for a position will have the opportunity to make a brief speech to the SCP, making a case for him or herself.
i. The elections for the SCP Chair and Vice Chairperson will take place at the same April meeting and will occur separately from the rest of the committee’s election.

Sport Club Allocations Committee Budget Requests
A club that wishes to be funded through SCAC must be a Recognized Student Organization (RSO) and must be accepted to, and active with, the SCP for an entire semester before any funds will be allocated.  “Active” is defined as attending the SCP meetings and following SCP policies and procedures.  Budget hearings are held at the beginning of the fall semester.
Yearly Annual Budget Projection Forms are due at the beginning of the fall semester and serve to outline the expenses that a club anticipates for the year. 
Sport Club Allocations Committee Budget Hearings & Deliberations
The Budget Hearings are held in the fall semester to determine budget allocations for each club.  Clubs present their budget to the SCAC Allocations Committee.  The committee will hear each club’s budget presentation and then meet to deliberate on how much to fund each club for the entire year.  The committee will determine how much to fund each club based on the previous year’s point standings, the effectiveness of each club’s presentation, the previous year’s performance, and by each club’s needs for each particular year.
The Sport Club Allocations Committee also meets to review member organization requests for additional funding, when such funds are made available through Sweepings, Central Reserves, or End-of-the-Year Reallocation.  All funding requests from member organizations are coordinated by the SCAC for a single presentation to the Student Government Association Budget Committee.
Budget Hearings
1. The budget hearings will be held during the second week of classes for two nights in approximately a six-hour block of time each.
2. All committee members are required to be present for hearings.
3. Clubs will sign up for 15-minute blocks of time at the submission of its budget request to the Sport Club Office. 
4. Each club will provide a detailed budget request to the Sport Club Allocations Committee prior to the budget hearing.  This budget request will be due September 2nd, 2011.  These requests will be compiled into a binder for the committee prior to the hearings.
5. Each club will have the 15-minute block of time to present its budget request and answer any questions from the committee.
6. SCAC will hear every budget request prior to the Budget Deliberations.
7. Expected information to be provided would include:  previous year’s bank statements, receipts, fundraising details, club dues, price quotes, and any other information that will aide the committee in allocating money fairly.
8. All budget hearings will be open to the rest of the SCP to attend, though conversation will only be allowed between the committee and the presenting club.
9. Assistant Director of Sport Clubs will sit in on all hearings and will be available to answer any questions about past or future budget expenditures or any other club-related business.
Budget Deliberations
1. Budget Deliberations will take place the week following the budget request hearings.
2. They will be open to the rest of the SCP members to attend, though conversation will be limited to the committee and clubs that are asked a specific question.
3. SCAC Chair will lead the committee through the process of allocating money to each club.
4. The committee will take into account the point system and information provided in the budget packets and at the budget hearing in deciding how to allocate funds.
5. Each committee member will have one vote in deciding allocations.  A minimum of three votes from committee members is needed in order to make any approvals.
6. The Assistant Director will sit in on the deliberations as an advisor to the SCAC, however, the Assistant Director will not possess a vote in the process.

SCAC Allocated Budget
Once the SCAC has finished the allocation process, each club awarded allocation money has the given amount to spend, pending recognition as a Recognized Student Organization.  Money will be allocated to specific categories in the budget, and must be spent accordingly. Should a club want  to move money from on category to the next, the a SCAC member must sign off on it.  It is the responsibility of each club to keep track of that club’s expenditures throughout the year and keep an accurate balance of what funds are left in this account.
Deadline for Spending Allocated Budget
All clubs must spend or submit an expense request by the April deadline, provided earlier in the spring semester.  Unspent funds are swept into the general Sport Club Program account for reallocation.   Clubs have the opportunity to submit a funding request to the Sport Club Allocations Committee at a deadline announced earlier in the spring semester.  Reallocated funds must be spent by a deadline in May, typically the last Friday in the month.  All deadlines for this process will be announced at monthly SCP meetings in the spring semester.

Sweepings and Central Reserves
Each fall and spring, the Sport Club Program can request additional funding from Student Government.  Sweepings requests happen at an announced time in the fall and Central Reserves come at an announced time in the spring.   Clubs have the opportunity to submit a funding request to the Sport Club Allocations Committee prior to the announced due date each semester.  The due dates and request procedures are announced at prior SCP meetings.  The following guidelines are followed for Sweepings and Central Reserves requests.
1. SCAC will meet and look at all Sweepings and Central Reserves requests prior to their submittal.
2. SCAC will determine what aspects of each request to include in overall SCP request.
3. SCAC will determine a priority order for all requested items.
4. SCAC will prepare request for SGA.
5. SCAC will present request to SGA.
6. SCAC will determine how to allocate the funds granted from SGA.
7. A minimum of three votes from committee members is needed in order to make any approvals.
8. SCAC Chair will lead the committee through the Sweepings and Central Reserves processes.
9. Assistant Director of Sport Clubs will function in an advisor role for these proceedings.

SCP End-of-the-Year Sweepings
Additionally, the Sport Club Program sweeps all unspent allocated budget funds each April and makes these funds available to active organizations for reallocation.  Clubs have the opportunity to submit a funding request to the Sport Club Allocations Committee during the month of April to receive funding from SCP sweepings.  The due dates and request procedures are announced at prior SCP meetings. 

Financial Information
Fundraising
Fundraising is encouraged for all clubs.  Prior to the fundraising activity the club will submit a Fundraising Form to the Assistant Director in 1035 Tully Gym.  This form must be approved two weeks prior to the activity taking place.  The money acquired from the fundraiser can be kept separate from A&S funds unless A&S funds were invested in the project.  If A&S funds were used then the proceeds must be deposited into a campus account (i.e. A&S account or FSU Foundation Account). 
FSU Foundation Accounts
The Sport Club Program has an account set up through the FSU Foundation.  This account allows for sport clubs to accept donations while providing a tax deduction receipt to the donor.  The money donated to each club is earmarked for that club and can be spent on things that will benefit the club.  Clubs are strongly encouraged to start letter campaigns asking for donations from friends, family, and/or businesses.  A sample donation request letter is included in the sport club online resource center.
Individuals or businesses can donate by either sending a check or donating online. 
Donated money is available to clubs for various expenses and is expended in much the same way as allocated budget funds.  Donated money is subject to fewer spending restrictions.
Click here for complete details
Off-Campus Banking Accounts
A club may open an off campus bank account.  Said accounts will be able to house the funds raised by membership dues, fundraisers, or any other money the club receives.  These self-generated funds are non-A&S funds (non-student fee money). The club will have control over the operation of an off-campus account.  In the event that your club’s funding is suspended, your off-campus account will still be available for you to use at your discretion.  No funds can be transferred from the SCP account to the private account, nor from the private account to the SCP account.  The club is responsible for spending these funds in a manner that represents FSU in a positive light and is safe to the club.
Tips you should be aware of when establishing and/or maintaining an off-campus account:
- As an RSO, you are not automatically granted non-profit status. Representing your organization as non-profit to a bank could result in future legal action. 
- You are not allowed to use the Federal Identification Number of Florida State University.
- Try to avoid using the Social Security number of an individual member of the organization
- Avoid storing fundraiser profits in your car or home. If you have a weekend or evening fundraiser and need to keep the profits in a safe place until you can deposit it the next business day, work with the Student Activities Center or Sport Club Office to determine a safekeeping alternative.
How to Establish an Off-Campus Bank Account
1. Apply for a Federal Tax ID (FEID) number.  This can be done by completing these instructions
2. Conduct a club meeting in which club members select one or two members, preferably officers, to serve as signers on the bank account.  Make sure someone records minutes for this meeting.  Include total number of members present, as well as the result (outcome) of the vote.  Ex. 23 members present, vote for Joe Smith as signer passes with 20-3 vote.  Officers at the meeting must sign the minutes.
3. Elected signers must take FEID Number, signed meeting minutes from previously mentioned meeting (vote), and proper identification to the bank desired for opening an account.
4. To transfer signers on an account, the voting process must be repeated as mentioned before including the documenting of meeting minutes.  A current signer must go to the bank with newly elected signer(s) to transfer signing privileges on the account.
Non-Profit Status/Tax-Exemption
Official recognition of any club or organization does not constitute university endorsement or grant university-specific privileges. As a result, tax-exempt status is not granted when organizations receive recognition.   Purchases made with SCAC allocated budget money and FSU Foundation funds are tax-exempt.  Purchases made with other privately-held funds are taxable.