10. Financial policies

10.1 Budget

10.1.1 Description

  1. The EUS Budget shall be the guiding document for the Societies’ spending and direct the Executive on the priorities of the Society.

10.1.2 General

  1. The EUS VP Finance shall be responsible for the creation and monitoring of the EUS Budget as outlined in Executive Officer Duties Section 5.1.6.

  2. The EUS Budget can only be amended by the EUS Board of Governors through the procedure described in Section 10.1.4.

  3. Executive Officers shall be responsible for the creation of break-out budgets at the beginning of their terms, and updating the actuals of said budgets throughout the year for display to the Board at the end of their term.

10.1.3 Timeline

  1. The EUS VP Finance shall create the incoming budget during the Summer Term for approval by the deadline set by the AMS.

  2. The EUS Board shall meet a minimum of once prior to the deadline set by the AMS to approve the incoming budget. The approval authorizes the Executive to make necessary expenditures outlined in the budget without further approval.

  3. The EUS VP Finance shall present updated numbers to the Board as outlined in Executive Officer Duties Section 5.1.6.

  4. The EUS VP Finance shall present a summary of the budget and final numbers at the EUS Strategic Planning Meeting.

10.1.4 Modification

  1. Any modifications to the EUS budget after the summer approval shall be reviewed by the EUS Finance Committee prior to consideration by the Board.

    1. If it can be reasonably anticipated the actuals for a budget line will vary more than 20% of the budgeted amount or $500, a budget modification motion shall be brought to the Finance Committee by the Executive responsible for overseeing said budget line.

    2. If a budget line is within 20% or $500, a budget modification is not mandated.

  2. The review and conclusions of the budget modification by Finance Committee shall accompany the budget modification motion as it appears before the Board.

  3. The EUS budget may only be modified by a 2/3rds approval vote by the EUS Board of Governors.

10.2 Club Funding

The EUS provides recognized program clubs with access to yearly funding. Each program is guaranteed base funding, while event funding and performance funding require club's meet certain criteria for funding.

10.2.1 Base Funding

  1. Base Funding per program club will equal $5 per student registered in their respective program club.

  2. Base Funding is guaranteed to the program clubs.

  3. Base Funding will be distributed no later than one week following the EUS's receipt of term one student fees.

10.2.2 Performance Funding

  1. Performance Funding will total $3.50 per student recognized by a program club.

  2. The total performance fund will be divided equally between recognized program clubs.

  3. The fund will be distributed once per term, following a performance funding meeting.

  4. Meetings will occur no later than five (5) business days before the end of term.

  5. Meetings will be attended by the EUS VP Finance and VP Administration, and the program club President.

  6. Funds will be disbursed before the last day of the term.

  7. Any performance funds remaining after the term two disbursements will be transferred to the Club Support Fund.

  8. Funds will be disbursed based on completion of the following tasks. If a task is partially completed, the task will only be funded the percentage of the task completed. Each task is worth a percentage of total funding available, as listed:

    1. Club Communications 15%

      1. Should include information on upcoming events relevant to the Program Club and/or engineering at large.

      2. Accepted communication includes newsletters, sent by email or made available online; or regular social media posts on multiple social media platforms.

      3. At least seven (7) newsletters or fifteen (15) posts per term constitute full funding.

      4. One half (½) of the funding will be available per term.

      5. Communications must be submitted to the EUS VP Administration, through an online system, as prescribed at the annual SPM.

    2. Club Meetings 15%

      1. Club Meetings shall be held weekly during the term. Four (4) meetings may be missed per term, meetings cannot be missed two (2) weeks in a row.

      2. The standard meeting time and location must be communicated to both club members and the EUS VP Administration, who are invited to attend.

      3. If a standard time cannot be made, the time and location of the next meeting must be included in the minutes of the previous.

      4. Meeting minutes must be submitted to the EUS VP Administration, through an online system, as prescribed at the annual SPM.

      5. Nine (9) meetings per term constitute full funding.

      6. One half (½) of the funding will be available per term.

    3. EUS Meeting Attendance

      1. Attendance requirements are outlined in Section 7.2

      2. EUS Council 20%

      3. EUS Committees

        1. Academic Committee, including SAC and Grand Council 5%

        2. Events Committee 5%

        3. Sports Committee 5%

        4. E-WEEK Committee, following E-WEEK 5%

      4. APSC/EUS Student Leader Professional Development Day 5%

      5. One half (½) of the Council and Committee funding, with the exception of E-WEEK Committee, will be available per term.

    4. Graduation 10%

      1. Provide EUS Graduation Director with club Grad Rep contact information

      2. Submit Iron Ring sizes by the deadline.

      3. Submit graduation headshots by the deadline.

      4. Submit yearbook media by the deadline.

      5. Submit Iron Ring ceremony volunteer information by the deadline.

      6. All deadlines will be communicated to department Grad Reps once they have been established by Camp 5, and communicated to the EUS.

    5. Club Materials 15%

      1. Submit a copy of the club constitution and governing documents to the EUS VP Administration, once per year, for archiving.

      2. Submit a club executive contact list to the EUS VP Administration by the beginning of term one. Submit updated contact lists, if necessary, within a week of new executive appointments.

      3. Submit an annual budget for review at each performance funding meeting. Budget must include detailed expenditures for any events funded through the Events Fund, section 10.2.2.

10.2.3 Event Funding

  1. The total Event Funding be $3.50 per student recognized by a program club.

  2. The total event fund will be divided equally between recognized program clubs.

  3. Clubs must submit an event proposal to the EUS Finance Committee to access their funds.

  4. Finance Committee will recognize proposals for the following event types:

    1. Social Events

    2. Academic Events

    3. Industry & Professional-Development Events

  5. Proposals must include:

    1. Event type

    2. Event description & purpose

    3. Event budget, including expected EUS Events Fund Contribution

    4. Event planning timeline

    5. Target audience

    6. Expected attendance

  6. Clubs may access up to one third (⅓) of the event funding per event type. If a club wishes to access more than one third (⅓) for one event type, they must specify which other event type will have reduced funding. The club must, through the submission of an event proposal, show that they will still offer events in the other type, and justify that the event(s) will remain feasible with reduced funding.

  7. Finance Committee will accept all proposals, contingent that all inclusions are complete and fairly justified and the submission date is at least two weeks prior to the event date.

  8. Finance Committee will meet once in August to approve all event proposals received during the summer. Any term one proposals received after the meeting will be assessed within a month of submission. Finance Committee will meet once in December to approve all term two event proposals. Any term two proposals received after the meeting will be assessed within a month of submission.

  9. Any event funds remaining after the term two disbursements will be transferred to the Club Support Fund.

  10. At discretion of the committee chair, events funding applications may be sent out for email approval.

10.3 Funds

10.3.1 Description

This policy shall govern the Society's funds.

10.3.2 EUS Club Support Fund

  1. The EUS Club Support Fund exists primarily for the purpose of aiding program clubs in dire need of financial assistance due to extenuating circumstances that would very negatively affect the club’s financial stability.

  2. The Club Support Fund will not fund:

    1. Professional activities, curricular projects, or conferences.

    2. Anything where emergency funding should be covered by insurance costs or repairs of a building by the Faculty, Department, or Program.

    3. Losses that cannot be verified (e.g. undocumented cash amounts)

    4. Preventable and/or recurring incidents resulting monetary loss

      1. This shall include, but not be limited to, pre-existing plant deficiencies being exploited (i.e. a door that doesn’t properly lock), and negligence on behalf of the department club (such as propping a door open).

  3. Applications for the Club Support Fund should be submitted in writing to the EUS VP Finance and be both reviewed and voted on by the Board at the next Board Meeting.

  4. The Club Support Fund should not exceed $8000 or drop below $1000. Any additional funds will be reallocated to the EUS Budget.

  5. If the total drops below $8000, it may be replenished with funds from the EUS budget, up to $1 per student in the program clubs.

  6. If as of March 15 in 2017, and in any given year thereafter, the amount in the fund exceeds $1500, program clubs may apply to the fund for capital improvements, provided:

    1. The application is submitted and processed in accordance with Section 3, with the requirement that this type request to the Fund be approved by a two-thirds (⅔) majority vote of the Board.

    2. The Board is notified of funds the club(s) applying have received from this source in the three (3) preceding years, and considers this in deciding to disburse funds.

    3. The club demonstrates other possible sources of funding have been exhausted.

    4. The amount requested does not exceed one-third (⅓) of the total amount in the Fund.

10.3.3 EUS Engineering Design Teams Fund

  1. The EUS Engineering Design Teams Fund exists to support the Engineering Design Teams and Council on joint initiatives.

  2. The EUS Engineering Design Teams Fund shall exist by the terms set out by the EDTC Referendum in 2014.

  3. Applications for the EUS Engineering Design Teams Fund shall be submitted in writing to the EUS President and be both reviewed and voted on by the Executive at the next Executive Meeting.

  4. Applications for funding may only be submitted by the Engineering Design Teams Council or recognized Engineering Design Teams.

  5. The application must benefit two or more recognized engineering design teams.

  6. If the application is accepted, the event promotions must prominently include the EUS Logo and recognition of the sponsorship.

10.4 Sports Subsidies

10.4.1 Description

This policy governs the partial and full reimbursement of Sport and Recreational registration fees of teams representing the Society.

10.4.2 Reimbursement

  1. Any active member is eligible for EUS Sports Subsidies. Subsidies are disbursed under the discretion of the VP Finance and are awarded on a first-come first serve basis.

  2. The EUS will subsidize 40% of each member’s sports registration fee up to a maximum of $25 per student.

  3. Reimbursements will not be given for the cost of equipment, uniforms or other incidental team expenses.

  4. The VP Finance shall determine the rate of reimbursement based on the funding available and the number of applications received each term.

10.4.3 Procedure

  1. Students shall submit the Sports Subsidies form that can be found online.

  2. The form shall include a request for receipts.

  3. Forms and receipts must be handed in within one month of the date of the receipt.

  4. For teams, one representative from the team is responsible for filling out one form for an entire team.

  5. The Sports Director will submit a summary to the VP Finance stating the purpose and amount of the rebate along with the receipts.

  6. Money owed will be collected from the AMS Business Office.