Topics Map > Funding > Student Services Finance Committee (SSFC)
SSFC Policies and Procedures
Last update: 27th Session, April 21, 2021
The following are policies passed and maintained directly by the Student Services Finance Committee.
General Student Services Fund Apparel Policy
General Student Services Fund Branding Policy
General Student Services Fund Budget Alterations Policy
General Student Services Fund Budget Limitations Policy
General Student Services Fund Food Policy
General Student Services Fund Hours Approval Policy
General Student Services Fund Wage Policy
GSSF Transition Procedures:
When an organization leaves the GSSF or becomes ineligible for their current funding the following applies:
The group must have a meeting with the SSFC Chair and ASM Funding Advisor by the end of the current ASM session for which eligibility is lost.
The group must return their ASM purchased equipment to the SSFC no later than July 1.
The group must submit their end-of-year report on time.
If an organization does not follow these procedures:
The group jeopardizes their ability to receive GSSF eligibility during the next two fiscal years.
The group jeopardizes their ability to receive event grants, travel grants, and/or operation grants from the ASM Grant Allocation Committee during the next two fiscal years.
SSFC may freeze the remaining funds of the group until the process is completed.
Exceptions to this procedure may only be made with a two-thirds (⅔) vote by the SSFC.
Violation Guidelines to be enacted by the SSFC for the above Policies and Procedures
Wage Policy Violations
What counts as a wage policy violation?
Over logging hours:
If a student(s) is doing work for a GSSF organization, they must be paid for the work that they do.
If a student(s) logs over 20 hours in a week without a wage exemption form, it will count as a wage policy violation.
Prior Period Time Sheet
If a student(s) is doing work for a GSSF organization, they must be paid for the work that they do.
If a student(s) submit a prior period time sheet, it will count as a wage policy violation.
General Wage Policy Violation Guidelines
If the same policy is violated multiple times in the same pay period, it will count as one violation.
Example: multiple employees log over 20 hours a week without a wage exemption.
If there are two or more different policies violated in the same pay period, it will count as two violations.
Example: multiple employees log over 20 hours a week without a wage exemption AND an employee submits a prior period time sheet.
After the first violation occurs, there must be a meeting with the SSFC Chair, Vice Chair, and Funding Advisor within five (5) business days of notification to the GSSF organization.
Example: SSFC Chair emails a group on Tuesday, they have until the next Tuesday to have a meeting with the SSFC Chair, Vice Chair, and Funding Advisor.
After a second violation occurs, responsible Authorized Signer(s) must attend another Authorized Signer training. The Authorized Signer(s) will have their status frozen until the re-completion of the Authorized Signer Training.
Responsible Authorized Signers will be determined by the SSFC Chair.
If all Authorized Signers are new to the GSSF organization, a different consequence will be determined by the SSFC Chair.
After a third violation occurs, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
Violations of the same policy that occur between the date of the first violation and the date of the meeting are excusable and do not count as violations.
Example: An employee logs 21 hours without a wage exemption form during the week of March 15th.
The SSFC Chair is notified of this March 30th.
The SSFC Chair notified the GSSF group March 31st.
The GSSF group meets with the SSFC Chair, Vice Chair, and Funding Advisor on April 7th.
All instances of employees logging more than 20 hours per week between the week of March 15th and April 7th are excusable by the SSFC Chair and would not count as violations.
All wage policy violations reset at the beginning of the fiscal year (July 1).
Accountability Sheet Violation Guidelines as found in the Hours Approval Policy
After the first violation of an Accountability Sheet policy, the group must present written documentation of the violation to the SSFC within five (5) business days of notification by the Chair and discuss steps that will be taken to prevent future policy violations.
After the second violation of an Accountability Sheet Policy, the group must meet with the SSFC Chair and/or Vice Chair to discuss the Accountability Sheet within five (5) business days of notification of the violation.
After the third violation of an Accountability Sheet policy, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
All Accountability Sheet policy violations reset at the beginning of the fiscal year (July 1).
Branding Policy Violation Guidelines
After the first violation of a Branding Policy, the group must present written documentation of the violation to the SSFC within five (5) business days of notification by the Chair and discuss steps that will be taken to prevent future policy violations.
After the second violation of a Branding Policy, the group must meet with the SSFC Chair and/or Vice Chair to discuss the Branding Policies within five (5) business days of notification of the violation.
After the third violation of a Branding Policy, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
All Branding Policy violations reset at the beginning of the fiscal year (July 1).
General Policy Violation Guidelines
After the first violation of a General Policy, the group must present written documentation of the violation to the SSFC within five (5) business days of notification by the Chair and discuss steps that will be taken to prevent future policy violations.
After the second violation of a General Policy, the group must meet with the SSFC Chair and/or Vice Chair to discuss the applicable SSFC Policies and Procedures within five (5) business days of notification of the violation.
After the third violation of a General Policy, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
All General Policy violations reset at the beginning of the fiscal year (July 1).
Intentional Policy Violation Guidelines
When a group and/or individual is accused of an intentional violation, that group or individual will be granted the right to a hearing on the violation in front of the SSFC. The hearing will consist of an opportunity for the group and/or individual to speak for 10 minutes on their own behalf, followed by an extendable 30 minutes of question and answer by the SSFC.
If an individual is found by the SSFC to have committed an intentional policy violation, that individual will be removed from the ASM payroll permanently and their pay line will be frozen for the remainder of the year.
If a GSSF group is found by the SSFC to have committed an intentional policy violation, that group’s budget will be frozen for the remainder of the year and they will lose eligibility to be part of the GSSF for the following year.
The group must have a meeting with the SSFC Chair and ASM Funding Advisor by the end of the current ASM session for which eligibility is lost.
The group must return their ASM purchased equipment to the SSFC no later than July 1.
The group must submit their end-of-year report on time.
The group jeopardizes their ability to receive GSSF eligibility during the next two fiscal years.
The group jeopardizes their ability to receive event grants, travel grants, and/or operation grants from the ASM Grant Allocation Committee during the next two fiscal years.
SSFC may freeze the remaining funds of the group until the process is completed.
Over logging hours:
If a student(s) is doing work for a GSSF organization, they must be paid for the work that they do.
If a student(s) logs over 20 hours in a week without a wage exemption form, it will count as a wage policy violation.
Prior Period Time Sheet
If a student(s) is doing work for a GSSF organization, they must be paid for the work that they do.
If a student(s) submit a prior period time sheet, it will count as a wage policy violation.
If the same policy is violated multiple times in the same pay period, it will count as one violation.
Example: multiple employees log over 20 hours a week without a wage exemption.
If there are two or more different policies violated in the same pay period, it will count as two violations.
Example: multiple employees log over 20 hours a week without a wage exemption AND an employee submits a prior period time sheet.
After the first violation occurs, there must be a meeting with the SSFC Chair, Vice Chair, and Funding Advisor within five (5) business days of notification to the GSSF organization.
Example: SSFC Chair emails a group on Tuesday, they have until the next Tuesday to have a meeting with the SSFC Chair, Vice Chair, and Funding Advisor.
After a second violation occurs, responsible Authorized Signer(s) must attend another Authorized Signer training. The Authorized Signer(s) will have their status frozen until the re-completion of the Authorized Signer Training.
Responsible Authorized Signers will be determined by the SSFC Chair.
If all Authorized Signers are new to the GSSF organization, a different consequence will be determined by the SSFC Chair.
After a third violation occurs, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
Violations of the same policy that occur between the date of the first violation and the date of the meeting are excusable and do not count as violations.
Example: An employee logs 21 hours without a wage exemption form during the week of March 15th.
The SSFC Chair is notified of this March 30th.
The SSFC Chair notified the GSSF group March 31st.
The GSSF group meets with the SSFC Chair, Vice Chair, and Funding Advisor on April 7th.
All instances of employees logging more than 20 hours per week between the week of March 15th and April 7th are excusable by the SSFC Chair and would not count as violations.
All wage policy violations reset at the beginning of the fiscal year (July 1).
After the first violation of an Accountability Sheet policy, the group must present written documentation of the violation to the SSFC within five (5) business days of notification by the Chair and discuss steps that will be taken to prevent future policy violations.
After the second violation of an Accountability Sheet Policy, the group must meet with the SSFC Chair and/or Vice Chair to discuss the Accountability Sheet within five (5) business days of notification of the violation.
After the third violation of an Accountability Sheet policy, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
All Accountability Sheet policy violations reset at the beginning of the fiscal year (July 1).
After the first violation of a Branding Policy, the group must present written documentation of the violation to the SSFC within five (5) business days of notification by the Chair and discuss steps that will be taken to prevent future policy violations.
After the second violation of a Branding Policy, the group must meet with the SSFC Chair and/or Vice Chair to discuss the Branding Policies within five (5) business days of notification of the violation.
After the third violation of a Branding Policy, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
All Branding Policy violations reset at the beginning of the fiscal year (July 1).
After the first violation of a General Policy, the group must present written documentation of the violation to the SSFC within five (5) business days of notification by the Chair and discuss steps that will be taken to prevent future policy violations.
After the second violation of a General Policy, the group must meet with the SSFC Chair and/or Vice Chair to discuss the applicable SSFC Policies and Procedures within five (5) business days of notification of the violation.
After the third violation of a General Policy, the group's funding will be frozen for the remainder of the semester, or if incurred during the summer, until the next academic semester begins.
All General Policy violations reset at the beginning of the fiscal year (July 1).
When a group and/or individual is accused of an intentional violation, that group or individual will be granted the right to a hearing on the violation in front of the SSFC. The hearing will consist of an opportunity for the group and/or individual to speak for 10 minutes on their own behalf, followed by an extendable 30 minutes of question and answer by the SSFC.
If an individual is found by the SSFC to have committed an intentional policy violation, that individual will be removed from the ASM payroll permanently and their pay line will be frozen for the remainder of the year.
If a GSSF group is found by the SSFC to have committed an intentional policy violation, that group’s budget will be frozen for the remainder of the year and they will lose eligibility to be part of the GSSF for the following year.