Frequently Asked Questions

Before contacting the SBC, check to see if your answer might be here among these frequently asked questions. If you need further clarification to an answer, or your question isn't on this page, do contact us. We'll be happy to answer your question.

I'm overwhelmed! If I want to fund an event, where should I begin?
First of all, be sure that all costs are confirmed and as exact as possible, or you will be asked to confirm them. It is usually recommended to begin with the smallest sources of funding - academic departments, Dean's and President's offices, fund-raising, focus-funding committees and then, if applicable, SBC funds. Your proposals to any committee should be made at least two or three weeks in advance of your event.

If you're funds are approved by any SBC committee, your holding account for the funds will be with the SBC office. Be sure that all academic departments, Dean's and President's offices transfer funds into 5126 and CC yourself and sbc@swarthmore.edu on the transfer. Be aware that all advertisement should include a "Sponsored by (list)." acknowledgement.

Am I (the treasurer) responsible for everything my group does?
YES. For everything involving the Student Budget Office, you are responsible for your group. If there are any problems related to your group, you will be the first one we contact. If there are negative balances in your group's account, you will be the one whose student account gets billed. If there is mismanagement of your group's finances, you will be the one who is penalized, fined, or both.

Why can't the treasurer be a senior?
It is impossible for the Student Budget Office to completely close its books for the year before graduation, and the Student Budget Office needs to have someone to consult with, and, if necessary, bill if any irregularities crop up in your organization's accounts.

Is it necessary to notify the Budget Office if my group changes treasurers?
ABSOLUTELY. The treasurer is the only contact person we have for an organization, and we need a contact person for dealing with negative balances, Spring Budgeting, and the like. Furthermore, the treasurer is the person who is billed for negative balances. It is IMPERATIVE that you notify the Budget Office IMMEDIATELY after you change treasurers.

Can my organization have multiple treasurers?
No, although the treasurer may designate up to two other individuals who are authorized to sign off on transactions. However, the treasurer is still held responsible for any and all transactions.

How does my organization change treasurers?
At the beginning of the year, all treasurers for all organizations must sign a new "SAF Organization Treasurer Statement," so if your organization has changed treasurers as part the transition between academic years, the only action necessary is for the new treasurer to sign the Treasurer Statement at the beginning of the year. To change treasurers during the school year, the incoming treasurer must obtain and sign a Treasurer Statement form, available in the Budget Office.

I have an idea for an event. Where can I go for money?
1) Is it for a speaker? If not, go to 2. If it is, contact Forum for Free Speech.
2) Is it for a party or other social event? If not, go to 3. If it is, contact SAC.
3) Are you an SC-chartered group that wants to do something not covered above? If not, go to 4. If you are, visit the Supplementary Funding page or contact the Student Budget Committee manager to apply for supplementary funding.
4) Are you a non-SC-chartered group and would like to be chartered? If you are, contact SC Chartering Committee.
If you're unsure whom to contact to get in touch with each of these organizations, come to the Student Budget Office during office hours. The Budget Manager will have the names of the responsible individuals, as well as their preferred methods of contact.

What is retroactive funding and why don't you fund retroactively?
Retroactive funding is funding granted after the money has been spent. The spending is dated from when the purchase was made, not from when you brought the receipts into the office. Remember, receipts must have a date to be valid. The Budget Committee does not fund retroactively because it provides an incentive to just spend as much money as the group wants with the expectation that Budget Committee will feel obliged to fund them for the amount. The rule against retroactive funding is the oldest and most rigorously enforced rule of the Budget Committee.

I have money from SAC. Why can't you give it to me?
We need SAC to give us their funding form telling us how much money they have given you, what date it was given, and other information. Normally these forms are given to the Budget Office immediately after SAC's meetings, but sometimes circumstances intervene and we do not receive these forms. If you have SAC money, but we don't have the SAC form, you need to speak to the SAC treasurer (whose name the Budget Office has) about clearing the matter up. Also, please note that SAC has a two week limit on its funding for parties. You have two weeks from the date of the event to claim your funding. Any unused monies at the end of this period will be credited back to SAC, and you will not be able to access them for reimbursement of expenses.

Why does it take so long to get checks for outside performers, trainers, etc.?
Paying people for services rendered involves obtaining and processing tax information that the Student Budget Office is not set up to handle. Consequently, paying outside persons for labor involves utilizing the services of the College's Business Office, which has a slower turn-around time on checks (5 days) than the Budget Office does.

Can you campus mail me that check?
Except under extreme circumstances, no. In the past, some large checks have gotten lost in campus mail, and, consequently, we are very reluctant to send checks through campus mail.

Is there a photocopier on campus that my group can use and have the cost deducted from my budget?
The photocopier in Office Services is available for use by student groups. In order to use this copier, you need your group's copy code, which you can get from the Student Budget Office. Please note that the Office Services staff does not have your group's copy code on file, and cannot give it to you. If a member of your group knows this code and makes copies without your knowledge, you will be responsible for the charge. Furthermore, Office Services has no idea what your group's photocopying budget is, and you will still be able to use your copy code to make copies even if you do not have the money in your budget. It is therefore possible and very easy to overspend without knowing it. If this happens, you, as the treasurer, are responsible for making up the difference.

Does every contract have to be pre-approved by the Budget Office?
Yes. By signing a contract, you are legally obligating the College, and specifically the Student Budget Office, to abide by the terms of the contract. Given that, we must see any contract before it is signed.

Can I just keep blank forms and drop them off during non-office hours?
No. We need you to be in the office when we are processing forms because we may have questions regarding transactions. Forms slipped under the door during non-office hours will not be processed.