Hi everyone. As you’re hopefully aware, the Law Students’ Society is the primary source of funding for student activities at UBC Law. These activities include events organized by the Social Affairs Committee, student club initiatives, or one-off events or opportunities that may arise throughout the school year. As a student, you are entitled to request LSS funding and it is important for you to know the correct process by which funds may be made available.
Before we get started, there are a few ground rules.
Rules:
1. No club bank accounts.
As a member of the AMS (UBC Student Government), LSS clubs are prohibited from having their own bank accounts. Clubs found to have private bank accounts will have their funding revoked.
2. No unauthorized private sponsors.
The LSS actively seeks out sponsorship from law firms throughout the lower mainland and it is essential that all funding pass through the LSS. Clubs wishing to seek out sponsorship must first ask and receive permission from the LSS. Clubs found to be soliciting additional sponsorship without permission will have their funding revoked.
3. Don’t overspend.
The LSS is like any other organization in that it needs to run a balanced budget. If your club overspends, you will not be reimbursed. Don’t make the mistake of thinking that the LSS will cover your cost overruns.
And with that out of the way, the process:
1. I want Money.
Don’t we all.
If you represent a club then you must submit a budget proposal to your Director of Sports, Clubs and Development stating the nature of your intended activities, how much you require, and declare any additional sources of funds. These requests must be made at the beginning of the school year (prior to September 10, 2011) so that the LSS can appropriately allocate its budget.
For individual requests for funds for unique student events or opportunities or if a club is formed during the course of the academic year, submit a proposal to the Director of Sports, Clubs, and Development and funds may be made available on a discretionary basis.
2. Can I spend it on anything?
If I said yes, I would be opening up a world of trouble for myself. Funding must always be spent in accordance with AMS policies – but this does not preclude purchasing food or beverages for club functions. That being said, LSS funds are to be spent in a professional and responsible manner and the LSS reserves the discretion to refuse payment if it deems the funds were spent inappropriately. Also, the general LSS policy is to not provide funding for donations. The LSS disburses student funds and it is up to each individual student to decide whether or not to make a donation to particular cause. Clubs wishing to sign a contract or rent a venue must do so throught the LSS and MUST NOT SIGN THE CONTRACT THEMSLEVES with penalty of no reimbursement.
3. Yay! You said I could have money! Give it to me!
Not so fast.
You don’t have money per se. You have been designated a certain amount of funding. For amounts less than $250, students must may the amount and seek reimbursement. For amounts exceeding $250, students should not be expected to take on substantial debt and can submit an invoice to be paid by the LSS on your behalf. For amounts exceeding $500 please contact Roni Jones.
4. Alright. How do I get my money back?
Keep your itemized receipts. Keep your itemized receipts. Keep your itemized receipts.
If you don’t keep your receipts, there is lengthy process that requires much additional work on your part to prove that you spent the money on a LSS-approved event. An invoice is not a receipt. A credit card statement is not a receipt. Keep your receipt!
With your receipt, complete the LSS Reimbursement Form that is available here. Submit forms and receipts in an envelope to the LSS office and you should shortly be contacted to confirm that your reimbursement request has been processed. Collect your reimbursement in the AMS Bank that is located upstairs in the SUB.
5. I need to make a deposit for my club.
God you’re needy.
Communicate with me first and give me the deposit or else leave it in the LSS office with one of the many trustworthy members of the LSS and Executive. Please don’t leave cash unattended in the front mail slot – I can’t cure stupid.
I will confirm that the deposit has been made and your club’s account will be updated accordingly.
6. Hey where did all the money go?
The 2011 Budget is available here.
Alright, I think that about covers it. If you have any questions please feel free to contact me. I really hope you don’t contact me though.
Regards,
Roni Jones
ronimjones@gmail.com
Executive Director of Finance
UBC LSS
