Committee Member Spending Guidelines

This page will give a brief outline of the EUS Committee Member Spending Guidelines. These guidelines were created by the Board of Governors Finance Subcommittee in Summer of 2021 to define what is reasonable spending on committee members. You can find the complete version of these guidelines here: usp=sharingEUS Committee Member Spending Guidelines.

Overview

These guidelines were made for EUS committees to use when budgeting for spending that benefits the committee members. This kind of spending includes spending on member Merch, food/socials for committee members, and committee retreats. The guidelines provide the maximum spending amounts for each of these categories that is likely to be approved by the Board of Governors at governance reviews. Exceptions to these amounts may occur, with the maximum spending being lowered due to current financial circumstances, or larger spending amounts being approved.

Following these guidelines does not guarantee that your budget will be approved, but it increases the likelihood that the board will approve your budget.

Guidelines

Merch

A maximum stipend of $30/person is recommended. Exceptions for this are given for merch deemed “essential” to the event. In general 1 essential item is allowed for indoor-only events, and 2 items are allowed for events with outdoor components. In the case of the exception, If the total cost of the item(s) is less than $30/person, then the maximum stipend of $30/person still applies, to allow for the purchase of additional items. Approvals for this exception are dependent on a justification of how the item is essential to the board.

Food/Socials

A maximum subsidy of $25/person is recommended for food/socials.

Retreats

A maximum subsidy of $75/person is recommended, up to a total maximum amount of $1500. For the spending to be approved by the board a justification that a retreat is necessary for the operation of your committee must be provided at budget review.

Exceptions

Exceptions to the above maximum amounts are possible, but require a justification of the spending to the board of governors at budget review for approval. Maximum spending amounts may be adjusted by the board without notice.

Usage

Board of Governors members will use these guidelines when reviewing committee budgets for approval. While the approved amounts are to the discretion of the board, and may change year-to-year, it is recommended that Board members use these guidelines when determining if committee spending is appropriate.

Each year the VP Finance will be responsible for making committee executives and board members aware of the existence, and of any updates to, these guidelines by email.

Review

The maximum spending amounts in these guidelines will be subject to a yearly review by the Board of Governors Finance Subcommittee. The maximum guaranteed spending amounts may change on a yearly basis, without notice.