Hartwick college

What is SMR Form?
SMR stands for Special Monetary Request. The SMR form allows clubs to request extra funds that are not already included with in the club's budget. 

To Read the SMR guide lines click!

What does my organization need to do?
For an SMR form to be considered at the next senate meeting, the form must be completed and e-mailed to SenateFinance@hartwick.edu by 5:00 p.m. Friday.

How to complete the SMR form:
The new SMR form is very user friendly.  Once the excel file is downloaded, just fill in the blanks.  Excel will take care of any math needed.  When complete, send the file as an attachment to SenateFinance@Hartwick.edu.

Planning a Club Trip:
Before your club goes on a trip (at least one week or two prior to departing), you must complete a Pre-Gas SMR form. The Senate Finance Committee will determine a guaranteed amount, if any, to be granted for your trip. Download the Pre-Gas SMR form below.

How to download the SMR form:
It's easy, just click on the link below!

SMR FORM

Pre-Gas FORM

SMR Guide Lines 
I. Overview
II. Food
III. Traveling and Trips
IV. Guest speakers and other SMR types
V. Advertising
VI. Reimbursements
VII. Miscellaneous
VIII. Protocol and Procedure of the Special Monetary Request Process  

I. Overview
a. SMRs (special monetary requests) are requests for funds from Student Senate.

b. In order to receive funds, you must be a recognized club with a current constitution.

c. All Senate sponsored events must be open to the whole campus.

d. SMRs can be used for one of two reasons:

i. To request money that is NOT already allocated to your club through the club’s budget
ii. To reallocate funds that have already been allocated to your club through the club’s budget

e. AT LEAST ONE MEMBER of your organization needs to be present at the finance committee meeting and the Senate meeting to defend the SMR

II. Food
a. When clubs go on trips, Senate DOES NOT pay anything for food.

b. If requesting funds for a picnic, BBQ or any other types of social gathering:

i. The maximum is $4.00 per person

c. If requesting funds for an award banquet or dinner:

i. The maximum amount is $8.00 per person

d. Clubs may SMR up to $20.00 for refreshments at interest meeting, unless already allocated in your budget. LIMIT OF ONE PER SEMESTER. 

e. Senate cannot pay any fees at such dinners for faculty, staff or anyone who is not a Hartwick student

f. All food must be provided through the Hartwick College food service provider.

III. Traveling and Trips
a. Hotels

i. Clubs requesting Hotel Room fees must provide:

1. Exact costs of hotel room (up to three different estimates)
2. Maximum people allowed per room (at least 4 per room)
3. EXACT number of people that are going on the trip

ii. Senate cannot pay anything towards faculty or staff that is going on the trip with you

b. Buses and transportation

i. Please note that there are Senate Vans available for your use; this will be our first recommendation
ii. For larger trips, Senate will take under consideration renting buses.
iii. Senate cannot pay anything towards flight costs and plane tickets.

c. Gas, tolls and parking

i. These are fees which you must file for reimbursement AFTER the costs have been incurred. YOU MUST HAVE ALL RECEIPTS!!!

IV. Guest speakers and other SMR types
a. Please include the exact dates of events, costs, a preview of the event and estimate of the expected amount of people attending.

b. Be informed of the event before you come to defend your SMR at the finance committee and bring all information with you.

V. Advertising
a. All events MUST be advertised as ‘funded by Student Senate’.

b. It is strongly suggested that all events be heavily advertised through multiple media sources.

VI. Reimbursements
a. These are meant for specific requests in which amounts and costs cannot be predetermined.

b. The following items will be considered for reimbursements:

i. Gas
ii. Tolls
iii. Parking
iv. Student forwarded monies

c. If a student or faculty member does forward money before a SMR has been requested, he/she may possibly be eligible for reimbursements at the discretion of the Senate and Finance Committee.

VII. Miscellaneous
a. Senate will not pay anything for faculty, staff or anyone who is not a Hartwick student.

b. Reimbursements will not be accepted for entire events. Please plan accordingly and get SMR in on time.

VIII. Protocol and Procedure of the Special Monetary Request Process  

i. SMR forms are available on the Senate board on the 3rd floor of Dewar and outside the Senate door

ii. Please fill out all the information and place it under the Senate door by the FRIDAY before the Senate meeting.

iii. You will be contacted by Monday regarding appropriate times for the defending of the SMR. You will have to defend once at the Finance committee meeting and then separately at the general Senate meeting. Bring all information regarding the SMR that you have in order to answer questions by the finance committee.

iv. At the meetings, there will be a limit of two people able to defend the SMR and speak during session. Please figure this out beforehand.

v. Senate will ask questions at the meeting. You will be asked to leave the room while the issue is discussed. Either the Treasurer or the VP of Finance will come to inform you of the Senate’s decision.

vi. The VP or Treasurer will send out a notice to the Director of Student Activities, the Bursar and the clubs requesting funds approximately three days after the Senate meeting.

vii. At this point, to receive your funds, you should see the Director of Student Activities in order to get receipts to receive your money at the earliest time possible.