The bottom line is: if you need more budget for an event, do not use your unforeseen, but request more budget by emailing a preliminary budget proposal with written justification to your CAO. Additionally, always consult the AUCSA first if you are unsure whether an unexpected cost falls under unforeseen.

If you do sign a contract ment for the AUCSA, you as person accepts the duties bound to the contract. This means that if you on your own sign a contract with a venue, you might get held personally accountable for any damages, or for example the rent. This is not supposed to happen, so do not sign any contract.

Overspending is something the AUCSA Board actively tries to prevent, always inform your CAO if you find out some of your expenses are going to be higher than anticipated. If you neglect to do this,  you will not get fully reimbursed for the costs you make. The AUCSA can only reimburse what has been approved by the Budget GA, and thus is not allowed to reimburse any costs exceeding that established amount. Exceptions from this rule are cases in which the AUCSA Board as an executive power has approved a committee’s preliminary budget proposal before a GA or in between GAs.

1. AUCSA Committees send in a Budget Proposal, asking for money for their events planned for the whole year. This Budget Proposal is either approved or adjusted by the AUCSA Board during their Budget Weekend.
2. The AUCSA sends all the approved or adjusted budget proposals to the Audit commission who will review these and make comments.
3. If a Committee’s budget is adjusted (by either the AUCSA or the Audit), the CAO of said committee will communicate these adjustments to the committee and explain why these changes were made.
4. Committees can then send reallocations (moving money from one event/expense to another event/expense) if they wish. Please note that these reallocations also need to be approved by the AUCSA Board.
5. All budgets of the committees and the AUCSA are up to a vote during the Budget GA.

If all the budgets are approved during the GA, the AUCSA and its committees officially have a budget and assigned budget codes.

During the second Budget GA, held in February, the Committees can send in adjustments to their initial budgets. Reasons behind adjustments could be that committees realize they want to organize more events requiring budget, or if they realize certain events turn out to be unfeasible to organize, requiring less budget. The procedure for the February Budget GA is the same as for the October Budget GA.

A budget code consists of 4 digits and looks for example like this: 1.c.3.2.

• The first digit in a budget code refers to the sheets in the AUCSA Budget 2019-2020. In the example, the ‘1’ in the budget code refers to the first  sheet in the AUCSA Budget 2019-2020 excel file which is AUCSA events.
• The letter in a budget code refers as ‘c’ to ‘Costs’ or as ‘i’ to income. In the example, the ‘c’ then refers to the cost part of AUCSA events.
• The second digit in a budget code refers to a section of the budget in particular. In the example, the ‘3’ refers to the third event specified in the AUCSA Events sheet (Intro Weekend in this case).
• The last digit refers to a specific expense made in the specific section. In the example, the ‘2’, refers to the specific expense ‘Transportation’ that was made for Introweekend.

In summary, the example budget code 1.c.3.2 refers to the transportation costs for Intro Weekend by AUCSA.

Name: AUCSA

IBAN: NL03 TRIO 0338 5816 85

BIC: TRIONL2U

Read more about reimbursements here

The deadline for filling out reimbursement forms is two weeks after the date of spending (so NOT two weeks after your committee event). However, please do so earlier if possible. Reimbursements are done bimonthly.