The budget determines how much money can and should be given out for different purposes. fulfillment of the student body’s tasks – and only for this purpose. The budget plan determines the distribution of funds. Among others, the AStA, as well as the student councils have a certain share. The student body’s budget is public money, which is under the supervision of both the Audit Committee and the State Audit Office.
The administration of the finances of the entire student body is carried out by the finance position and supported by the office. The financial regulations of the student body (part II of the OdS) and part VI of the state budget regulations determine the rules according to which the finances of the student body are managed.
These rules are summarized on this page. The information is intended for members of the student body’s bodies, funding projects within the framework of project funding, as well as employees in AStA and Café Lu.
Basics
The following rules apply to all income and expenses:
- Documentary evidence: All expenses and income must be documented. For example, an invoice, a receipt, an application for reimbursement of expenses or a time sheet are considered as proof
- Inventory obligation: Movable items with an acquisition value of €100 or more must be included in the student body’s inventory.
- Comparative offers: Purchases over 150 € (incl. VAT and delivery costs, without discounts) require three comparative offers.
- Legal declarations of the student body can only be made by the chair of the AStA. For example: Purchase contracts, employment or service contracts, contracts for work and services, subscriptions or licenses, purchase of domains, etc.
- Entertainment and travel allowances are only possible up to a maximum of 3 € / person / day or 15 € / person / day (for events lasting several days).
- Expenditures must be made sparingly and economically.
(These result from in particular § 13 of the financial regulations).
Receipts (invoices, cash receipts, etc.) must meet the following characteristics in order to be accounted for:
- Full name and address of the supplier and the recipient of the service
- Date of issue of the invoice
- Date of delivery or performance
- quantity and description of the goods or services supplied
- Invoice amount and tax amount
- If applicable, invoice number, information on tax rate, tax number or VAT ID
Budgetary funds may only be expended to fulfill the responsibilities of the student body:
Financial participation or assumption of costs by the student body is only possible if the tasks of the student body according to § 2 of the Order of the student body and, if applicable, the special tasks of the respective committee or project are thereby realized. The tasks of the student body are:
- Election of representatives for the bodies of the constituted student body,
- participation in social and economic self-help and the provision of appropriate services for students,
- the use and administration of the students’ funds derived from contributions and grants,
- in awareness of its responsibility before society, promoting the political education of students,
- supporting sporting and cultural interests of students,
- maintaining contact with student organizations and student bodies of other universities, also supra-regional and international,
- promoting the integration of foreign students,
- promoting cooperation with other social groups or their organizations within the framework of the student body’s tasks according to § 45 paragraph 2 BremHG,
- to exercise a mandate on behalf of its members within the framework of the tasks according to § 45 paragraph 2 BremHG and these basic regulations,
- to provide special support to all students who form initiatives to represent the interests of disadvantaged persons at the university.
See: § Section 2 of the Order of the student body, and Bremen Higher Education Law (BremHG).
Procedure
Preparation
Before a measure, an acquisition or a project can begin, we must plan thoroughly and calculate the costs. In the case of project funding, a project funding application must be submitted. The members of the committees are entitled to submit a financial application (F1) in their respective committee. The committee decides whether the requested measure should be financed from their respective budget and in what amount.
A decided financial request (F1) is to be submitted by the chair of the respective body to the finance position, where it will be reviewed and, if necessary, approved. If approved, the funds are “reserved” until the specified deadline expires. Only with an approved release of funds can money be spent.
Arrange expenses
Expenditures (expenses) can be made if the above-mentioned bases are fulfilled and they meet the objectives and provisions of the respective approved measure / project funding.
The following options are generally available for actual billing or payment:
- Reimbursement of expenses after the expense has already been “advanced” privately.
For this purpose, an application for a claim for reimbursement of expenses (F3), the original receipts (receipt, invoice) are attached or glued, if the receipt is on thermal paper: copy of the receipt.
- Order on account
For larger expenditures and purchases of inventory items, it is possible to order directly in the name and for the account of the student body. The invoice amount is paid directly by the student body to the supplier or service provider.
The prerequisite is an approved release of funds and a correct invoice. The invoice must state the student body or AStA as the invoice and service recipient.
In addition, the receipt of goods or the acceptance of the service must be confirmed in writing by the Customer, e.g. by a delivery bill.
Advance
If projects or measures require cash payment or payment on site (e.g. at the event location) and the expenses cannot be “advanced” privately, it is possible to request an advance from the finance position. Such an advance will only be approved in exceptional cases and on the basis of a complete application for an advance (F4) with all necessary attachments.
Earn money
Of course, the student body can also collect money. Here, too, the following applies: Every receipt needs a voucher. (see principles) For cash receipts, a cash count protocol (K1) is considered a receipt.
Revenues can be e.g. cost sharing from participants of an excursion or event. Income from the sale of goods or the provision of services may be subject to VAT. Therefore, please discuss your income in advance with the finance position or the office.
Contributions from third parties (grants, sponsoring, donations) are also considered revenue. These may have to be approved by the students’ parliament. (see § 11 OdS)
Donations: The student body can accept donations and issue a donation receipt upon request for donations of €200 or more. Donations are contributions without consideration. A sale against “donation recommendation” or sponsoring are not donations.
Square
Each project is settled at the end. With the settlement of accounts, a project or measure is considered (financially) completed. For the accounting, all necessary documents must be submitted (see above) and, if necessary, an income/expenditure statement must be prepared.
Upon settlement, any remaining funds revert to the original budget.
Mistake discovered? We would be pleased to receive a hint by e-mail.
All forms can be found at: asta.hfk-bremen.de/formulare.
Last modified on: 14. June 2022