Contents i Introduction iv
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- General Rules
- Subsidized Events
- Non-Residents
- Advances and Reimbursements
- Reimbursements and Forms
- Facilities and Resources
- Storage Rooms
- Other Equipment
SpendingThe purpose of this section is to help answer questions about how CAs can spend Rains money. In all cases, you should use good judgement. If in doubt, talk to the head CA, or Chris Griffith.
Often there is confusion about which budget to use for a particular event. We do our best to make a budget at the beginning of the year that allocates money to the types of events that we value as a staff. However, ideas come up which do not fit any budget, or fit between categories. When in doubt, ask the head CA or treasurer which source of funding to use. Also, errors here aren't serious. You can take a guess at which budget to use. General rules are that you should spend money on events that serve the people who have provided that money. Neighborhood money should not be used for Rains-wide events, unless the "neighborhood tax" system is agreed upon. Rains-wide money should only be used for events that are publicized to all Rains residents. Subsidized EventsMost events which are partially or fully subsidized by Rains. A good metric of how much you should spend is the subsidy-per-resident. For example, a pizza dinner that costs $210, which is attended by 30 residents has cost $7 per resident. Given that each resident puts about $30 to the neighborhood per year, this is a reasonable amount to spend.
In many events, non-Rains people will attend. This can be good, since some residents really need to bring their outside friends or significant others. For on-campus events, it is difficult to tell people that they aren't allowed to attend, and probably not worth the fuss. However, for off-campus events the group is much more easily controlled. Consider charging more to non-Rains people who attend the event. In many cases, you can calculate the amount which Rains is subsidizing the event and make non-Rains people pay this amount in addition. Another way to treat the non-Rains situation fairly is to allow advanced signup for events to Rains residents and only let non-Rains people sign up later. This has proved to be effective in events such as ski trips where many people like to bring non-Rains friends.
It is generally agreed that cash donations to other organizations are not an acceptable way to spend money. Rains should generally only sponsor events that promote socialization amongst residents. However, spending money to promote our participation in community service or similar events is encouraged.
Most CAs agree that it is reasonable to tip where you would normally tip. A tip of about 15% on service such as food delivery or restaurant bills is reasonable. You should try to include the tip amount on the receipt that you submit. Otherwise, you should write it onto the receipt.
It is important the each CA keeps track of the cost of each event which they plan and run, for several reasons. First, since the university does not pay us, we should make sure that we are not paying our own money to run events! Second, for good record keeping, it is important that we can justify all expenditures. Third, it is useful to look at past events in order to estimate the cost of similar events in the future. Two things to remember about paying for stuff: always keep receipts and always fill out a reimbursement form. You may pay for events by getting an advance or by paying for the event and then getting a reimbursement. Typically, it is simpler to buy what you need for an event and then be reimbursed for the expense, since then you do not need to know beforehand the exact cost of the event.
If you require an advance, you should make arrangements with the treasurer. In all cases, you are responsible for filling out a reimbursement form at some point to document the expenditure. An advance is usually in the form of a check payable to the event supplier. Occasionally, you may need a blank check, or a check payable to yourself. However, for obvious reasons, these are to be used only if necessary. Advances can be particularly useful when going to Costco, since they do not take credit cards there.
Most CAs tend to spend money using credit cards. You can usually get the reimbursement before your credit payment is due. Furthermore, if you lose a receipt, you can submit a copy of your credit card bill as a last resort. Finally, if you make a habit of using only your credit card, you can more easily check that you have been reimbursed for all expenses. A sample reimbursement form and blank forms for your use are found in the Worksheets section.
This section describes some of the facilities that are available to CAs for events, as well as some of the equipment that we have.
There are six indoor common spaces which are used to hold events:
There are also numerous outdoor spaces, all of which are first-come, first-served. Some useful spaces are:
The following map shows the locations of most of the facilities. 
Over the years, house dues have been used to purchase many useful pieces of equipment. The trick is knowing where to find it. The following are some of the storage spaces:
There are also other things that we own which are worth knowing about! Some of them are hard to find, and an email is probably the best way to find them. Anyway, here’s a list:
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