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Club Grant Expenditure Process

Club Grant Expenditure Process. Associated Students, Inc. Grant Money…. … are funds approved by either an Annual Budget or Senate. … is processed through the University. … is student fee money and must be spent the way it has been allocated.

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Club Grant Expenditure Process

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  1. Club GrantExpenditure Process Associated Students, Inc.

  2. Grant Money… • … are funds approved by either an Annual Budget or Senate. • … is processed through the University. • … is student fee money and must be spent the way it has been allocated. • … are funds the club can spend at their own discretion. • The forms to submit for reimbursement is: • Grant Money: Green Expenditure Voucher • Club Money: White Expenditure Voucher

  3. How to Request Grant Funds • Visit https://s3.amazonaws.com/os_uploads/78587_ASI%20Policy%20%20Club%20Grant%20Process%20pdf.pdf • Login in to Orgsync  Forms  Fill out Grant Request and Submit completed form. • If any questions Contact • VP of Finance at asvpf@sonoma.edu

  4. Allocations • The maximum amount granted to each club per year is: • Travel = $1,000 • Office Supplies = $500 • Programming = $2,000 * If requesting funds for Programming, it is helpful to the committee to know all expenses and revenue.

  5. ASI is able to fund… • Programming • Supplies and Equipment Rental for Proposed Events • Performer/Speaker Fees • Room Rental Costs • Publicity • Security • Travel • Airfare • Gas • Rental Cars/ Busses • Parking Costs • Office Supplies • Copies • Banners/Paper • Pens/Pencils

  6. ASI is UNable to fund… • Food or Alcohol • Firearms • Clothing/Costumes • Unless items are intended to be reused by club • Awards, Wages, or Specialty Items for club members

  7. Process • A Club Grant Voucher turned in on Monday before 5pm will have the Check ready on the following Friday after 1pm, only If all of the appropriate documentation is provided. • The Grant Expenditure Voucher requires: • The original receipt(s)/Invoice, Invoice must be made out to Club of Sonoma State University. • Proof of Payment; provide last four digits of card used to match last four digits on receipt if no name is on the receipt or a bank statement that shows only the amount that it hit your account. • Proof of Event; any way that can prove that the event happened or is going to happen. Flyers, Facebook invites, Emails etc. • A 204 Form from the check payee/or vendor; available online or at the Student Union. • A complete description of the expenditure (who, what, where, when why) • Signature(s) from the clubs authorized signers; Club trust forms signed during chartering. • If any of the things listed above are missing, your paperwork will not be accepted and will be returned to your club mailbox with a pink Club Communication Form.

  8. Helpful Information • Funds will be allocated on a case-by-case basis • Not all events/activities or all its components may receive funding • Grant Requests for Programming will be heard by the ASI Finance Committee and require a presentation from the club requesting the funds • Approvals may take up to four (4) weeks

  9. Questions? Concerns? • Please call, e-mail or visit the ASI VP of Finance • asvpf@sonoma.edu • 707.664.2815 • 2ndFloor of the Sonoma Student Union

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