Requesting Funds!

1. Requesting Funds!

2. 8074- Contracts, Fees, & Rentals • This line item includes, but is not limited to: • Catered meal costs (on- or off-campus) • Speaker fees • Publications- must be student initiated, written by and for students. Content must be related to the academic mission of the department.

3. 8074- Speaker/Symposium/Event Proposal Packet • Abstract or written proposal (three paragraphs) • Allocation Request Form • Support letter from Department Chair and Club Advisor (can be one letter) • Speaker Curriculum Vitae (if applicable) • At least three quotes (if applicable) • Event Flyer • Name of organization • Organization’s contact information • Name of event and/or speaker(s) • Room or venue location, date & time • ASI & H&SS ICC logos • Email SLL finished flyer for stamp

4. Additional Speaker Information • You must propose for a speaker at least 3-4 weeks before an event. • If an honorarium is over $1,500.00, ASI will deduct 10% to abide by California tax code. • International speakers require extra paperwork and must be proposed for 6-7 weeks in advance. • Expenditures exceeding $2,500.00 need three written bids.

5. Sample of Abstract/Written Proposal

6. Sample of Allocation Request Form

7. Sample of Support Letter

8. Quote 3 Quote 1 Quote 2

9. Sample of Event Flyer *Flyers must include ASI & ICC logos

10. Submissions after Speaker/Symposium/Event • As stated in the H&SS ICC Bylaws (Article VIII., Section 1., Clause 9.) “All paperwork is due no later than fourteen (14) business days after the conclusion of the event or no funding will be received.” • Online Evaluation Form MUST be filled out no later than three (3) days after the event • Link: https://asicsuf.wufoo.com/forms/program-assessment-form/ • Receipts for any food or materials that the council has allocated • Please tape down the receipts to a blank piece of paper and include the following • Student’s name • Student’s CWID • Mailing address • Phone number • Email • Short description of what the receipts are for

11. Online Evaluation Form

12. Sample of Receipts

13. For Speakers ONLY • A completed W-9 has to be submitted in order to initiate the check request process, • The most updated W-9 can be found at https://www.irs.gov/pub/irs-pdf/fw9.pdf • Name on invoice and W-9 MUST match

14. Sample of Invoice

15. 8077- Travel • Executive Senate Travel Request • Delegate Travel Contract • Support Letter signed by Department Chair and Club Advisor (can be in one letter) • Paper Abstract & Proof of Conference Acceptance (if applicable) • 3 Hotel Quotes/ 3 Airfare Quotes (if applicable) • Authorization to Use Privately-Owned/Rented Vehicle Form (if applicable)

16. Additional Travel Information • Inactive participants can request up to $500 per fiscal year • Active participants can request up to $750 per fiscal year • What does it meant to be an inactive or active participant? • An inactive participant is someone who only attends but does not participate • An active participant is someone who is presenting, preforming, competing, planning, or volunteering, in or at the conference, convention, or event • Only the person who paid for the expenses can be reimbursed, MUST be a student • We CANNOT fund travel to the following states • Alabama • Kansas • Mississippi • North Carolina • Oklahoma • South Dakota • Tennessee • Texas

17. Sample of Executive Senate Form

18. Sample of Delegate Travel Contract Form

19. Sample of Letter of Support

20. Sample of Conference Acceptance

21. Continued..

22. Sample of Transportation Quotes

23. Sample of Authorization to Use Privately-Owned/Rented Vehicle