SA Allocations Information Session

1. SA Allocations Information Session 2014-2015

2. Allocations Overview • Student Association devotes over $250,000 to funding for events and travel organized by chartered student organizations this year • Organizations can be awarded funding for through either event sponsorship or travel allocations

3. Eligibility • Must have a current charter on file with SA • Representative at one Allocations Information Sessions • No organization is eligible to receive more than $6000 total for the combinations of event sponsorship and travel allocation • Event Sponsorship Cap: $5000 for 6 events • Travel Allocations Cap: $3000

4. Law/Graduate Organizations • If law students/graduate students comprise 50% of an organization’s membership, funding must be solicited from the Student Bar Association/Graduate Student Association • If a law or graduate organization has documentation of undergraduates at a GSA or SBA sponsored event, additional funding may be received from SA.

5. Event Sponsorship Process

6. Before the Event – Catering • Sodexo – Jessica Putz – 918-631-2145 • Other than Sodexo –Must submit a catering exemption request form at least ten days before the event. Can be found here: http://www.utulsa.edu/student-life/living-and-dining-on-campus/dining/forms.aspx • Your vendor isn’t on the list? Contact Jessica Putz 918-631-2145 • Necessary for insurance information

7. Before the Event – Catering • If you are spending under $100 on food, your request will be automatically approved, but you must still submit a request

8. Before the Event - Funding • Download the application from www.utulsa.edu/sa and submit it to sa-allocations@utulsa.edu. • Must be submitted by the date of the event, and no sooner than eight weeks before the date of the event • Exceptions to the eight-week rule are granted at the discretion of the Financial Appropriations Committee (FAC)

9. Event sponsorship • Applications totaling $500 or less can be waived from the Senate interview

10. Joint Events • An event hosted by multiple organizations shall be considered a single event, and both parties should disclose the joint nature of the event when applying • Counts as an event towards both organizations’ total number of events • Money can be divided between the organizations’ as requested by the representatives

11. ES Funding caps • Food: $7 per unique person (even in a series) • Advertising: $30 per event • Entertainment: $1000 per event • Décor & Dinnerware: $75 per event • Security: $200 per event • Miscellaneous: $500 per event • *Adjustments may be made to the final total at the discretion of the Senate

12. Event series • You can apply for funding for multiple events as one “event” (subject to the same funding caps), provided that: • -- All events in the event series demonstrate a “cohesive, unifying theme or purpose” • -- All events take place within a two week period (e.g. Chess Club Tourney Week) OR • -- All events share a common format (e.g. Chess Club Weekly Meeting)

13. We cannot fund… • Non-consumable goods (i.e., shirts, video cameras, books) • Events that are not open to all TU students (an admission fee may be charged only for events that give 100% of proceeds to charity) • Alcoholic beverages • Events that are not advertised • Events that require overnight lodging • Events held off campus without advertised, university-approved transportation available to all students to and from the event • (at the minimum, events held off campus must be advertised on digital signage for at least three days before the event takes place, including the day of the event) • Gifts, awards, or prizes • Retroactive expenses (cannot apply after event takes place) • Operating expenses (gas for car, postage…)

14. After the Event – Reimbursement • You have only 30 days from the date on the receipt to be reimbursed • Fill out a check request (www.utulsa.edu/sa) • Two people must sign it • Instructions on www.utulsa.edu/sa as well • Print and bring it to Grant Garner (in Business office)

15. After the Event – Reimbursement • Vendor that provides a service (DJ, Performer, etc.) • Cannot pay up-front because of tax and liability issues • Must have faculty advisor submit a requisition, then a check will be sent after the event. --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- • Allow 5 days to process • Pick up check at the business office (can also request direct deposit)

16. After the Event – Charity Event • When you make the donation, request a receipt of the donation on official letterhead and send it to • nicole-coppola@utulsa.edu • jonathan-triplett@utulsa.edu

17. Travel Allocations Process

18. Travel Allocations • Must apply 10 days before travel starts • Cannot fund expenses of an individual who is not a student of the University of Tulsa

19. Travel Funding caps • Registration or entrance fees: maximum of $150 per person • Lodging: maximum of $40 per person and night • Transportation: maximum of $200 per person • Food: maximum of $15 per person per day • Miscellaneous: maximum of $250 (highly discretionary) • For closed travel: you may receive either 50% of the amount you are eligible for, or $80 per person (whichever is greater) • *Adjustments to the final total may be made by the Senate

20. Questions??? http://orgs.utulsa.edu/sa more information in the ‘Organizations’ tab sa-allocations@utulsa.edu Nicole Coppola nicole-coppola@utulsa.edu