Allocations Information Session

1. Allocations Information Session Fall 2012 to Spring 2013

2. We make it rain • Student Association will devote over $200,000 to funding for events and travel organized by chartered student organizations this year • You can be awarded funding for your organization through either event sponsorship or travel allocations • Important note: no more preliminary allocations or advances

3. Event sponsorship • Apply for funding on a per-event basis, or as an event series • Applications (found at www.utulsa.edu/sa) 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) • Two interviews are then conducted by FAC and senate • Applications totaling $200 or less are exempted from FAC and senate interviews, and applications totaling $500 or less are exempted from the Senate interview only • Applications totaling $200 or less are still obligated to conduct an e-mail interview with FAC

4. Event sponsorship • 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 • Level 1: -- Up to $5000 annually for three events -- May be used for three events or one large event -- Apply on a per-event basis • Level 2: -- Up to $3000 annually for six events -- Apply on a per-event basis

5. Funding caps • Food: $7 per unique person • Advertising: $30 per event • Entertainment: $1000 per event • Décor & Dinnerware: $75 per event • Security: $200 per event • Miscellaneous: $500 per event

6. 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)

7. Catering • If your organization uses university funds to purchase food from anywhere other than a Sodexo vendor, you must submit a catering exemption request form at least ten days before the event • Catering exemption request forms can be found here: http://www.utulsa.edu/student-life/living-and-dining-on-campus/dining/forms.aspx • If you are spending under $100 on food, your request will be automatically approved, but you must still submit a request

8. 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 • Operating expenses

9. Travel allocations • Senate funds both conference travel (CT) and non-conference travel (NCT) • Funding for NCT is highly discretionary • Up to $1000 per organization for one academic year • CT bills must be introduced in senate before the conference begins so don’t wait too long to apply • NCT applications must be submitted to sa-allocations@utulsa.edu at least two weeks before the beginning of the trip • Cannot fund expenses of an individual who is not a student of the University of Tulsa

10. 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 • The above categories determine eligibility • For CT bills: you may receive either 50% of the amount you are eligible for, or $80 per person (whichever is greater)

11. Questions???