Club Programming Committee TRAVEL FUNDING Guidelines and Application

Transcription

1 Club Programming Committee TRAVEL FUNDING Guidelines and Application Club Programming monies are intended to afford recognized student organizations the opportunity to contribute to the quality of campus life by sponsoring special events and programs as well as travel opportunities that may not be possible without this financial assistance. All Club Programming funding is considered a one-time allocation for a single and limited purpose and is distributed on a first-come, first-served basis. Club Programming monies are not available for a club or organization s daily operating expenses, supplies, equipment, or uniforms. For consideration, all information must be filled out completely and all necessary documents, including trip itineraries, must be attached and submitted by the appropriate deadline. In order to be reviewed at the following week s CPC meeting, submit travel funding applications at Student Organization Assistance and Resources (SOAR) in Bonnie 235 no later than 4:00 p.m. on Wednesdays. Applications are due at least FIVE weeks in advance of first date of domestic travel and EIGHT weeks in advance of first date of international travel. Late applications will be automatically rejected. The Club Programming Committee (CPC) considers each application for funding independently, evaluating each on its own merit. CPC does not guarantee funding. When making decisions to allocate funding, the committee will consider the following factors: The number of Radford students that can participate in the program or travel opportunity. The benefit that both RU students and the entire RU community will receive from the travel opportunity. How reasonable the planned expenses are. Other sources of funding available to the organization. Fundraising efforts and evidence of such. The purpose of the trip. Opportunities created for educational purpose will be given consideration before entertainment or social related trips. CPC is a subcommittee of the Student Finance Committee (SFC). Department of Student Activities Revised August 2014

2 PLEASE READ THIS ENTIRE DOCUMENT PRIOR TO SUBMITTING YOUR APPLICATION. Applicant Eligibility 1. Recognized student organizations currently not funded by student activities fees may apply for CPC funding. 2. Continuing organizations must be registered with the Office of Student Organization Assistance & Resources by October 1st in order to be eligible to receive funding for the current academic year. Exceptions may be made for newly forming or reactivating organizations. 3. Recognized organizations are eligible to receive combined funding of up to $4, per academic year for on-campus programs and travel based on applications and funding availability. Of that $4,000, up to $950 may be spent on travel. 4. Monies that have been awarded that are not spent will automatically return to the CPC budget. 5. Funding for travel will be awarded on a tiered system: If 1-3 students are traveling, a maximum of $350 can be granted for a given trip. If 4-7 students are traveling, a maximum of $550 can be granted for a given trip. If 8-16 students are traveling, a maximum of $750 can be granted for a given trip. If 17 or more students are traveling, $950 can be granted for a given trip. Regardless of the number of trips, organizations cannot exceed $950 per year for travel expenses. Application Procedures and Timetables 1. Applications are available on the Student Activities Website at Hardcopies may be picked up at Student Organization Assistance & Resources (SOAR) in room 235 of the Bonnie Hurlburt Student Center. 2. Applications must be turned in at least FIVE weeks in advance of first date of domestic travel and EIGHT weeks in advance of first date of international travel so that the Club Programming Committee has enough time to review and process the application if funding is allocated. Late applications will be automatically rejected. 3. All materials must be properly and completely filled out and all supporting documentation (such as the conference itinerary/agenda) must be included with the application at the time it is submitted. If materials or information are missing, the application will be rejected or, if time allows, the organization will be asked to re-submit it with the proper required information. A completed travel application must include the names and graduation dates of all participants. 4. Submit completed applications to SOAR in Bonnie Hurlburt Student Center room If your application passes initial screenings, you will receive an invitation by to the next CPC meeting at which you (or another student member of your organization who is familiar with the funding request) will be required to make a presentation to the committee about your request and how it will benefit club members and the RU community. CPC meets on Tuesdays at 2:00 p.m. in the Bonnie Hurlburt Student Center. Failure to attend the meeting usually results in automatic rejection of the application. IMPORTANT: CPC funding is intended for student-initiated events and trips. Therefore, presentations for funding should be made by student members of your organization. Advisors are welcome to attend the meeting, but student club members must take the lead on the presentation. Presentations by advisors are strongly discouraged. Advisors and faculty members are encouraged to support students who are planning programs tied to the mission of their organization and to allow students to gain experience through the CPC and event planning processes. 6. Following review by the Club Programming Committee, the organization member whose signature is on the application will be notified regarding the application decision via within two (2) days. 7. If CPC approves your funding request, you will be required to meet with the Student Activities Accounts Manager within 48 hours of notification of the CPC decision in order to complete more paperwork, including a Request for

3 Travel form. Failure to meet this deadline will result in the retraction of the funding approval. CPC approval is preliminary; travel expenses are not officially approved until the Request for Travel form has been approved by all the appropriate signatories. Do not sign any contracts, arrange travel, or make any deposits until after you have met with the Accounts Manager and after the Request for Travel form has been approved by administration. 8. Upon return from your trip, you must turn in receipts to the Account Manager within three days of the trip. You will also need to complete an online survey about your experience. Failure to complete these tasks within the required timeline will disqualify your organization from receiving future funding. 9. After your travel, you must complete an online survey about your experience using the link provided in the you will receive when your funding is approved. Failure to complete the survey will disqualify your organization from receiving future funding. Allocation Process 1. The Committee typically reviews applications weekly, except during breaks when school is not in session. CPC does not convene during the summer. 2. The Committee reserves the right to partially or fully award the amount of funding requested. 3. The Club Programming Committee reserves the right to not fund travel opportunities at all. What CPC May Fund: 1. Travel opportunities that are educational in nature and directed primarily to the student community since CPC is funded by student activities fees. Examples include but are not limited to: leadership conferences, competitions, tournaments, debates, seminars, and off-campus events where students compete, present, or receive awards as a representative of Radford University and their respective organization. 2. Travel to community service projects at which recognized clubs or organizations are participating. Restrictions - What CPC Will NOT Fund: 1. Travel opportunities in violation of State law and/or Radford University rules, regulation, or procedures. 2. Activities or expenses that were not included in the approved CPC application as submitted. 3. Travel to fundraising projects or charitable events. 4. Food (outside of meals covered in registration expenses). 5. Travel expenses for students that are not registered at Radford University. (For example, for organizations that have joint chapters shared with Virginia Tech, expenses for VT students cannot be paid.) 6. Transportation costs for an individual or organization engaged in lobbying, class work requirements, or travel where the primary purpose is job/internship hunting. 7. Gas expenses. If a personal vehicle is used for travel, mileage reimbursement will be provided upon return, once receipts and miles have been turned in to Student Activities Accounts Manager (Liz Koch, Hurlburt 216). 8. Requests for cash to pay for travel expenses. All transactions must be completed through the Student Activities Accounts Manager (Liz Koch, Bonnie 216) via university credit cards, RU contracts, or purchase orders. 9. THIS IS NOT A COMPREHENSIVE LIST; CPC RESERVES THE RIGHT TO RESTRICT FUNDING.

4 Student Travel Request Policies 1. All travel requests must be accompanied by a completed CPC Travel Application. Incomplete applications will be returned and could delay travel arrangements due to time restrictions. 2. Travel vehicles must be in compliance with VA state laws and regulations. 3. Funding is for registration, lodging, and transportation only. 4. Clubs and organizations must provide proof of participation, a letter of invitation, or registration materials with the application for funding. Do not register or commit to a trip prior to receiving CPC approval. 5. Students in their last semester at RU are typically not eligible to receive funding for travel to conferences unless participating in a scholarly presentation or competition. The Club Programming Committee reserves the right to make exceptions for travel for students in their last semester at RU. 6. During the CPC meeting at which their application is reviewed, students applying for travel funding must communicate the benefits that both RU students and the RU community will receive as a result of the travel. 7. When the student organization requesting travel is part of a national organization, the Radford University chapter must be in good standing with their national organization. 8. The names and anticipated graduation date of all students going on the trip must be listed on the application. Processing Expenditures and Receiving Reimbursements 1. Payments or reimbursements may not exceed the amounts requested on the approved application. 2. There will be no payment or reimbursements for specific items or events that were not originally listed or requested in the approved allocation. 3. All expenditures must include an original receipt, canceled check, or billing statement (invoice that details quantity and unit cost). 4. Reimbursement of pre-approved travel will be paid upon proof of purchase. Absolutely no money (cash) will be given to organizations prior to their trip. Appeals 1. Organizations may appeal funding decisions of the Club Programming Committee for one of the following reasons: Evidence that the Club Programming Committee relied upon inaccurate facts or information to reach their decision. Evidence that a procedural error on the part of the Club Programming Committee affected the funding decision. 2. Only organization members representing the interests and desires of the requesting organization may appeal funding decisions of the Club Programming Committee. Organization advisors may be present, but student members must speak on the organization s behalf. 3. Appeals must be submitted within 10 working days of the Club Programming Committee s funding decision. 4. Such appeal requests must be submitted in writing to the Chief Financial Officer of the Student Finance Committee. 5. The organization will be invited to the next scheduled SFC meeting to present its appeal. SFC will review all applications submitted on appeal for funding. SFC does not meet when school is not in session. 6. SFC may uphold the decision of the Club Programming Committee. It may also choose to increase the amount awarded to the request or fully fund the request. Under no circumstances will SFC award less than what was allocated by the Club Programming Committee or more than what was originally requested.

5 Club Programming Committee Travel Funding Application Student Leaders: Before completing the application below, please read all guidelines in the application instructions. Submit completed applications to Student Organization Assistance and Resources (SOAR) in the Bonnie Hurlburt Student Center Room 235. Applications will not be considered if they are turned in less than FIVE weeks in advance of the first date of domestic travel and EIGHT weeks in advance of the first date of international travel. Money will not be given up front for travel expenses. Reimbursements can be made for travel expenses if approved in advance. Reimbursements cannot be made for any items purchased prior to approval of the application or for any items or services that were not listed and approved under the Allocation of Funds section of this application. Lodging, flights, and other needs must be reserved through the Student Activities Accounts Manager. This application is for information collection only; once CPC approves an application, the official RU Travel Request form must be completed and approved by RU Administration. If you would like assistance with proofreading this application, please visit the Learning Assistance and Resource Center in Walker Hall. Organization requesting funds: Conference or event name: Departure Date: Return Date: Conference or event location (venue, city, state, country): Description of conference or event: Is this an annual conference required by your national organization? Yes No Has your organization traveled to this conference/event before? Yes No If so, when? When and how did your organization learn of this travel opportunity? Is your organization presenting, competing, or receiving an award? Yes No If so, please explain: What are other sources of funding? Check all that apply. Organizational checking account Co-sponsoring organizations University department or office (if so, which one? ) Scholar-Citizen Initiative grant Other: How much money will be provided by fundraising and organizational funds for this event? CPC suggests that organizations fundraise at least 10% of the cost of the program. Less than $50 Between $50 and $200 More than $200 What types of fundraising projects have been completed to obtain funds for this event? Person responsible for coordinating payment of bills: How will this travel opportunity benefit your organization, all students, and the RU community? (Use additional pages, if necessary) In what ways will your organization present the information learned during this travel opportunity to RU students and the Radford University community upon your return?

6 List names and graduation dates of all students going on this trip (list on additional page, if necessary): REMEMBER TO ATTACH ITINERARY AND/OR CONFERENCE SCHEDULE TO THIS APPLICATION. Estimated Expenses: Please refer to the tiered system posted earlier in the application instructions for allowable amounts based on the number of students who will be travelling. Auto rental: # of days at per day = Gas expenses (only if using personal [not rented] vehicles): If travelling less than 100 miles per day: # of miles at $0.56 per mile = If travelling more than 100 miles per day: # of miles at $0.246 per mile = Air*: From: Date: To city Date: Return flight: From: Date: To city Date: *Airfare quotes and reservations can be obtained through Christian Travel in Radford, VA. If interested in that option, please call (540) to obtain your airfare quote. Lodging: # of nights for # of rooms at _ = Registration*: Registration fee $ for # of people = *Do not register until funding has been approved. Other (Itemize): Total Expenses: TOTAL COST REQUESTED FROM CLUB PROGRAMMING COMMITTEE: By signing below, I attest I have read and agree to all the information in the Club Programming Funding application form and guidelines. I understand that if the amount spent should exceed the amount approved in any area, the sponsoring organization will be responsible for the difference. The organization is required to send a student representative to the Club Programming Committee meeting to discuss the application with the committee. The applicant will be contacted by regarding the date and time of the meeting at which the application will be reviewed. Student Applicant s Signature* Printed Name Date Phone *Please note: Upon approval of CPC funding, you (the student) must meet with Accounts Manager Liz Koch within 48 hours of decision notification to complete more paperwork in order for the funding request to be completely authorized. Advisor s Signature Printed Name Date Phone