Table of Contents Instructions.pages 3-4 Funding Proposal Form.. pages 5-6 Event Summary Form. page 7 Extension Request Form. page 8 2
Instructions The following are guidelines that must be adhered to when requesting funds from the Indiana University South Bend (SGA). Eligibility Any Student organization registered with both the Office of Student Life & the Bursar s Office Department currently receiving funding from the Student Activity Fee Individual student The Funding Request Form Must be Typed onto this PDF (use Adobe Reader). A hand-written form will not be considered. Submitted via email to Vice President, Leah Klopfenstein at lklopfen@iusb.edu Submitted no later than 1:00pm Wednesday for consideration at the upcoming meeting. Supplemental materials may accompany the Funding Request Form & are encouraged! Funding Request Procedure Upon receiving the Funding Request Form, the SGA Vice President will verify delivery and proper completion of the Form with the primary representative through email. In order to be considered, a representative must present their Funding Request to the SGA Senate; nonattendance of a representative will delay consideration until the next scheduled official meeting. Funding Requests in excess of $1,000 may be postponed by the Senate for up to two (2) SGA meetings for additional consideration and debate. 3
How Funding Works Funds are awarded on an up to amount basis; meaning funding provided by the SGA will not exceed the amount approved by the Senate. Funding operates on a reimbursement system; meaning the SGA pays you back for approved purchases. Under no circumstance will funding be provided upfront. How to Get Paid Back You must retain all receipts as proof of purchases for your event. You must submit the Event Summary Form along with scanned copies of receipts to SGA Treasurer within 30 days of your event. Please email this to Treasurer, Nargiza Amirova at namirova@iusb.edu. The SGA will then credit your organization s Bursar account equal to the joint amount of all receipts. Individual students will receive their reimbursement in the form of a check. One 30 day extension may be obtained by submitting the Extension Request Form to the Treasurer. No extension will be provided beyond this. Failure to meet this deadline will result in the forfeiture of the awarded reimbursement funds. Important Information Money spent beyond the amount approved by the Senate, as well as money spent on purchases not authorized by the Senate for reimbursement will be the responsibility of the organization, department, or individual who incurred these additional costs. Promotional materials before and during the event must bear the Student Government Association Logo (will be provided to you once approved for funding). Events must adhere to the Special Events Manual guidelines. Questions? Please contact Vice President Leah Klopfenstein at lklopfen@iusb.edu or stop by the office in the Student Activities Center, Room 202. 4
Funding Proposal Form Name of Organization, Department, or Individual Seeking Funding: Representative s Name: E-mail Address: Phone Number: For Student Organizations Advisor s Name: Advisor s Email: Title of Event: Description of Event: Purpose & Expected Benefit: 5
Event Cost Breakdown Anticipated Item(s) Projected Expense(s) Funding Amount Requested Total Fundraising Activity Date Amount Raised 6
Bursar Account Balance 7
Event Summary Form Name of Organization, Department, or Individual: Title of Event: Date Event was held: Attendance: Total Cost of Event: How did your event create student involvement at IU South Bend: Receipts Attached? 8
Extension Request Form Name of Organization, Department, or Individual: Title of Event: Date Event was held: Representative: E-mail Address: Phone: Reason for Extension: Due Date Event Summary Form & Receipts No extension provided beyond this date. Failure to meet this deadline will result in the forfeiture of the awarded reimbursement funds. 9