How to Request Funding

Registered Student Organizations may request funding through the Student Government Association to support meetings, events, programs, travel, supplies, and other approved organization activities.

Requesting Funds from SGA

To be eligible to receive funding, an organization must:

• Submit a budget proposal form by the first Friday in April for the annual budget.
• Re-register the RSO by Sept. 15 of the following academic year.
• Have two representatives attend both the fall and spring update meetings.
• Be an active Registered Student Organization.
• Be in good standing with CACE and the university.

The Student Government Association reviews all submitted budget proposals.

How Funds May Be Used

Organizations may request funding for a variety of approved activities during the academic year. Requests must be submitted through the budget proposal process by the first Friday in April.

Funds may be requested for:

• Monthly meetings
• Special activities
• Speakers and presentations
• Trainings
• Team competitions
• Postage, printing, and office supplies
• Registration fees for workshops or conferences
• Out-of-town transportation
• Membership fees or dues in an association

Student Activity Fee Funds

RSOs receiving student activity fee dollars must manage those funds through CACE and the university’s Business Office.

Student organizations receiving student activity fee funds are prohibited from having off-campus accounts, including but not limited to checking accounts, savings accounts, Venmo, Cash App, Square, or similar services.

For card payments, RSOs may request an online storefront.

Prohibited Uses of SGA Funds

The Student Government Association does not approve activity fee expenditures for:

• Alcoholic beverages
• Political campaigns or campaign-related activity
• Legislative lobbying or organizations whose primary purpose is to influence legislation
• Legal services or bail bond funds
• Personal, non-contractual gain of any student, faculty member, staff member, or citizen
• Grants-in-aid, scholarships, salaries, wages, loans, or personal compensation
• Advertisements in media productions such as newspapers, magazines, television, or billboards
• Entertainment expenses incurred while traveling on organization business
• Donations, charitable contributions, or philanthropic activities
• Membership dues to fraternities or sororities
• Honoraria for UAFS faculty or staff speaking on matters related to their area of expertise
• Gift cards of any kind
• Student or advisor meals while traveling
• Travel outside the continental United States
• First-class airfare
• Tobacco products or prohibited substances
• Expenditures that should be funded by academic or administrative departments

Reserve Funds

RSOs that need additional funds during the current academic year may apply for reserve funding from SGA.

• Organizations may submit one reserve funding request per semester.
• Requests may not exceed $2,000 per submission.
• New RSOs may not request more than $1,000 per submission.
• A new RSO is one that has formed within the past 365 calendar days.

In NUMALink, student officers can access the Finance tab from the organization’s Admin Dashboard and select Allocation from the Create dropdown menu.

Debt

Student organizations are strictly prohibited from debt spending. CACE may hold organizations financially responsible if they violate university policy, overspend an agency account, or are sanctioned to repay university fees.

If an organization fails to pay the amount due, it may lose its charter, registered status, and university privileges. Organizations that do not pay debts may also have holds placed on officer records or be referred for disciplinary action.

The university is not responsible for debts or liabilities of student groups. Officers may be held liable for financial obligations incurred by the group.

Purchase Orders

The Create Expenditure form allows RSOs to choose how they would like to use organization funds.

The purchase order process is as follows:

1. The student petitioner fills out a purchase request on NUMALink.
2. Select Create Expenditure and choose Purchase Order Request as the purpose.
3. CACE reviews the request and approves or denies it based on paperwork, event registration, invoices, and available funds.
4. If approved, CACE enters the requisition into Workday and creates a purchase order for the supplier.

The purchase order process may take a week or longer. If the supplier is not already in the UAFS payment system, additional information will be required and the process may take longer.

Important: No items may be received before a purchase order is issued.

PCard Purchase Requests

Student leaders are encouraged to submit PCard Purchase Requests rather than reimbursement requests when using organization funds.

PCards are university purchase cards assigned to UAFS staff members. They may only be used by the cardholder.

Officers should submit PCard Purchase Requests at least five business days before the items are needed.

Step-by-Step PCard Purchase Request

1. The event must be approved by CACE through an event registration on NUMALink.
2. The petitioner completes a Create Expenditure request from the organization’s Finance site.
3. Select PCard Purchase Request.
4. Provide detailed purchase information in the request form.

Reimbursement

Members and advisors may purchase needed items and request reimbursement by check through CACE using the organization’s agency fund.

To be eligible for reimbursement, purchases must be made with cash, check, or credit/debit card. Any one purchase may not exceed $250 unless special approval is received in advance.

Reimbursement requests will be denied if purchases are made using food stamps, Lions Cash, or gift cards.

Receipts should be turned in within 30 days of the receipt date.

Step-by-Step Reimbursement

1. The event must be approved by CACE through an event registration on NUMALink.
2. The petitioner completes a Create Expenditure request and selects Reimbursement Request.
3. The original itemized receipt must be uploaded to the Create Expenditure form.
4. The petitioner will receive an email notification from CACE when the reimbursement check is available for pickup.
5. All reimbursement checks should be cashed within 30 days.

Avoid These Reimbursement Errors

• Travel-related expenses cannot be reimbursed through the CACE Office.
• Purchases made with food stamps, Lions Cash, or gift cards cannot be reimbursed.
• The petitioner’s name should be written at the top of the receipt.
• Purchases over $250 should use the purchase order process unless special approval is granted.
• Do not submit receipts with personal items mixed with RSO purchases.
• Receipts must be itemized and show proof of payment.

Graduation Cords and Stoles

RSOs may have approved graduation cords and stoles. To register an RSO cord or stole, contact Wayne Womack, registrar.

Email: Wayne.WomackFREEuafs

Questions?

For questions about RSO funding, allocations, purchases, reimbursements, or reserve funds, contact the Office of Campus and Community Engagement.

Email: caceFREEuafs