SFB 2017-2018 Application Process and Guidelines

IMPORTANT

All events MUST be FREE, as SFB funds will not be used for events where an admission fee is being charged.

SFB will NOT be awarded for:

  • Formals/Banquets
  • National Dues
  • Insurance
  • Students & Staff parking on campus
  • Regular Meetings / Events

-We STRONGLY encourage RSOs to collaborate and partner on programs and events. This allows for funds to be used in a much better way and reduces the number of similar events happening on campus. Working together will allow for event planning responsibilities to be divided amongst the organizations, reducing the workload, while getting more people to attend and enjoy the event.

REQUIRED TRAININGS

-Presidents & Treasurers for each RSO MUST complete the required Fiscal Management Workshop(s) in order for your organization to be eligible to receive SFB funds. Failure to do so will result in no funds being allocated to your organization until it is completed.

-Presidents & Treasurers are REQUIRED to complete the required Fiscal Management Workshop(s) at the beginning of EACH academic year as some things change.

-For more information on the Fiscal Management Workshop(s), please visit: HERE

SFB CHANGES FOR THE 2017-2018 YEAR- see all changes here

STUDENT FUNDING BOARD PROCESS

Application process:

  • Applications must be submitted (BY PRESSING SUBMIT AT THE END OF THE GET CONNECTED APPLICATION) by the President or Treasurer by 11:59pm (EST) the night of the deadline for events that are considered for that deadline. For a complete list of information on deadlines please go to this link: http://si.gmu.edu/get-connected-to-funding/sfb-deadlines/
  • Event is submitted on Get Connected
  • If the request is over $500.00, the RSO advisor also submits the “Advisor Approval Form” on Get Connected
  • Student Funding Board will review the application the week AFTER the deadline (applications are not reviewed on a rolling basis)
  • 10-14 business days after the deadline, the President and Treasurer of the organization will receive an email from SFB@gmu.edu regarding the allocation
  • The allocation will contain information regarding the amount that is allocated OR it will be a request for further information

APPEAL PROCESS:

  • TO APPEAL: It is the President and/or Treasurer’s responsibility to respond to this ORIGINAL email with the documents / information that was requested. This should be done within 7 BUSINESS days of the original email
  • Once the information is received then SFB can allocate the funding

PAYMENT COORDINATION:

  • IT IS THEN UP TO THE ORGANIZATION TO CONTACT THE BUSINESS MANAGER (sibudget@gmu.edu) AND ARRANGE HOW THE FUNDING WILL BE SPENT (purchase order or reimbursement)
  • IT IS UP TO THE ORGANIZATION TO SUBMIT THE NECESSARY PAPERWORK TO ARRANGE PAYMENT TO THE BUSINESS MANAGER IN A TIMELY MANNER(at least three business days prior to the event)

AFTER THE EVENT:

  • Submit the original receipt and all documentation to the business manager in Student Involvement
  • Submit the SFB Event Evaluation form within 10 business days of the event

SAMPLE APPLICATION

Below you will find an example of a strong SFB application. This model should be used as an example of what a COMPLETE application looks like, as well as what the board is looking for in the application attachments:

Chinese Student Scholars Association Application

Chinese Student Scholars Association Attachment 1 – this showed the board that their space was already reserved

Chinese Student Scholars Association Attachment 2 – this is a GREAT example of a breakdown of expenses. It helps the board know exactly what is needed and how much.

Attachments are required as part of the application and these are strong examples of what should be attached. Other ideas might be invoices from vendors, event flyers, etc.

GENERAL RULES/GUIDELINES for FUNDING of ALL REQUESTING ORGANIZATIONS

Tier 1 RSOs can receive up to $1,000 per academic year and must adhere to the following spending guidelines:

  • Catering orders under $250
  • Office Supplies may be requested once per academic year. The Maximum Allocation for this will be $100 per ACADEMIC YEAR. This allocation WILL BE considered part of the $1,000 maximum.
  • Honorarium Fees (limited at $500/academic year)- Please note that honorarium payment requests MUST be submitted at least 30 days prior to the event. This means you MUST apply well in advance for funding.
  • Event Advertising (Flyers/Posters/Banners)

Tier 2 RSOs can receive up to $3,000 per academic year, but CANNOT request funds for travel/conference expenses and must adhere to the following spending guidelines:

  • Catering (be mindful of price per person when applying). Please be aware that SFB will adjust accordingly.
  • Police/Security
  • Event Advertising (Flyers/Posters/Banners)
  • Events Production, Events Management/Facility Fees
  • Office Supplies may be requested once per academic year. The Maximum Allocation for this will be $100 per ACADEMIC YEAR. This allocation WILL BE considered part of the $3,000 maximum.
  • Honorarium/Speaker/Performance Fees- Please note that contracts and honorarium payment request forms MUST be submitted at least 30 days prior to the event. This means you MUST apply well in advance for funding.

Tier 3 RSOs can receive up to $5,000 per academic year and MAY request funds for travel/conference expenses and must adhere to the following spending guidelines:

  • Catering (be mindful of price per person when applying). Please be aware that SFB will adjust accordingly.
  • Event Advertising (Flyers/Posters/Banners)
  • Events Production, Events Management/Facility Fees
  • Conferences/ Leadership Programs/ Competitions (Maximum Allocation of $1,000 per ACADEMIC YEAR). Travel Authorizations MUST be submitted at least 7 Days before traveling.  This will be included in the maximum available for a student organization to apply for.
  • Police/Security
  • Office Supplies may be requested once per academic year. The Maximum Allocation for this will be $100 per ACADEMIC YEAR. This allocation WILL BE considered part of the $5,000 maximum.
  • Honorarium/Speaker/Performance Fees- Please note that contracts and honorarium payment request forms MUST be submitted at least 30 days prior to the event. This means you MUST apply well in advance for funding.

REVENUE GENERATION

Events charging admission will NOT be eligible to receive SFB funds. If you plan on charging for events then Self-Generated Revenue (SGR) MUST be used. If you’re organization has no SGR then we will need to have an explanation on how you plan to pay for your event so that charges don’t start showing up in your account with no deposits paying for the charges.

**Please also refer to the “Cash Handling & Wristband Procedures for Recognized Student Organizations” section of the Mason Event Procedures & Guidelines**

REVIEW PROCESS

The SFB committee will review requests every TWO weeks (with the exception of holiday breaks). Requests are not reviewed on a rolling basis as they are received.

  • Purchase Order (PO) Requests must be submitted at least THREE BUSINESS days prior to the event. Invoices/receipts as a result of a PO must be submitted IMMEDIATELY after the event.
  • Contracts must be submitted NO LATER THAN 10 BUSINESS DAYS IN ADVANCE. This means you MUST apply for a deadline well in advance.
  • All other payments and reimbursement requests of $1,999 or less (not involving contracts)-must be submitted within THREE weeks after the event or reimbursements will not be granted. It is important that we receive them in a timely manner for budgeting purposes.
  • All orgs are required to submit an event evaluation form NO LATER THAN 10 DAYS after the event, if not submitted additional funding requests will not be approved until received.

**All documentation mentioned above can be found in the Fiscal Management section of the website or in the RSO Fiscal Handbook online.  Registered Student Organizations who fail to comply with any of these deadlines listed above will lose access to funds for the remainder of the school year.**