SFB 2016-2017 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

-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.

Funding will not be approved to pay for food at regular meetings; only food for one general organization meeting will be supported each academic semester.  SFB will keep a record of when food is being requested per organization.

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 2016-2017 YEAR

  • There is a $250 MAXIMUM per person for travel funding. This maximum is PER PERSON and will not depend on the organization, meaning that even if a student applies from various RSOs they will still be held to the $250 limit.
    • All members who receive travel funding must be listed on the organization’s roster on Get Connected
  • All events must be FREE and open to the Mason community; however, each RSO is able to request funding for one organization only program PER YEAR. This closed event cannot exceed more than half of the RSO’s current available funding.
  • Remember that all events held off-campus may be subject to review for a limited allocation
  • SFB will stick to the following meal limits when approving funding for food:
    • Breakfast – $8/person
    • Lunch – $10/person
    • Dinner – $15/person
  • Honorariums cannot be awarded to anyone from George Mason University.
  • There is a $25 minimum for all Purchase Order requests to Giant.
  • SFB will only allocate up to $10/pizza for pizza funding requests.
  • All contracts and other documentation (for information on submission go here and documentation go here) must be included with the Student Funding Board requests- any person who is receiving a payment for an agreed upon price needs the corresponding contract and insurance.
  • Catering and food/beverage expenses should not include sales tax
    • (Note: when paying out-of-pocket for catering, the sales tax may be reimbursable)
  • ALL STUDENT FUNDING BOARD EVENTS MUST BE ON THE ORGANIZATION’s GET CONNECTED PAGE BEFORE RECEIVING ANY ALLOCATION (getconnected.gmu.edu)

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.

  • An SFB Board Member will provide an allocation response to 10-14 business days after the deadline
  • Purchase Order (PO) Requests must be submitted at least FIVE days prior to the event. Invoices/receipts as a result of a PO must be submitted no later than FIVE days after the event.
  • Contracts must be submitted NO LATER THAN 30 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.**