Student Funding Board – Student Involvement

2022-2023 Updates

As of June 6th, please utilize the FY2023 SFB Application

Website is currently being edited to reflect updates for the 2022-2023 Academic Year.

SFB members will be reviewing the applications through the summer on a rolling basis. Should you have any questions please email sfb@gmu.edu.

Should your organization require a contract or any additional documents we request that you submit your application(s) as soon as possible to ensure proper review and signatures. Otherwise, you may not be able to host the vendor on campus and/or provide them with compensation. Finally, we wanted to remind you of the following.

Apply now using the “Money” tab on your Organization’s Mason360 page (click Money > Budgeting to see the application).

*Please keep in mind that your organization is responsible for following all current COVID-19 event restrictions, even if the event is off-campus. Any violation of these guidelines will affect your organization’s ability to receive funding from SFB in the future. See current guideline here: https://www2.gmu.edu/safe-return-campus/events-and-gatherings

Application Process via Mason360

The entire application process will now be through Mason360! SFB will no longer be using email to provide decision information. You will be able to see all of your approved requests and allocation amounts on your organization’s page on Mason360. All communication regarding funding decisions and application questions will be through Mason360’s chat function.

Single Organization Application Instructions: https://si.gmu.edu/wp-content/uploads/2020/07/Single-Organization.pdf

Collaboration Application Instructions: https://si.gmu.edu/wp-content/uploads/2020/07/Instructions-Collaborations-updated.pdf

Application Limits and Deadlines

Events with Payment to Non-Mason Vendors that require contracts, honorariums, guest lecturer agreements, etc. are due 30 days before your event date.

Applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via Mason360.

Applications will be reviewed on a rolling basis. You can track your application status on Mason360. The review process will begin within 5 business days of submission.

Events not requiring payment with the use of a contract, honorarium, guest lecturer agreements, etc. are due 15 days before your event date.

Applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via Mason360.

Applications will be reviewed on a rolling basis. You can track your application status on Mason360. The review process will begin within 5 business days of submission.

New Collaboration Policy

In order to keep accurate budgets for all groups, all collaborating organizations contributing funds to an event must submit one application for the cost of items that their organization(s) have agreed to purchase.
Organizations may pool available funds.
Large costs (catering/performer fees) can be split but should be notated in the application.
Unfortunately, there will be no monetary benefit for collaborating with organizations at this time.

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

💵What Does SFB Fund?

Event Supplies (including non-permanent decorations and utensils)
Catering and Food Maximums-
- $15 per person breakfast
- $20 per person lunch
- $30 per person dinner
Performer Fees
Vendor fees
Honorariums (up to $500 maximum)
- Average honorarium at Mason is $175
Travel – hotels and flights (Tier 2 only – limited to $1000.00 per year and $500 per individual inclusive of conference fees)
- All travelers receiving funds must be an active member of the RSO and currently enrolled.
- Full Names and Mason Email Address of travelers are required to be included in SFB Application upon submission.
Conference/competition Fees
Marketing and print materials (flyers, social media ads, publications etc.)
Event Services
Police
Parking for Non-Mason Affiliated Guests
Website domains, subscriptions (as they relate to the mission and function of the RSO).
Mason owned facility space rentals (i.e. Center for the Arts, Mason Square (formerly Arlington Campus))

🚫SFB does NOT fund:

Gift Cards
Permanent items that do not have a on campus storage site (must have written permission from department)
Formals/Banquets that are closed or designed specifically for the group applying
National Dues
Insurance
Students & staff parking on campus
Events that are not free, open, and accessible to all students (must be within a 10 mile radius of your RSOs primary campus)
Charity events, fundraisers, or an even that is collecting donations of any kind

Don’t see your item on this list? Please come talk to us at our office hours, or feel free to apply.

Deadlines

Using the deadlines listed below, use this helpful tool to figure out when your application is due. Put your event date in as the “start date”, select subtract, and put in the number of days (inclusive of weekends) listed below (15 or 30 depending on your event cost) .

Application Date Calculator (https://www.timeanddate.com/date/dateadd.html)

Example Pictures:

Events with Payment to Non-Mason Vendors that require contracts, honorariums, guest lecture agreements etc. are due 30 days before your event. l To be considered, applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via Mason360.

Events not requiring payment with use of a contract, honorarium, guest lecture agreements, etc. are due 15 days before your event.

To be considered, applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via Mason360.

Appeal Deadlines

All appeals must be submitted within 5 business days of decision and completed within 14 business days.

Application Process

Before You Apply

Gather the following information before you start your application:

Space confirmation via 25 live or screenshot of confirmation email
A detailed budget spreadsheet with an itemized list of all costs associated with event. This should also include who/what/where purchases are being made. May include some or all of the following:
- Rental fees
- Event Services and Police Fees
- Itemized list of supplies and costs
- Catering and food purchases
- Performer/vendor fees
- Conference fees
- Travel costs
Proof of all costs (invoices, estimates, or screenshots of items being purchased)
If using Event Services or Sodexo Catering, you must include estimates in your application. Make sure to reach out to these services at least a week in advance to your submission deadline.
Your Organization’s 6 digit code (number starting with 610XXX). If you do not know this, email sibudget@gmu.edu.
Make sure your organization is in good standing (no outstanding debt, all trainings completed, and fully registered). Any organization found to have violated any SFB or University policy while utilizing SFB funds, may be subject to a funding freeze.

Apply

Events under $5000

To apply, go to your organization’s page, click the Money tab, Budgeting, then create budget request. Below are detailed instructions for completing your request:

Single Organization Application Instructions: https://si.gmu.edu/wp-content/uploads/2020/07/Single-Organization.pdf

Applications must be submitted by an RSO President or Treasurer by 11:59pm (EST) the night of the deadline for events that are considered for that deadline. Keep in mind, deadlines are now rolling. Please see the “Deadlines” tab to see if your request is eligible.

If the request is over $1000.00, the RSO advisor also submits the “Advisor Approval Form” on Mason360.
Student Funding Board will review the applications two days a week on a rolling basis.
5-7 business days after the submission, the President and Treasurer of the organization will be able to see the status of their request through Mason360, any needed changes or updates will be communicated via messaging on Mason360.
The allocation will be approved, denied, or reduced via Mason360.

If your organization does not receive funding, or your funding is reduced you may appeal the decision within 5 business days. The appeals process is explained in detail further down this page.

Events $5000 or more

Applications must be submitted by an RSO President or Treasurer by 11:59pm (EST) 60 days before the event. Please see the “Deadlines” tab to see if your event is eligible as well as presentation dates.

Applications will be reviewed using the same process as described above. However, any event over $5000 may be asked to present on the event to the Student Funding Board. These requests will be made based on the following:

Amount of information provided in the application
Complexity of event
Cost per student based on expected attendance
Type of vendor/performer (ie. national artist vs. local artist)

If asked to present on an applications, a representative from each organization involved in event must be present at presentation. Each presentation will last 20 minutes followed by a 10 minute Q&A from the board. Make sure to include the following information in your presentation:

Detailed description of the event
Detailed budget with costs and vendors
Explanation and rationale for costs
Description of how the event will impact the Mason community
Marketing and promotion plan

SFB will respond with decision via Mason360 within 5 business days.

If your organization does not receive funding, or your funding is reduced you may appeal the decision within 5 business days. The appeals process is explained in detail further down this page.

After You Receive Funding

SFB will provide information via Mason360 message on what types of spending may be required to host event or travel.

IT IS THEN UP TO THE ORGANIZATION TO CONTACT THE BUSINESS MANAGER (sibudget@gmu.edu) AND ARRANGE HOW THE FUNDING WILL BE SPENT
IT IS UP TO THE ORGANIZATION TO SUBMIT THE NECESSARY PAPERWORK TO ARRANGE PAYMENT TO THE BUSINESS MANAGER IN A TIMELY MANNER

For more information on payment procedures, please use the RSO Self-Service center or email RSO@gmu.edu. Helpful searches may include: Purchase orders, contracts, reimbursements, travel, etc.

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

Appeal Process

Should your organization receive an email from SFB resulting in a denial or reduction of funding, you may appeal the decision.

TO APPEAL the President and/or Treasurer must reply to the the message sent to your organization through Mason360. You will have an opportunity to update your application with the information required.

Things to consider when making an appeal:

Make sure you’re within the Appeals time window. All appeals must be submitted within 5 business days of the original decision email, and completed within 14 business days.
Once that information is submitted the board members will review it at their next scheduled meeting and get back to you with an updated allocation.
After receiving the updated allocation and approval you’re able to move forward with the planning for your event.

NOTE: If you’re going through the appeals process you should not be advertising your event. Advertising can begin once you have secured the funds necessary to support your event.

IMPORTANT:
For many purchases, including catering, you must use Mason approved vendors. Here are some helpful links to access the list of approved vendors:

Approved Caterers List: https://shopmason.gmu.edu/approved-caterers-list/
Approved Printers: http://fiscal.gmu.edu/wp-content/uploads/2018/11/Printing-Contracts.pdf
Promotional Vendors and Pricing : http://fiscal.gmu.edu/wp-content/uploads/2018/09/Promotional-Vendors.pdf
Supply Room: https://thesupplyroom.com/divisions/office-essentials/

SFB Frequently Asked Questions (FAQs)

My organization is a Registered Student Organization (RSO), is there money automatically in my account each year?
I submitted an application, does that mean I automatically received those funds?
What happens if I spend money without having funds allocated through SFB or Self-Generated Revenue?
How do I change the date of my event?
How do I let SFB know that an event has been canceled and SFB funds are no longer needed?
What happens over the holiday breaks with SFB requests (i.e. Thanksgiving, Spring Break)
How far in advance can you apply for funding for an event?
After I receive my allocation from SFB, how do I access the funds?
Are there certain vendors I have to use?
What are Tier 1 and Tier 2 allocation amounts?

1. My organization is a Registered Student Organization (RSO), is there money automatically in my account each year?

NO! RSOs do not have money automatically in their accounts each year. RSOs who do collect dues, sponsor fundraisers, receive donations/sponsors, etc. may have funds available in their on-campus account. These funds are called self-generated revenue (SGR) and money is left at the end of one fiscal year it is rolled over to the following year and available for use. These funds must be spent in compliance with the university and Commonwealth’s spending guidelines.

2. I submitted an application, does that mean I automatically received those funds?

NO. Groups that submit applications DO NOT automatically receive funds. You must wait to spend money until you have received an approval of funds via Mason360 from the Student Funding Board (SFB) stating how much your organization has been awarded and how it can be spent. If you spend money prior to approval, you risk not getting reimbursed for those expenses.

3. What happens if I spend money without having funds allocated through SFB or Self-Generated Revenue?

Your organizations account will be put on hold and no business will be allowed to take place. The hold will remain until the organization deposits funds into your on campus account to offset the negative balance. You cannot use SFB funds to pay off debt.

4. How do I change the date of my event?

Send an email to sfb@gmu.edu to let them know the new date. Events can always be pushed back, but might not be able to moved forward due to funding deadlines. Also, make sure that you let the services you might have booked (i.e. Catering, Events Production, Police) know that you have changed your date.

5. How do I let SFB know that an event has been canceled and SFB funds are no longer needed?

Send an email to sfb@gmu.edu to let them know the event has been canceled. Also, make sure that you let the services you might have booked (i.e. Catering, Events Production, Police) know that you have canceled your event. Also, be aware that some offices that you book services through have cancellation deadlines. Make sure your organization pays attention to them so you do not receive a fine.

6. What happens over the holiday breaks with SFB requests (i.e. Thanksgiving, Spring Break)?

All applications submitted over the holiday breaks are reviewed at the next scheduled SFB meeting.

7. How far in advance can you apply for funding for an event?

The further in advance the better! Just remember you must submit by the deadline listed in the deadlines section of this page.

8. After I receive my allocation from SFB, how do I access the funds?

Important: Depending on what you applied for to receive funds it will impact how you access these funds. Please reference the RSO Self-Service Center under the Forms & Resources tab. You are responsible for arranging all payments. Never pay for vendors, caterers, or performers out of pocket. Email sibudget@gmu.edu with any questions.

9. Are there certain vendors I have to use?

Yes. You may need to use an approved university vendor for purchases like catering, promo items, and printing. Here are links to the approved vendor lists:
- Approved Caterers List: https://shopmason.gmu.edu/approved-caterers-list/
- Approved Printers: http://fiscal.gmu.edu/wp-content/uploads/2018/11/Printing-Contracts.pdf
- Promotional Vendors and Pricing : http://fiscal.gmu.edu/wp-content/uploads/2018/09/Promotional-Vendors.pdf
- Supply Room: https://thesupplyroom.com/divisions/office-essentials/
10. What are Tier 1 and Tier 2 allocation amounts?

Tier 1 can be allocated up to $3,000 for the entire academic year

Tier 2 can be allocated up to $6,000 for the entire academic year

That means you have up to those amounts to be allocated for the entire academic year. Each time you get an approval for allocation it goes towards that amount total for the academic year.

About Our Team

Registered Student Organizations (RSOs) are able to apply for funding through the Student Funding Board (SFB). These funds allow students to hold events and programs sponsored by their organization. The SFB of George Mason University is a student board that is managed out of the Student Involvement office as a departmental student organization.

SFB is housed in Student Involvement Offie located in The Hub Room 2300.

Contact and Office Hours

If you have any questions or comments for the Student Funding Board, visit us at our office hours, email us at SFB@gmu.edu or fill out the contact form below!

Spring 2022 Office Hours:

TBD, will be posted the week of January 17th, 2022

You may request a virtual meeting with SFB via email at sfb@gmu.edu.

You must include your organization name in the message!