Student Funding Board

2018-2019 Updates

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 branch of Student Government and is comprised of four appointed Student Government members, as well as two representatives from the Registered Student Organization Leadership Team.

SFB Spring 2019 Meetings: Tuesdays at 3:00PM in Student Involvement

Information about required trainings and registering to attend can be found on the Fiscal Management section of the website. http://si.gmu.edu/registered-student-organizations/spending-money/

2018-2019 Student Funding Board Members:

Obum Egolum, Chair, Secretary of Administrative & Financial Affairs for Student Government
Jose Espinal, Student Government Representative
Nick Chen, Student Government Representative
Haneen Elfaki, RSO Leadteam Representative
Jonathan Garcia, RSO Leadteam Representative

Spring 2019 Office Hours:

Monday: 12PM-1PM, 1:30PM-8PM
Tuesday: 8AM-11AM, 11:45AM-12:30PM
Wednesday: 10AM-1PM, 3PM-7PM
Thursday: 10AM-12:30PM, 1:45PM-3:45PM, 4PM-6PM
Friday: 8AM-4PM

If none of these times work for you please send an email to sfb@gmu.edu to see if we can find another time to chat or communicate via email.

To better serve the needs of the Student Organizations, each member serves at least four office hours per week, which are held in the Student Funding Board (SFB) Office in Student Involvement (The HUB, Suite 2300). This schedule is subject to change, so check back regularly.

2018-2019 Updates

SFB CHANGES FOR THE 2018-2019 YEAR

There is a $500 MAXIMUM per person for travel funding with a $1000.00 MAXIMUM per organization. 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 $500 limit. Travel is now open to Tier 2 and Tier 3 organizations. ALL MEMBERS WHO RECEIVE TRAVEL FUNDING MUST BE LISTED ON THE ORGANIZATION’S ROSTER ON GET CONNECTED
All applications must include a detailed budget break down via excel or google sheets, must be as detailed as possible
Yearly funding limits have been increased to the following:
- Tier 1 – $3000
- Tier 2 – $5000
- Tier 3 – $7000
SFB will stick to the following meal limits when approving funding for food:
- Breakfast – $10/person
- Lunch – $15/person
- Dinner – $25/person
All contracts (and other documentation) 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.
Collaborations can be submitted on one application with a limit of $14,000.00
- Collaboration applications will be submitted on a separate form listing all organizations involved and how each will be involved. The submitting organization would serve as the primary organization which all event purchases would be submitted through
- Collaborations with 3 or more organizations in order for funding not to be put towards their yearly limit
TAX EXEMPT INFORMATION:
- Catering and food/beverage expenses should not include sales tax
- All purchase orders will be tax exempt
- Reimbursements are not considered payments from the university and are thus not tax exempt. Catering is the only exception
- Grocery items or unprepared food do not count as catering
ALL STUDENT FUNDING BOARD EVENTS MUST BE ON GET CONNECTED BEFORE RECEIVING ANY ALLOCATION

Process/Guidelines

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 2018-2019 YEAR – See the “Updates” tab

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 $1000.00, 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

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 $3,000 per academic year and must adhere to the following spending guidelines:

Catering Orders
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)
Event decoration and Supplies

Tier 2 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.
Police/Security
Event Advertising (Flyers/Posters/Banners)
Events Production, Events Management/Facility Fees
Event Decorations and Supplies
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. Advisor approval needed.
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 $7,000 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. Advisor approval needed
Police/Security
Event decorations and supplies
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 RSO Self-Service 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.**

Deadlines

Student Funding Board Deadlines

All Student Funding Board requests must be prior to the event, there is no retroactive funding.
This means that you must submit an application before your event happens in order to be eligible to receive a reimbursement after your allocation has been sent by SFB (see below for timelines).
Remember applications are not reviewed until after the deadline, regardless of when it was turned in. Applications must be turned in by 11:59pm (EST) of the deadline date. Applications are not reviewed on a rolling basis
Organizations submitting applications where travel is involved, you MUST build in enough time for when you apply to account for applications to be reviewed, receive an allocation, and to input travel into the University Travel Request System at least 7 days prior to traveling.
Applications that need contracts will not receive allocated funding until contracts are input into the Dynamic Forms contract system.

Please keep in mind that when submitting your application, the committee will send out allocation information 10-14 business days after the deadline. Take the following timelines into account when applying:

SPRING 2019 Deadlines:

* Spring break, and final deadline for iWeek events
**Last deadline for summer events
***Deadline for events late summer and early fall 2019

IMPORTANT INFORMATION:

ALL ORGANIZATIONS MUST HAVE THE EVENT LISTED ON GET CONNECTED IN ORDER TO RECEIVE AN SFB FUNDING

Appeal Process

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

If your organization receives an allocation and you would like to appeal the decision you must do the following:

First, make sure you’re within the Appeals time window, which is that your appeal must received BEFORE the next funding deadline or within two weeks from when your allocation was sent (whichever comes first).
Second, make sure you have read your allocation email completely and checked under the “Important Comments” section. This is where in the email that an explanation is provided as to what information is needed or why funding was not approved.
After reading through that section, you can respond directly to the email you received providing the information requested. Information can be provided in the following formats and either dropped off at the office or emailed as an attachment…
- Estimates from a vendor
- Links to websites with the amounts provided
- Screenshots of items being purchased
- Cost breakdown with detailed numbers
- GMU Contract that is signed by the performer
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.

FAQs

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?
I submitted my application on September 12th and the deadline is September 20th, why hasn’t my application been reviewed yet?
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?
How do you appeal an SFB decision?
Do you have an example of a strong SFB application that was allocated funding?

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

NO! RSOs don’t have money automatically in their accounts each year. RSOs who do collect dues, sponsor fundraisers, receive donations/sponsors, etc. should have funds available in their on campus account. These funds are called self-generated revenus (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 official allocation email from the Student Funding Board (SFB) stating how much your organization has been awarded and how it can be spent. Spending money prior to approval will not allow you to be reimbursed.

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.

4. I submitted my application on September 12th and the deadline is September 25th, why hasn’t my application been reviewed yet?

Your application has not been reviewed because all applications submitted between deadlines are not reviewed until the following deadline. This means they are all held until the meeting following the deadline. If you need your application reviewed earlier it is up to you to apply with more than enough time so you don’t run into a time crunch.

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

Send an email to sfb@gmu.edu to let them know the date change so they can update their spreadsheets. 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.

6. 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 so they can update their spreadsheets. 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.

7. 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 deadline following the holiday.

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

We recommend that you apply for a deadline that is at least 2-4 weeks before your event date. However, it would be most ideal for you to apply 4-6 weeks in advance. The earlier you apply the better and the more time you have to properly plan your event.

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

Important: Just because you receive an allocation it does not mean that SFB will arrange for items to be paid. Depending on what you applied for to receive funds it will impact how you access these funds. Please reference the Fiscal Management Handbook on how to spend the funds you have been allocated. You can do so HERE.

10. How do you appeal an SFB decision?

You can send an email to sfb@gmu.edu and share your reason for appeal. Also, please provide any additional documentation that will be helpful in aiding the boards decision (i.e. invoices, itemized receipts and online screenshots, etc.). For more information on appeals, please visit: SFB APPEALS. The deadline for SFB appeals is either that they must be received by the next funding deadline or within two weeks from when your allocation was sent, which ever comes first.

11. Do you have an example of a strong SFB application that was allocated funding?

Yes! 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. A clear breakdown is needed to receive full funding.

If you have any questions or comments for the Student Funding Board, please fill out the contact form below! A member of the board will be in contact shortly!

You must include your organization name in the message!