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This image reflects the six steps to complete in order to request SFB funding. Proceed to the text below for detailed instructions.

Overview of Student Funding Board (SFB)

The Student Funding Board (SFB) of George Mason University is a student board that is managed within the Student Involvement Office as a departmental student organization. Registered Student Organizations (RSOs) are able to apply for funding through the SFB. These funds, which are funded by the student activity fee, allow students to hold events and programs sponsored by their organization.  The funds must be spent in adherence to Mason’s policies and procedures and the policies set by the SFB.

Announcements

Step-by-Step Instructions

Learn: What does SFB fund?

Tier 1 RSOs can apply for Event funds and Non-Event Purchases funds. Tier 2 RSOs can apply for Event funds, Non-Event Purchases funds and Travel funds. RSOs must submit a separate application for each type of fund. For example, if an RSO wants to host an event in early September and some RSO members of the same group plan to attend a conference in mid-September, they would need to submit two separate applications. One SFB application for Event funds and one SFB application for Travel funds.

SFB funds:

Events
  • Open to Tier 1 and Tier 2 RSOs
  • RSOs must use Mason approved vendors for catering (list of approved caterers), office related supplies (Supply Room), printing services (list of approved printing contracts) and promotional items (list of promotional vendors)
  • Eligible Expenses Examples
    • Event Supplies (including non-permanent decorations and utensils)
      • RSOs are required to ensure their event supplies are in compliance with the Governor of Virginia’s Executive Order (EO) 77. Therefore, RSOs need to purchase sustainable food service items (e.g., cups, plates, napkins, utensils). No plastic bottles or utensils.  Please utilize your Student Funding Board requests as needed to ensure the extra costs are covered.  For any additional questions, please review the Mason Sustainability Council Website for what can and cannot be purchased.
    • Catering and Food
      • Breakfast: Maximum $15 per person
      • Lunch: Maximum $20 per person lunch
      • Dinner: Maximum $30 per person dinner
    • Performer Fees
    • Vendor fees
    • Honorariums
      • Up to $500 maximum
      • Average honorarium at Mason is $175
    • Marketing and print materials (flyers, social media ads, publications etc.)
    • Event Services
    • Police fees
    • On-campus parking for Non-Mason affiliated guests
    • Mason owned facility space rentals (i.e. Center for the Arts, Mason Square (formerly Arlington Campus), SciTech)
Non-Event Purchases
  • Open to Tier 1 and Tier 2 RSOs
  • RSOs must use Mason approved vendors for office related supplies (Supply Room), printing services (list of approved printing contracts) and promotional items (list of promotional vendors)
  • Eligible Expenses Examples
    • Equipment (e.g., computer parts, car parts, sporting goods supplies)
    • Branded tablecloth
    • Marketing and print materials (flyers, social media ads, publications etc.)
    • Website domains, subscriptions (as they relate to the mission and function of the RSO.
  • We do not fund any type of RSO branded or non-branded promotional times including t-shirts. We do fund branded table cloths as a promotional item.
  • Note: When you host an event and you would like to request event related supplies, you will include that in your “Event” request. You should not submit a separate “Non-event Purchases” request.
Travel
  • Limited to Tier 2 RSOs only
  • Maximum $1,000 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
  • In addition to the RSO President or Treasurer completing the SFB application, the RSO Advisor must complete the RSO Advisor Approval Form 
  • Eligible Expenses Examples
    • Transportation
    • Accommodation
    • Conference fee
    • Competition fee

SFB does NOT fund:

  • We do not fund any type of RSO branded or non-branded promotional items including t-shirts. We do fund branded table cloths.
  • Events that are NOT free, open, and accessible to all students
    • Examples:
      • Events that are not within a 10-mile radius of a United States (US) GMU campus (Fairfax, Mason Square at Arlington, Sci-Tech)
      • Formals/Banquets that are closed or designed specifically for the group applying
      • Charity events, fundraisers, or an event that is collecting donations of any kind
      • Permanent items that do not have an on-campus storage site
  • Gift Cards
  • National Dues
  • Insurance
  • On-campus parking for students and staff

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Prepare: What do I need to do before I apply?

Step 1: Review SFB funding allocation limits, application deadlines & processing times
  • SFB Funding Allocation Limits
    • Tier 1: Up to $3,000
    • Tier 2: Up to $6,000 (Maximum $1,000 for Travel)
  • SFB Application Deadlines (Days = inclusive of weekends)
    • Events:
      • SFB requests requiring payment to Non-Mason vendors that require contracts, honorariums, guest lecture agreements etc. are due 30 days before your event date.
        • Important: Contracts are due 30 days before the event. The final signed draft must be turned in 20 days before the event to the RSO Lead Team. 
      • SFB requests NOT requiring payment to Non-Mason vendors that require contracts, honorariums, guest lecture agreements etc. are due 15 days before your event date.
    • Travel
    • Non-Event Purchases
      • SFB requests are due 15 days before the date you need the supplies.
    • Important: These deadlines have been developed based on the assumption that the initial SFB submission will meet all requirements without any revisions needed. If revisions are needed, this could impact the ability to approve funds on time.
  • SFB Team Processing Times
    • Fall Semester 2023
      • The SFB Team processes SFB applications:
        • Friday, July 7, 2023 – Wednesday, November 29, 2023 except for Thanksgiving Break
      • The SFB Team will NOT process SFB applications during Thanksgiving Break:
        • Wednesday, November 22, 2023 – Friday, November 24, 2023
        •  The SFB Team will NOT process SFB applications during Winter Break:
          • Friday, December 1, 2023-  Sunday, January 14, 2024
    • Spring Semester 2024
      • The SFB Team processes SFB applications:
        • Monday, January 15, 2024 – Friday, April 19, 2024 except for Spring Break
      • The SFB Team will NOT process SFB applications during Spring Break:
        • Monday, March 4, 2024 – Friday, March 8, 2024
      •  Important: If you plan to host an event or travel at the beginning of the Spring 2024 semester, make sure you submit your request by Wednesday, November 29, 2023.
Step 2: Calculate the due date to submit your SFB Application
  • We strongly recommend you submit your application in advance. Do not wait until the last minute.
  • In order to determine your final day to submit your SFB application:
    • Use the application date calculator at https://www.timeanddate.com/date/dateadd.html
    • Put your event date in as the “start date”
    • Select subtract
    • Put in the 15 days or 30 days inclusive of weekends
    • Review SFB processing times and blackout dates (Thanksgiving & Spring Break)
  • Example 1:
    • Your event date is Wednesday, September 20, 2023
      • Description: Dance festival
    • Does your SFB request require payment to Non-Mason vendors that require contracts, honorariums, guest lecture agreements etc.?
      • Yes = 30 days deadline
    • Subtract: Wednesday, September 20, 2023 – 30 days = Monday, August 21, 2023
    • Does SFB Team process applications on Monday, August 21, 2023?
      • Yes
    • Final Verdict: The last day to submit the SFB request is Monday, August 21, 2023 by 11:59 PM.
Step 3: Confirm RSO Standing
  • Make sure your organization is in good standing as any organization found to have violated any SFB guidelines or University policy while utilizing SFB funds, may be subject to a funding freeze. Good standing means:
    • No outstanding debt with Student Involvement, any campus partners or off-campus vendors
    • All trainings reviewed
    • Fully registered
Step 4: Review Collaboration Policy if two or more RSOs are contributing funds
  • 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 SFB application
  • There is no monetary benefit for collaborating with organizations at this time
Step 5: Gather Documents
  • Events
    • 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
    • Mason360 event creation (screenshot)
    • If on-campus event: 25live space confirmation (screenshot of confirmation email)
  • Non-Event Purchases
    • Proof of all costs (invoices, estimates, or screenshots of items being purchased)
  • Travel
    • Proof of all costs (invoices, estimates, or screenshots of items being purchased)
    • Ask RSO Advisor to complete RSO Advisor Approval Form

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Apply: How do I apply?

To Apply
  • Log into Mason360
  • Go to your RSO page on Mason360
  • Click the Money Tab
  • Select Budgeting
  • Create a Budget Request
Detailed Instructions (How to locate the SFB application on Mason360)

Note: Starting, July 2023, RSOs are no longer required to submit a budget spreadsheet.

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Check: Where do I check my SFB Application status?

Mason360

The entire application process will now be through Mason360 including SFB communication.

  • Application Status
    • You will be able to see all of your approved requests and allocation amounts on your organization’s page on Mason360.
  • Communication
    • All communication regarding funding decisions and application questions will be through Mason360’s chat function.
    • Only the requester (RSO officer who submitted the SFB application) will receive/have access to the communication through Mason360.
    • SFB will initiate a review of your SFB Application via Mason360 within 2 business days.

If your organization does not receive funding, or your funding is reduced, you may appeal the decision within 5 business days.

Appeals

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 message sent to your organization through Mason360 within 2 business days.
  • You will have an opportunity to update your application with the information required.

Things to consider when making an appeal:

  1. Make sure you’re within the Appeals time window.
  2. Once that information is submitted, the board members will review it at their next scheduled meeting and get back to you with an updated decision.
  3. If you receive the updated allocation and approval, you will be 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.

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Complete: How do I spend the allocated SFB money?

Now that you have been approved for funds, you must make a payment request through Mason360. SFB does not make the payments.

To make a payment request:

  1. Log into Mason360
  2. Go to your RSO page on Mason360
  3. Click on Budget
  4. View your SFB Allocations and approval status
  5. Click “Request Payment” next to approved item
  6. Follow the Instructions

Detailed Instructions: How to submit an RSO Spending Request on Mason360

For questions on the Spending Request Process, please reach out to the Budget Manager at Student Involvement at sibudget@gmu.edu.

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Submit: Are there any follow-up actions?

Events
  • After the event, submit original receipts and all documentation to the Business Manager in Student Involvement through the RSO Spending Request Form on Mason360.
Non-Event Purchases
  • After use, store permanent items (e.g., equipment) at Department approved on-campus storage site.
Travel
  • After travel, submit original receipts and all documentation to the Business Manager in Student Involvement through the RSO Spending Request Form on Mason360 for reimbursements.

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FAQs

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
  • 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.
My organization is a Registered Student Organization (RSO). Is there money automatically in my account each year?
  • No. RSOs do not have SFB money automatically in their accounts each year. RSOs must APPLY for funding for any expense PRIOR to the expense taking place.  RSOs who do collect dues, sponsor fundraisers, receive donations/sponsors, etc. may have funds available in their off-campus accounts to use towards their expenses.
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 a status update on funds via Mason360 Chat from the Student Funding Board (SFB) stating how much your organization has been awarded (if any) and how it can be spent. If you spend money prior to approval, you risk not getting reimbursed for those expenses.
What happens if I spend money without having funds allocated through SFB?
  • Your organization’s 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.
How do I change the date of my event?
  • Email sfb@gmu.edu to let them know the new date. Events can always be pushed back, but they might not be able to be 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.
How do I let SFB know that an event has been canceled and SFB funds are no longer needed?
  • Email 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 those deadlines, so you do not receive a fine.
What happens over the holiday breaks with SFB requests (i.e. Thanksgiving, Spring Break)?
  • SFB will not be processing SFB requests over Thanksgiving and Spring Breaks. The requests will be reviewed the following week.
How far in advance can you apply for funding for an event?
  • The further in advance, the better! You must submit by the deadline:
    • SFB Application Deadlines
      • Events:
        • SFB requests requiring payment to Non-Mason vendors that require contracts, honorariums, guest lecture agreements etc. are due 30 days before your event date.
        • SFB requests NOT requiring payment to Non-Mason vendors that require contracts, honorariums, guest lecture agreements etc. are due 15 days before your event date.
      • Travel
      • Non-Event Purchases
        • SFB requests are due 15 days before the date you need the supplies.
  • SFB Processing Times:
    • Fall Semester 2023
      • The SFB Team processes SFB applications:
      • Friday, July 7, 2023 – Wednesday, November 29, 2023 except for Thanksgiving Break
    • Spring Semester 2024
      • The SFB Team processes SFB applications:
      • Monday, January 15, 2024 – Friday, April 19, 2024 except for Spring Break
After I receive my allocation from SFB, how do I access the funds?
  • 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 to learn more about the Spending Request Process.
  • You are responsible for arranging all payments. Never pay for vendors, caterers, or performers out of pocket. Email sibudget@gmu.edu with any questions.
Are there certain vendors I have to use?

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Forms & Handouts

(Return to SFB step-by-step instructions menu)

SFB Application Rubric

The Student Funding Board (SFB) members will use a rubric to evaluate each funding request based on SFB guidelines and George Mason University policies.  

There are three rubrics, one for each funding category: 

(Return to SFB step-by-step instructions menu)

Contact Us

If you have any questions or comments for the Student Funding Board, visit us at our office hours (M-F, 9 am – 5 pm) in the Student Involvement Office located in The Hub Room 2300, or email us at sfb@gmu.edu.

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

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