Table of Content
Listed below are several points to assist students requesting funds through the Activities Contingency Fund. The Activities Funding Board will be fair and flexible when considering requests and may digress from the guidelines when individual requests warrant an exception. Please read and follow these directions as they are designed to make the process easy for all involved. If you have any questions, please contact the Community Coordinator for Leadership Development or the Director of the Student Programming Center who serve as co-chairs for the Funding Board.
1. Access to Funding Board. Registered or annually funded student organizations or ad hoc groups of students wishing to sponsor programs of campus wide interest may request Activity Contingency Funds. Individual students, faculty or staff may not apply for Contingency Funds.
2. Admission Charge to Programs. The Board reserves the right to determine whether or not La Salle students may be charged admission to funded events. If funds are allocated to sponsor an event to which admission will be charged, the Board may request that, after all expenses have been paid, profit up to the amount allocated be returned to the Contingency Fund.
3. Allotments (Access). When a group has been allocated Contingency Funding, the money will not be transferred into the organization’s Budget or Agency Account. All forms necessary for payment must be completely filled out prior to being presented to the Co-Chairperson of the Funding Board for processing. Intra-University transfers require written documentation from the originating department explaining the nature of the transfer or expense.
4. Allotments (Amounts). While funding is never guaranteed, the Board will make sound decisions based upon the amount of money available and the projected need for these funds. Partial funding of requests is possible.
5. Appeals Process of Funding Board Allotment. Student organizations are welcome to appeal the funding allotment by the Funding Board.
6. Conference Funding Guidelines for Activities Funding Board. The Funding Board allotments for conferences can range from $0.00 up to $2,000.00 per organization per academic year. As with all proposals, funding is never guaranteed, but proposals will be considered for funding up to the limit of $2,000.00. The Funding Board defines a “conference” as an event that enhances the La Salle University community by creating an educational/learning environment for the students attending the conference, while the outcome of the experience will also benefit the La Salle University community.
The Funding Board will consider funding conference experiences that are academically, developmentally, and socially beneficial to students.
Student organizations must include three or more objectives for attending the conference that would justify the Funding Board allotting money for conference attendance.
The student organization must complete an Action Plan in the Funding Board proposal.
Action Plan Tips:
The Action Plan must contain the following:
The Programming Evaluation must be completed when the objectives are met and Action Plan completed:
Conferences that have a focus on networking, career fair for employment, and professional development will be considered for funding, but the proposal must state specifically how an allotment from the Funding Board would be beneficial to the La Salle University community beyond the obvious goal of possible employment and professional growth for the participants.
Tournaments/Competitions (see number 24).
The Funding Board has the right to restrict attendance at conferences. Juniors, sophomores and freshmen are eligible for funding support to attend a conference. Seniors may be funded to attend a conference at the discretion of the Funding Board. The Funding Board is within its right to require proof of graduation status in relation to approving a given senior for conference attendance.
7. Conference Registration, Transportation, Lodging.
8. Content and Format of Activities Funding Board Proposal
9. Dues. Dues for associations may be considered for funding but dues for individual students will not be considered for funding. Student organizations would need to adhere to the following stipulations for dues allotment by the Funding Board:
10. Follow-Up To Submitting Activities Funding Board Requests
11. Funding Board Proposal in Spring Semester & Summer For Early Fall Programs. Student organizations may submit a proposal in spring and summer for a program or conference in the fall. Student organizations may have a program idea or conference need that requires planning and/or payments for early fall prior to the Funding Board fall meeting schedule.
12. Funding of Open/Closed Programs. Activities funded through the Contingency Fund shall be open to all except in cases that involve academic class year (i.e. The Commencement Year Experience Team) or events that cost $75.00 or less. Closed group socials, dinners, awards, or any program in which attendance is limited to organization members won’t be funded.
13. Fundraising. The Funding Board cannot allocate funds,which may directly (i.e. donation) or indirectly (i.e. entrance fee) support a charity. The Funding Board will hear requests for transportation, refreshments, and supplies only.All items funded by Funding Board for charity events and programming must be accessible to the general student body without charge, unless otherwise directed by Funding Board or explicitly stated in a submitted proposal.
Student organizations that receive a Funding Board allotment for fundraising must return a portion of money back to the Funding Board:
14. Operating expenses (e.g. training, supplies and equipment, etc. as determined by the Activities Funding Board)for co-institutional organizations will not be funded.
15. Organizational socials and formals (open/closed or on-campus/off-campus) that are for the purpose of an organization celebrating their accomplishments an organization will not be funded. Student organizations may submit Funding Board proposals for social programs that are open for all fulltime undergraduate day students such as dance parties, theme parties, balls/cotillions, etc.
16. Programming Evaluation. The Activities Funding Board requires that a Programming Evaluation Form be submitted by any student organization or ad hoc group that has received funds from the Board. Please submit this evaluation within two (2) weeks of the event. Failing to do so will result in the Funding Board rejecting a proposal for the same program from the same program from the sponsoring organization in the future.
|Programming Evaluation Status||Funding Board Proposal Status|
|Student organization/ad hoc group completes a Programming Evaluation.||The Funding Board proposal will be considered for funding.|
|Student organization/ad hoc group has not completed the Programming Evaluation for a funded program & are seeking funding again for any type of program.||The Funding Board proposal will not be considered for funding|
17. Programming Safety/Security.All Programs must be offered in a safe environment. La Salle University Security cannot provide the staffing for large scale concert/programs. Larger scaled programs may include the following security provisions:
18. Purchases/Signed Agreements in Relationship to Funding Board Allotments. Financial agreements such as purchases and agreements for payment (contracts, waivers, Agreement for Professional Services, Standard Riders, Purchase Orders, etc) are restricted until Funding Board has reviewed and approved funding for a program.
19. Retreats. Proposals for funding requests for retreat programs are welcomed. Retreats can be open or closed retreats. There are two types of retreats and Funding Board will consider both types of requests as long as the closed retreat is
20. Roster. In an effort to better understand involvement trends and student success, the Division of Student Affairs is continuing research of student organizations. This research will aid students, student organizations, faculty and the administration.
One aspect of active learning and involvement is membership within student organizations. In the past, requests were made by Community Development for student organization rosters. This yielded a number of rosters and we thank those groups for participating. We are asking for rosters, and will continue to do so on a regular basis (likely once per semester) since membership changes each semester (students graduate or leave a particular organization, others join an organization). Organizations wishing to apply for funding through Funding Board (annual requests and bi-weekly meeting requests) are required to have a current roster on file with the Community Coordinator for Leadership Development (CCLD). If one is not on file, the organization’s proposal will be delayed until a roster is submitted. Rosters must contain member’s full names and student ID # and must be submitted electronically via an excel file to the CCLD.
21. Scheduled Funding Board Meetings. Student organizations must refer to the published Funding Board schedule for proposal due dates and meeting location and times. The Funding Board schedule outlines suitable dates for proposed programs based on proper program planning timelines.
22. Statement of Co-Sponsorship. Please include the statement: “This program was funded by the students of La Salle University and the Activities Fee” on all advertising. Sample event publicity should be attached to all proposals or they will be considered incomplete.
23. Ticket Sales/Sign-Ups for Programs Allotted by Funding Board. There are some programs that require ticket sales or sign-ups for participation for programs before the actual date of the program.
24. Tournaments/Competitions. Tournaments and Competitions are not considered conferences. Funds have been designated for these programs. Student organizations that participation in such an event depends upon placement or prize winning must contact the Director of the Student Programming Center to access the designated funds. The funds are allocated on a first come, first served basis. Student organizations must submit a formal proposal to the administrator requesting funding for their tournament or competition. There is not a cap on the number of students who may participate. There is not a cap on the funding request.
25. Transportation. Student organizations that meet the eligibility for Annual Budget Requests can request funding in the Annual Budget Request for transportation needs. Student organizations can request transportation for programming and conference, tournament, competition, and retreat needs. Student organizations have different options for transportation funding depending on the type of travel.
Student organizations can request transportation funding from the Funding Board for:
The Funding Board does hold the right to apply same guidelines for conferences, tournaments, competitions, and retreats to transportation funding requests for programs not specifically fitting descriptions/definitions for the above mentioned program types. The Funding Board will require documentation from the host of the retreat detailing the spiritual and/or religious focus of the retreat.
Student organizations can request for transportation for closed programs if the program is integral to the mission
of the organization or University. See the following examples:
|Conference/Tournament/Competition/ Closed Retreat Closed Bus for the organization members only that relate specifically to the mission of the student organization||Open Bus Program (including open retreats) for All Under Graduate Day Students to Participate|
|Funding Board||Bus BudgetSupervised by the Programming Coordinator in the Student Programming Center|
Please ensure all bills/expenses are paid within 30 days of the program. After 30 days any unused funds will revert to the Activities Funding Board. This will enable the Activities Funding Board to allocate monies to additional organizations.Please contact the Chairpersons of the Activities Funding Board if the date of your proposed program needs to be changed to insure the allocated funds are still available for your use, or you have any questions in general.
Signature Authorization: All organizations with an Agency Account must submit a Signatory Authorization card to the Bursar’s Office each year before depositing or withdrawing funds. The card requires the signatures of the organization president, treasurer, advisor, and Community Coordinator for Leadership Development. Signatory Authorization cards may be obtained in the Community Development Office, La Salle Union 303.Record Keeping: It is the responsibility of the organization to maintain accurate records of deposits and withdraws from Agency Accounts. Groups are strongly encouraged to make and retain copies of any cash or check disbursements along with copies of deposit records. The Student Affairs Staff and the Business/Bursar’s Office DO NOT monitor these accounts on a regular basis and are not responsible for organizations overdrawing on Agency Accounts.An account balance may be obtained from the Community Coordinator for Leadership Development. This balance will indicate transactions as of the end of the previous month and may not contain transactions made late in the month nor transactions made during the current month. Please Note: Unless you have retained copies of disbursements and deposits, it may be difficult to ascertain the accuracy of the account balance with outstanding items (e.g.: deposits made and checks processed since the start of the current month may not be included, therefore your organization’s balance may be different).A record system need not be complex, but all deposits and withdrawals need to be posted on a regular basis. A simple ledger/spreadsheet with room for the date of the transaction, an item description, and columns for deposits, withdrawals, and a running balance will provide accurate record keeping. An example of this type of ledger would be:
|10/2||Deposit from Raffle||$11.40||$161.30|
The instructions following are guidelines on depositing funds into an organization’s Agency Account. Funds cannot be deposited into an organization’s budget.
Petty Cash Vouchers (see below) are used to withdraw cash from the budget. These forms are not used to pay on-campus offices or organizations for services rendered (e.g. Food Services or the Collegian). The following guidelines apply to the use of Petty Cash Vouchers:
The Petty Cash Voucher below is an example only, and not intended for use. Petty Cash Vouchers may be obtained in the Office of Student and Accounts Receivable located in the lower level of the Lawrence Administration Building.
Use a separate form for each Source or Type of Transaction.
DEPARTMENTAL REQUISITION forms may be obtained in the Mail and Duplicating Services Department on campus. An example of the form may be found below and is not intended for use.
If there is a need for an office supply item which is stocked in the Campus Store, the user may obtain the item(s) by presenting a completed Departmental Requisition together with the item(s) to the Store Cashier. These sales will receive the customary 10 percent discount from the Campus Store’s regular selling price.
Each work order is to be accompanied by a properly completed Duplicating Requisition. The requisition provides a forum for instructions and a tracking number for your job. Retain the yellow carbon copy and present it to the Duplicating Department when picking up the completed work.
Expense reports should be signed by the traveler and approved by the department chair or department head responsible for the budget to which the expense is being charged.