Club Council Funding Request

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1 Overview of Club Council Funding Requests In order to assist UAA registered student clubs plan events, travel, etc., Club Council has set aside monies within their budget as allocated by USUAA to be used through a designated funding process. Events, traveling, and supplies must offer a direct benefit to all UAA students. The preference is for events that are conducted on-campus but events open to the Anchorage community that benefit all UAA students will also be considered. How Does the Funding Process Work? Each registered student club must complete the attached application. Funding request applications must be submitted to the Club Council Chair or Student Clubs and Greek Life office in person or electronically by noon on the Friday before the Club Council meeting you wish to present it. The Club Council Executive Board will consider completed funding requests during their regular Executive Board meetings, and if approved, the Council will consider the funding request the following meeting. It is preferred for a representative from the requesting club to make an oral presentation expressing why the club is seeking the funding and how their event will benefit all UAA students. Presentations are limited to five minutes followed by a three minute question and answer period. Frequently Asked Questions When should a club apply for Club Council Funding? Clubs are encouraged to apply for funding at least four weeks before the funds will be needed for the event. Club Council will not approve applications that are improperly completed, submitted late, or include reimbursement for past payments or purchases. What is the maximum amount of funding my club can be awarded for an event? The maximum amount of funding cannot exceed 50% of the total event budget or more than 10% of the total Club Council budget for the current fiscal year, whichever is less. The Council reserves the right to ask the club to adjust their request and may subsequently award less than 50% of the total event budget or original request. However, if a club has an approved attendance waiver, the maximum amount your club is able to request cannot exceed 5% of the total Club Council budget for the current fiscal year. Example Funding Request Figures: If your club s total event costs 1000 and the total fiscal year budget is 15,000, your club can request up to 500 because that is 50% of your club s total event cost. If your club s total event costs 10,000 and the total fiscal year budget is 15,000, your club can request up to 1,500 because that is 10% of the fiscal year s budget. See the figure below for more information on funds your club is able to request. 1,000 Event with 15,000 Total CC Fiscal Year Budget Explanation 10,000 Event with 15,000 Total CC Fiscal Year Budget Explanation 50% of Total Cost 500 1,500 exceeds 5,000 5,000 exceeds 10% of Fiscal Year Budget 1,500 the 50% total 1,500 the 10% total CC 5% of Fiscal Year Budget 750 event budget 750 fiscal year budget How often can clubs be awarded Club Council Event Funding? Clubs can only be awarded a maximum amount of 10% of the total CC funding request budget each fiscal year. Clubs may apply for funding multiple times throughout the year but will not be granted additional funding after reaching the 10% maximum.

2 If my club is granted funding, how do we access the money? Club Council funding is not given to clubs in a lump sum. Any funding awarded to a club will be placed into a holding account. Clubs may make direct purchases, payments, or reimbursements from this account by submitting a completed Purchase Request on their club s UAA Life Page. Any type of expenditure made by a club from awarded Club Council funding must comply with all University and Student Clubs and Greek Life office purchasing policies as outlined in the Student Officer Orientation on the UAA Life Page. A final expense report must be submitted within 10 days of the completion of the organization s event. Club Council reserves the right to deny funding to an organization if event funding is not used as outlined in the completed funding request. Expenses not listed in the budget report will not be funded by the funding request. Furthermore, the Council will deny funds that are used for unapproved events (i.e. unapproved travel or inappropriate substance use) or if the club did not honor their original budget/event plan (i.e. lack of or no advertising, etc.). Approval of Club Council Event Funding A club must receive 2/3 vote of the Council to receive approval of funds. A club s request will be evaluated on the following criteria by Club Council: Funding application submitted by the deadline Funding application is complete properly Club is currently registered and in good standing within the Council Club is requesting less than or equal to 50% of Total Expenses or 10% of the Club Council budget Event is open to all UAA students Event benefits all UAA students Club has not yet received the full 10% of the Club Council funding request budget Club was/is fiscally responsible with past funding requests Club Council reserves the right to ask or evaluate the club s funding request on other relevant criteria or questions. Funding requests not approved may be resubmitted within the two week timeline prior to your club s event. Advertising Terms and Conditions The following terms and conditions apply to advertising associated with your club s event: Co-Sponsored by Club Council and the Council s logo must appear on all event advertising Logo_2016.jpg Advertisements must contain the name of the Club sponsoring the event Advertisements may not contain: obscene or offensive language or illustrations, advertise or promote the use of alcohol or other drugs/substances, and must demonstrate sensitivity to social concerns, such as sexism and racism. Advertisements must follow the University Image System Standards outlined at UAA word marks, logos, fonts, colors, or seals may be used in accordance with this policy. Approved graphics can be found by clicking on Download the UAA Brand Book. Advertisements must be posted in accordance with University posting policies. Questions Please direct questions to the Club Council Business Manager or Chair or the Student Clubs and Greek Life office at (907) or uaa.clubcouncil@alaska.edu.

3 Funding Budget and Request Worksheet If needed, attach additional sheets to answer the following questions. Club Name: Date Submitted: Event Date: Contact Name: UAA Phone: Event: Location: Event Description: Why should Club Council support this event? Projected Budget Club Funds Step One: Total amount your club will use for funding Step Two: Total amount your club members will use for funding (personal funds) Additional Funds Step Three: Donations/additional funding to be solicited (UAA or non-uaa organizations) Step Four: Total funds and donations (Step 1 + Step 2 + Step 3) Event Expenses Step Five: Expenses associated with this funding (reimbursements will only be issued for expenses listed) Please attach a list or spreadsheet that includes each individual expense with estimated or exact cost(s). Step Six: Amount Requested Step Seven: Total Expenses (needs to be equal to or less than Step 4 + Step 6) For Club Council Chair Use Only Date Application Received: Total Funding Awarded: Signature of Club Council Chair: Date of Presentation: Date Funds Transferred:

4 The total Payments must be more or equal to the total Costs in order to have the funds transferred to your club s account. Payments can be pending (examples: from Diversity Action Council or Special Projects Fund). Any expenses not listed in Costs will not be covered or reimbursed through the submitted funding request. Below is an example of an acceptable Budget Report to submit along with the Funding Request. These Costs and Payments tables can be edited to fit your club s funding request expenses and means of payment or your club can submit their own preferred Budget Report. Costs: Location Rental Food Decorations Travel Payments: Club Account Students/Personal Funds Club Council Non-UAA Donations Lodging Diversity Action Council (Pending) Total: Total:

5 Club Council Event Funding Request Final Expense Report Final Expense Report and related advertisements must be submitted to the Club Council Business Manager or Student Clubs and Greek Life office within 10 business days of the completion of your event. Please attach copies of all Purchase Requests that demonstrates expenses associated with this event. Failure to submit this report will void your club s current funding and subsequent funding and will severely decrease possibilities of your club receiving funding from the Council in the future. Please event images to the Club Council Executive Board at uaa.clubcouncil@alaska.edu. Provide a brief description of your event: Estimated number of attendees: Will your club hold this program again in the future? YES or NO If yes, will your club make any adjustments or changes? If no, why not?