UFB_Funding_Handbook_2021-22_(1)

I LEAD University Funding Board Funding Handbook 2020-2021 REVISION STUDENT ACTIVITIES & LEADERSHIP DEVELOPMENT Table of Contents Letter from the President Letter from the External Vice President About University Funding Board Contact Information UFB CampusLINK Page Office Hours 2021-2022 University Funding Board Executive Board Members The AIC/UFB student liaison UFB Student Organization Advisor Financial Administrators Helpful Tips UFB Meetings Student Organization Responsibilities Important information regarding changes in policy University Funding Board Criteria for Funding 2021 – 2022 10 Eligibility for Funding 10 Organizations eligible for UFB funding: 10 Organizations not eligible for UFB funding: 10 General Funding Guidelines 10 Items Generally Not Funded 10 Accessing Funds 11 Starting the Purchasing Process 11 Audits and Sanctions 12 RSO Student Organization Responsibilities 13 RSO Budget Submission Timeline 13 I Plan Your Event 13 II Prepare Your Request 13 III Come to an Office Hour 13 IV Submit Your Budget 13 V Do not Buy Anything Yet 13 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation VI Come to the UFB Meeting 13 VII If approved 13 VIII Submit paperwork & Program Assessment 14 Important Deadlines: 14 RSO Criteria Governing the Allotment of Funds 2021 – 2022 15 Eligibility 15 RSO’s eligible for UFB funding: 15 RSO ineligible for UFB funding: 15 Description of Funds Available to Registered Student Organizations 15 Operating Funds 15 On-Campus Events, Off-Campus Events, and Essential Investment Funds 16 Preparing Funding Request 16 General Information for UFB Funding Requests 16 Early Fall Semester Requests 17 Summer Semester Requests 17 Requirements for On and Off-Campus Funding Requests 17 Documentation 17 Advertising 18 Food and Beverages 18 Transportation 18 Conference Registration 19 Hotel/Lodging 19 Essential Investments 19 Co-Sponsorships 20 Performer & Performer-Related Expenses 21 Facility Rental/Equipment Rental 21 Automatic Deductions 21 Documentation 21 Post-Event Paperwork/Administration 21 Appeal Process 22 Additional Funding 23 AIC Budget Process 24 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Important Dates for AIC Organizations 24 AIC Criteria Governing the Allotment of Funds 2021-2022 25 Eligibility 25 Membership 25 Funds Available to AIC Organizations 25 Preparing an AIC Budget Request 25 General Information for AIC Budget Requests 25 Modes of Transportation 26 Guidelines for Funding Submission Process 26 Presentations: 26 Budget Spreadsheet: 27 Hosting Competitions: 27 Deadlines: 27 Additional Request Tips: 27 Automatic Deductions 27 Allotment of Funds 28 Semester Assessment 28 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Letter from the President Dear Student Organization Leaders, As students of this great university, we are afforded privileges, resources, and opportunities that shape our collegiate experience and, in turn, our lives The Office of Student Activities & Leadership Development (SALD) continuously facilitates the framework for an outstanding Bearcat career for each of us, comprising student involvement, passion, and pride I congratulate and thank you for challenging yourself by becoming a student leader at the University of Cincinnati I am excited to see what you will do—not just for yourself, but for your student organization, as well, throughout your time here at UC As a branch of Student Government, the University Funding Board (UFB) is made up of a representative field of students who work alongside SALD staff to ensure that your student organizations are able to accomplish their goals The board provides numerous resources for student groups, such as office hours, workshop education, and direct advice to student leaders UFB exists to work with you and your organization and assist you in your success We take pride in being able to be part of your experience with our ability to foster, fund, and promote your initiatives both on campus and across the country We model ourselves after SALD and share their core values: Inclusive Community Leadership Engagement Advocacy Discovery With these in mind and on behalf of the entire board, I wish you the best of luck in the upcoming year Please not hesitate to contact me for any help this year It is our responsibility to make this university grow, and the board & I look forward to collaborating with you in this effort Proudly Cincinnati, Rishav Mukherjee ufb@mail.uc.edu | mukherrv@mail.uc.edu *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Letter from the External Vice President Dear Student Organization Leaders, As bearcats, we are given many resources and opportunities that shape our collegiate experiences and, ultimately, our lives The Office of Student Activities & Leadership Development continuously facilitates the framework for this outstanding Bearcat experience consisting of student involvement, passion, and pride I would like to congratulate and thank you for stepping up and becoming a student leader at the University of Cincinnati I am excited to see what you can for yourself, your organization, and the university as a whole during your time here As a branch of the Undergraduate Student Government, the University Funding Board is made up of a representative group of UC students who work alongside SALD staff to ensure that your organization is able to accomplish its goals The board itself provides several resources to student organizations, such as office hours, RESET education, and advice to organization leaders UFB exists to work with your organization and assist you in your successes We take immense pride in being able to be part of your experience with our ability to foster, fund, and promote your initiatives on campus and around the country We model ourselves after the Office of Student Activities & Leadership Development and share their core values of: Inclusive Community Leadership Engagement Advocacy Discovery With these pillars in mind, I would like to personally wish you the best of luck in the upcoming year Please not hesitate to contact me with any questions, concerns, or comments you may have this year I look forward to working with you to help this university grow and succeed UFBest, Aneesh Kathula ufb@mail.uc.edu | mailto:kathulah@mail.uc.edu *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation About University Funding Board The University Funding Board (UFB) is a group of diverse students responsible for ensuring that student organizations are able to get the funding they need to further their purpose and enhance the Bearcat experience in various ways The purpose of UFB is to allocate the portion of the general fee money that it is granted by the Board of Trustees, who receive suggestions from the SACUB to the undergraduate and university student organizations that promote interaction and awareness through programs that serve to directly benefit the entire student body UFB is a branch of Student Government UFB has several responsibilities, including working with other branches of Student Government, such as the Student Activities Board and Student Senate UFB shall consider all budgets and funding requests of approved student organizations registered with SAB UFB ensures that organizations granted funding are holding and attending events that promote interaction and increase awareness among the student body and evaluates the allocated funds according to the UFB rules and procedures as established in the Criteria Governing the Allotment of Funds (Criteria) The Criteria are submitted to the Student Senate for approval yearly UFB shall develop rules and procedures governing the: Submission of budgets and funding requests; Accounting and auditing procedures; and Purposes for which money may be allocated UFB is one of the main components out of the Office of Student Activities & Leadership Development (SALD) The mission of SALD is to promote and guide purposeful student engagement, foster a sense of community, and provide opportunities for student growth and leadership development We aspire to create an inclusive environment that celebrates diversity and enhances our students’ ability to become global citizens Values: Growth, Community, Learning, Diversity, Integrity Motto: Develop as a Leader, Grow as a Person *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Contact Information UFB CampusLINK Page Student organizations should refer to the UFB CampusLINK page for information, office hours, forms, etc Most forms can be downloaded from the website Office Hours Office Location: Student Government Office – Steger Student Life Center, Room 655 UFB members are available to assist student organizations with budget preparations and concerns during their office hours Office hours are posted on the UFB CampusLINK page and in the Student Government Office If you cannot make one of the scheduled hours, you are encouraged to contact any UFB member to schedule an appointment AIC organizations can contact the external vice president directly to schedule an appointment UFB offers office hours as a service to address questions you may have We love to help you! Whether you are with an RSO or an AIC organization we can check your budget and advise you on how it adheres to our Criteria We will recommend any changes that we feel will help the budget to be approved, including securing additional documentation Consulting a UFB member prior to submitting a budget is highly encouraged; however, any consultation provided by members of UFB, their advisor, or any person associated with UFB is only advice In no way should consultative advice be taken as a binding agreement on the board’s behalf, as final decisions on funding allotment are always a board decision Any RSO budget request missing documentation is due by 10:00 am on Thursday 2021-2022 University Funding Board Executive Board Members Rishav Mukherjee mukherrv@mail.uc.edu President Aakifah Patel patel3af@mail.uc.edu Internal VP Aneesh Kathula kathulah@mail.uc.edu External VP Sebastian Schemmel schemmsw@mail.uc.edu Treasurer Yusuf Alam alamyf@mail.uc.edu Secretary The AIC/UFB student liaison The student liaison is the External Vice President of UFB This student is responsible for communicating with AIC organizations and UFB members about policy and procedures AIC members are encouraged to contact the liaison with any questions and concerns Contact: Aneesh Kathula (kathulah@mail.uc.edu) UFB Student Organization Advisor The UFB student organization advisor attends all UFB meetings and approves all purchases and reimbursements For contact information call SALD at (513) 556-6115 or visit the SALD Team website *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Financial Administrators The financial administrators assist with and sign off on the actual spending of funds AFTER approval The administrative coordinators cannot advise on how to fill out budgets – please see UFB members for assistance Helpful Tips Be prepared It will take a lot more time to build a budget from scratch during an office hour than to bring your information and documentation with you Be proactive You should begin building your budget as early as possible, and organizations have the most ease and success when they work with UFB from the beginning of the process Budgets must be heard at least 14 days before the event occurs but can be heard months in advance if prepared early Be educated As a leader, you are responsible for all the material in this document (deadlines, rules, etc.) Notice of liability: UFB is not liable for any missing documentation after the organization has been notified or the denial of a budget We offer our best advice to organizations but are subject to and defer to the funding criteria to approve or deny budgets UFB Meetings UFB meets on Thursdays at 6:00 pm in the Tangeman University Center (TUC) 423 Time and location changes are posted to the UFB CampusLINK page UFB meets every Thursday except the following: the first week of the fall semester; during finals weeks; during the summer semester; when UC is not session (breaks, closings, etc.); and AIC meetings: March 31st and April 7th, 2022 Student Organization Responsibilities The responsibilities listed below should be considered guidelines and not a complete listing of organization duties Anything pertaining to the relationship between UFB and the individual organization is the responsibility of the organization's treasurer and president Each organization must elect, appoint, or designate a treasurer and president to perform the following duties: A Complete the RESET process each academic year a If you have officer elections in the middle of an academic year, the new president and treasurer are required to complete the RESET process as well b All treasurers are required to complete a mandatory treasurer training as part of RESET B Oversee your organization’s financial transactions with your organization’s advisor(s) *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation C Each time you want to purchase something, your advisor must approve your submission of the Purchase Request This is done online through CampusLINK D Request funding using the CampusLINK online budget submission system for additional funding for RSOs outside of operating funds and AIC yearly allocations and appeals a Only officers who have completed RESET may submit a request for additional funding RESET prepares you to know how to complete and submit a budget, but please not hesitate to ask UFB members to help you during their office hours (see Office Hours) E When you are approved for funding, it is your responsibility to follow through on paperwork to actually spend the money allotted F Inform other members in your organization about UFB policies, procedures, expectations, and other regulations and ensure all organization events follow these requirements G Make sure your organization submits all documentation and funding requests by the required deadline, these are hard deadlines and exceptions will not be made *Your organization can purchase supplies through Central Stores, which buys in bulk from GBEX Products The office supply book is available at the UFB financial administrator’s desk UC receives about a 40% discount or more on the listings in the catalog Important information regarding changes in policy Please note: Policies and procedures are subject to change based on changes with UC policy and/or policies within SALD Please consult UFB’s CampusLINK under documents for the most recent UFB Funding Handbook *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation use a university credit card instead of going through the reimbursement process Have a great event VIII Submit paperwork & Program Assessment A After the event, you have up to ten (10) business days to complete the necessary paperwork and forms After this time, funding for reimbursements is not guaranteed even if you were approved for the event B Last, you are required to submit a Program Assessment online by the end of the month after an event to evaluate the event and actual spending UFB will freeze your funds for half as many days as the form is late Important Dates and Deadlines for RSOs (Your organization’s officers are responsible for knowing these dates and deadlines throughout the year.) Important Deadlines: Budgets must be submitted by 11:59 pm Tuesday Budgets should be submitted for events that are at least 14 days prior to the UFB meeting at which your budget is heard You are encouraged to submit your budget much earlier though! The following deadlines are important for your organization to keep track of: Last Friday of March: Friday, March 25th, 2022 is the last day to use operating funds weeks before the spring break: Monday, February 28th, 2022 is the deadline to apply for spring break events 15th week of the spring semester: Monday, April 18th, 2022 is the deadline to apply for summer events* as well as early fall events** 3rd week of May: Monday, May 16th, 2022 is the deadline to make all purchases from approved budgets*** *Summer events are those that begin between the Monday following spring commencement and the Sunday before the first day of fall classes **Early fall events are those that begin within the first twenty-one (21) days of the fall semester ***Failure to make your purchases by this date will result in no funding from UFB for the approved funds 14 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation RSO Criteria Governing the Allotment of Funds 2021 – 2022 Eligibility RSO’s eligible for UFB funding: A Must be open to all students B Must have their CampusLINK roster be majority (at least 51%) undergraduate students at the time of re-registration a If the makeup of the organization changes post-registration, the organization must make this known to SAB at the time of re-registration b UFB reserves the right to audit an organization meeting or CampusLINK roster at any time in order to verify the majority undergraduate status RSO ineligible for UFB funding: A Any organization with restrictive or selective membership, which is not open to all university students (i.e honoraries and social fraternal organizations) Description of Funds Available to Registered Student Organizations Each RSO eligible to receive UFB funds may request funding for Operating, Oncampus events, Off-campus events, and Essential Investment funds All funds are allocated on a first-come, first-served basis Operating Funds A Each RSO eligible to receive UFB funds may request up to $300* each academic year for operating expenses An order can be put in to access these funds from the first day of the fall semester until the last Friday in March Your advisor must approve each expense a Operating funds are to help your organization to operate as smoothly as possible Appropriate action will be taken if an organization is found to be abusing these funds b You can only access your organization’s operating funds after completing RESET, reregistering on CampusLINK, and securing approval by SAB i Operating funds are intended to be used for the general management of the organization at their discretion Funds can be used to help purchase any supplies or other materials that a student organization may need to hold a productive meeting or event B In order to access operating funds, organizations must submit a purchase request through the online CampusLINK system The How to Submit Operating Funds Guide is a great resource when requesting these funds C Appropriate uses of operating funds c Food for recruitment events and meetings d Apparel e Office supplies* f Materials for programs (decorations, reusable items, costumes, etc.) g National chapter registration fees h Prizes/giveaways i Contingency funds for budget overages D Inappropriate uses of operating funds 15 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation a Anything in violation of university policies (alcohol, etc.) b Food for a limited number of organization members c Unethical or excessive purchases d Gift cards e Bake sale supplies f Seed money g Fundraising money h Any purchases made after the operating fund's deadline E The last day to use operating funds is the Friday of the 12th week of the spring semester *Your organization can purchase supplies through Central Stores, which buys in bulk from GBEX Products The office supply book is available at the UFB financial administrator’s desk UC receives about a 40% discount or more on the listings in the catalog On-Campus Events, Off-Campus Events, and Essential Investment Funds A Each RSO eligible to receive UFB funds may request up to $5,500* each academic year for on-campus events, off-campus events, and essential investments a On-campus event: i An on-campus event is defined as any event that is held at UC’s Uptown West Campus or UC’s Medical Campus that does not require the organization to stay overnight to attend b Off-campus event: i An off-campus event is defined as any off-campus event and/or event in which any member of the organization will stay overnight as a part of the event ii An off-campus event will require you to submit a completed online travel authorization, travel roster, and vehicle rental form (if needed), and no food will be funded c An essential investment is defined as equipment that is essential to the fundamental purpose of the organization B Events both on and off-campus funded by UFB must provide educational value as determined by the board The educational value must be related, but is not limited, to one of the following categories: Community Engagement, Creativity, Professional Development, Leadership, or Cultural Exchange These events must align with the organization’s primary purpose/mission as registered with SAB C On-Campus events must be open and free of charge to all UC students; however, this rule does not apply when requesting off-campus funds Preparing Funding Request General Information for UFB Funding Requests A UFB hears budget requests at PM on Thursdays when school is in session during fall and spring semesters except for the first week of the fall semester, any day the university is closed, AIC weeks, and every final exam week Meetings are almost always held in TUC 423 Location changes will be posted on the UFB CampusLINK page 16 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation B Organizations must complete a budget request for each event in accordance with the Criteria a While not required, student organizations are highly advised to review budget requests with UFB members during office hours (See Office Hours) C All funding requests require an event purpose, description, and agenda outlining the schedule of the event, except standalone requests for Essential Investments D Funding requests must be received by 11:59 pm Tuesday to be heard at that Thursday's meeting UFB members will check funding requests and notify organizations of outstanding requirements All documentation must be submitted by 10:00 am that Thursday via CampusLINK unless requested otherwise by a board member Any documentation submitted after 10:00 am on the Thursday the budget is to be heard will not be included with the budget request E All budget requests must be heard on a Thursday no fewer than 14 days prior to the event F Budget requests cannot be submitted for line items that have already been purchased G Only one budget request per event may be submitted (See Co-Sponsorships and Appeal Process for exceptions) Events are distinguished by their date, name, general-purpose, and discretion of the board H Make sure you review the University Funding Board Criteria and Items Generally Not Funded when preparing to use funding and submitting a budget Early Fall Semester Requests A Requests for funding during the first twenty-one (21) days of the fall semester must be submitted by the fifteenth (15th) week of the spring semester of the previous year a Student organizations approved for these funds will not have access to them until they complete RESET, are approved for that year by SAB, and their treasurer completes the treasurer training b These funds are allocated from the fiscal year in which the event occurs The new fiscal year begins on the first of July Summer Semester Requests A Organizations are eligible for funding for two events in the summer semester and these events must be unable to be held during the fall and spring semesters B Summer funding requests must be submitted by the fifteenth (15th) week of the spring semester C For UFB’s purposes, the summer semester will be defined as follows: a Beginning the first Monday following Commencement and ending the day immediately prior to the first day of classes for the fall semester the following academic year D These funds are allocated from the fiscal year in which the event occurs The new fiscal year begins on the first of July Requirements for On and Off-Campus Funding Requests Documentation A All expenses included within the budget request must be justified by supporting documentation that is submitted via CampusLINK a The final line item values will reflect the provided documentation In the case that the provided documentation shows a higher value than that on the line item, a motion can be 17 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation made during the budget hearing to add to the line item only if a representative from the organization in question is present at the meeting B Text messages or social media correspondence will not be accepted as documentation C Any purchase of registration or certification fee requires the submission of an Online Travel Authorization form D Funding for conferences cannot be used for individuals not currently enrolled at UC at the time of the conference (ex If graduating in Dec 2020, you cannot attend a conference in Feb 2021) Advertising A If requesting funds for advertisements, a copy of said advertisement must be included B For food and beverage events, see Food and Beverages Article B C All programs must have an event created on CampusLINK Food and Beverages A A portion of the $5,500* available to each organization may be used for food and beverages for up to three (3) events over the year The combined food total for the three events shall not exceed $1,500* a Generally, these funds should go towards UC students However, funding for non-UC students will be left to the board’s discretion This decision will be determined based on how closely the event aligns with the organization’s mission and/or purpose b All service, delivery, and wait staff charges are to be included in the “Other” line item B If food will be provided at the event, organizations must provide an advertisement for the event indicating the availability of food C See Conference Registration Article B for food at off-campus programs D See Performer & Performer-Related Expenses Article E for food for performers Transportation A Organizations traveling must provide a pdf of their Online Travel Authorization Form submission, as well as the travel roster listing all students traveling Reference the How to Download and Save an Online TA document on UFB’s CampusLINK page a A completed online travel roster with M-numbers, contact information, emergency contacts, and graduate/undergraduate status for all students traveling must also be submitted with the funding request b At least 51% of students traveling must be undergraduates as verified by the travel and organization rosters on CampusLINK c Organizations must provide the financial administrator with an up-to-date travel roster by uploading it to their approved online travel authorization form submission on CampusLINK immediately prior to departure for their event B For any events to which students are driving that are greater than 100 miles from UC’s Uptown West Campus, funded organizations must use UC transportation (with the exception of Indianapolis and Columbus) Organizations must provide a completed Vehicle Rental Form or a quote from the transportation service a This rule still applies during breaks, with exceptions made at the board’s discretion 18 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation b If an organization requests gas reimbursement, a cost of $0.25 per mile traveled will be assigned for UC vehicles c For transportation services such as Uber and Lyft, UFB will honor the highest estimate provided by the service per documentation d Exceptions to travel radius are determined by Student Activities and Leadership Development (SALD) C Citations and other violations are the responsibility of the funded organization D UFB does not fund airline tickets for students E Any request involving international travel must be approved by UC International before funds can be allocated Conference Registration A Funding requests for conferences, regardless of conference fees, must include an agenda to support the educational value of the event a Documentation and an agenda from the organizers of the conference must be provided if published at the time of budget submission B Registration Fees a When requesting funding for a conference, a list of all participants must be submitted with the funding request This list must include each student attendees’ full name, student M-number, and graduate/undergraduate status b UFB will not fund food for students at conferences However, if an organization cannot opt out of a cost for meals included in the conference registration, no deduction from the registration line item will be made C A minimum of two-thirds (2/3) of members attending must be undergraduate students Hotel/Lodging A Lodging requests for UC students are funded B Incidental charges are the responsibility of the funded organization C Lodging may not be purchased through third-party sites (e.g.: Expedia, Travelocity, etc.) D Organizations are responsible for all follow-ups on hotel payment authorizations and will be provided with steps regarding follow-up when making payments with the financial administrator a Organizations are responsible for making sure their bill is tax-exempt when checking out of the hotel and can find all related tax-exempt forms on the Office of the Treasurer website Any tax charged to the organization is the responsibility of the organization to cover b If an organization is having rooms held before coming to see the financial administrator, they must include the financial administrator in the email to ensure receipts are received in a timely manner Essential Investments A Student organizations may request a maximum of $1,500* for essential investments per year B Organizations can submit either a standalone essential investments request or include essential investments as a line item in a funding request for an on-campus program a Standalone essential investments can be made for items that are essential to the fundamental purpose of the organization 19 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation C D E F b Essential investments as a line item can be made for items that are frequently used by the organization and/or essential to the fundamental purpose of the organization When requesting funding for essential investments the following documentation is required: a Essential Investments Request Form (available on CampusLINK); and b Documentation of the item(s)’s price Once investments are approved, quality assurance will be implemented in the following ways: a If materials and/or equipment are damaged, lost, or stolen, then an Incident Report Form (available on CampusLINK) must be submitted immediately to UFB for traceability If stolen, a police report must be filed and included with the Incident Report Form as documentation b Audits, based on random selection, will be conducted before the conclusion of the spring semester Audits will ensure that there are no unreported discrepancies between the approved request and the current condition of the investments c If discrepancies during an audit are found, the organization will not be able to request for new materials and/or equipment for the subsequent fall semester The items listed in Items Generally Not Funded Article M not apply to Essential Investments Organizations are responsible for informing UFB of the new storage location and contact person during re-registration Co-Sponsorships A Co-sponsorship requests should be submitted as follows: a Each organization involved must submit a separate funding request with the same event name and indicate in the title that the budget is a co-sponsorship b Each organization will request specifically for the funds they intend to cover for the event in their individual budget B If the co-sponsoring organization is not UFB-funded, documentation of commitment to cosponsor must be provided C The maximum food and beverage request for co-sponsored events is $2,000* for two UFBfunded student organizations with an individual organization spending no more than $1,500* This food and beverage cap will increase by $500* for each additional UFB-funded cosponsoring organization a If two or more organizations wish to co-sponsor food and beverage items, each organization must count the co-sponsorship as one of its food and beverage events D The purpose of the event must align with the purpose of each co-sponsoring UFB funded organization E More than one (1) organization may apply for funding for organizations attending the same conference 20 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Performer & Performer-Related Expenses A Funding requests for events based around a performer/speaker, that is not a member or advisor of the organization, regardless of honorarium paid to the guest for any charges incurred, must include the following: a Written documentation of the performer’s intent to attend b Credentials for how the performer fits with the event and the purpose of the organization (e.g resume, CV, biography, etc.) c For career fairs and similar events, in place of intent and credentials of the specific company representative that will be attending, credentials of the company and any sort of confirmation of attendance from the company are acceptable d These requirements still apply if the performer is a UC student B Funding requests for events based around performances or speeches given by organization members and/or advisor(s) must include the following: a Names of the members and/or advisor(s) b Credentials for how the members and/or advisors(s) fit with the performance and event C For performer transportation, organizations will assign $0.55 per mile for gas expenses D Airline tickets for speakers or performers may not be purchased through third-party sites (e.g.: Expedia, Travelocity, etc.) E Per-diem costs and honorarium for performers will be funded only if requested by the performer in the form of an official invoice F Anything not explicitly stated as honorarium in documentation will be included in “Other Performer Related Expenses.” This includes hotel/lodging costs G See Items Generally Not Funded Articles A and B for honoraria for UC-affiliated performers and family members Facility Rental/Equipment Rental A All costs associated with security must be requested under the Facility Rental/Equipment Rental line item Automatic Deductions Documentation A Each line item not sufficiently supported by proper documentation shall be cut accordingly Post-Event Paperwork/Administration A All original itemized receipts from approved funded requests or purchases made with the (up to) $300* operating funds must be turned in within ten (10) business days from the end of the program or event in order to receive reimbursement for expenses Per University of Cincinnati policy, any receipts older than 30 days will not be accepted for reimbursement B The Program Assessment must be completed by the final day of the month after the month in which the on or off-campus program ended So, for example, an event ending on March 23rd would have a program assessment due on April 30th a The assessment is linked in your approval email from the UFB secretary If you need to get the link again you can email the UFB secretary for access 21 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation C D E F G H b All funds (including operating funds) will be frozen after the final day of the month following the month in which the on or off-campus program ended if the above survey or receipts are not turned in and will remain frozen for at least three (3) days from the day the form/receipts are submitted c If the survey or receipts are more than days late, funds will be frozen for ½ of the number of days they are late (e.g If a form is ten (10) business days late, the organization’s funds will be frozen for five (5) business days from the day the form was turned in) i If an organization’s funds have been frozen due to a failure to submit an assessment or receipts, a funding request will not be heard while the organization’s funds are frozen If a program assessment is due past the final day of the Spring semester, it is still the responsibility of the student organization to complete the assessment within the final day of the month following the month in which the on or off-campus program ended a All late program assessments turned in during the Summer semester will carry the same penalty as during the spring and fall semesters until a maximum of 30 frozen days has been reached b All frozen days incurred over the summer semester will be applied after the student organization re-registers with SAB during the fall semester c Any additional frozen days acquired during the spring semester will be added to the total frozen days gathered over the summer semester Any approved event must be changed to public on the organization’s calendar on CampusLINK within days after approval Failure to provide receipts for any purchases will result in not using the university credit card until further notice Purchase for on-campus and off-campus programs should be made no later than week before your event Any payment for invoices made after a program happens will require the organization to provide a purchasing letter with a reason for late payment Any purchases made from Dominos, Kroger, and Walmart will need to go through the reimbursement process The University Purchasing Card cannot be used to make purchases at these locations No tax will be reimbursed but a student can get the tax-exempt form on the Office of the Treasurer website Appeal Process A To appeal a UFB decision, an organization must submit an appeal through CampusLINK, selecting the “Appeal for Funding” category, and put the items you wish to appeal the decision on as well as a typed letter of explanation stating why the organization is appealing, listing the line item(s) and article(s) that are being appealed The appeal should be formatted as a letter from the student organization leader explaining the situation with any additional documentation needed a This typed explanation must be submitted by 11:59 pm Tuesday following the budget decision b Organizations may not appeal any Automatic Deductions and may not appeal more than once per budget c Appeals for additional funding must be requests for already approved line items in the original budget 22 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation B To appeal for additional funds on a funding request that has been approved by the board, an organization must submit an appeal through CampusLINK, selecting the “Appeal for Funding” category a Any appeal for additional funding must be submitted no later than 11:59 pm Tuesday following the on or off-campus program C Appealable Documentation a If missing documentation is discovered at a meeting, the student organization has not been properly contacted beforehand (or was not contacted in a timely manner), and the budget is denied on basis of a lack of documentation, at the board’s discretion, the budget decision can be appealed for the organization to submit the missing documentation to approve the budget The missing documentation must be submitted no later than 10:00 am on the Thursday following the hearing Additional Funding A Based on the availability of funds, groups will be notified if they can request additional funding from the initial cap set based on UFB’s allocation at the start of the academic year a The funding request process will be maintained for these additional funds and funds will continue to be allocated on a first-come, first-served basis b Organizations must not exceed three (3) food events or $1,500* for the Food and Beverage line item when applying for additional funding FUNDS ARE ALLOCATED ON A FIRST-COME, FIRST-SERVED BASIS There is always a chance that we will exhaust our funding before the end of the academic year; thus, we encourage you to start planning as early as possible 23 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation AIC Budget Process Budget requests for the next fiscal year are submitted by individual AIC organizations to UFB by 5:00 pm on March 11, 2022 If you need assistance with your submittal, please see a UFB member during their office hours A timeline for the entire process is presented below A Begin preparing your proposal and presentation (End of January) a Start planning early! Preparing a quality AIC proposal and presentation takes time, especially if you wish to ensure the maximum allotment of funds for your organization B Meet with the External Vice-President to review and improve both proposal and presentation (February) a The External Vice-President is your number one resource! They will help you refine your presentation and make sure it is not missing anything crucial as well as give you pointers as to what the board likes to see and hear in presentations C Submit your proposal via CampusLINK by Friday, March 11th by pm a No exceptions! If proposals are not submitted by pm your organization will not be eligible to request funds for the upcoming school year b Present proposal to the University Funding Board on either Thursday, March 31st, or April 7th no exceptions! Organizations that fail to present will not be eligible for funding for the upcoming school year You have worked so hard on this proposal and presentation, why not present it, and show it off D Your group will be notified as soon as possible of how much money they have been allocated for the upcoming year a You will be notified via email with the allocation amount voted on by UFB b A final email will be sent out as well as a pdf uploaded on UFB’s CampusLINK page under documents with your organization's final yearly allocation once UFB receives their approved total allocation for the year c Initial questions and concerns should first refer to the AIC criteria for clarification Further questions can be directed towards the External Vice-President E To spend money, see your advisor and financial administrator a Once approved, see the Financial Administrator IMMEDIATELY to start the paperwork YOU ARE RESPONSIBLE for following through on making reservations, payments, and any other items associated with your event UFB strongly encourages organizations to use a university credit card instead of going through the reimbursement process Important Dates for AIC Organizations 9th Friday of the Spring Semester: March 11, 2022: Budget proposals for the next academic year is due by 5:00 PM 11th - 13th Thursday of the Spring Semester: March 31st and April 7th, 2022: Budget presentations heard at the UFB Meeting, 6:00 PM, TUC 423 3rd week of May: Monday, May 16th, 2022 is the deadline to make all purchases from your yearly allocation 24 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation AIC Criteria Governing the Allotment of Funds 2021-2022 Eligibility Students participating must be registered UC students currently enrolled in more than credit hours and in good standing with their colleges Membership All currently enrolled UC students must be given the opportunity each semester to try out for or join an AIC organization Funds Available to AIC Organizations A Every spring semester, AIC organizations are eligible to request funds for the upcoming academic year The academic year is defined as fall through summer semesters a The maximum allocated amount for each AIC organizations in an academic year will be up to $10,000 with two exceptions: i The amount may be lessened due to UFB’s available funds ii An organization develops unforeseen costs (See Audits and Sanctions) b Make sure you review the University Funding Board Criteria and Items Generally Not Funded when utilizing allocated funds and preparing for the next academic year Preparing an AIC Budget Request General Information for AIC Budget Requests A Requests for the upcoming academic year must be submitted via CampusLINK by pm on the 9th Friday of the spring semester a Your CampusLINK submission will serve as your proposal and consist of your organization's presentation and budget breakdown b All AIC documents (including a step-by-step How to Submit an AIC Budget Request, AIC Budget Spreadsheet, and Model Presentations) can be found through UFB’s Campus Link Page → Documents → View All Documents → AIC Documents Folder B AIC organizations must complete a budget submission for the upcoming academic year in accordance with these AIC criteria C All AIC budget submissions must be presented between the 11th and 13th Thursday of the spring semester to the entire board Presentations will be dedicated to these two weeks with additional time during the third week allotted on an as-needed basis D Each organization will be given a total of 10 minutes, minutes to present, and minutes for questions a Any time not used during the presentation will go towards the time allotted for questions b The External Vice-President or designated board member will notify presenting organizations of the time they have remaining throughout their presentation E Organizations must be present minutes prior to their slated time slot F After each organization has presented UFB will go into a closed meeting AIC organizations and non-UFB members will be asked to leave a During this time, UFB members will discuss proposals and presentations to produce a final slate to be voted on that night 25 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation G If an organization does not submit an electronic budget submission via CampusLINK they will not be allotted funds for the next academic year H Proposals for Additional Funding A In the case that an organization unexpectedly exhausts their annual funds, they will be allowed to apply for these funds on an as-needed basis B Proposals for additional funding will be constructed in a similar fashion as an annual proposal including their previous budget to justify further funding C Organizations will be required to give a presentation to the board explaining why they are requesting additional funding (See General Information for AIC Budget Requests Article D) D Requests for additional funding will be arranged by contacting the External Vice President who will then send the relevant information Modes of Transportation For any events that are greater than 100 miles from UC, or require an overnight stay, AIC organizations must use UC transportation or some other form of accredited or recognized transportation service (with Indianapolis and Columbus being exceptions) Exceptions to this rule are determined by SALD UFB will consider airline transportation for AIC organizations on a case-by-case basis Guidelines for Funding Submission Process AIC organizations must electronically submit a budget proposal through CampusLINK comprised of a presentation and a budget breakdown for the next school year Presentations: All presentations should be submitted through CampusLINK and summarize the following: A Past competitions, performance at these competitions, and expenditures from years past as well as the current academic year; B Areas of rubric include membership growth, involvement opportunities, presence on campus, and external funding; a Review the AIC Rubric for additional information on each of these areas C New competitions/events, additional costs, and reasons for attending additional competitions/events; and D Justification for increased funds for materials or events a Organizations that have shown a clear improvement in competition results may receive an increase in fiscal allocation b Organizations that have shown clear growth in membership may receive an increase in fiscal allocation c Organizations that have declined in performance at events will not necessarily be penalized in their fiscal allocation d Organizations that are requesting funds for the first time may not receive the full amount until competition performance or holistic improvements are seen throughout one year E Organizations are strongly recommended to state whether or not they have attempted to fundraise or have reached out for corporate sponsorship during their presentation 26 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation Budget Spreadsheet: The budget spreadsheet should be submitted through CampusLINK and describes the organization and the organization's needs in the upcoming year The budget spreadsheet template and what to include can be found on UFB’s CampusLINK page Additionally, it should summarize the listed information below: • • • • • • • Competition and/or registration fees; Transportation; Hotel and Lodging; Equipment/Supplies; Co-sponsorships; Donations; and Other Hosting Competitions: A Competitions must align with the description/purpose of the AIC organization B AIC organizations that wish to host competitions may request up to $5,500* in their annual request C Organizations will not be permitted to spend more than $1,500* on food D Organizations are permitted to charge non-UC students/teams registration fees as a means to cover the cost of hosting only This should be done with the assistance of SALD Deadlines: A The budget proposal and presentation must be submitted electronically via CampusLINK no later than pm on the 9th Friday of the spring semester a No budgets after this date will be accepted B Between the 11th and 13th Thursday of the spring semester, all AIC organizations must present to the University Funding Board Failure to present proposals will result in no funding for the upcoming school year (See Allotment of Funds) Presentations should only take place over two weeks Additional Request Tips: A Organizations are recommended to use pictures or videos or bring actual devices displaying their progress If the group is performance-based, performances are welcomed as well All these activities must be within the 10-minute presentation time These activities serve to increase the entire board’s understanding of the group as well as its goal and purpose A better understanding of the group leads to a more educated fiscal allotment from the board B One thing to note is that UFB makes the allocation slate based on the amount of funds available Automatic Deductions A Organizations that fail to the following task will not receive funding a Failure to submit requests via CampusLINK for the upcoming academic year by pm on the 9th Friday of the spring semester b Budgets after pm on the 9th Friday of the spring semester will not be accepted c Failure to complete the annual RESET process and be approved by SAB 27 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation B If an organization is allotted funds and does not participate in competitions or use their funds, their allotment for the following year may be revoked C Extenuating circumstances will be taken into consideration and will be dealt with on a caseby-case basis D In the case that an organization does not use all their allotted funds by the end of the fiscal year, the organization must notify the External Vice President with an explanation of why funds were not used Such as case may result in the deduction of the following year’s allocation Allotment of Funds A If available, a variable amount of AIC funds will be held by the board and not allocated at spring AIC hearings a These funds will be held so that funding for unexpected events is still possible throughout the academic year (i.e a new AIC organization is formed, an organization advances on to another round of a competition, etc.) b A group that does not receive funding during the spring hearing will still be applicable to appeal c In the case that an organization unexpectedly exhausts their annual funds, they will be allowed to apply for these funds d This amount may change at the discretion of the board and based on the total amount UFB receives from the University for AIC Funds e Organizations wishing the make an appeal must contact the UFB External Vice President via email B Organizations may start spending their allocated funds at the beginning of the university’s fiscal year on July 1st, as long as they have completed the registration process and have been approved by SAB and UFB Semester Assessment The assessment will be sent out each semester by the External Vice President Organizations will be required to complete one every semester indicating their incurred costs and performances at any competitions FUNDS ARE ALLOCATED ON A FIRST-COME, FIRST-SERVED BASIS There is always a chance that we will exhaust our funding before the end of the academic year; thus, we encourage you to start planning as early as possible 28 *All organization funding amounts and limits are subject to change based on UFB’s yearly allocation Any changes in totals will be announced at the beginning of the academic year once UFB receives their yearly allocation