Funding Requests

  • MCV Campus Student Government Association Funding Requests

     

    Funding Request Application

     

    **All Student Organization funding has been allocated for the 2016-2017 academic year. No further funding requests may be approved**

     

        

    Welcome

     

    The SGA would love to support your student organization activities that benefit the MCV campus student body (i.e., all MCV students must be able to participate in the event, regardless of organization affiliation). A copy of all required forms can be found under Finance Links. Please note that every organization is allotted a maximum of $3,000 per academic year.

     

    Also note that your organization must be registered by VCU Student Commons & Activities (via the VCU MyOrgs system) in order to be eligible for funding.

     

    Application

     

    Please fill out the funding application and submit to the SGA Treasurer (see example at the bottom of the page) by 5 PM on the Monday of the week exec is meeting (see dates below). All requests must be discussed and preliminarily approved at the executive board meeting before appearing at the general body meeting for voting and final approval.

     

     

    Requests must be submitted at least a month prior the event for VCU to pay in advance. Be aware that your organization may not receive funding if the request (1) does not have the potential of benefitting every MCV campus student, (2) is late or incomplete, or (3) if the host organization is profiting off of MCV SGA funding.

     

    Some events that have been funded in the past include Phi Delta Chi's Disco Bowl, the Pediatric Interest Group Meeting with guest speaker Patch Adams, the School of Medicine Golf Tournament, and the Kappa Psi Golf Tournament.

     

    All requests will be discussed at the executive board meeting and general body meeting before any approval. 

     

     

    Funding Methods

     

    VCU Pays Upfront

     

    -All paperwork must be submitted 30 days in advance.

    -In order for VCU to pay in advance for the costs of the event, we wil need:

    • The vendor to be willing to be paid after the event has taken place. This is a problem for some vendors, so make sure yours is willing and able to do so before submitting your request.
    • An itemized invoice or quote that also includes an address, phone number, email, and tax ID number.
    • You can email a copy to us and once we receive it, we will fill out our form and have everything submitted.

     

    Reimbursements

    -All reimbursements are due five business days after the date of purchase or the date of the event.

    -There are two main categories for reimbursements in the event that VCU cannot pay upfront: personal and organizational reimbursement.

    -Reimbursements are only applicable for approved purchases.

     

    -The following items are not reimbursable expenses:

    • Bottles of water
    • Printing in any form (photocopies, flyers, posters, etc.)
    • Office supplies
    • Contracts (You MUST contact the MCV SGA for how contracts work)
    • Gifts for members (thank you's, graduates, etc.)

     

    -For personal reimbursements, we will need:

    • The original itemized receipts (make copies for yourself)
    • An image of the credit card used showing the last 4 digits.
    • An image of the bank statement showing the processed charge and displaying the last 4 digits of the card used.
    • The student’s V number, phone number, and email address
    • The flyer used to advertise for the event.
    • A Personal Reimbursement form (the index is 880082 and the account is “Appropriations”)
      • The address of the person to be reimbursed must match the address that is listed in VCU eServices.
    • A list of attendees*
    • A travel and food reimbursement form*
    • * = These items are necessary only if food is purchased.

     

    -For organizational reimbursements, we will need:

    • Your organization must be registered on VCU MyOrgs (see above)
    • The original itemized receipts (make copies for yourself)
    • An image of the credit card used showing the last 4 digits.
    • An image of the bank statement showing the processed charge and displaying the last 4 digits of the card used.
    • Your organization’s tax ID number.
    • The flyer used to advertise for the event.
    • An invoice from your organization billing VCU. Itemize the purchases as much as possible (contact the SGA Treasurer for further instructions)
    • A list of attendees*
    • A travel and food reimbursement form*
    • * = These items are necessary only if food is purchased.

     

    -In the event that a check was used instead of a card for these purchases, we will need either:

    • A copy of the cleared check front and back, OR
    • A copy of the front of the check and the bank statement showing that it has been cleared.

     

    Final Information

    -A VCU Finance employee must sign contract requests. As such, contract requests need to be submitted at least 45 days in advance. Negotiating a contract takes 2-3 days after submission. Contract requests can be submitted to the SGA Treasurer.

     

    -Student-Activity-Fee Funded Travel

    • The President and/or Treasurer of a student organization that wishes to travel must come to the USC&A Student Organization Development office to meet with the Coordinator for Student Organization Development at least 30 days prior to travel.
    • The 30-day requirement stands even if you are paying your way and will be reimbursed.
    • The Coordinator will assist the student in filling out the appropriate forms and ensure the student(s) have met the criteria as set by their respective funding body bylaws.
    • All food or travel reimbursements require the Travel and Food Reimbursement Expense Voucher.

     

    -Printing and Copies

    • Wythken Printing and Uptown Color contract with VCU and will be happy to assist you with your approved printing needs. Please do not attempt to seek reimbursement for printing services. Wythken even delivers!

     

    -Questions, comments, and concerns can be directed to the SGA President or SGA Treasurer.

     

    Finance Links 

     

    Sample Funding Request

     Sample Funding Request