STUDENT COUNCIL SAF APPROPRIATIONS
New to the Appropriations process? Start by reading the introductory guide below, looking through the FAQs, watching the CIO Town Hall presentation, and especially reading the SAF guidelines. Additional questions can be directed to firstname.lastname@example.org or stop by VPO office hours.
STUDENT COUNCIL FUNDING: THE BASICS
- All registered Contracted Independent Organizations (CIOs) that are in good standing with the University may apply for StudCo funding. Groups that are inactive or frozen need to renew their status before applying.
- New CIOs need to contact the VPO (email@example.com) before applying for the first time to request that an account be created for their group.
- Funding requests are approved during five “rounds” per semester. Groups may either apply once, for the semi-annual round at the beginning of the semester, or up to four times during any of the four rolling rounds, that are evenly spaced throughout the semester.
- See the above rounds calendar for this semester’s dates.
- We recommend that newer groups who are not yet certain of their expenses/ funding patterns use the rolling rounds method. Semi-Annual funding is for groups that have more regular and established funding patterns and can be certain of all their expenses far in advance.
- All our funding is handed out through reimbursement: you pay for the item up front and we reimburse you once you submit receipts.
- Read through the information on this page and the SAF guidelines below
- Look at the makeup Town Hall (linked above) to get a sense of resources available to CIOs and answer some commonly asked questions. You must watch the full presentation on your honor before submitting a budget.
- Make sure that your CIO has an account with StudCo – if your CIO has never applied for SAF funding before you will need to email the VPO to create an SAF account for you on atUVA.
- If your organization has applied for funding in the past but you personally are new to the process, track down your former treasurer and talk through previous budgets. Ask what they got funded, what they did not, what their alternative fundraising sources have been. If your organization does not have Transition Documents consider making some for your successor.
- Make a list of all of your CIOs expenses and incomes, figure out where the gaps are. What will your dues not cover? Do you have donors or grants?
- Assess which of the aforementioned expenses are allowable within the SAF guidelines. Please read through them for details, but the immediate things to remove are food and food paraphernalia, giveaways, equipment that is rented out on grounds, and supplies that will not stay within the CIO.
- Decide what round(s) you will be applying for – the schedule for the semester is linked above. Remember that you must use funds in the same semester in which they were awarded. Keep track of your deadlines; purchase requests must be filed within 60 days of funding being approved or before the deadline.
- Create your budget using the template found here.
- Submit your budget, the process is described in a video linked under “tutorial videos” above.
- Attend a hearing – a sign-up sheet will be sent out before the round via email. Please alert the VPO in a timely manner if you submitted your budget on time but did not receive it. Hearings are informal and you need only yourself, your laptop and a working knowledge of your CIOs finances. Please arrive at the PAC a few minutes ahead of your designated time slot. Budget hearings for North Grounds groups are held over the phone with members of the Appropriations Committee. These hearings will be held at the same time as the ones on Central Grounds (6:00 p.m. -8:00 p.m. on designated Wednesdays). There will be a separate tab on the spreadsheet for North Grounds CIO’s to sign up for phone hearings.
- Wait. It usually takes the appropriations committee and the VPO about 10 days to process funding requests. When the allocated amounts (the amount of money your club is receiving) are uploaded to atUVA you will get an email notification.
- Spend your money!
- File for reimbursement: Create a purchase request online – again, there is a tutorial video linked above on how to do this. Print out your purchase request and receipts, sign them and staple them together and drop them off at the Business Services office on the 4th floor of Newcomb during typical working hours (M-F, 9:00-5:00).
- Get your check in the mail (or direct deposit if you have that arranged).