ASUSF Funding Informational Packet
2015-2016
UniversityofSanFrancisco
Pleasereadthispacketinitsentirety.BysubmittingtheASUSFFundingapplicationform,youand yourorganizationagreetoabideandactaccordingtotheUSFpoliciesfoundintheFogcutterStudent Handbook.ThispacketcontainsalltheinformationyouneedtoapplyforfundsfromASUSF:
EligibilityforASUSFFunding
ProcessforApplyingforASUSFFunding
oSubmittingProposal
oMeetingwithPeerAdvisingTeamorASUSFVPofBusinessAdministration
oPresentation/Evaluation
oNotificationLetter
oReimbursementFollow-UpMeetingwithPeerAdvisor
HelpfulTips
WhereToFindAndSubmitApplication
ContactInformation
WhatisASUSFFunding?
ASUSFFundingisfundsprovidedbyASUSFSenatetoregisteredorganizations.Thefundsprovide developmentopportunitiesfororganizations,whichmayincludeeventrelatedexpenses,officesupplies, membershiprecruitmentactivities,staffdevelopment,travelexpenses,andorganizationorconferencedues. ASUSFFundingisNOTguaranteed–requestsandallocationsaredeterminedonafirst-come,first-served basisanddependuponavailabilityoffunds.ThePeerAdvisingTeam(PAT)inStudentLeadershipand EngagementoverseesinternaldevelopmentandtravelrelatedfundsandSenate’sFinanceCommittee overseeseventrelatedfundrequests.BoththePeerAdvisingTeamandtheFinanceCommitteemeetoncea weektoreviewfundingapplications.AmemberofthePeerAdvisingTeamandtheVicePresidentofBusinessAdministration,whochairstheFinanceCommittee,areavailablefordrop-inadvising.
InternalDevelopmentVs.EventFunding
PleasenotethattheASUSFFundingApplicationsmustbesubmittedatleastsixweeks priortowhenfundsareneeded
oEx:IfyouhaveaHalloweeneventonOctober31st,itisrecommendedthatyou submityourapplicationbySeptember15th(6weeksinadvance).
Ifyourorganizationisrequestingfundsover$5,000,pleasesubmityourapplication
12weeksinadvance
EligibilityforFunding
Studentorganizationsapplyingforfundingmustbecurrentlyrecognizedandingoodstandingby StudentLeadershipandEngagement(SLE)andmustbeincompliancewithallSLEandUSFrules andregulations,includinganybudgetstipulationssetforthbyASUSF.
PleasenotethatanorganizationcanonlyapplyforfundingTWICEforInternalDevelopmentand ONCEforTravelpersemester. Thereisnocapforhowmanytimesanorganizationcanapplyfor fundsforanevent,howeverdorealizethatweoperateonalimitedbudgetandwouldoptimallylike toseeitsharedamongstasmanyorganizationsaspossible.
Anorganizationcannotrequestfundingforexpensesalreadyincurred.
ProcessforApplyingforASUSFFunding
SubmittingProposal:
CompletedapplicationsforfundingmustbesubmittedonOrgsyncatleastsix(6)working weeksinadvanceofthedatefundingisneededandarelistedas2015-2016ASUSFFunding Application
Itisrecommendedtosubmityourproposalatleast12weeksinadvanceforfundingrequests above$5000.
MakesureyourASUSFFundingApplicationisasthoroughaspossible.Givethecommitteeasmuch backgroundinformationaspossibleandclearlyarticulatehowthisfundingwilladvanceyour organization’smissionandpurpose.
Giveaccuratefactsandfigures,especiallyforyourproposedbudget.Usemarketresearchto determinecostswithUSF’spreferredvendors,suchasSocialImprints,CopyMill,BonAppetit, OfficeDepot,andtheUSFBookstoreinmind.Thesearethevendorsyourorganizationwillneedto useiffundedandcontactinformationisincludedinthebackofthispacket.
Includeadetailed,itemizedbudgetwithquotesthatyouhavefoundfortheitemsyouwishto purchase.Fortravelbudgets,expecttocontributeatleast25%ofthetotaltravelcostasagroup.For apparelpurchases,anticipatethateachmemberwillhavetoputforthalimitedcontribution.
oTemplateforbudgetscanbefoundontheASUSFSenatewebsite
( “ASUSF Funding Information.” on the left hand side.
Ifyoureventincludesanyfood,rememberyouwillneedtouseBonAppétitunlesstheyallowfor exceptions.UsetheStudentCateringMenu,availableattheBonAppétitCateringOffice,tolower costs.
oForFlexifundraising,EventsManagementisnowabletoalloworganizationstofundraiseall yearlongupuntiltheeventtakesplace.AsFlexiisdonated,themoneywillbesavedintoan
“account”onbehalfoftheorganization.
DonotsubmitanASUSFFundingApplicationthatisnotwithintheguidelinesorintentofstudent funds.
MeetingwithPeerAdvisingTeamorASUSFVicePresidentofBusinessAdministration:
Aftertheapplicationissubmitted,oneofthemembersofthePeerAdvisingTeam(PAT)orthe ASUSFVicePresidentofBusinessAdministrationwillsetupamandatorymeetingbasedonthe availabilityyou’veprovidedontheapplication.
oThepurposeofthismeetingistofurtherdiscussboththeapplicationprocessandthe requestedfundsfortheparticularorganization.
Failuretoattendthemeetingwillresultintherejectionofanyapplication.
Bepreparedtoansweranyquestionsregardingyourapplicationorbudget.
Presentation/Evaluation:
Anyrequestforanevent,fortravelorforanyamountexceeding$500willrequireapresentationto be heldbeforethe PeerAdvisingTeam(PAT)whichmeetsMondaysfrom1:00pm-3:00pmorthe FinanceCommitteewhichmeetsFridaysfrom10:15am-11:45aminUC402/403.
Youonlyhavefiveminutestoconveytheimportanceoftherequest,sokeeptheproposal presentationshortandtothepoint.
Yourpresentationwillbefollowedwithaquestionandanswersessionsothecommitteehasample opportunitytocompletelyunderstandyourrequest
NotificationLetter:
Within24hoursofanevaluatedrequest,theapplicantandorganizationpresidentwillreceivean electronicnotificationthatwillinformyouofthestatusofyourproposal.
Uponapproval,thestudentrepresentativemustmeetwithaSLEPeerAdvisingTeammemberor staffdesigneewithinfive(5)workingdaysofnotificationtoprocessanynecessarypaperwork. Fundingrequestsforconferencedues,speakers,performingartists,checkrequests,oritems purchasedonlinemaytakelongertoprocess.Pleasekeepthatinmindandplanappropriatelyto ensureyourfundsaregrantedinatimelyfashion.
Youcanonlyspendmoneyforwhatisspecificallyallocatedaccordingtothelineitemsinyouraward
letter.Anyamountspentoutsideofyourspecificlineitemsisyourorganization’sresponsibilityand willNOTbepaidbyASUSF.
Notethatwhencontractingwithoutsideperformers,aW-9andPerformanceAgreementformmay berequired. TheseformsareavailableinStudentLeadershipandEngagementandareneeded beforeanypaymentscanbeissued.
ReimbursementFollow-upMeeting:
AlloriginalitemizedreceiptsforapprovedfundingexpensesmustbesubmittedtotheSLE representativeduringyourmandatoryfollow-upmeetingwithinten(10)workingdaysofthedate purchased.TheSLErepresentativewhoisassistingyoumustbenotifiedoftheplanneddateof purchase.PLEASENOTE:Ifreceiptscannotbeturnedinwithinthistimeframe,priorapproval mustbeauthorizedbythePeerAdvisingTeam(PAT)orstaffdesignee. Failuretodosomayprevent reimbursement.
APettyCashVouchermustbecompletedbytheSLEstaffbeforethereimbursementprocessis
completed.TheseformscanbefoundintheStudentLeadershipandEngagementoffice.Astudent assistantoramemberofthePeerAdvisingTeamcanassistinfillingouttheformifhelpisneeded. PettyCashreimbursementsareonlyforitemsprocuredunder$100,expensesoverthisamountwill needtobereimbursedusinganExpenseReportandmaytakeuptothreeweekstoprocess.
Ifreceiptsarenotturnedinwithinfifteen(15)workingdays,theorganizationisnoteligiblefor reimbursementandcannotapplyforfurtherASUSFfundinginthesamesemester.
Reimbursementswillnotbeprovidedforanyitemsnotlistedinthebudgetoutline.
Reimbursementswillnotbeprovidedafterthelastdayofclassesinthesemesterfundingwas granted.
Fortravelandeventrelatedfunding,yourorganizationwillneedtosubmitfivepicturesoftheevent orconferenceandabriefarticle(200-400words)highlightingwhatyoulearnedandhowtheevent orconferencehelpedyourclubororganization.ThisistobesubmittedtoOrgsyncviathe2014-2015
ASUSFFundingEvaluationwithinfive(5)businessdays.ItwillbeshowcasedintheSLEnewsletter and/orontheASUSFSenatewebsite.Failuretodosomayresultindenialoffuturefunding.
HelpfulTips
ApprovedpublicitymustcontaincreditforsponsorshipandtheASUSFlogo,whichcanbeobtained throughtheASUSFGraphicsCenter.
REMEMBERyoumustgetAPPROVALofyourfundingrequestBEFOREmakingpurchases.If not,wearenotliableforthemoneyspentbeforetherequestwasgranted.
Takethisseriously—significantstudentmoneyisinvolved.
IfyouneedassistancewithanypartofpreparingyourASUSFFundingApplicationorquestions regardingOrgsync,setupameetingwiththePeerAdvisingTeambyemailing .
Needhelppreparingabudgettosubmitalongwithyourapplication?Visit selectthetabonthelefthandsidethatsays“ASUSFFundingInformation”.Alongwithotheruseful information,you’llalsofindherepre-preparedbudgettemplatestohelpyou!
WheretofindandsubmitmyASUSFFundingApplication?
TheASUSFFundingApplicationwillnowonlybeacceptedthroughOrgsyncwhichcanbeaccessedonUSF ConnectandthroughClubConnect.Inordertoaccessthefundingapplication,followthestepsbelow:
LogintoUSFConnect
GototheGetInvolvedTab
Search for Undergraduate Student Organization
ClickonFormsonthetoolbar
Lookforthe2015/2016ASUSFFundingApplication,andclickFillOut.*Noteifyoudonot seetheform,youmayneedtoclick“seeall”ontheright-handsideasonlyasmallportionofthe formsarevisibleatalltimes.
Pleasemakesureyoureadandunderstandtheapplicationbeforefillingitout.Onceyoufilloutthe application,besuretogooveritonelasttimebeforesubmittingit.Youmayonlyselecteither InternalDevelopment,TravelOREventfundsperapplication.Onceyouhavesubmittedthe applicationyoucannotmakeanyfurtherchanges.
SubmittheapplicationbyclickingSubmit.
Youhavesuccessfullysubmittedtheformwhenyougetascreenthatsays“Youhavesuccessfully submittedtheform”.
ToaccesstheformthroughClubConnect:
Goto
Clickon‘Forms’atthetopofthepage
Findthe2015/2016ASUSFFundingApplicationformandclick‘FillOut’
SubmittheapplicationbyclickingSubmit.
Youhavesuccessfullysubmittedtheformwhenyougetascreenthatsays“Youhavesuccessfully submittedtheform”.
WhocanIcontactifIhaveanyquestionsorconcerns?
ForInternalDevelopmentand/orTravelrelatedquestions:
PeerAdvisingTeam,StudentLeadershipandEngagement
Kevin Bachar, George Uccelli, Uma Joshi, Eric Dong
UniversityCenter4thFloor, 415-422-7256
ForEventrelatedquestions:
ASUSFSenateVicePresidentofBusinessAdministration
Patricia Kealy
UniversityCenter4thFloor
USFPreferredVendors
SOCIALIMPRINTS Contact: Daniel Phifer Phone: (415)956-0269
Email:
PrintedorembroideredT-shirts,bags,caps,etc. (Promotionalitemsalsoavailable) SeeattachedsheetforsampleT-shirtpricing.
CAMPUSMARKETING Contact:CyndiSpear Phone:(503)542-8701
Email:
Customizedpromotionalitems. (Printedapparelalsoavailable)
VICTORYCORP. Contact:SueCarlson Phone:(763)278-6472
Email:
Tablecloths:$200for1-colorimprint/$240for2-colorimprint/$270for3-colorimprint
SFPARTY
Phone:(415)931-9393
DecorationsPartyRentals:20%offballoonsanddecorationsbutnotonequipment
LatexBalloons: $.87each+$15delivery
COPYMILL
Phone:(415)929-7188
Email:
Allduplicating.
Banners: 3’x6.5’retractablebannerwithstand:$275/3’x6’banner:$177.39
1-Sidedw/Tax 2-Sidedw/Tax
B&WCOPIES,20lb.whitebond,8.5x11 .04 .08
B&WCOPIES,20lb.colorbond,8.5x11 .07 .15
B&WCOPIES,20lb.whitebond,11x17 .08 .15
B&WCOPIES,20lb.colorbond,11x17 .15 .30
B&WCOPIES,65lb.white/colorcardstock,8.5x11 .21 .30
COLORCOPIES,whitebond,8.5x11 / .32 / .64COLORCOPIES,whitebond,11x17 / .65 / 1.29
OFFICEDEPOT
Allofficeproductsequipment. Printproductdescriptionpriceforanyitemthatcostsover$100.
SOFTMARTContact: EricHadlerPhone: (610)518-4162
Email:
Computersoftware(accesswebsitethroughtheUSFlink).
OTHER
StudentDJs: $40/hourstandardrate. USFCatering: 33%discount.
USFBookstore: 10%discountoffUSFitems.
USFbusinesscards:$25for250cards;$35for500cards.