Funding Request Processes

Reimbursement and Advance of Funds Funding Process

1

Make sure your organization and request meets the requirements to be funded by the SAF 

Organizations must meet the following criteria to be funded by the SAF.

  • Be a registered student organization in good standing with Student Leadership and Involvement
  • Be an open organization as defined by Student Leadership and Involvement

Organizations not meeting these criteria are not eligible for SAF funding. If you believe your request is an exception please contact our treasurer who will help you through the special exception process.

In addition there are things that USG cannot fund, or rules about what funding can be allocated. A summary of these rules is included below:

  • Alcohol
  • Giveaways
  • Food
    • Unless the food is used for a cultural event that is open to everyone.
  • Salaries for full or part-time staff may not be funded
  • Contributions to campaigns are prohibited from coming from the SAF
  • Awards may not be purchased with SAF funding

2

Determine which form to fill out

There are two options: the Reimbursement of Funds and the Advance of Funds. The Reimbursement request is for SAF approved orgs that covered a cost with out-of-pocket money. The request must be for approved items on their budget only and valid receipts must be provided. The Advance request is for these same orgs to request money from their budget before-hand to cover the costs of any approved item(s) on their budget. Detailed item orders must be provided with the form and valid receipts for those items must be turned in once the items are purchased.

3

Files Forms on the USG Ticketing Portal

During office hours, body members will go through the requests and input the information provided into our system. If any immediate issues are found, such as invalid receipts, a member of the Ways and Means (WAM) Committee will reach out to your org to resolve this issue.

4

The Ways and Means (WAM) Committee Review

A member of WAM will do a final check of the request to ensure all issues are resolved. USG’s Treasurer will notify your org about the status of your request.

5

Receive Funding if Approved

Once approved, a check is ordered from Michigan Tech’s accounting department. Checks will arrive in the Student Leadership and Involvement (SLI) Office (MUB 112) — they will not go to USG’s office. You or your treasurer should get an email from someone in Student Leadership and Involvement regarding your check. Checks usually take up to 2 weeks to arrive after being requested.


Opportunity and Reserve Funds Funding Process

1

Make sure your organization and request meets the requirements to be funded by the SAF 

Organizations must meet the following criteria to be funded by the SAF.

  • Be a registered student organization in good standing with Student Leadership and Involvement
  • Be an open organization as defined by Student Leadership and Involvement

Organizations not meeting these criteria are not eligible for SAF funding. If you believe your request is an exception please contact our treasurer who will help you through the special exception process.

In addition there are things that USG cannot fund, or rules about what funding can be allocated. A summary of these rules is included below:

  • Alcohol
  • Giveaways
  • Food
    • Unless the food is used for a cultural event that is open to everyone.
  • Salaries for full or part-time staff may not be funded
  • Contributions to campaigns are prohibited from coming from the SAF
  • Awards may not be purchased with SAF funding

2

Determine the form type

Example of requests are included below, but the general rule the opportunities fund exists to support startup costs, unforeseen expenses, or new initiatives. The reserve fund is used for equipment replacement costs, equipment upgrades, and equipment safety concerns. The reserve fund may also be used for overall campus improvements depending on the amount in the fund.

Opportunities Fund Examples

  • A new organization is looking to rent space at the SDC
  • A organization wants to attend an unexpected conference
  • A organization wants to put on a new event not previously anticipated

Reserve Fund Examples

  • A organization wants to replace outdated equipment
  • A major safety concern has come up in an organization that requires funding to fix
  • A organization wants to remodel part of a building used by Undergraduate students

3

The USG Treasurer will contact you

WAM is the Ways and Means committee for USG. They are our financial experts and are given the very complex task of assigning value to new student initiatives. We ask all requests to go through WAM before coming to the body. This allows us to collect all the needed information for the body to make a decision.

The WAM meeting takes about 15 minutes and can be scheduled between 6 and 7pm on Wednesdays. The more information you can bring, the better. These guys like numbers.

4

Give us your pitch at a meeting

We want to get to know your organization. Come share with us what you’re passionate about and help us answer the question of why you’re new initiative is worth an investment from the student body. We love hearing new ideas. Feel free to bring in a pamphlet, and other documentation for us to look over while making your pitch. Keep it brief, around 3 -5 minutes is perfect and leaves plenty of time for questions.

5

We’ll make an allocation

After the body feels like they’ve got a good grasp on the impact your initiative will have on the campus, a USG member will make a motion. The motion may be to accept the WAM recommendation, or they may propose a different amount. After discussion and a vote you’ll have a definitive answer on how much money your organization has been allocated.

6

Go for it! 

It’s go time! You’ve gotten approved and have the money set aside for you in USG’s on-campus account. Here you have two options. You can submit an advancement/reimbursement request. For more information on these requests scroll up on the page!

7

Pick up the money

Once forms are submitted a check is ordered from Michigan Tech’s accounting department. Checks will arrive in Student Leadership and Involvement MUB 112. You or your treasurer should get an email from someone in Student Leadership and Involvement regarding your check. Michigan Tech’s accounting department cuts checks once a week, so make sure to plan ahead.


Have questions? Let us know!

Email usg-treasurer@mtu.edu; visit his virtual office hours 12pm-2pm on Mondays or in person 11am-12pm Wednesdays.