Guidelines

  • Events must be hosted by recognized student organizations and open to any member of the campus community. Events should be held on campus only but non-campus venues in close proximity to campus (such as Kimball Theatre) may be considered. 
  • Internal activities and events such as t-shirts for the group, giveaways, group retreats, or conference travel for group members cannot be funded through the A&E process.
  • All funding shall be based primarily on need. Groups with a surplus of funds in their accounts will be asked to justify their need for additional funding.
  • It is suggested that A&E request fall within a designated per attendee range around $5.00 in order to ensure adequate funding for all groups’ events. Event requests greater than $2,000 must be considered by the Senate. Delay in approval may occur in these circumstances given meeting schedules.
  • The intended use of this policy is for organization whose anticipated fixed costs (costs that are stable regardless of attendance such as facility fees, speaker fees, sound, security, etc.) are beyond the scope of the organization to cover WITHOUT an allocation. Variable items, such as the cost of food, should determine the need for admission costs (in order to cover these expenses).
  • Advanced outreach to a member of the Student Assembly Finance & Budget committee members to discuss your request prior to submitting is recommended. This will ensure the requested items are allowable under funding guidelines, which will make for an easier process and a quicker response. Members of the committee can be found here https://www.wm.edu/sites/studentassembly.
  • Requests must be submitted on line via the TribeLink Budgeting module. This module is available separately from the TribeLink finance site.
  • Additional information needed for a completed application includes:
    • An itemized listing of expenses; please be as detailed and specific as possible to expedite the approval process
    • Additional funding sources being used toward to the total cost of the event; including but not limited to university units and academic departments
    • The balance of any off-campus checking account
  • Please submit only one funding request for each activity/event.
  • If more than one organization is co-sponsoring the activity/event, the groups should prepare the budget sheet together but submit only one request.
  • Allow a minimum of 30 days for funding decisions. Requests inside of the 30-day request window may not be considered. Pre-planning is necessary to avoid delays in arrangements and payments.
  • Do not arrange for purchases or services prior to receiving funding approval. Arrangements made prior to funding approval date will not be covered.
  • Instructions regarding spending procedures and necessary forms for processing payments will be provided with notification of funding decision.
  • All invoices and receipts for approved expenses must be submitted for processing within 30 days following the conclusion of the event. Funding is not guaranteed after the 30-day period.
  • Food may only be funded under the following circumstances:
    • If the average cost of food per attendee does not exceed $3.00.
    • Events in which food is an integral aspect of the event. Solely food-based events (e.g. dinners and luncheons serving no broader purpose) do not qualify for this exception.
  • Philanthropic events and other fundraisers, as well as events where admissions fees are charged, must abide by additional regulations and procedures found in the “revenue” section.
  • If you believe denied funding has been made in error, you may appeal your denial to the Finance Committee. Any denied request (whether in full or in part) will be given the reasons for this action.
    • It is recommended that a representative from your group and appear in person to explain your appeal and illustrate the error in the Committee’s prior decision.
    • Prior to your appeal hearing, it is highly recommended that you contact the Chair of Finance or another designated member of the Committee to discuss the request denial and any errors that you believed occurred.
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  • The guidelines listed above apply to Activities and Events Requests. Bills introduced on the Senate floor follow different restrictions and guidelines.
  • Events falling outside the purview of these guidelines are subject to interpretation by the Finance and Budget Committee.