The annual spring budget requests are the primary and best way to receive funding from the Student Organization Funding Committee, SOFC.
In the spring, each club submits a budget proposal. SOFC is a “budget committee” that recommends funding allocations to the Student Government Association, SGA, General Assembly for approval. Final approval of budget allocations is made by the Director of the Center for Student Engagement and Leadership, SEaL.
SOFC has two processes for requesting funding:
Process Clubs must fill out a budget-request packet in consultation with club members, have it signed by the advisor, and hand it in at the SOFC mailbox. When packets become available, they will include a deadline and instructions.
To be considered for funding, clubs must hold executive board elections for the upcoming fiscal year prior to budget submission in the spring. Any allocated funds will not be transferred until SOFC has received approval from SEaL that the club is officially registered.
Special Allocations During the spring budget process, SOFC sets aside a contingency fund for use during the academic year. These funds are generally used for newly formed clubs.
SOFC will schedule a special meeting to review any Special Allocation requests. Because contingency funds are limited, SOFC requests very specific information and strongly encourages fundraising and co-sponsorship with other clubs.
SOFC appropriates funds for activities initiated by recognized clubs and treats all clubs in an equal manner when granting funding.
Guidelines for Requesting Funds
Budget proposals will only be accepted for general programming that is open to all undergraduate students.
Only recognized clubs are considered for SOFC funding.
Clubs requesting funding must: - have an advisor’s signature - have completed their service project for the year prior to the request
Funding will not be provided for alcohol, membership dues, or charitable donations.
Clubs receiving funding from another source on campus will be considered after all other clubs are allocated funds. This allows all eligible groups to receive some funding.
The maximum amount of funding that can be requested for the following items is: - food: $300 - conferences: $200 - operational: $150 (faculty support copier and office supplies) - all other general programming: amounts determined by SOFC
Requests for materials specific to each club (e.g., protective gear for recreation clubs) will be determined only if information regarding their future usage and storage is provided.
All proposals must be submitted with as much supporting detail as possible. If inadequate information is provided, SOFC reserves the right to return the proposal to the club for further revisions. This might delay approval and affect the amount of funding.
Criteria for Receiving SOFC Funding SOFC has a limited amount of funds to allocate, so the more detailed the request, the better the chances for receiving funding. These criteria are all of equal importance when SOFC reviews requests for funding. They are guidelines to help clubs be more successful when preparing a request.
The Club’s Track Record:
Benefit to the College Community:
Submission of Budget-Proposal Packet:
Ordering Supplies When ordering supplies, students should put together a list of supplies needed and meet with SEaL to review it. The college has an agreement with Office Depot and accounts set up, so clubs should order supplies from there whenever possible.
When not possible to order supplies from Office Depot, there are two options available for students:
A club member or advisor could make the purchase and complete a Check-Request Form to be reimbursed.
Contact SEaL about using their purchasing card, online or phone orders only.
Note that Cabrini College is a tax-exempt educational institution. When ordering supplies on behalf of the College, notify the vendor. SEaL or the Business Office can provide a copy of the tax-exempt certificate required by most vendors.
Cash Advances From time to time, it may be necessary to request a cash advance from the Business Office, such as when the club is hosting an event and charging an entrance fee and need a change box. SEaL can provide a locked cash box, but clubs are responsible for the cash for the box.
A club representative must purchase supplies and is unable to cover the cost and be reimbursed; the individual needs to have cash from the college to pay for the expenses.
To get a cash advance, the individual should complete a check request form and submit it to the Accounts Payable Coordinator in the Business Office.
When purchases are made, the club representative must return the receipt and any change to the Business Office as soon as possible. The total of the receipt and the change must total the amount of the original check request.