{"id":468,"date":"2018-04-05T13:22:38","date_gmt":"2018-04-05T17:22:38","guid":{"rendered":"https:\/\/www.monmouth.edu\/sga\/club-funding-use-guidelines\/"},"modified":"2024-11-12T12:27:33","modified_gmt":"2024-11-12T17:27:33","slug":"club-funding-use-guidelines","status":"publish","type":"page","link":"https:\/\/www.monmouth.edu\/sga\/club-funding-use-guidelines\/","title":{"rendered":"Club Funding Use Guidelines"},"content":{"rendered":"<h2 class=\"wp-block-heading\" id=\"student-funding-overview\">Student Funding Overview<\/h2>\n\n\n<p>Student and club funding comes from a percentage (approximately 18.5%) of the comprehensive fee all Monmouth students pay every semester.&nbsp; SGA in turn uses this money to fund the <strong>annual funding<\/strong> of clubs, <strong>special event funding (SEF)<\/strong> for students and clubs, <strong>sport club funding (SCF)<\/strong> for the University&#8217;s club sports and <strong>travel funding<\/strong> (TFR) for students and student groups that are not eligible to receive annual funding from SGA. In an effort to help students, clubs and their advisors, the following guidelines highlight how <strong>annual, SEF, SCF and TFR<\/strong> may be used. Students, clubs, and their advisors are encouraged to review the following guidelines <strong>before<\/strong> they plan a program or trip off-campus.<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-1-student-funding-overview\">Section 1.  Student Funding Overview<\/h3>\n\n\n<p>Student and club funding come from a percentage (approximately 18%) of the comprehensive fee all Monmouth students pay every semester. &nbsp;SGA allocates these funds through the classifications below:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Annual Funding (AF)<\/strong>\n<ul class=\"wp-block-list\">\n<li>Budget provided by SGA to clubs and organizations for an academic year.<\/li>\n\n\n\n<li>Once a club or organization receives an annual budget, they are required to submit both <strong>fall <\/strong>and <strong>spring rosters<\/strong>, participate in the<strong>\u00a0Fall <\/strong>and <strong>Spring Involvement Fairs<\/strong>,\u00a0<strong>Open House<\/strong>, and leadership programs to include\u00a0<strong>Monmouth Leads<\/strong>.<\/li>\n\n\n\n<li>Clubs and organizations are expected to actively use the AF it has received over the course of both the <strong>fall<\/strong> and <strong>spring<\/strong> semesters for programs and events that preferably <strong>take place on campus<\/strong>.&nbsp; Failure to do so will negatively impact the AF a student group receives in the future.&nbsp;<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Specialty Funding<\/strong><strong>(SF)<\/strong>\n<ul class=\"wp-block-list\">\n<li>Funding given to clubs and organizations that do not receive AF <strong>must occur on campus<\/strong>. Specialty Funding (SF) is divided into three categories:<\/li>\n\n\n\n<li><strong>*Special Event Funding (SEF) <\/strong>for students and clubs seeking funds <strong>solely<\/strong> for on-campus special events\/activities\/programs.\u00a0<\/li>\n\n\n\n<li><strong>Sport Club Funding (SCF) <\/strong>for the University\u2019s club sports.<\/li>\n\n\n\n<li><strong>Travel Funding Request (TFR) <\/strong>for students and student groups that are not eligible to receive annual funding from SGA.<br><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><em>*SGA <strong>will not consider<\/strong> SEF requests that include expenses for off campus travel, requests to purchase apparel, expenses related to the recognition of Monmouth University community members or guests.&nbsp; SEF funding must be used for actual programs, activities and events that occur on-campus.<\/em><\/p>\n\n\n\n<p>The following guidelines highlight how <strong>Annual Funding (AF) and Specialty Funding (SF) <\/strong>may be used. It is the responsibility of students, clubs, and their advisors to review the following guidelines noted below <strong><u>before<\/u> <\/strong>they plan to use club funds for a program or trip off-campus.\u00a0<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-2-disqualifying-factors\">Section 2.  Disqualifying Factors<\/h3>\n\n\n<ol class=\"wp-block-list\">\n<li>Groups that discriminate because of race, gender, religion, sexual orientation, national origin, disability, age, and\/or political persuasion will not receive any funding.<\/li>\n\n\n\n<li><strong>AF <\/strong>is only available to clubs that <strong><u>do not<\/u> <\/strong>require its members to pay any kind of fee or dues to participate as part of the club or club sport. <\/li>\n<\/ol>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-3-prohibited-expendituresreimbursements\">Section 3.  Prohibited Expenditures\/Reimbursements<\/h3>\n\n\n<ol class=\"wp-block-list\">\n<li>Activities\/events\/programs that do not directly benefit Monmouth University students.<\/li>\n\n\n\n<li>Activities\/events\/programs that solely benefit alumni.<\/li>\n\n\n\n<li>For the recognition\/initiation\/dues of members as part of a club, fraternity or sorority or an honor society.<\/li>\n\n\n\n<li>Funding may not be used to create or sponsor scholarships, grants, donations, or fundraisers. (<em>Funds raised by a club or organization, that did not involve the use of any AF, are exempt)<\/em><\/li>\n\n\n\n<li>AF and SG cannot be used to purchase items that will be sold again as part of a fundraising activity. (<em>Please note:<\/em> <em>clubs may use their own money to pay for such items, i.e., goods for a bake sale).<\/em><\/li>\n\n\n\n<li>Enrollment in academic courses, academic requirements, payment of graduate assistantships, lab fees, academic related travel, required in-class activities, internships, co-operative learning experiences, or any other expense related to a student\u2019s academic experience.<\/li>\n\n\n\n<li>Use of funding to upgrade\/modify\/renovate a campus space\/facility\/office.<\/li>\n\n\n\n<li>Entertainment that is not open to the entire student body.<\/li>\n\n\n\n<li>Automobile rental other than through approved travel reimbursement.<\/li>\n\n\n\n<li>The issuance of cash prizes.<\/li>\n\n\n\n<li>Purchases of alcoholic and\/or cannabinoid products.<\/li>\n\n\n\n<li>Purchases of drug or alcohol paraphernalia.<\/li>\n\n\n\n<li>Monmouth University does not reimburse students or clubs the cost of tax related to purchases or expenditures.<\/li>\n<\/ol>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-4-general-policies\">Section 4.  General Policies<\/h3>\n\n\n<p>The Office of Student Engagement (OSE) and the Student Government Association (SGA)<em> require students\/clubs\/organizations to find the most cost-effective way to using funding they have received.<\/em><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>To apply for\/access AF or SF, clubs <strong><u>must<\/u><\/strong> first have an official roster on file with the OSE.\n<ul class=\"wp-block-list\">\n<li>Students and clubs should not attempt to pay for or schedule programs, trips or activities that take place outside the normal academic year. &nbsp;<em>Events that occur outside this timeframe will be reviewed by OSE\/SGA on a case-by-case basis<\/em>.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>All leftover annual club funding at the end of the academic year will return to the SGA reserve account for future allocation.<\/li>\n\n\n\n<li>Clubs that receive annual funding may not contribute more than $3,000 from their annual budget to support wages for federal work study\/student help.\n<ul class=\"wp-block-list\">\n<li>OSE must approve all federal work student and student help requests for clubs\/groups.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Clubs may purchase promotional items\/apparel to market an event or the club. \u00a0\u00a0Students and clubs must collect <strong><u>two or more quotes<\/u> <\/strong>from different apparel vendors before OSE reviews the purchase request.Cos\n<ul class=\"wp-block-list\">\n<li>Limitations &#8211; SGA shall provide financial support for apparel items not to exceed:<strong>$15 per T-Shirt, Long Sleeve shirt, or Outerwear <\/strong><em>(club and organization members will be responsible for any amount above $15 per item).<\/em><\/li>\n\n\n\n<li>Students\/clubs may not make requests for apparel within 4 weeks of the end of classes during the spring semesters.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Students and clubs can reasonably use funding to purchase awards, plaques, or certificates.<\/li>\n\n\n\n<li>Students and clubs must submit all receipts for reimbursement within <strong><u>(2) two weeks<\/u> <\/strong>following the <strong><u>date of the event<\/u><\/strong>. &nbsp;<strong><u>Failure to do so will result in the denial of a reimbursement<\/u><\/strong>.<\/li>\n<\/ol>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-5-food-and-meals\">Section 5.  Food and Meals<\/h3>\n\n\n<ol class=\"wp-block-list\">\n<li>Students and clubs <strong><u>must use<\/u> <\/strong>Gourmet Dining Services when they plan to serve food at an on-campus event.\n<ul class=\"wp-block-list\">\n<li><em>Any exception to this rule <strong><u>must receive<\/u> <\/strong>prior approval from the Director of Gourmet Dining Services <strong><u>no less than one-week<\/u><\/strong> before the intended date of the event.<\/em><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Students, clubs, and councils are limited to purchasing meals\/food no more than <strong><u>three<\/u><\/strong> <strong>(3) times<\/strong>per semester for group meetings. &nbsp;&nbsp;<em>SGA reminds said groups to be mindful of the total cost and to curb overall food expenses in this regard.<\/em><\/li>\n\n\n\n<li>Students and clubs who travel to an off-campus conference or competition must plan for food\/meals that do not exceed the price guidelines below.<strong>$55.00 <\/strong>per day per person:\n<ul class=\"wp-block-list\">\n<li><strong>Breakfast <\/strong>no more than <strong>$15.00<\/strong>.<\/li>\n\n\n\n<li><strong>Lunch\/Brunch <\/strong>no more than <strong>$15.00<\/strong>.<\/li>\n\n\n\n<li><strong>Dinner <\/strong>no more than <strong>$25.00.<\/strong><\/li>\n\n\n\n<li><span style=\"color: initial\">This would include food\/meals that occur on-campus, at a restaurant, and during off-campus travel to a defined learning experience, a conference or competitions. Students and advisors <\/span><strong style=\"color: initial\"><u>must<\/u> <\/strong><span style=\"color: initial\">submit itemized receipt(s) from the business for reimbursement. \u00a0Meal\/food expenses that are above the limits noted <\/span><strong style=\"color: initial\"><u>are the responsibility of the student(s) or advisor(s).<\/u><\/strong><\/li>\n\n\n\n<li>Meal\/food reimbursements may only occur if the club or organization has the funding to cover such expenses.&nbsp; Otherwise, students and advisors who take part in the off-campus trip are responsible for covering the cost of their own food.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-6-offcampus-travelprogramsevents\">Section 6.  Off-Campus Travel\/Programs\/Events<\/h3>\n\n\n<ol class=\"wp-block-list\">\n<li>OSE <strong><u>must approve<\/u> <\/strong>all travel off-campus no less than <strong><u>45 days<\/u> <\/strong>before the intended trip. &nbsp;Failure to comply with this requirement will result in a voided request for travel.<\/li>\n\n\n\n<li>The use of student funding for off-campus travel must directly relate to the mission\/purpose of the group (<em>i.e., attending a local, regional, national, or international conference\/competition\/educational experience<\/em>) is permissible.<\/li>\n\n\n\n<li>Students and clubs are not permitted to purchase tickets or gain admission to events or other activities off-campus, such as but not limited to amusement parks, concerts, theatrical shows, golf outings, movies, or sporting events solely <strong><u>for the club, organization or council\u2019s enjoyment or pleasure<\/u><\/strong>.<\/li>\n\n\n\n<li>Off-Campus travel to programs and events noted in item 3 above is permissible as long as the club, organization, or council <strong>opens<\/strong> the event and <strong>markets<\/strong> it to the entire Monmouth University student community.\u00a0\u00a0 With that in mind, said groups may use AF or SF funding in the following ways:To cover the cost of travel (bus\/\n<ul class=\"wp-block-list\">\n<li>shuttle) to the event\/venue.<\/li>\n\n\n\n<li><span style=\"color: initial\">To off-set <\/span><strong style=\"color: initial\">no more than 50% <\/strong><span style=\"color: initial\">of the cost of just tickets or admission to a venue for students. <\/span><\/li>\n\n\n\n<li><span style=\"color: initial\">Non-students\/guests are expected to pay the full-ticket\/admission cost of the program or event.<\/span><\/li>\n\n\n\n<li><span style=\"color: initial\">Food\/meals will be responsibility of the students and guests who attend the event.<\/span><\/li>\n\n\n\n<li><strong>Please note<\/strong>, clubs, organizations and councils are encouraged to fundraise and\/or seek out financial co-sponsorship to support off-campus related programs and events<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-7-policies-only-applicable-to-sf\">Section 7.  Policies Only Applicable to SF<\/h3>\n\n\n<ol class=\"wp-block-list\">\n<li>Clubs that receive an annual budget are not eligible to apply for <strong>SF<\/strong>.<\/li>\n\n\n\n<li>Clubs <strong><u>without an annual budget<\/u> <\/strong>may <strong>receive SF<\/strong> <strong>once per semester<\/strong>.<\/li>\n\n\n\n<li>Special Event Funding (SEF):\n<ul class=\"wp-block-list\">\n<li>is limited to students and groups that intend to hold a <strong>one-time only <\/strong>on-campus program\/event.<\/li>\n\n\n\n<li>SGA will allocate individual SEF in amounts up to $3,500.00 a semester for programs and events that take place on-campus.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Sport Club Funding (SCF)<ul><li>May only be used to cover the following expenses:<ul><li>Cost of renting a school bus or van<\/li><\/ul><ul><li>Competition registration fees<\/li><\/ul><ul><li>Practice facility rental fee<\/li><\/ul><ul><li>Hotel fees<\/li><\/ul><ul><li>Cost of food during travel (See Policy 3 of Food &amp; Meals Section)<\/li><\/ul><ul><li>Non-personal team equipment (i.e. balls, goals, bats, bases, nets)<\/li><\/ul><\/li><\/ul><ul><li>Sport Clubs that intend to travel are not required to submit a Travel Funding Request.<\/li><\/ul>\n<ul class=\"wp-block-list\">\n<li>SGA will allocate individual SCF amounts up to $3,500.00 a semester for approved expenses.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Travel Funding Request (TFR)<ul><li>Is <strong><u>a matching grant<\/u> <\/strong>that requires applicants to show proof of funds raised toward an intended trip.<\/li><\/ul>\n<ul class=\"wp-block-list\">\n<li>SGA may allocate individual TFR amounts up to $3,500.00 a semester for approved expenses.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong><u>Expenses above and beyond the SF allocation are the responsibility of the student\/club\/sport club.<\/u><\/strong><\/li>\n<\/ul>\n\n\n<h3 class=\"wp-block-heading\" id=\"section-8-recommendations-and-expectations\">Section 8.  Recommendations and Expectations<\/h3>\n\n\n<ol class=\"wp-block-list\">\n<li>Students and clubs must use their funding in a responsible and cost-efficient manner.<\/li>\n\n\n\n<li>Clubs <strong>should actively work with their advisor\/coach <\/strong>to process payments and reimbursements in a timely manner. <em>You should take <strong><u>no more than (2) two weeks<\/u> <\/strong>to process this information after the event or off-campus trip or activity.<\/em><\/li>\n\n\n\n<li>All on-campus events and off-campus trips hosted by students and clubs <strong>MUST <\/strong>receive prior approval from the Office of Student Engagement. &nbsp;To schedule a meeting to discuss an intended trip off-campus call 732-571-3586.<\/li>\n\n\n\n<li>If any student, club, or their advisor\/coach has a question regarding the way it intends to use any student funding it has received, they should speak to the SGA Budget Committee before it commits any resources to a proposed activity\/expense.<\/li>\n\n\n\n<li>Failure to follow these guidelines may affect a student\/club\u2019s ability to apply for student funding in the future.<\/li>\n\n\n\n<li>Students, clubs and organizations are always encouraged to contact OSE\/SGA when they have a funding question.<\/li>\n\n\n\n<li>It is the responsibility of a club\/organization\u2019s leadership and its advisor(s) to ensure that when it receives AF or SF, such funds are supporting programming that takes place during <strong><u>both<\/u><\/strong> the fall and spring terms.&nbsp; Failure to use the funding it has received during each semester may that may impact any AF a club or organization would receive in the future.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>OSE\/SGA reserves the right to review student\/club expenses when a concern regarding AF and SF arises. For more information call OSE at <strong>732-571-3586<\/strong>, SGA at <strong>732-571-3484 <\/strong>or send an email to sgabudgets@monmouth.edu for Annual Funding questions or sgaeventfunding@monmouth.edu for Specialty Funding related questions. SEF\/SCF\/TRF related questions.<\/p>\n\n\n\n\n","protected":false},"excerpt":{"rendered":"<p>Student Funding Overview Student and club funding comes from a percentage (approximately 18.5%) of the comprehensive fee all Monmouth students pay every semester.&nbsp; SGA in turn uses this money to fund the annual funding of clubs, special event funding (SEF) for students and clubs, sport club funding (SCF) for the University&#8217;s club sports and travel [&hellip;]<\/p>\n","protected":false},"author":219,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_mu_eop_enabled":false,"_mu_eop_name":"","_mu_eop_name_override":false,"_mu_eop_description":"","_mu_eop_description_override":false,"_mu_eop_url":"","_mu_eop_url_override":false,"_mu_eop_program_type":"","_mu_eop_educational_credential":"","_mu_eop_time_to_complete":"","_mu_eop_number_of_credits":"","_mu_eop_occupational_category":"","_mu_eop_occupational_category_code":"","_mu_eop_program_prerequisites":"","_mu_eop_application_deadline":"","_mu_eop_application_start_date":"","_mu_eop_start_date":"","_mu_eop_end_date":"","_mu_eop_day_of_week":"","_mu_eop_time_of_day":"","_mu_eop_educational_program_mode":"","_mu_eop_financial_aid_eligible":"","_mu_eop_maximum_enrollment":"","_mu_eop_offers_price":"","_mu_eop_offers_currency":"USD","_mu_eop_offers_price_per":"","_mu_eop_offers_preset":"","_mu_eop_salary_upon_completion":"","_mu_eop_training_salary":"","_mu_eop_recognized_by_name":"","_mu_eop_recognized_by_url":"","_mu_eop_concentrations":"","_mu_eop_identifier_cip":"","_mu_eop_provider_name":"","_mu_eop_provider_name_override":false,"_mu_eop_provider_url":"","_mu_eop_provider_address":"","_mu_eop_provider_city":"","_mu_eop_provider_state":"","_mu_eop_provider_zip":"","_mu_eop_provider_country":"","footnotes":""},"class_list":["post-468","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/pages\/468","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/users\/219"}],"replies":[{"embeddable":true,"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/comments?post=468"}],"version-history":[{"count":30,"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/pages\/468\/revisions"}],"predecessor-version":[{"id":2532,"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/pages\/468\/revisions\/2532"}],"wp:attachment":[{"href":"https:\/\/www.monmouth.edu\/sga\/wp-json\/wp\/v2\/media?parent=468"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}