UNDERGRADUATE STUDENT GOVERNMENT

All guidelines and policies are contained in the Student Organization Handbook and the USG Funding Bylaws. Please consult those if you do not find your answer here. Also, do not hesitate to contact Vice President of Finance Michael Petrick with any questions.

Recognition

The process to get your organized officially recognized by USG is easy. You need to fill out the Recognition Form and turn it in to the USG office. The Finance Committee reviews your application and makes a decision. You may appeal the decision if you are not satisfied. Your recognition lasts for one year and must be renewed annualy.

You will need a few things in order to be recognized: 10 members, an organization constitution, elected officers, and the completed form.

Every recognized organization receives a $50 automatic allocation for any relevant organization expense. Once recognized you may reserve rooms on campus, have full use of University resources, and participate in USG funding.

Recognition forms are accepted from weeks 1 to 9 for the current semester and during weeks 10 and 11 for the following semester.

Any change of officers should be recorded with an Officer Update Form , which should be returned to the USG office.

For more information see the Student Organization Handbook.

Funding

USG distributes funding in two phases. All recognized organizations are eligible for funding. USG distributes approximately $110,000 every semester to student organizations. We fund campus events, operating expenses, and off-campus development activities.

The majority of funding is distributed in the Mass Funding period. During weeks 10 and 11 student organizations apply for funding for events in the following semester. Special forms and information are distributed for Mass Funding during week 10.

Organizations can submit funding requests for current semester activities any time during weeks 1 to 9, known as Rolling Funding. Rolling funding requests can be made using the Funding Form. All funding policies are contained in the Student Organization Handbook and the USG Funding Bylaws .

If your organization is not going to use an allocation or have not used the entire amount, you may reallocate up to 80% of the funds to another event or expense. Please fill out and turn in a Reallocation Form to the USG office for approval.

Disbursements

All financial transactions are completed by the USG Treasurer Michael Petrick and Suzanne Leach in the Student Activities Office. Each financial transaction must be completed using a Disbursement Form . Disbursements must be completed within two weeks of the event or purchase.

Purchase Card - The P-Card is a credit card available for use by student organizations for payments using USG allocated or student organization account money. Please fill out a disbursement a week in advance and the Treasurer will notify you when you may come to the Student Activities Office and use the P-Card.

Reimbursements - If you use your own money, you can be reimbursed for the expense, if it has been allocated by USG or from your own organization account funds. You must attach and original, itemized receipt or proof of purchase in order to be reimbursed. Attach the receipt to a Disbursement Form and turn it in to the USG office within two weeks of the event or purchase. If it is under $75, you will be emailed to pick up a petty cash voucher. If it is over $75, you will be issued a check. You will not be notified when it is ready so check in 2-3 weeks at the Cashier's Office in Yost.

Other payments methods - See the Student Organization Handbook and the Disbursement Form.

Deposits

Student organizations may keep an account for fundraised or other organization funds. These may be spent without the USG restrictions at any time. Organizations may not have any other external account. Funds may be deposited using the Deposit Form in the Student Activities Office.

Contracts

A contract is necessary to pay any person providing a service. This includes all performers, entertainers, or instructors. All contracts must be processed by the University and take 6 weeks to process. See Suzanne Leach in the Student Activities Office to start the process.

Questions

Disbursement questions can be directed to USG Treasurer Jesal Shah or Suzanne Leach in Student Activities

All other questions can be directed to Max Weber , USG Interim VP of Finance.

Student organization leaders should also consult the Student Organization Handbook and the USG Funding Bylaws.