Frequently Asked Questions

How do I request money from Associated Students? What paperwork do I need to fill out to requests funds? Beginning Fall 2007, you will be able to request funds online in the forms section.
Are there limitations to how my group can use AS funds? All fund expenditures must follow the AS Policies and Procedures. Also Finance Board may place specific limitations on your allocation, such as only using funds for publicity.
After Finance Board approves our funding request, how soon can we access the money? The allocation must be approved by Legislative Council before they are final. They meet every Wednesday, so as long as they approve the funds, they will be available the Thursday morning of the week when the allocation was made by Finance Board.
How do I fill out a requisition? Instructions can be found on the back of the requisition. If you still need help, contact the liaison for your group and they can help you with any problems that you may have.
What is an Authorized Signers Form and why do we need it filled out? The Authorized Signers Form establishes the members of your group that will be responsible for the funds in your AS account. It must be filled out so that we know who is allowed to sign requisition for your group.
Can we use allocated money for other events? No, unless you make a new presentation to Finance Board to get authorization from them to use the funds for another event. This is not a new request but a reallocation of previously granted funds.
What happens to the funds we do not use (if any)? The funds that are not used by the designated dates for the quarter, are recycled and given back to Finance Board for allocation to other student groups. If you have not finished using your funds for your event, you may request from Finance Board to keep the funds in your AS Account.
What is a 'Rollover Request' and how do we got about it? It is a request to have your funds carried over into the next fiscal year. The request can be filled out and turned into the AS Admin Office for the Executive Director to review.
What is the last day to submit requisitions? June 15th.
Who is our liason and when/how should we expect to hear from her/him? Beginning Fall 2007, your assigned liason will be found in the members section of this website.
What can we expect to happen during the Finance Board meeting? A representative from your group will stand up to present your funding request. This should include all pertinent info such as where and when your event will take place, what specifically do you need the funds for, why your event is important to the student body and what you hope to accomplish with your event. After your presentation the board will then ask you questions about your requests, including asking for explanations about line items on your budget and background info on your organization. Be sure to be prepared to answer any questions about your group and event. After the questions have been asked you may leave the meeting and after all the requests have been heard, the Finance Board members will discuss all the requests and decide if they will fund and event and for how much. After the meeting, Legislative Council will meet the following Wednesday and approve the Finance Board minutes, thereby approving all the funding allocations. At this point the funds will be available and you should meet with your liason to clear up any questions that you may have.
What are other sources of funding on campus (and in the community)? Other funding sources on campus can be found in the funding section. You can also contact your Finance Board Liaison for a comprehensive list of where your group can best get funding.
Can we request money from other AS entities (BCC's)? Yes, depending on the content and nature of your event, you can request funds from Program Board, SCORE, Women’s Commission, Queer Commission, or other BCCs. Contact the chair of the BCC that you wish to request funds from and ask to be placed on the agenda for their next meeting. The request process will be very similar to the process for Finance Board.
If we are having a performer, do we need an AS contractual agreement? What is that process? Yes, the performance contracts can be picked up in the AS Admin office or from our forms section and must be filled out, signed by the artist, and turned in with a requisition to the AS Admin office two weeks before your event will take place.
How do we receive the money we've requested (thinking advance payments vs. reimbursements)? If you have already purchased supplies for your event, you can turn in a requisition to have a check cut to the member of your group who incurred the expense, attaching all receipts to a 8x11 piece of paper and attaching these sheets to the requisition. Your check will then be ready for pick up or mailed out within 48 hours. If you haven’t purchased items and need to, you can attach an invoice from a vendor to a requisition and we will cut the check directly to a vendor. For large purchases that cannot be invoiced before purchase or that are too expensive for members of your org to cover, then a cash advance can be given to a member of your group. They will need to fill out a cash advance agreement, which can be found in the AS Admin office, and then fill out a requisition. The check will then be cut and given to the responsible member. After the purchases are made, all receipts and any remaining cash must be returned to the AS Admin office by the agreed upon date. Any funds not accounted for will be charged to the members BARC.
Can AS reimburse our OSL account? Yes. If you have paid for items that were part of your allocations from Finance Board with funds from your OSL account, we will need a requisition with copies of the checks that OSL cut along with any supporting documents, such as invoices, receipts or contracts. We will then cut a check to OSL and they will deposit the funds back into your account.