FUNDING RULES

Rules and regulations for the USG funding process come from three primary sources, in order:

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  1. The University Administration;

  2. The Undergraduate Student Government Bylaws;

  3. The Appropriations & Finance Committees.

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In order to receive funding, it's important that you understand the rules pertaining to your organization. 

PROHIBITED EXPENSES

There are many categories of expenses which the University specifically prohibits USG from funding. These include:

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  1. Prepayments: A prepayment is payment for goods and services before receiving the goods and services. Generally, prepayments are prohibited by state statute. Exceptions can be made, but payment should be made as close to their actual begin date as reasonably possible.

  2. Travel costs for speakers, artists and performers: These include transportation, parking and/or accommodation expenses.

  3. Business Meals, Food, and Related expenses that cost $25 or more, per person: A Business Meals Form must be submitted with an attendance list.

  4. “Decorations”: Use “event supplies” instead.

  5. Live Flowers/Plants are prohibited.

  6. “Gifts”, “Prizes”, “Giveaways”: Use “Participation Incentives” or “Tokens of Appreciation” instead. Gift certificates are prohibited.

  7. Liability insurance (SDFC)

  8. Off campus venue rental costs

  9. Alcoholic beverages and tobacco products

  10. Expedited shipping, production, or processing fees

  11. Donations to charitable organizations and to their events or Charitable Contributions

  12. Parking fines 

  13. Appropriations for a political campaign (candidates and causes) 

  14. Appropriations for legislative lobbying efforts 

  15. Activities that discriminate on the basis of race, religion, sex, or sexual orientation 

  16. Grants, scholarships, cash rewards, tolls and/or charges

  17. Office supplies and postage

  18. Laptops

  19. Awards, trophies, certificates, and plaques for membership recognition 

  20. Sports activities covered by the club sports account (Student Recreation Center and Sports Club Association) 

  21. Membership dues (individual and organizational for fraternities, sororities, and other campus organizations) 

  22. Capital goods that do not support the purpose of the organization 

  23. Expenditures which do not explicitly fall under “AREAS TO BE FUNDED” unless approved by the Undergraduate Student Government executives and advisors 

  24. Expenditures that are not in compliance with all University policies and procedures, including those enacted by University Student Initiatives. 

  25. Any expenses related to academic projects students will earn class credit for including presentations or events surrounding a project. (Academic based clubs may still be funded for events but must explain that the event is not for class credit - clubs found being dishonest about this can be suspended from applying for appropriations at the discretion of the Appropriations Committee)

  26. Welcome Events that are considered socials at the discretion of the Appropriations Committees

 

For a full list, visit http://www.asu.edu/aad/manuals/fin/fin401-03.html

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ASU cannot pay for these items, even if they have been approved to be funded by USG. If you have any questions about whether or not a particular expense is prohibited, please contact us.

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USGT BUSINESS OFFICE - SLACK CHANNEL

Do you ​have a question for the USGT Business Office on how to spend your approved budget funds?

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You can now contact them without calling or sending an email!

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On Slack, click “+” next to “Channels”. Click “Browse channels” and search #usgtbusinessoffice. Click “Join”.

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