Funding Application Process
USG will distribute brochures and/or post information on their Website regarding Funding deadlines.
1. Collect supporting documents:
o Collect three quotes from vendors for cost comparison
o Contractual Services for individuals (coaches, speakers, etc.) require Letters of Intent (LOI) and
current Resume or Biography as supporting documentation
 The Letter of Intent must be addressed, dated, and signed by the service provider. The
body must show service details (e.g. fee, unit cost, start and end date, times, locations)
 The current resume or biography verifies the service provider’s expertise.
 The contractee and authorized student organization representative must sign a contract
prepared by USG if the request is funded.
2. Apply for Funding:
o Go to USG website www.usg.uconn.edu and click on Funding System (right column) to complete
online application. Do not enter the online system until you have collected all quotes and
supporting documentation. Only primary quotes are entered into the system; the other quotes are
later attached to the application.
 Enter your Net ID and Password to login
 Update “My Profile” information (edit and save)
 Update “Inventory” items for your group (in future)
 Choose which “Group” requires funding
 Choose “Year” and then “Session” for funding
 Click “New” folder to create a new application
• Complete “Group information block
• Click Save
 Application Block
• Choose type of Application “Event” or “Operational Fees/Items”
o
Answer all questions to follow
o
Click Save
• Create first requisition for your Event or Operational Fees/Items
o
Choose the proper requisition type
o
Line items: Remember to click “save” to the left of each line item as
you enter them!
o
When complete, click “Save” at the bottom of New Requisition Block
• To create a second requisition click the “New” folder and repeat process
 Return to Funding Session on far left of screen to view or add more applications
(refreshes the screen)
• At this time, you can press “print” for a print preview before finalizing
application
• If information is correct, “finalize” your application and PRINT
o Compile your application packet:
 Attach all corresponding Quotes and Supporting Documents to the printed application
• Collate application with quotes and supporting documentation:
o
E.g. After each requisition quote page place the primary quote then the
two comparison quotes. Supporting documentation should be attached
at the end of the application.
 The President and Treasurer must sign the Application Form after checking for accuracy
of the whole packet
 Submit the whole Application Packet (finalized, printed, signed application, with all
quotes and required supporting documents) by the deadline – usually one week prior to
the Student Affairs Committee meeting (see www.usg.uconn.edu for deadline schedule or
contact the Student Affairs Chairperson).
3. Meet with the Student Affairs Committee:
o Prior to the Student Affairs Meeting, the President/Treasurer will receive an e-mail with a time
and location of your meeting. If this e-mail is not received at least 2 days before the meeting,
contact the Student Affairs Chairperson at studentaffairs@usg.uconn.edu.
o
4.
5.
6.
At this meeting, the Student Affairs Committee will discuss your application packet.
 A representative from your Area Council has to be present at the meeting. The attending
representative must be prepared and have intricate knowledge of your application and the
organization activities.
 More than one representative can attend the session should you desire.
 Volunteer any information that may have been left out of the application packet but may
assist the board’s decision.
Funding Decision:
o After meeting representatives, the Student Affairs Committee allocated funds.
o After Student Affair’s approval, funding decisions are communicated, including:
 Requests funded, partially funded, or denied
 The amounts for each funded request
 For denied requests, a reason for denial and available alternatives
 A summary of the required immediate follow-up
Funded Area Councils:
o You will be contacted by the USG Team to collect POs, Contracts, or Checks for the funded
requests (approximately 7-10 days after your meeting with the Student Affairs Committee).
o Purchase Orders (POs): When you pick up PO (most requests require POs):
 Note: A PO is a bookkeeping document promising payment for services or items quoted.
A check will only be provided to the vendor after USG is invoiced and after signed
verification that items/services were successfully received by your organization
 Date, print name, and sign PO in provided space
 You will be given the pink copy for the vendor and your organization records
 Confirm your order(s) by providing the vendor with the copy of this PO
• USG is not responsible for any orders placed without a PO
• After the PO is faced, confirm receipt of your order
• Also verify services/order details (e.g. shipping, meeting times& locations, etc.)
o Checks: Only for requests that qualify for checks in advance of services:
 Date, print and sign the check request before the check is handed to you
 Provide a detailed receipt to the USG Funding Coordinator upon payment to vendor.
o Contracts: If your request was for a Contractual Service with an Individual Service Provider
(Coach, speaker, etc.), USG will contact you when the “Personal Service Agreement” (Contract) is
ready.
 Provide a copy of the contract and a W9 form to the Service Provider for completion and
signature.
 The authorized Area Council representative then signs in the organization’s field.
• Return the signed copy to the USG Office.
• The signed copy must be returned at least one week before the service is
provided.
• The event cannot take place without a fully signed and approved contract.
o Fundraisers:
 Any event or items requested for the purpose of raising funds for a charitable cause or for
the Area Council’s growth is considered a Fundraiser.
 Tickets and sales receipts must be obtained from the Student Activities Business Office.
 The entire amount collected must be returned to the USG Funding Coordinator after the
event and verification of the amount or funds collected will be required. Any remaining
funds beyond the amount funded by USG will be returned to the Area Council once
receipts have been verified.
Finalization:
o Purchase Orders:
 An invoice after receipt of items/services must be provided to the USG Funding
Coordinator.
 Area Council representative must sign this invoice to verify receipt of items/services.
 A check is mailed out to the vendor 7 days after receipt of the above signed invoice.
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o
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 Not providing invoices and signing paperwork will jeopardize future organization
funding.
Contractual Services:
 After the event, sign the original contract (kept with the USG Funding Coordinator) to
verify receipt of services.
• Indicate if services stated in the contract were not met for any reason so that
USG can adjust payments accordingly.
 A check will be mailed to the service provider at least 7 days after your approving
signature.
Rescinding (cancellation of approved funding by your organization):
 Rescinding is likely to happen with cancellations due to inclement weather,
disqualifications from events, rescheduling, or financing from other resources…
 If your Area Council does not need the amount(s) funded, please inform the USG
Funding Coordinator in writing immediately.
Reimbursement: All reimbursements have to be pre-approved through the above funding process.
It is against policy to commit funds before funding is approved.
 The only requests that qualify for automatic reimbursement after funding approval are
Airfare and Mileage.
 See the “Supporting Documents” section for reimbursement document requirements
Supporting Documents:
1. Quotes: Price quotes come in many forms and can be obtained in person, by e-mail or from a Website. All
quotes must be in writing directly from the vendor supplying the information.
a. Three Price Quotes or Estimates for comparison are required for all requests. Exceptions include
fees that have set costs, such as registration fee (see 1.b), UConn vendors that restrict the use of
outside vendors, and monopolies where items or services may not be available from more than one
vendor (such as a coach or speaker, see 1.c). In the case of these exceptions, only one quote is
required.
Quotes must include:
 Business address
 Quote date
 Quote number (may be called an estimate, reservation, order # or similar)
 Service dates, times, locations and payment deadlines
 Itemized costs including item or SKU numbers, descriptions, quantities, unit and total
costs, including tax, except where USG is tax exempt
 Be sure quote includes delivery or shipping costs when applicable
How to obtain quotes:
 Call the vendor – quotes can be e-mailed or faxed
 Complete an online quote (print-out items in a shopping cart)
b. Registration or Membership Form required for funding requests for related fees. Information
must include:
 Cost per person or per group, including payment deadlines
 What services/items are included in the fee
 Full contact information for the organization to whom the check will be made payable
c. Letter of Intent and Current Resume or Biography for Individual Service Providers, such as a
coach or speaker.
 Letter of Intent is a written statement from the service provider outlining their agreement
with the student organization. This must include details of the services to be provided,
including dates, times, locations and cost agreed upon, as well as the individual’s
permanent full address, and must be dated and signed by the individual.
 A current resume or biography is required to show the individual’s expertise.
d. MapQuest or Google Maps Mileage Printout:
 Required for mileage reimbursements; must show beginning and ending travel addresses
and total mileage to be driven. Check with USG to how mileage is currently calculated.
2. Event Information/Detailed Itinerary:
a.
3.
4.
5.
6.
7.
8.
Detailed information about the event you are attending or hosting; can include fliers, websites,
brochures or e-mails about the event. Must include event date(s), time(s), location, purpose and
detailed schedule or program.
List of Attendees or Team Roster:
a. Must show full name, phone or e-mail, and semester standing of each member
Artwork Copy or Catalogue Pictures of Items:
a. Required for all Printing, Design and Advertising and some Supplies and Equipment requests
Schedule or Information Documenting Item Use:
a. Required for al Printing, Design and Advertising and Supplies and Equipment requests
b. Should outline how and when a requested item will be used by your organization
Receipt from Purchase:
a. Required for Airfare Reimbursements. Must be an original, detailed receipt of ticket(s) purchased
Credit Card Statement:
a. Required for Airfare Reimbursements. Statement must show cardholders name, full address and
ticket purchase transaction. All other personal and unnecessary information can be blacked out.
Insurance Information:
a. Required for Mileage Reimbursements. Each driver must submit a copy of their valid insurance
policy or rider (w/ date) showing minimum Liability Coverage of $50,000/$100,000 and $5000 for
property damage or, in lieu thereof, a minimum of $100,000 Liability Coverage for bodily injury
and property damage. Mileage cannot be reimbursed if drivers do not meet these minimum
insurance requirements.
Supporting Documents Checklist by Category:
1.
2.
3.
4.
5.
Hotels/Lodging:
o 3 price quotes
o Event information/detailed itinerary
o List of attendees or team roster
Registration/Membership Fees:
o Fee quote or price list
o Registration or membership form
o Event information/detailed itinerary
o List of attendees or team roster
Printing, Design and Advertising:
o 3 price quotes w/ design details
o Artwork copy
o Schedule or information documenting item use
Facilities and Space Rental:
o 3 price quotes
o Event information/detailed itinerary
Catering/Food:
o 3 price quotes
o Event information/detailed itinerary
Note: Food and beverages may be ordered for open, informational meetings and for events open to all university
students but cannot be ordered for regular meetings. Food and beverages may be purchased from University
Catering or another approved vender. A food safety permit or approved health inspection documentation must be
provided for food and beverage requests that are not via University Catering.
6.
7.
Supplies & Equipment Purchase/Rental:
o 3 price quotes w/ item or SKU #’s
o Catalogue pictures of items
o Schedule or information documenting use of items
Contractual services/individual service provider (coach, speaker, etc.)
o Letter of intent
o Current Resume or Biography
o Event information/detailed itinerary or complete team schedule
Note: The cap on DJ services funded by the Funding Board is $75 per hour. The Funding Board sets an hourly
cap at $3,000/hr. for a speaker and an overall speaker expense cap at $10,000 per speaker. Any speaker above
these caps would be considered ‘Programming Events’ and would be under the jurisdiction of SUBOG, to which
we would direct said organization.
8.
Transportation (bus, auto rental, airfare, train, etc.)
o 3 price quotes (for auto rental only, UConn has a contract with Enterprise Rent-A-Car; check with
USG for more information)
o Event information/detailed itinerary
Note: Airfare is handed as a reimbursement. Funding application must be completed prior to travel. If funding is
approved, the following additional documents must be turned in to USG following travel for reimbursement:
9.
o Boarding Pass
o Detailed receipt from ticket purchase
o Credit card statement showing ticket purchase
Mileage Reimbursement:
Note: Mileage reimbursement is paid to each driver once travel has been completed. Funding application must be
completed prior to travel to be considered for approval.
o
o
o
o
MapQuest Mileage Printout
Event information/detailed itinerary
List of attendees or team roster
Insurance Information for each driver (see Supporting Documents for insurance requirements)