ASUU Funding

Funding through the Associated Students of the University of Utah is available to students who are involved in Student Groups and Student Advisory Committees (SAC’s).

General Funding Information (READ FIRST)

Both Student Groups and Student Advisory Committees (SAC’s) can apply for funding from ASUU. To help you understand the process, it may be helpful to define the difference between a Student Group and a SAC. A SAC is graduate or undergraduate students that are affiliated with an academic department. Their activities include, but are not limited to, student evaluations, and/or direct student participation into RPT and/or Tenure Faculty Review.

Student Groups must have a minimum of three fee paying students and a constitution. The type of groups that are created can be anything from social to academic. Our groups vary from the Chess Club to One Love Ski and Snowboard, to Asian American Student Association to The Harry Potter Alliance. (Any group that does not qualify as a SAC can register to become a student group. SAC’s generally get funding for academic conferences, whereas Student Groups get funding for a variety of events or activities.)

The ASUU legislative branch has two houses, the Senate and the Assembly. The Senate works only with the SAC’s and the Assembly works only with the student groups. SAC’s can apply for funding through the Senate by writing a bill with the help of a Senate representative. Student groups can apply for funding in two ways. Either through the Assembly by writing a bill with the help of an Assembly representative or through the Fall or Spring budget process. To learn more about funding, select from the options below:

Note: If you choose to open a bank account to manage non-ASUU sources of funding, the name of the University of Utah and or any related trademarks cannot be used without written authorization.

General Reimbursement Instructions

PLEASE REMEMBER the 30-DAY RULE!

ALL REIMBURSEMENTS (Budget, Assembly or Travel) MUST BE SUBMITTED TO THE ASUU OFFICE WITHIN 30  DAYS OF THE LATEST:

  1. Date of the Receipt
  2. Date of the Event
  3. Date approved for funding (Budget Process, Assembly Bills, Travel)

Request Reimbursement:

  1. Complete an Expenditure Request Form 2016-2017.
  2. Provide original receipts with proof of payment.
    1. A zero balance or credit card number appearing on the invoice/receipt is sufficient proof of payment. Otherwise, a bank or credit card statement with line item appearing is needed (the name of the owner of the statement MUST appear on the documentation).
    2. Generally, the person who paid is the person eligible for reimbursement. (The person who paid should be the payee on the Expenditure Request Form.)
    3. Items MUST have shipped. (If the invoice states “Not Shipped,” an updated invoice showing items shipped is required.)
  3. Original reimbursement package must be delivered to ASUU within the 30-day DUE DATE (reimbursement packages emailed will not be accepted).

Note:  The DEADLINE for ALL reimbursements (except for travel incurred and completed during June) is the last Friday of May.  Please allow 6-8 weeks for reimbursement.

 

Assembly Process

One way student groups can receive funding is by submitting legislation through the ASUU Assembly, with the help of an Assembly Representative.  Regardless of when the funding is allocated during the Spring or Fall Semester, it can only be used during the academic year.  Funds do not carry-over to the next academic year.
Funding from the Assembly can be used for any of the expenses outlined in the Finance Guidelines 2016-2017.
Process
  1. Before writing a bill with an Assembly Representative, the student group must have a precise breakdown of projected expenses to be funded by the legislation being submitted, as funding is received on a partial reimbursement basis.
  2. After contacting an Assembly Representative, the student group will work with the Representative to write a legislative bill, ensuring that the requested funding complies with Finance Guidelines 2016-2017.  Note that all bills must be submitted by an Assembly Representative by the new legislation deadline, which is listed on the Assembly Meeting Schedule.
  3. Next the student group and Assembly Representative will attend the Subcommittee Meeting, which is typically the 3rd Tuesday of each month, where the bill will receive a preliminary review.  The following Tuesday, typically the 4th Tuesday of the month, the student group and Assembly Representative will attend General Assembly. They will present the bill to the entire Assembly and will answer questions and provide further information about the bill.  The Assembly will then vote to pass or fail the bill.  Click here to view the Assembly Meeting Schedule.
  4. After the bill passes General Assembly, it will then be reviewed and signed by the ASUU President and the Assembly Chair.
  5. Once the bill is signed and the student group’s expenses are incurred, the student group requests reimbursement. See General Reimbursement Instructions here. It is HIGHLY recommended to turn in all receipts as soon as possible, after the bill is passed.
  6. The Finance Board will then review and process the student group’s Expenditure Request, and reimbursement for expenses will be distributed within 6-8 weeks. If you have any questions about this procedure please contact the Finance Board.

Note: Travel funding for conferences is now an online application process through OrgSync. For more information, please review the Travel Funding information below.

flow-chart-for-reimbursement-legislation

Senate Process

One way students and Student Advisory Committees (SACs) can receive funding is by submitting legislation through the ASUU Senate, with the help of a senator.  Regardless of when the funding is allocated during the Spring or Fall Semester, those funds can be used any time during the academic school year.

Senate funding is intended for specific events only as dictated by the Finance Guidelines 2016-2017.

Process

  1. Before writing a bill with a senator, the Student Advisory Committee (SAC) must have a precise breakdown of projected expenses, as funding is received on a reimbursement basis.
  2. After contacting a Senator, the student will work them to write a legislative bill, ensuring that the requested funding complies with Finance Guidelines. Note that any new bills must be turned in to ASUU by the new legislation deadline, the 1st Thursday of every month that the Senate meets.
  3. Next the senator and the student will attend the Senate Meeting where they will present the bill to all senators, and answer any questions about the bill.  The Senators will then vote on the bill.  Click here to view the 2016-2017 ASUU Senate Schedule.
  4. After the bill passes the Senate Meeting, it will then be reviewed and signed by the ASUU President and the Senate Chair.
  5. Once the bill is signed and all of the expenses are incurred, the SAC student requests reimbursement.  See General Reimbursement Instructions here.
  6. The Finance Board will then review and process the SAC’s request, and the SAC representative will receive reimbursement for the expenses within 6-8 weeks.

Note: Travel funding for conferences is now an online application process through OrgSync. For more information, please review the Travel Funding information below.

Travel Funding

 

ASUU travel application is now available.

General ASUU Travel Funding Policy:

A student or group registered with an ASUU Student Organization can request up to 50% of their eligible travel costs be covered by ASUU, up to $400 per trip per student. Total amount funded per student not to exceed $800 per fiscal year (July 1st – June 30th). Travel awards associated with a student organization will be attributed to their overall cap of $5,000 per student organization.

Eligible travel expenses include transportation, lodging price during conference (including one night prior to conference and one night following the conference), conference registration, and poster printing.

Remember:                                                                

  • Only ONE trip per Request.
  • Only STUDENTS are eligible for funding.
  • Students can apply for funding before OR after they travel.

Students can apply for ASUU Travel Funding for academic conferences, student conferences, competitions and other travel as deemed appropriate by the ASUU Travel Committee. Applications will be reviewed on a first-come, first-served basis by the ASUU Travel Committee.

Per ASUU Finance Guidelines, ALL reimbursement requests MUST be submitted to the ASUU office within 30 days of the latest of either:

  1. Date of receipt or invoice
  2. Date of event or last day of travel
  3. Date of ASUU funding approval

Once delivered to ASUU, the reimbursement process takes about EIGHT WEEKS to process.  We appreciate your patience.  If you have any questions regarding the travel funding process contact finance@asuu.utah.edu.

 

 NEW ASUU TRAVEL FUNDING PROCESS

Overview of the Traveler Steps

PART 1 – Create/Submit a BUDGET REQUEST through the ASUU student organization portal connected to the purpose of the travel.  (You must be a member of the student organization or you will not have access.)  Please follow the directions carefully and complete the form accurately to AVOID POTENTIAL RESUBMISSION. Your travel request will receive a new date/time stamp upon resubmission. The NEW date/time stamp will place your Budget Request at the end of the queue!  (Click here for detailed instructions.)

ASUU Travel Committee Reviews Budget Request-Your Budget Request must be approved by ASUU Travel Committee to receive ASUU travel funding.  You will receive an email from OrgSync of approval, denial, or request for additional information.

If approved, you will also receive a comment at the bottom of your Budget Request indicating the 30-day DUE DATE for ALL steps of the Payment Request Process.

If denied, the comment section will detail the reason.

If additional information is needed, the comment section will list missing or incorrect items AND your travel request will receive a new date/time stamp upon resubmission.  The NEW date/time stamp will place your Budget Request at the end of the queue.

PART 2 – PAYMENT REQUEST PROCESS (Reimbursement):  BOTH of the following steps (2A and 2B) must be completed ON or BEFORE the 30-day DUE DATE published in the comment section of the Budget Request.  (Click here for detailed instructions.)

STEP 2A:  Prepare/Deliver Travel Reimbursement Package to ASUU by following the detailed directions above.

STEP 2B:  Create/Submit a PAYMENT REQUEST through your ASUU student organization portal as soon as you have 1) received a Budget Request approval email from Orgsync AND 2) completed your trip.

ASUU Finance Reviews Payment Request – Once the travel package has been reviewed and approved by ASUU Finance Board, an email from OrgSync will be sent upon approval of the Payment Request.  This email indicates that the Final Reimbursement Package (a University document) is being delivered to University Travel.  University Travel reviews the documentation and issues the check (usually 7-10 days).  You selected the mode of delivery/payment in the Payment Request form.  Click on View Payment Form to verify the method of delivery.  The ASUU travel reimbursement process takes about EIGHT WEEKS (including the 7-10 days mentioned above).  Thank you for your patience.

The Payment Request Process must be completed on or before the 30-day DUE DATE; otherwise, funding will be redistributed to other travelers.  If the last day of your trip is during the month of June, you will be assigned a DUE DATE less than 30 days.  Please refer to the comment section of the Budget Request for your actual due date.  The 30-day DUE DATE will be strictly enforced. 

Click Here for Travel Funding FAQs.

Budget Process

The ASUU Budget Process is one of the ways student groups can apply for ASUU funding.  Round 1 of the Budget Process took place in February 2016.  ASUU funding allocated during Round 1 was available for use starting June 1, 2016 and reimbursements can be submitted until the last Friday in May 2017.  Round 2 of the ASUU Budget Process took place in September 2016.  Notification of funding allocated to student groups was sent out October 12, 2016 via email from the ASUU Finance Board.  Funding allocated for Round 2 of the ASUU Budget Process is immediately available and reimbursements are accepted until the last Friday in May 2017.  For 2016-2017, all ASUU Budget Process funding has been allocated to student groups.  ASUU funding allocated to student groups does NOT roll over to the next fiscal year. The 30-day deadline for reimbursement applies. Please refer to the Finance Guidelines for information.

Open House Fund

Student Advisory Committees (SACs) have access to $75 for the Fall semester and $75 for the Spring semester to put toward an Open House event to promote student involvement in their academic department.

Process

  1. After expenses are incurred for the Open House, the SAC will fill out an Expenditure Request Form, attach all original receipts, and turn it into the ASUU Office.
  2. The Finance Board will then review and process the SAC’s request, and the SAC representative will receive reimbursement for the expenses within 6-8 weeks.

Note: If the academic department incurred the cost for the open house, the ASUU can disperse the Open House funds directly back to the department.

 

Other Funding Links:

Finance Board

Funding Workshops