Purpose: The primary purpose of this fund is to grant recognized student organizations at WVU an opportunity to expand a vast array of special programs that enhance students collegiate experience. Generally grants are used to help fund an educational trip, printing/advertisements for a speaker or conference, but are not permitted as reimbursements for activities already taken place. Additional requests are left to the discretion of the committee.

Limitations: This fund cannot be received by any organization more than once in an academic year and cannot be applied to ANY type of fundraising activities (i.e. seed money for a T-shirt sale). All grant monies must be used by May 15 of the academic year. In addition, reservations for travel (i.e. airline) must be made via National Travel at 598-0160. *(National Travel will match Internet airline prices).

Amount: The maximum amount that can be applied per year is $500. A student organization can only be awarded one grant per fiscal year—July 1-June30 (even if the allocation is less than the maximum amount). The organization must submit the grant application in the semester to which the funds are to be used at least two weeks prior to the event.

Granting Committee: There will be a committee made annually to oversee the distribution of the grant funds. This committee will consist of 14 members. The Student Government Association Treasurer, Janish Patel (293-3815) is the chair of the committee. The remaining 13 members will be selected from the diverse student population presents on the campus of West Virginia University. This diversity should consist of no less than one of the following representatives: service organization, religious organizations, sports-related organization, cultural organization, special interest organization, pre-professional society, graduate student, member of the Board of Governors, Greek representative, a member of the Daily Athenaeum and a resident assistant. From this membership, the chair will appoint one member to serve on the Committee on Student Organizations (COSO).

First, carefully read all parts of this form. Next, supply in detail all the information that is requested. Return the form to the Student Organization Wing of the Mountainlair to the Administrative Secretary (293-4397, PO Box 6444). Within two weeks of submitting your application, you will be contacted to set up a time for you to speak before the Bureau of Finance. You will be notified of the decision of the Bureau by phone or letter within one week of said meeting. If funds are granted, you will be instructed as to how to proceed.

1. Applicants must be a WVU recognized student organization. If you are unsure of your organization’s status, please contact the Student Organization Services office at 293-4397.
2. The committee needs to have your grant application at least two weeks in advance of the trip or event. If the two-week deadline is not feasible due to outstanding circumstances, special arrangements may be made through the SGA Treasurer, Janish Patel (293-3815); call to set up a meeting ASAP about your situation.
3. Forms need to be signed and completed and your organization representative must keep all receipts of expenditures.
4. May 15 is the deadline for spending grants. Invoices or receipts must be submitted within two weeks after the event. Please call the Treasurer (293-3815) if the trip or event is cancelled, so this allocated money can benefit another organization.
5. Organizations may apply for a grant up to $500; however, the Committee may select to grant only partial funding for the project or event.
6. At least one, but no more than four representatives must appear before the Bureau of Finance to provide any necessary information and answer questions pertinent to their organization’s application for funds. The presentation should include an outline of the organization’s purpose and activities, an outline of the annual budget, and a detailed description of the project/event for which the money is being requested. All presentations should be less than five minutes long unless the SGA Treasurer grants special permission. After the presentation, the committee is permitted to ask questions to the organization representatives.
7. Funds must be used only for their allocated purpose. If the event/project for which funds were granted is cancelled or not spent by the designated deadline, the money will remain in the Bureau budget and will be reallocated to another group.
8. All grants must follow state spending procedures. Organizations are not given a check in the amount granted.

Student Organization Services is required to follow procedures that are applied to all state agencies.

Your grant will be used to cover approved expenditures. Before your organization representatives buys any materials, makes any reservations, or printing material for the event, call the SOS Administrative Secretary at 293-4397. All itemized receipts must be turned in to Jennifer to receive proper reimbursement. Remember that the grant will not be in the form of cash or check.

Carefully read the following information relating to the state and university policies before writing the application.

1. You cannot pay cash for materials and expect to be reimbursed without a receipt.
2. We cannot pay for unapproved purchases including any type of food or meal purchases.
3. After a materials/registration/lodging/etc. purchase has been made, the receipt/invoice must be turned in to the SOS Administrative Secretary as soon as possible.
4. All printing (booklet, newspapers, flyers, posters, and tickets) is encouraged to take place at WVU Copy Center.
5. A speaker who is receiving an honorarium must sign a service agreement and vendor’s invoice (available through the SOS Administrative Secretary). Four weeks notice is required to process contracts.
6. Travel:

• Organizations are encouraged to have their advisors accompany them on out-of state trips. One travel requisition submitted in the advisor’s name is easier than each student completing a requisition and a state registration form.
• WVU motor pool may be used for van and bus rental.
• All travel arrangements must be made through National Travel (598-0160). **National Travel will match Internet airline prices.
• Organization representatives must submit all registration/lodging/etc. receipts to the Administrative Secretary in the SOS office.
• If several organization members are traveling, a name list must be supplied.

1. You cannot use a Bureau of Finance Grant as seed money for fundraising projects.
2. State money cannot be used for the purchase of alcohol under any circumstances.
3. All paperwork must be signed for reimbursements to occur in a timely manner.

The SGA Bureau of Finance Grant Committee has the appropriation authority of distributing student fees that are considered to be state funds. These state funds must be spent in strict accordance with official state spending procedures.

In addition to the state guidelines, the following policy statements have been established. The policies will enable the Grant Committee to better assist more student organizations.

1. A recognized student organization can receive only one grant per fiscal year. (July to July) from the SGA Bureau of Finance Grant Committee.
2. All organizations awarded grant funds must see the SOS Administrative Secretary no later than five business days after receiving the award letter. If not contacted after five days, the grant funds will be returned to the Committee and will be VOID. The funds will be granted to other student organizations.
3. Any funds granted by the Grant Committee that have been left-unspent 30 days following the date of the fund event will be returned to the Committee. They also will be granted to other student organizations.
4. All grant monies must be spent by May 15 of the academic year in which applied for.

If your organization has any questions regarding these statements or other Grant information, please call Janish Patel, Student Government Association Treasurer, at 293-3815.

Please keep this information and a copy of your application for the organization’s records.

Date completed: ________________________________

WVU Recognized Student Organization Name: ________________________________________________________________

Organization President: _____________________________________________

Address: ________________________________________________________

Phone Numbers: Day___________________ Night___________________

Organization Advisor's Name: ________________________________________

Campus Address: _________________________________________________

Campus Telephone: 293-_________________ E-mail:__________________

President's Signature: ______________________________________________

Advisor's Signature: ________________________________________________

Correspondence should be sent to: ____________________________________

____________________________________

____________________________________

E-mail:____________________________________

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To be completed by the Bureau of Finance Grant Committee:

Date Application Received: ____________________

Received By: _______________________________

Date Presented to Bureau of Finance: ___________

Presented By: ____________________________________________________

BACKGROUND INFORMATION: Briefly describe your organization, the number of members, and its purpose.

SOURCE OF FUNDS: Please give a detailed account of all sources of funding for the organization and all assets. Please list any other organizations that you are applying to and the amount of funding they may provide. Please also outline fundraising efforts of your organization.

RATIONALE FOR GRANT: Please provide the following information: 1) purpose of the funds requested, and 2) impact on the University.

ADDITIONAL INFORMATION: Use this section for any additional information that is not mentioned in this application or any expenses not covered in the expenditure form that may help Bureau of Finance Grant Committee in determining the amount of the organization's grant.

Complete the detailed expenditure budget sheet with information that applies to the organization's particular event. Please remember that it is in your best interest to provide all related expenses, even if it is not part of your statement of funds requested.

Amount Requested

Date of Trip/Event _____________________________

Place of the Trip/Event ______________________________________________

If traveling, how many will be attending? __________

• List their names (Bureau of Finance grant money can only be used towards the traveling expenses of WVU students):

TRAVEL:

Registration Fees:

# Attending ___________ x $____________ = $__________________

Phone number/ e-mail address to register: ______________________________

ACCOMMODATIONS:

# of rooms _______________ x # of days____________ x $______________

= $__________________

Name of hotel: ____________________________________________________

Phone number of hotel:_______________________

TRANSPORTATION:

Type ______________________ Costs $_______________________

All reservations should be made through National Travel at 598-0160. **Airline tickets will only be reimbursed if they are scheduled through National Travel.**

PUBLICITY:

This section includes any type of printing or advertisements.

(The WVU Copy Center charges .04 cents per page. The Daily Athenaeum charges $6.48 per column inch for an advertisement.)

Item(s):__________________________________________________________

________________________________________________________________

Cost(s): $________________________________________________________

MISCELLANEOUS EXPENSES:

This section includes Speaker, Honorarium etc. Include name and address of Speaker if available.

Item(s)/ Name(s):__________________________________________________

________________________________________________________________

Cost(s): $________________________________________________________