Funding

Overview

The Student Government Association (SGA) offers event funding to recognized student organizations for both on and off-campus events.

To be considered for event funding, you must complete the Event Funding Form, which is available on the Student Government Association's Linktree page.

All event funding requests must be submitted at least five weeks before your event.  Once your request is submitted, you will receive an email notifying you of the date and time of your Senate Finance Committee Hearing, as well as the SGA Meeting where your request will be voted on.

Please note: Your request will not be approved until your organization has met with the Senate Finance Committee and the SGA Senate has voted on the committee's recommendation.

Event Funding Instructions

The Allocation Process shall begin for each event when an Event Funding Request Form is submitted to the SGA Office by a student representative of the requesting recognized student organization.

The Event Funding Request Form shall be submitted via Microsoft Forms.

Along with the Event Funding Request Form, each organization requesting funding must upload a Statement of Rationale regarding their event.

If requesting funds for food for an on campus event, and because all events funded by SGA must be open to all students, each requester must upload a copy of the advertisement or invitation to the event showing that it is open to all students along with the request.

If requesting funds for travel to a conference, the organization must upload a list of students attending the conference and an Agenda/Itinerary for the conference.  This agenda should be from the conference website or brochure.  Please note that all funds allocated for travel will be paid on a reimbursement basis only.

The Event Funding Request Form shall be submitted at LEAST five weeks prior to the beginning of the event in question.

Additional supporting documentation shall be uploaded along with the funding request if deemed appropriate by the requesting organization or specifically and reasonably requested by the SFC Chair.

Upon receipt of the Event Funding Request Form, an email will be issued to the person submitting the request as the SFC shall review the request at a budget hearing on a date, time, and place to which both the SFC Chair and a representative of the requesting organization consent.  Only one or two members of the organization who can answer questions regarding the event need to attend.  This hearing will be scheduled prior to the next general body SGA Meeting.  Failure to attend the funding hearing, without appropriate notification to the SFC Chair, shall result in the automatic denial of funding.  If an organization is denied as a no-show, they may resubmit their request.  After the funding hearing, the Senate Finance Committee will make a recommendation to the full Senate at the next general SGA Meeting and a vote will take place at that time as to the status of funding.  While not required, it’s expected that a student representative attend the SGA meeting to answer any outstanding questions or to provide clarification.  In the event no representative is available, SGA may decide to table the vote until the next SGA meeting if there is not sufficient information.  Please note that your funding request is not approved until it is voted on by the SGA Senate at a regularly scheduled SGA Meeting.

Upon funding approval, the organization contact person should visit the SGA Administrative Assistant in the SGA Office, 223 Lane University Center to inquire as to the method of payment/reimbursement as well as the types of receipts necessary for reimbursement.  Receipts shall be submitted during regular business hours within ten (10) business days after the end of a funded event.

Funding amount caps for 2025-2026 are:

      Off Campus Event: $121.50
      On Campus Event: $1,093.50

Other restrictions and limitations for funding can be found in the Event Funding Policy Agreement section below.

Organizations shall submit the Event Funding Summary form, via Microsoft Forms, within ten (10) business days after a funded event.

For additional information, please contact the SGA Treasurer.

Funding Request Eligibility

The following requests shall be given priority:

1.  The Senate Finance Committee (SFC), in most cases, will not recommend funding 100% of any event.  Organizations are expected to provide themselves with other sources of financing through dues, fees, and appropriate fundraising activities.  However, in the case of co-sponsored events, the SFC reserves the right to recommend 100% funding as deemed appropriate.

2.  Requests for funds required to perform events that will be co-sponsored with another recognized campus organization or co-sponsored with a charitable organization, or events that benefit such parties in addition to the undergraduate population, directly or indirectly.

      “Sponsorship” entails partial funding of an event by the requesting organization.
      “Co-sponsorship” entails partial funding of an event by at least one of two or more requesting organizations.
        You cannot count SGA allocated funds towards co-sponsorship.

3.  Requests for funds that will be used for an event where there is no admission fee.

4.  Requests for funds required to produce/perform/attend educational events.

The following requests shall be DENIED:

 1.  Requests by the SGA for funds that will be given directly to charitable organizations.

 2.  Requests by the SGA for funds that will be used toward capital purchases.

 3.  Requests by the SGA for funds that will be used for personal amusement, group dinners, parties, personal gifts, and similar expenditures.

 4.  Requests by the SGA for funds from the Event Funding Account to be used for line items budgeted to an Operationally-Funded Organization (OFO).  An exception shall be made when funds from the Event Funding Account are to be used for events that are co-sponsored by the OFO and a non-operationally-funded student organization.

 5.  Requests for funds that will be used for food and entertainment while attending an Off-Campus event, unless required by the event’s sponsor.

If you have any questions, contact the SGA Treasurer.

Post Allocation

Proper documentation of expenditures, including receipts and approvals, shall be required of all organizations that are allocated funds from the Event Funding Account.  In addition, at the conclusion of each event the organization must submit the "Event Funding Summary" Form.  This form will be emailed to the event organizer by the SFC Chair along with notification of funding approval following the SGA meeting at which funding is approved.  It can also be found on the Student Government Association's Linktree page.  The form must be submitted to the SGA Office within ten (10) business days.

Event Funding Policy Agreement

To:         All Organizations Receiving Event Funding Packets

From:     Student Government Association Treasurer and the Senate Finance Committee

Re:         Policy for Reimbursements for Expenses Incurred with Event Funding Allocations

In order to receive money via the Student Government's Event Funding Account, it is important that the following policies (found in the Event Funding Policies and Procedures) be met:

  • Payments for allocations to organizations will be made on a reimbursement basis only; the exception to this rule shall be payment of contractual services for on-campus events or supplies that can be purchased in advance using a department procurement card; these payments may be made by other means available to the SGA that are not in conflict with any other governing document of the SGA.
  • Receipts for reimbursement must be in original form.  No copies will be accepted.
  • A report summarizing the event, and any receipts for reimbursement, must be turned in within TEN (10) business days after the event.  Reports must be submitted electronically, via Microsoft Forms, and should contain:  the number of students attending the event, income (if any) from the event and expenses (if any) from the event.  Receipts must be submitted during SGA office hours, Monday through Friday, 8:00 AM - 4:00 PM.  If the receipts and reports are not turned in correctly or on time, then please note that reimbursements will NOT take place.
  • If additional time to the allotted ten business days is needed then the organization must inform the SGA Treasurer during those ten business days that were allotted, not after the ten business days.  The SGA Treasurer does not have to give the organization additional time.
  • Typical reimbursement takes between 4 and 6 weeks, so please plan accordingly.
  • Money can only be paid or reimbursed under the item description it is allocated under.
  • Any student organization receiving funding from the SGA must include the SGA name on any and all publicized materials that are printed after funds are approved by the Student Senate.  The SGA logo can be obtained from SGA Administrative Assistant, Lacey Shillingburg, llshillingburg@frostburg.edu.
  • If revenue is collected for participation in this event then SGA is entitled to a portion of the proceeds equaling the amount which they allocated for the event.  SGA will provide (at no cost) the personnel to manage ticket sales, or the like, if you are requiring such to participate in the event. (please see Article I, Section D and Article II, Section C, Line 5).  All Revenue for on campus events must be run through the Student Organization Events Account.  This should be noted with the FSU Ticket Office when arranging for ticket sales.
  • All events funded through the Event Funding Account must be open to all students.
  • The Event Funding Bylaws govern the SGA and those organizations receiving funds from that account, please read them as they apply directly or indirectly to your organization.
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