Funding

Overview

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

To be considered for funding, organizations must complete the Event Funding Request Form, available on the Student Government Association's Linktree page.

All funding requests must be submitted at least five (5) weeks prior to the event date.

Funding Process

  • Submit the Event Funding Request Form.
  • An email will be sent to the submitting organization to schedule a budget hearing with the Senate Finance Committee.
    • One (1) to two (2) representatives from the organization should attend the hearing to answer questions about the event.
    • Failure to attend the hearing without notifying the SFC Chair will result in the automatic denial of the request. Organizations may resubmit a denied request.
  • Following the hearing, the Senate Finance Committee will make a recommendation to the Student Senate.
  • The Student Senate will vote on the funding request at a regularly scheduled SGA meeting.
    • While not required, organizations are encouraged to have a representative attend the Senate meeting at which funding is considered to answer questions and 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.
    • Funding is not official until approved by the Student Senate.

Funding Amount Limits (2026-2027)

On-Campus Events: Up to $1,239.20
Off-Campus Events: Up to $137.70

 

Event Funding Priorities

The following types of requests may receive priority consideration:

  • Demonstrated financial support from other sources, such as organization dues, fundraising activities, or co-sponsorships.
  • Collaboration with another registered student organization or charitable organization.
  • Educational programs, events, conferences, or activities.

Event Funding Restrictions

The following types of requests generally will not be approved:

  • Direct donations to charitable organizations.
  • Capital purchases
  • Personal amusement, parties, group dinners, personal gifts, or similar expenses.
  • Expenses that are already budgeted through an Operationally Funded Organization (OFO), except for events that are co-sponsored with a non-operationally funded student organization.
  • Food and entertainment associated with off-campus travel unless required by the event sponsor.

Payment and Documentation Requirements

Once funding has been approved by the Student Senate, organizations shall contact Lacey Shillingburg, SGA Administrative Assistant, at llshillingburg@frostburg.edu.  Early coordination is strongly encouraged to ensure compliance with University policies and to allow sufficient time for payment processing. 

Payments and reimbursements for Event Funding allocations shall be processed on a case-by-case basis in accordance with University policies and procedures. Certain expenses, including contractual services related to on-campus events, supplies, registration fees, and purchases from external vendors, may be eligible for advance payment using a University-approved payment method. Lodging and mileage expenses are not eligible for advance payment and shall be reimbursed only after the expense has been incurred.

Individuals receiving reimbursement may be required to submit a completed W-9 form or other documentation required by the University. Organizations receiving Event Funding may also be required to provide supporting documentation, including, but not limited to receipts, event agendas, attendee lists, or other records deemed necessary by the Student Government Association or the University.

In addition, organizations must submit the Event Funding Summary Form within ten (10) business days following the conclusion of the funded event. Failure to provide required documentation may impact future funding requests and reimbursement processing.

Important Funding Requirements

Organizations receiving SGA funding must:

  • Include the Student Government Association name on all promotional materials produced after funding approval.  The SGA logo can be obtained from SGA Administrative Assistant Lacey Shillingburg at llshillingburg@frostburg.edu.
  • If revenue is collected for participation in an event funded by SGA, SGA is entitled to a portion of the proceeds equal to the amount allocated to the event. SGA will provide personnel, at no cost, to manage ticket sales.  All revenue for on-campus events must be run through the Student Organization Events Account and coordinated with the FSU Ticket Office, or another University-approved or University-sponsored process.  Organizations donating all event proceeds to a charitable organization are not required to return any portion of the proceeds to SGA, provided the funds were given voluntarily by attendees and were not required for participation in the event.
  • Ensure all events funded through the Event Funding Account are open to all students.
  • Use allocated funds only for budget categories for which they are allocated.
  • To remain eligible for future off-campus event funding, organizations that receive SGA funding for an off-campus event must host a free on-campus event that is open to all students and submit documentation verifying that it was held.  
    • An organization receiving only ten percent (10%) or less of expected total costs from the Event Funding account, and so stating on the request, shall be exempt from holding an on-campus event as a condition for receiving funding for an off-campus event.
  • Comply with all Event Funding Policies and Procedures, including reimbursement and documentation requirements.
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