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Student Organization Funding

SGA Funds

To apply for SGA Funds:

  1. Submit an Fund request form online or to the Student Organization office in the Office (Mabee 240) by the first Tuesday of the month prior to the month in which the event is taking place.
  2. The Finance Board will meet and review funding requests and allocate funding by the following SGA meeting.
  3. Approved amount will be transferred into the organization's account within a week after the Finance Board's decision.
  4. All receipts must be kept in order to account for how funds are spent.  

SGA Student Organization Allocation Process

Student Organization Funds

Student Organization Funds are funds that provide financial assistance to special events and programs hosted by chartered student organizations. Student Org Funds are allocated monthly by the Finance Board of the Student Government Association. To apply for Funds:

  1. Submit an Student Org Fund request form to The Office by the first Tuesday of the month prior to the month in which the event is taking place.
  2. The Finance Board will meet and review funding requests and allocate funding by the following SGA meeting.
  3. Approved amount will be transferred into the organization's account within a week after the Finance Board's decision.

Expense Reports

In order to ensure your organization’s compliance with the Funding Guidelines, all organizations must account for how allocated funds were spent.

Cash Advances are accounted for via the Expense Report. You must attach receipts of everything you purchased with the allocated funds. Receipts must be turned in within a 2 weeks of purchase.

If an organization purchases items that do not fall within the Funding Values, this amount will be subtracted from the total possible amount for either the following Funds.

Funding Values

  1. The primary intention of SGA Allocation money is to enrich the lives of UMHB students. The Finance Board should question each funding request by asking - are the students being challenged educationally, culturally, or spiritually.
  2. SGA Allocation money may be used toward the purchase of food - only if the food is supporting the scheduled program, rather than it being the main purpose of the event.
  3. SGA Allocation money typically should not be used to purchase non-consumable items. However, if an organization feels this type of purchase is necessary for their organization, the Finance Board will give careful consideration. It must be understood that any non-consumable item purchased is property of UMHB and if dismantling of the organization occurs, the item(s) must be returned to the Office of Student Organizations.
  4. A portion of an organization’s SGA Allocation funds may be used for membership development such as retreats, conferences, or seminars.
  5. Clothing may be purchased if the purpose of the clothing is to promote the organization as a whole or an event hosted by the organization.
  6. SGA Allocation funds may be used to support a program in which a small portion of our students will benefit from the money. However, the organization should be prepared to defend the value of such a program.

Eligibility

Any chartered organization, which is open to UMHB students regardless of race, creed, color, sex, marital status, national origin, age, and disability, is eligible for consideration of SGA Funding. Groups and organizations, which are excluded from SGA funding include, but are not limited to the following:

1. Organizations that are not registered with the Office of Student Organizations
2. Organizations significantly restricting membership
3. Organizations who already receive funding from the University

Campus Bank Accounts

All chartered student organizations are eligible to receive an on-campus bank account. Campus Bank accounts work like any other private bank account, but there are no fees associated with holding the account or making transactions within the account.

All Camps Bank accounts are assigned a Campus Bank ID# which is similar to an account number. Campus Bank accounts are not considered University money, but are tax-exempt.  Students must still exercise caution when dealing with funds on our campus.

 Purchasing Procedures

It is important for students to know and understand the processes for completing account transactions and timeline involved in receiving a check or cash advance.

Petty Cash

 You can receive petty cash in amounts of $50 or less. Your advisor must sign the Petty Cash card in order to receive the funds.

Receipts must be turned in within three days of receiving the petty cash.  Receipts must be original and itemized. Please take all receipts onto 8 ½ x 11” paper and paper clip to your form.

 

Check Requests /Cash Advances

  1. Pick-up a Payment Request form from the Office of Student Organizations.
  2. Complete the form and submit to the Office of Student Organizations. There are two runs a week for both cash advances and check cutting – Tuesdays and Fridays. To receive a check on one of these days, complete a Check Request card by 9:00 am on Friday (for Tuesday’s run) and Wednesday (for Friday’s run).

 Always remember to collect all of your receipts to either be turned in with the Expense Report.  Receipts must be original and itemized. Please take all receipts onto 8 ½ x 11” paper and paper clip to your form.

Student Organization Debit Card

Debit cards are just like your own debit card. Organizations MUST collect all receipts and turn in when they are done with their purchasing.

 These cards are ordered through the Payment Request form. Simply complete and indicate that you would like a Student Organization Debit Card. You will be contacted by the Accounting Office. From here, you will complete additional paperwork and be given instructions on how to return the card after its use.