Student Club Funding Requests

ONLINE FUNDING REQUEST FORM

*ANY REQUESTS SENT VIA E-MAIL WILL NOT BE CONSIDERED UNLESS THE TREASURER RESPONDS TO YOUR E-MAIL AND CONFIRMS YOUR REQUEST

All official student clubs and organizations at WSU are eligible for up to $1,500 of funding per academic year. To request these funds, clubs must fill out the online request form. Clubs must have a current club directory form, member roster, constitution, and annual financial review on file to be eligible for funding.

The request form is then reviewed by the Student Activity Fund Committee (SAFC) made up of student senators. This committee will make sure that the request follows all of the SAFC Rules and each request is reviewed on a case-by-case basis. The committee may request that the club/organization that submitted the request attend an SAFC meeting to explain the request before it is funded. Please give SAFC 30 days to review your request.

All questions regarding this process can be directed to the Student Senate Treasurer, Jessica Hepinstall.

 

SAFC Club Funding Request Form

Information you will need to fill out the funding request form:

  • Your club's cost center number
    • A detailed budget of your request

    Reimbursement

    All reimbursements must be pre-approved through the Business Office

    • Purchases under $100 may be reimbursed by a Petty Cash Form
    • Purchases over $100 may be reimbursed by using a 1400 Form

    Expenditures Not reimbursable with petty cash funds include:

    • Postage stamps
    • Travel expenses
    • Meals or any food items
    • Salaries or honorariums

    Travel Reimbursement

    Guidelines regarding travel reimbursement can be viewed on the WSU Clubs and Organizations Page

    Club Travel

    • Official permission to be in travel status must be made by completing the WSU Student & Club Organization Travel Plan Form and Travel Roster available online and submitted to the appropriate adviser for approval
    • Reimbursements need to be submitted on the Student Reimbursement Form and delivered to the Business Office within five days of return travel
    • Any club requesting assistance with travel must be sure the budget or cash balance of the group account is sufficient to cover the expenses of the trip. Funds must be in the club account before the Business Office can assist with any reservations
    • If the vendor accepts either a purchase order or a University check for payment, your club must submit a 1400 form listing the vendor and complete details of the payment to be made by Winona State. If the vendor accepts neither of these forms of payment, the students will have to seek reimbursement for the expenses after the event
    • Your club adviser may request a cash advance for the club by submitting a Travel Request Form with "CASH ADVANCE" written across the top of the form to the Business Office no later than two days prior to the event. Cash Advance Settlement Form must be submitted within five days of return travel to close out the advance