Student Organization Funding
All official student organizations at Winona State can request a certain amount of funding per year from the Student Activity Fund (SAF). Funding is not automatically in the organization account. It must be requested for each expenditure.
This limit is determined by the age of the student organization, aka The Tier System as outlined in the Registered Student Organization (RSO) Policies (PDF):
- First Tier Organization Fiscal Year of Operation: up to $500/year
- Second Tier Organization Fiscal Year of Operation: up to $1,000/year
- Third Tier Organization Fiscal Year of Operation: up to $1,500/year
Student organizations older than 3 years may only request up to $1,500/year from the SAF.
No funds are automatic. You must submit a funding request each year.
Student organizations in good standing are eligible to request funding. Good standing is determined by requirements including:
- attendance of required Alliance of Student Organization (ASO) meetings
- a complete and approved Student Organization Directory profile
- an updated welcome video
- at least one advisor
- an updated consitution
- at least 7 members confirmed in the organization directory
Unspent funds from the SAF do not transfer from one year to the next. Fundraised funds may transfer from year to year.
For any questions, contact the Student Senate Treasurer at senatetreasurer@winona.edu.
During the fall and spring semesters, the SAFC meets weekly to discuss requests. Organizations must allow SAFC up to 2 weeks during the academic semester to review funding requests.
Requests for funds to be used during summer months or winter break must be received at least 3 weeks prior to the end of the semester before the break.
Organizations must request funds from the Student Activity Fund (SAF) through the Student Activity Fund Committee’s (SAFC) request form found in WarriorSpace. Requests must include a fully itemized, detailed budget of the request.
The SAFC is comprised of student senators who review organization funding requests.
The SAFC committee reviews the requests on a case-by-case basis to see that they follow the SAF Fiscal Policies & Procedures (PDF). The committee reserves the right to require more information while reviewing the request.
Student organizations, individual students, or unofficial student organizations can present in front of the Student Senate to request funds from the Student Activity Fund.
Student organizations will take this route if:
- their funding request is something that cannot be funded by the SAFC due to their rules
- the request is denied by the SAFC and the club is still seeking the funds
- their request is over the allotted amount the club can request from SAFC
Before presenting, you must fill out the Student Senate presentation form.
Keep presentations to about 5 minutes long.
Email any presentation materials to studentsenate@winona.edu at least 1 week in advance. The presentation will be shared with the senators.
During your presentation, make sure you cover:
- Do you have other sources of funding?
- Have you done any fundraising?
- Have you put in any personal contributions?
- What is the campus benefit of your event?
- How many students will participate/benefit from this funding request?
- How soon do you need the funds?
- What year is each attendee in?
SAFC Funding Request Report
Funding Request Reports are forms that document how funds are being spent. All student organizations that receive funds from the Student Activity Fund (SAF), either through the SAF Committee (SAF) or allocated by Student Senate, must document how they spent that money.
How to Submit the SAFC Funding Request Report
After submitting your funding request form or student senate presentation form, you will receive an email 7-10 days after the requestor said the funds were needed by.
If you do not complete your funding request report by the end of each semester your funding ability will be frozen in the upcoming semester or until the report is completed, reviewed, and approved.
Here’s the information you’ll need to have to ready:
- An itemized breakdown of how the funds were spent.
- The number of funds that were leftover, if any.
- If there was a change to the request, why?
- Receipt(s)
Purchasing Items
Once funding is approved, there are certain Business Office procedures you can use to make purchases that do not require paying for them out-of-pocket and then getting reimbursed.
Many student organization advisors have a WSU Purchasing Card to make purchases for the student organization. Some students choose to purchase items with their own money and then be reimbursed.
If you have any questions, please contact your student organization advisor or the Business Office.
If you have someone in your student organizations who tracks your budget closely, make sure they know how much you spent.
Reimbursement
All reimbursements for expenses incurred by students must be made via a WarriorSpace form and be accompanied by itemized receipts for all expenses. First, students must request funds to be transferred to the student organization account.
Speak to the WSU Business Office before promising salaries or honorariums for speakers, entertainers, or other professional services.
Reimbursement for Student Organization Travel
Whenever your student organization travels off campus, you must get official permission to be in travel status. Complete the Student Travel Request in WarriorSpace. This form will automatically be sent to the organization advisor. Submit the Travel Request Form at least 2 weeks before travel.
If you don’t properly submit the travel plan and roster documentation, you may not get reimbursed by the Business Office.
Reimbursements need to be submitted on the Student Reimbursement form.
Any student organization requesting assistance with travel must be sure the budget or cash balance of the group account is enough to cover the expenses of the trip. Funds must be in the student organization account before the Business Office can assist with any reservations.
Here are some tips for travel purchases:
- Many organization advisors pay hotel costs will their WSU Purchasing Card. If the card holder is not staying in the hotel, call the hotel to ask for any documentation required.
- Students may have to seek reimbursement for the expenses after the event. Save all receipts