Club Budget Process
Clubs applying for budgets are applying for Student Fee Funds. Maximum funding is $1,500 per club per academic year (after a club’s first year of recognition). Funding will be evaluated on the club’s needs based on purpose, the number of students affected or represented and the level of commitment to the club and campus. Club budget requests are submitted annually to the ASOITW email. The Budget Request Form can be found in this folder.
The Budget Request Form is the required method to submit a request. Please note that there are tabs at the bottom of the spreadsheet for the various areas of funding. Directions are included on the first tab, but if you have any questions or need assistance, please contact ASOITW Administrative Officer or the Associate Dean of Students. You have several options in submitting your request:
- If your organization wishes to receive the minimum funding for clubs ($300), then an email stating the organization name and that request may be submitted to firstname.lastname@example.org by the request deadline. No budget form needs to be submitted in this case.
- If your organization wishes to receive any amount higher than the minimum $300, then you must refer to form and submit it by the deadline in order to be considered. Groups requesting funding above the minimum amount are also REQUIRED to give a short presentation to the ASOITW Executive Board – dates provided below.
- Any group that does not do one of the 2 options above will not receive funding for the next academic year.
The timeline for the budget request process is due annually in January. Budget request forms are due into the ASOITW email account by end of day.
When submitting your budget request via email, please include the following in the email itself:
- Name of student organization
- Be sure to attach the MS Excel budget request form, and DOUBLE CHECK that it has been filled out completely.
- We also recommend that you copy yourself and your advisor on the email so that you have your own confirmation that the email was sent.
Club Budget Guidelines
In order for a club or program to apply for funds, the following requirements must be met:
- Reason for IF funding must be fully explained and justified. This should include a listing of all sources of income and fundraising plans along with any expenses the club expects to incur.
- All activities should benefit club members and, potentially, all Oregon Tech students. Examples of acceptable budget items are:
- Educational visits, competitions, or field trips including registration costs, admission fees, transportation, lodging, and other trip-related expenses.
- Membership dues for professional organizations that clubs are members of or are affiliated with.
- Revenue from club membership dues.
- Supplies, paper, mailing, and printing costs related to club business.
- Awards that the club gives out over the year like certificates or plaques honoring outstanding service (awards cannot be money, prizes, or gifts).
- Clubs can budget food for two recruitment functions per year and one banquet. An exception to this rule is when an organization hosts a campus-wide event for which they have prepared a poster, flyer, advertisement, or other evidence that shows that all Oregon Tech students were invited to participate. Cost per plate should be reasonable, and not to exceed the current per diem rates. For per diem costs, refer to the Associate Dean of Students or the ASOITW Administrative Officer.
- Costs incurred for displays on campus or at professional conventions or meetings.
- Magazines related to a program’s field of interest that have a central accessible place for program members to read them.
- Clothing can only be purchased using if funds for program staff (ie. polo shirts for attending meetings, staff shirts, etc.) if items are signed out to each staff member and returned upon that individual’s departure from their employee position. Otherwise, clothing items must be paid out of pocket by each individual in order for them to be kept (fundraised monies may be used toward personal item purchases such as clothing, water bottles, etc. with the use of the Personal Items Purchase Form – see the Fundraising section for more details).
- Examples of unacceptable budget items are:
- Personal expenses
- Gifts of any kind
- Purchase of raffle items (More information in “Raffle” section below.)
- Food; other than the allotted two recruitments/one banquet or end of year event (More information to “Guidelines for Serving Food at Events” section below.)
- Alcohol (Funding source cannot directly be from IF. More information in “Alcohol at Oregon Tech Events” section below.)
- Clothing to be kept by club or program members
- Non-educational activities
- Requests for funding must be filed by the deadline stated by ASOITW. Clubs will be notified of the deadline at the first General Meeting of Winter Term.
- To receive funding a club representative must be present during the club budget hearing. An exception to this would require a written and signed letter sent by the club president and advisor asking for the minimal $300 allocation. (Clubs will be notified about hearing sign-ups at the first General Meeting of the winter quarter.)
- Use of allocated IF funds must meet the purpose and practice approved by ASOITW. Only authorized club officers will have access to the club’s IF funds. These officers must be listed on the Student Organization Registration Form (submitted online).
- After a purchase is made or an event is held, all receipts must be submitted through Student Services Staff. Club/Program officers and advisors may be held accountable for any expenses that do not have supporting documentation or do not fall under the list of approved expenses. Challenges will arise if you cannot substantiate your expenses.
- If a club disbands, or is no longer recognized, the club’s remaining IF funds will be frozen for the period of one year. If the club is not formed or re-recognized after one year, the funds will be zeroed out.
- Clubs must be represented during the ASOITW budget hearing.
Budget allocations are made to campus clubs in three installments (approximately four weeks into fall, winter, and spring quarters) during the academic year. Club advisors and Student Services staff members can help students with general usage of their accounts. The ASOITW Administrative Officer will assist clubs with writing budgets and keeping track of expenditures.