Student Organization Financials

Each student pays an additional fee on top of tuition, called the Student Activities Fee, to support undergraduate extracurricular and social activities. USG/UDC receive a portion of the Student Activities Fee in order to support the student organizations they recognize. The Finance Committees distribute these funds and tries to ensure an fairness and efficiency.

While the Finance Committees strive for consistency, a number of factors must be considered. The USG budget and available funds can fluctuate based on enrollment and the amount of money spent by organizations in the previous semester. Also, student organization requests vary greatly from semester to semester.

Learn more about USG funding guidelines and financial resources

The Process

Funding occurs on a semester basis and any recognized organization can request funding. The funding process is broken down into two parts:

Mass Funding 

Starting the tenth week of the semester and ending the eleventh, groups submit their funding requests for the following semester.

1. Submit Requests on CampusGroups.
2. Review Funding. Once all requests are in, the Finance Committee will review the requests and allocate funds. Organizations will be notified by the 13th week of the semester.
3. Committee Appeals. If an organization isn't satisfied with the funding they receive, they may appeal the decision to the committee. This consists of a short presentation from the group to the committee about why you feel the decision should be changed. Please note: Appeals are not guaranteed.
4. USG General Assembly Appeals. If an organization is still not satisfied after the committee appeals, they may appeal to the entire USG General Assembly. This consists of a short speech before the General Assembly about why the decision needs to be changed.

Rolling Funding

Funding also occurs throughout the semester for events and needs during the current semester. Up to the tenth week of the semester, organizations can request additional funding not provided during the previous Mass Funding. 

1. Submit Requests on CampusGroups.
2. Review Funding. The Finance Committee reviews requests at weekly meetings and organizations are notified of the decision.
3. Committee Appeals. If an organization isn't satisfied with the funding they receive, they may appeal the decision to the committee. This consists of a short presentation from the group to the committee about why you feel the decision should be changed. Please note:  Appeals are not guaranteed.
4. USG General Assembly Appeals. If an organization is still not satisfied after the committee appeals, they may appeal to the entire USG General Assembly. This consists of a short speech before the General Assembly about why the decision needs to be changed.

Funding Guidelines

The funding guidelines outline the types of allocations that the Finance Committee frequently makes. They represent the typical allocation decision made by the committee and do not guarantee any funding outcome. Any expense not covered by the guidelines will be evaluated on a case-by-case basis with special attention to other policies.

Semester Funding

These are expenses that aren't tied to a specific date or event, but relate to the functioning of the organization.

Membership dues

Membership in a national, state, or local organization that the group is affiliated with should be funded. These are membership dues for an organization, not individuals.

Capital

These are items that will kept and used for multiple events. Example include: sports equipment, performance uniforms, and tools. The group must provide plan for secure storage of capital, so the items are not lost, damaged, or stolen.

On-Campus Events and Activities

These are expenses for events and activities held on-campus that further to purpose of the organization.

• General event - These are common events organizations hold. Examples include social gatherings, speaker events, picnics/barbeques, and public awareness rallies. These are 90% of the events on campus. These include food, drink, Speaker honorarium, advertising , for example.  Specific amounts are available through the guideline links
• Large event - Usually over 75 students attend large events and they commonly attract campus-wide attention.
• Fundraiser - Fundraising is encouraged by the committee and seed money for costs may be funded.
• Performance - These are events which showcase members' talents and entertain the campus. Depending on the size of the production, funding may range up to several thousand dollars.
• Community service - Activities provide a service or assistance to the community in an on-campus setting. While community service is encouraged, they are typically not costly and are funded for less. No direct donations to an organization will be funded.
• Retreats - Retreats are extended on-campus organizational development events meant to strengthen and bring together the membership.
• Meeting - These can be a general body meeting or other widely attended, regularly scheduled meeting. Meetings are rarely funded, but if the meeting(s) is central to the organization's operation, some funds are available
• Hosting a Competition or Conference - Hosting other schools involves many considerations.

Off-Campus Events and Activities

These are expenses for events and activities that are off-campus and require special transportation. A higher level of scrutiny is used. All events must be critical to the functioning of the organization or further their primary purpose.

• Transportation - As-needed basis. Van rental, bus charter. Gas subsidy for extended trips (duration and distance) may be funded.  Airfare may be funded only under extreme circumstances.
• Competitions - Activities include participation in a competition with similar organizations. Examples include Model UN, Mock Trial, Fencing Club, or College Trivia competitions.
  1. Transportation – as-needed basis
  2. Lodging – as-needed basis
  3. Fees – as-needed basis
• Conferences - Attendance and participation in a conference is aimed at developing the organization by connecting and learning from similar organizations. They are rarely funded and only under special circumstances.
  1. Transportation – as-needed basis
  2. Lodging – as-needed basis
  3. Food and drinks – not funded
  4. Fees – as-needed basis
• Community Service - Activities provide a service or assistance to the community in an off-campus setting. No direct donations to an organization will be funded. Priority is given to Cleveland-area locations.
  1. Transportation – low priority funding, as-needed basis, CECL vans available for free.
  2. Materials – funded
• Recreational - These are fun and social activities off-campus. Examples include ski trips, rock climbing, or wilderness adventure trips.
  1. Transportation – as-needed basis
  2. Lodging – as-needed basis
  3. Equipment – as-needed basis
  4. Food and drinks – not funded
  5. Fees – as-needed basis

Rules and Criteria

Each proposal is evaluated on its merits and taken on a case-by-case basis. However, these are the policies the Finance Committee uses as guidelines to help them make tough decisions. These also help make decisions consistent and fair.

General Criteria

The group's specific request is reviewed based on a number of factors including, but not limited to funding that will:

1. Interest the student body at large;
2. Educate and inform the student body;
3. Encourage diversity and understanding among students;
4. Aid humanitarian and community service causes; and
5. Promote the University and its students.

Central to the Organization

Does the request fund an expense critical to the effective functioning of the organization? Is the primary purpose of the organization furthered by the event or expense?

Prohibited Items

The USG Finance Committee will not fund the following expenses under any circumstances:

1. Student salaries
2. Prizes to students
3. Fines or cancellation fees
4. Plastic water bottles
5. Any item available at the Sparta Center
6. Direct donations*
7. Alcohol*
8. Illegal items, weapons, etc.
9. Food, event fees, etc. for non-CWRU undergraduates*
10. T-shirts/apparel* 
11. Prizes, trophies,gift cards, awards, giveaways, etc*

*can be purchased with fundraised money

Prohibited Times

Expenses occurring at certain times of the year will not be covered, however exceptions can be made under certain circumstances. Expenses during these times are not funded.

1. Before Orientation Week
2. After commencement/over the summer
3. Fall break, Thanksgiving break, winter break, spring break

The History and Background of a Group

The Finance Committee audits the spending of organizations on a periodic basis. Preference is given to groups that spend their funds efficiently and effectively. Annual or previously held events are also given special attention.

Date, Time, Location, and Expected Attendance

These lines on the funding form must be filled out for an event to be funded, even if they are preliminary. However, an organization must update the committee if the date or location of an event changes.

Rank Priority

Every organization must prioritize their funding requests in rank order, from most important to least important. Greater consideration will be given to top ranked requests, but funding is not guaranteed, nor are lower ranked requests ignored.

Itemization and Detail

Preference is given to requests that itemize their expenses according to the funding guidelines, but provide additional detail and further itemization where necessary. Itemize and provide more information whenever in doubt. Entire event budgets, not just funding requests should be submitted for large events. Also, additional sources of funding for club must be listed.

Fundraising

An organization that fundraises its own money is viewed favorably. Student Organizations will have a separate fundraising income through CampusGroups to account for funds raised.

Reporting of External Funding

All organizations must report all funding from external sources, including the University, Department of Student Affairs, donors, professional organizations, etc. Reporting must be done during mass funding. Any organization that does not report external sources of funding may have funding or recognition privileges revoked.

Fundraising

We strongly encourage organizations to fundraise, so they are less dependent on USG/UDC for income. When a group makes the extra effort to fundraise, it shows dedication and resourcefulness. It doesn't go unnoticed when deciding on funding.

There is assistance available in the Student Activities & Leadership office when developing a fundraising project. From the creation of a proposal to connecting to the proper administrators, all of the steps to successfully raising funds will be covered. Contact Kristin Nauman for assistance.

Fundraising Ideas

1. "Welcome to School" kits
2. Art contest
3. "Exam Care" packages
4. Dunk booth
5. Karaoke contest
6. T-Shirts sales
7. Singing telegrams
8. Flower sales
9. Raffles
10. Dance-a-thon
11. Pie-in-the-face
12. Pumpkin carving contest
13. Poetry night
14. Spaghetti dinner
15. Buttons/bumper stickers sales

Deposits and Accounts

All student organizations must deposit all of their cash/checks. An organization is not allowed to hold funds in a bank account or other manner. The fundraised and deposited funds can be spent however the organization decides, as long as the use does not violate any policies of the Student Code of Conduct. The deposited funds are kept separate from USG funds and are kept intact from semester to semester.

Funds must be deposited with the Student Activities & Leadership Office. Please contact Kristin Nauman at 216.368.2679 or via email at kxn328@case.edu to coordinate a meeting time to make a deposit. 

If you need to know your organization's account balance, contact one of the organization's officers who can ascertain this information through CampusGroups.

Undergraduate Student Government (USG)

General Assembly (GA) Meetings

Every other Tuesday, 7:00 PM.  Check our list of upcoming events on CampusGroups for exact dates. 

Financial Dates

Rolling Funding

Available on a first come, first served basis. 

Spring 2023 Mass Funding

Undergraduate Diversity Collaborative (UDC)

Diversity Leaders Roundtable (DLR) Meetings

All Meetings are held on Wednesdays at 6:30 PM. Location will be announced. Check our list of upcoming events on CampusGroups for locations.

Financial Dates

Rolling Funding

Mass Funding

Disbursement Methods

Check Reimbursement

Organizations are allowed to spend out-of-pocket money and then be reimbursed. You must keep your receipt or have some type of proof of purchase. The group's treasurer must turn in the itemized receipt with all the items purchased clearly listed on CampusGroups. They must also provide the 7 digit ID number of the individual being reimbursed or the disbursement cannot be processed.

CDEP Card

Students are allowed to sign up for a CDEP card during a specific sign-up period. These cards are to be used by the name holder only. Violation of this could result in a suspension of this privilege. Application periods and links are publicized by the VP of Finance.

Purchase Card

There is a credit card available for use if the purchase can be made by phone or over the internet. Please schedule a meeting with someone in the Student Activities & Leadership Office in advance. Proof of purchase, an invoice or print out, must be provided and the exact amount charged to the card placed in CampusGroups and emailed to Rachel Stegemann (res200@case.edu). If the group is using Amazon and the Purchase Card, they must use the SA&L Amazon account for ease of tracking purchases. 

University Account Transfer

If you're paying another CWRU department, organization, please indicate the group, department, or speedtype and the transfer will be made. If being billed by another department and they will transfer the money automatically, you must still fill out a disbursement.

External Vendor/Service Payment

Include pay-to information and accompany with CWRU contract. If the vendor has not worked with the university before, they will need to fill out a Supplier Informaiton Form, including their Tax Identification Number or their Social Security Number. This form and instructions can be found on the Procurement website.