This page breaks down how the corporate card works, how to submit and move a budget request through the approval process, and how to identify which funding category your request falls under. It also outlines the different funding pathways available, including pre-approved allocations, reimbursements, direct purchases, club funding, student project funding, and event support, so students can clearly understand where to start and how to use SGA resources responsibly.
Appointments with the Treasurer give students a direct space to ask questions about funding requests, reimbursements, budget categories, deadlines, and the best way to move their club, committee, or project through the Treasury process. If you have any questions or want to request funding, book a meeting today!
Treasury deadlines and check-ins help clubs, committees, and student projects prepare complete budget requests, submit materials on time, and avoid delays in approval or reimbursement, so be sure to check the Budget Timeline frequently to ensure you are up to date on all treasury information!
Determine what you need funds for and the approximate amount that you want to request. There are eight categories that SGA funding falls under: Student Organizations, Merchandise, Executive, Senate, Events & Social, Grad Gala, and Student Projects. Here are the differences:
Once you have determined what type of funding you need, you must then proceed to determine how much funding you will be requesting from the Student Government Association. The Student Government Association has a strict policy on itemizing your budget request for the sake of transparency and to avoid discrepancy when being presented to Senate for final approval. Each item you are requesting funding for should have an approximate cost and should be an individual line item in your budget request. For example, if you are requesting ten water bottles, and the cost of each water bottle is €5.00, your line item for water bottles should look like so:
Water Bottles: 10 x €5.00 = €50.00.
Your line item budget should be as detailed as possible before booking an appointment with the Budget and Finance Committee. If you are requesting a reservation or a large order from a vendor, it is necessary to have a quote from said vendor in a written form BEFORE booking an appointment with the Budget and Finance Committee for budget approvals. Students who do not submit a line item budget with details to the extent of their capabilities and available information will be turned away from their budget approval meeting with the Budget and Finance Committee until a line item budget can be produced. If you are submitting on behalf of a club or student organization, you are required to be either Club Treasurer or Club President.
If you are struggling to create a line item budget or are unable to receive approximate quotes, please book an appointment with the SGA Treasurer during their office hours so that they can assist you in your endeavors.
Once you have submitted a budget request, you will need to attend a meeting with the Budget and Finance Committee in order to review your budget request and prepare for the request's presentation to Senate. Your budget request must be submitted a minimum of 24 hours before your meeting with the Budget and Finance Committee, and your meeting with the Budget and Finance Committee can be no later than Thursday at 19h of every week in order for your request to be heard at Senate the following Wednesday. If you are attending on behalf of a club or student organization, you are required to be either Club Treasurer or Club President.
After your meeting with the Budget and Finance Committee, you will be required to attend the weekly Senate session that takes place every Wednesday from 12:10 to 13:40 in C-104, during which you will be asked to stand with the SGA Treasurer for a two minute presentation that allows the Senate to ask questions pertaining to your budget request. If you are presenting on behalf of a club or student organization, you are required to be either Club Treasurer or Club President.
Once your budget request is approved by Senate, there are three ways you will receive your approved amount: reimbursement, payment of invoices, and the use of SGA's corporate card. Reimbursements will be used in the event that you have already paid for the items that you are requesting. Funds that are requested prior to paying for your items will be dispersed via direct deposit into an SGA corporate card. If you require an alternative method of payment, please specify that during your appointment with the Budget and Finance Committee or speak with the SGA Treasurer privately during their office hours.
Once your items have been purchased, please submit all receipts associated with your budget request to the Budget and Finance Committee. Reimbursements are being requested and kept track of throughout the year; please ensure that you complete this in a timely manner. If everything checks out, your remain in great standing for future funding requests. This policy is strictly enforced for ALL methods of payment, including receipts produced from using the SGA corporate card. IF YOU ARE UNSURE ABOUT THE RELEVANCE OF YOUR RECEIPT, BRING THE RECEIPT TO THE SGA TREASURER. It is better to be safe than sorry. Clear and readable photocopies of your receipts are also accepted.
