Funding

Funds cannot be used for:

• USGA funds may not be used for the following:
• Gifts over $20 each, donations, or dues to a separate organization
• Salaries, stipends, or cash gifts (including gift cards) to any individual outside of those stipends approved by the Senate for service to the USGA
• Any type of reimbursement for expenses incurred prior to approval by the Senate
  • You must get approval before using any funds in order to get reimbursed.
• Damage fees
• Sales tax
  • Request sales tax exemption form from the USGA Treasurer. Use the form to get a quote without sales tax. 
• Personal expenses, to include, but not limited to phone calls, room service, porter fees
• Any event that is not expressly open to all UMB students on the basis of race, sex, religion, ethnic background, physical or mental disability, age, veteran status, or sexual orientation
• Expenditures deemed illegal by city, county, state, and/or national authorities
• Expenses related to political donations or those which influence public policy and government
• Vouchers for food and delivery services 

Additional restrictions include: 

• No funds will be used used for, or imply or state that the USGA supports a particular partisan view, opinion, or position;
• No funds will be used for any activity associated with discrimination, hate, inhumanity, or oppression;
• No funds will be used for criminal activity OR for any purpose other than what was approved by the USGA.

1. Student organization Officers are required to complete the USGA Funding and Reimbursement Online Training. 
   1. Send proof of training completion to the USGA Treasurer via email.
2. Student organization Officers should be responsible for submitting purchase requests, purchasing items, and/or submitting for payment or reimbursement. If a student organization member, who is not an officer, would like to request funds or make purchases on behalf of the student organization, they must complete the mandatory USGA Funding and Reimbursement Online Training.
3. Budget requests must be submitted on UMBEngaged 31 days before the event.
4. Unaffiliated groups and OFR requests must be submitted to the treasurer at least 1 week prior to the USGA Senate Meeting where USGA funding will be requested where at least one month between USGA funding request meeting and the event.
   1. Example:
      1. Event is scheduled for October 21st
         1. Email the USGA Treasurer by September 2nd to be put on the USGA agenda for funding request
         2. Funding request meeting on September 9th
         3. Note that you will not be able to request funding during the October USGA Senate meeting since there will be less than 31 days between the event and the USGA meeting where funding is being requested
5. Funds must be used towards a campus-wide event where all UMB students are invited.
6. The event must be added to UMBengaged (Learn how to create and manage events in UMBengaged)
7. Events must be advertised using 3 different flyers or postings. Advertisements must be accessible by all the UMB student body. Advertisements can include the Elm Calendar, UMBengaged, by flyer, digital TV flyers, or through social media. Advertisements must include the phrase "co-sponsored by USGA"
   Send screenshots of the advertisements.
8. USGA Funds and Purchases Guidelines
   All funds are administered by UMB, regardless of fund source. UMB funds include State-appropriated general funds, tuition, fees, and other income, as well as auxiliary funds, revolving/discretionary funds, Designated Research Initiative Funds, gifts, contract or grant revenues, and other restricted funds.
   (For a more detailed list, see Prohibited Use of Funds)

A budget request is submitted by an organization before their event when the organization is spending money from their allotted USGA funds and will be requesting a reimbursement after the event. A budget request must be submitted 31 days prior to the event on UMBEngaged. 

Step 1: A student organization officer and/or a student organization member who has completed the mandatory USGA Funding and Reimbursement Online Training, should log into UMBengaged and access their student groups dashboard, and click ‘Money’ and then ‘Accounting Book’ then 'Budget Request'.

Step 2: Click the button located in the top right corner, labeled “Create Budget Requests”

Step 3: Complete the form and input the total amount you are requesting. You do not need to add multiple items to a funding request.

Step 4: Review your request and click submit.

You should also receive a confirmation email from UMBengaged (Mailer@campusgroups.com)

Step 5:  Business and Finance Services and the USGA Treasurer review the request, therefore deciding whether the form will be approved, rejected, or if modifications to the form need to be made by the student organization. When the request is approved or there is an issue with the request there will be an message sent in umbengaged. they will receive notification via email to check and respond. Until this final step is completed, the student organization should not make any expenditures with the expectation of being reimbursed.

Following approval of the request by the USGA Treasurer and Business and Finance Services, the student organization may spend up to the amount approved by USGA. The following rules apply to the student organization's expenditures:

1. No spending may occur prior to the USGA budget approval. 
2. People requesting reimbursement must have completed the mandatory USGA Budget and Reimbursement Online Training. All student organization EBoard members should complete the mandatory online training. Individuals who have not completed the training should not be making expenditures on behalf of the student organization.
3. All post-event documentation for events must be submitted before reimbursement of funds occurs.
4. Purchases should be made using a credit or debit card and include a clear, legible, and itemized receipt. The receipt should not include any personal expenditures not related to the student organization or the reimbursement request. Include bank statement along with the receipts. Bank statements need to have the name and address of the person who made the purchase. Invoices will also need to be provided.
5. Expenditures that exceed the approved amount will not be reimbursed.
6. A reimbursement request must be submitted to UMBengaged within 14 days following the event, or the end of the semester, whichever is first. Reminder that student organizations will need to get funding approval 31 days before the event in order to get reimbursed.

A budget reimbursement request is submitted by an organization AFTER their event for which they previously submitted an approved Budget Request before the event. A reimbursement request must be submitted within 14 days after an event or before the end of the semester, whichever comes first. Reimbursement cannot be submitted prior to an event.

Step 1: Log into your student organization’s dashboard in UMBengaged and access their student groups dashboard, and click ‘Money’ and then ‘Accounting book.’

Step 2: Next, click the button, labeled ‘Create Budget/Payment Requests.’

Step 3: For the type of request, select ‘reimbursement’ from the dropdown menu. 

Step 4: Input the amount of money being reimbursed, and upload and report the following items:

• Copy of three advertisements that include the phrase "co-sponsored by USGA" - 2 Campus-Wide (Elm/Campus Life Weekly) and 1 other advertisement.
• This can just be a screenshot of the submission confirmation.
• Photocopies of all invoices or receipts documenting the expenses that you are seeking to reimburse. Receipts should be legible and itemized.
• A bank or credit card statement and/or copy of a check with the purchase and name and address of the account owner visible on the statement/check. (Other personal information can be blacked out)

Step 5: Click submit.

Step 6: Confirm submission. 

Step 7: Receive approval and reimbursement. Once your reimbursement request has been approved, an email from UMB Business and Finances with directions on getting your reimbursement will be sent.

A purchase request is submitted by an organization before their event when the organization is spending >$200 and would like the money to be paid directly to the vendor. A purchase request must be submitted 31 days prior to the event on UMBEngaged. 

Step 1: Log into your student organization’s dashboard in UMBengaged and access their student groups dashboard, and click ‘Money’ and then ‘Accounting book.’

Step 2: Next, click the button, labeled ‘Create Budget/Payment Requests.’

Step 3: For the type of request, select ‘Purchasing/Funding’ from the dropdown menu. 

Step 4: Input the amount of money being reimbursed, and upload and report the following items:

• Copy of three advertisements that include the phrase "co-sponsored by USGA" - 2 Campus-Wide (Elm/Campus Life Weekly) and 1 other advertisement.
• This can just be a screenshot of the submission confirmation.
• Photocopies of all invoices or receipts documenting the expenses that you are seeking to reimburse. Receipts should be legible and itemized.
• A bank or credit card statement and/or copy of a check with the purchase and name of the account owner visible on the statement/check. (Personal information can be blacked out)

Step 5: Click submit.

Step 6: Confirm submission. You should receive a notification that your purchase request was received.

Step 7: Receive approval. Once your purchase request has been approved, you will receive an email from UMB Business and Finances with confirmation of payment to vendor.

A budget request is submitted by an organization before their event when they are an unaffiliated group or an affiliated group spending over the funding amount they were allocated for that semester. 

Step 1:  A budget request must be submitted to UMBEngaged one week prior to the formal presentation at a Senate meeting. See those processes above. 

Step 2: Attend the Senate meeting for the formal presentation. At this presentation the organization is expected to: 

• Describe the event and how it will serve all UMB students 
• Provide an itemized breakdown of the costs for which the organization is requesting USGA funds for the Senate to review

Step 3: Answer questions from the Senate regarding the event and wait for the Senate vote for approval. 

Step 4: The organization will hear from the Treasurer within 24 hours regarding the results of the vote. 

Step 5: Organizations whose OFR has been approved will be asked to follow the rules herein in order to receive their funding for a budget request.