Funding Allocations from USG or GSG

UAF/EAF (9-90) are accounts designated to undergraduate/blended student organizations, or graduate student organizations.

• These accounts are designed to manage funds that the Undergraduate Student Government allocates to registered student organizations.
• When an organization receives travel or project funding from the government(s), the funds will be disbursed into this account.
• Funds in these accounts are not transferred to SAF, academic, or departmental budget accounts. Allocated Funding not used is rolled back into the USG and/or GSG fund one month after your travel or event date.
• You are not required to spend your entire allocation, but unused funds will be rolled back. Allocated money cannot be permanently retained by your student organization.

• • All student organizations wishing to submit a funding request for travel or non-travel activities are required to be registered for the academic year before applications will be accepted by the SOuRCe.  If an organization has not completed the registration process, their application will not be considered.
  • Any student organization wishing to request funds will need to submit a budget request through the parameters set forth by the SOuRCe for the academic year located on RooConnect.
  • An organization officer or member will submit the funding application with the advisor approving the request before the application is reviewed and considered.
  • Purchases made prior to receiving an approved funding allocation from USG/GSG will not be funded.
  • The timeframe communicated is set forth to ensure that there is enough time for the SOuRCe and USG/GSG to verify Good Standing, review your request, and process an approval/denial of funds. 
  • We want to help ensure your organization has enough time to book your trip/event and receive the best deals. Please contact the SOuRCe with any questions or concerns.
  • Due to multiple organization requests, we want to accommodate all organizations with enough time to provide the needed attention to review all applications individually.  
  • If an application is submitted and is deemed incomplete (missing documentation, no advisor approval, not submitted within the timeframe allotted etc.) it will not be reviewed.
  • A student organization officer will create an expenditure request prior to a purchase being made and all receipts will be submitted to the SOuRCe within two business days after purchase or return from travel.
  • If the organization does not properly utilize their funding allocation, or paperwork is not submitted, the funds may be rolled back to USG/GSG after a one-month period.
  • The primary form of payment for any purchase by a student organization is through the utilization of the VISA Card Program. 
    • If you choose to make a purchase without first submitting an expenditure request to the SOuRCe, please be advised that reimbursements or payments are not guaranteed by the University.

Current University travel restrictions related to Covid-19 will take precedence over the information in this manual.

• To qualify for travel, there must be at least three members of the organization traveling and all students must be in “Good Standing” with The University of Akron.
• Organizations wishing to travel will register their plans within the parameters outlined for the academic year, regardless if requesting funds or wishing to use SAF or personal money. 
• Groups attending a conference or competition or taking part in a trip that aligns with the educational mission of the University will be considered for travel funding.
• Student organizations requesting funds for overnight and day trips may request up to $2,500 (undergraduate/blended) or $2,000 (graduate) per fiscal year. 
• If the organization is approved for travel, all expenses made by the organization will need to complete the Student Organization Request Form (SORF) for each purchase. 

• Student organizations requesting funds can request up to $2,500 (undergraduate/blended) or $1,000 (graduate) per fiscal year.
• Non-travel activities that are free for University of Akron students, held on campus, and open to the campus community will be considered for funding.

• Travel expenses
  • Including, but not limited to: registration (in person or virtual), lodging (max $240.00/night per room in hotels; $300 per night for Airbnb or similar style lodging), airfare, buses, rental vehicle (through Enterprise or National), gas cards (in conjunction with a rental vehicle), parking, etc.
• Supplies for activities:
  • Including, but not limited to: balloons, table cloths, decorations, etc.
• On campus space rental fees for activities only will be limited to $500 per academic year.
• Food – for non-travel activities only and not to exceed $1,000.00
  • Requests for food go through Aramark, unless granted permission to purchase outside food by a catering exemption waiver.
• Vendors, speakers, or lecturers (in person or virtual)
• Non-travel activities hosted for charitable donation (100% of proceeds will be donated)
• Marketing materials may not exceed $500.00 per year
•  Giveaways:
  • Giveaway purchases are capped at $250 per event
  • Gift cards/all-campus courtesy cards
    • Can only be in the amount of $25.00 or less per card

• (Co)sponsorship for non-travel activities by academic or administrative departments
• Projects, programs, and series that are already offered by University Departments or other student organization(s)
• Purchases made prior to receiving an approved funding allocation from USG/GSG or expenses previously charged to an SAF account
  • Organizations are not permitted to use their SAF account to “pre-purchase” items.  Allocations may only be utilized for purchases made after a funding decision is in place.
• Alcoholic beverages, tobacco products, and related paraphernalia
•  Weapons
• Cash Advances or Petty Cash
• Food is not an eligible line item to be covered by travel funding
•  Equipment
  • Equipment is defined as any tangible item having a useful lifetime of more than one year, and costs more than $50. 
• Non-travel activities held exclusively for organization members and/or their families
• Student organizations cannot profit off a General Service Fee allocation and the allocated amount will be rolled back to USG/GSG.
• Financial donations for an organization or another entity
• General membership/affiliate dues or fees for national organizations
• Gifts, tokens of appreciation, clothing, awards, prizes, etc. for organization members, advisor(s), and/or alumni, for organizational benefit or individual person gain
• Per Diem food costs for special guests, speakers, etc.
• Legal Fees
• Loans or paying off existing debt(s)
• Salaries or stipends for student leaders
• Scholarships