Student Organization Funding

TCU's Student Government Association recognizes the impact that student organizations have on the student experience and allocates funding for them every year. The funding guidelines and application are below.

Student Organization Funding Information:

Student Organization Funding Guidelines

Please carefully review the SGA guidelines and stipulations for funding before submitting your application. Organizations will be held to the guidelines and standards in place as of the date of their presentation. Please ensure you are looking at the most updated version of the funding guidelines.

Note: All evaluations, decisions, and interpretations of the guidelines are at the discretion of the Finance Board. All requests will be evaluated on a case-by-case basis and some funding exceptions may be made if the board decides it is in the best interest of the student body.

Qualifications for Funding

  • Only student organizations recognized and in good standing with the Office of Student Organizations will be considered for funding. University-wide events and departments not recognized as student organizations are not eligible.
  • Graduate students do not contribute to the undergraduate Student Body Fee. Therefore, SGA does not fund graduate student organizations. If an undergraduate organization has graduate student members, SGA reserves the right to take a percentage deduction from the awarded amount to account for any graduate students.
  • Organizations cannot receive funding for purchases made prior to their SGA Funding Application, unless the intended funding was used before September 5, 2022.
  • Presentations must occur prior to the event organizations are seeking funding for, with the exception of events occurring before September 5, 2022.
  • Only current TCU students, faculty, and staff are eligible to receive reimbursements. TCU cannot reimburse student organization bank accounts or unaffiliated individuals. This includes parents, off-campus advisors, etc.–even if they made purchases on behalf of the organization.
  • Organizations with outstanding financial responsibilities to TCU (such as fines levied by TCU offices) are not eligible for funding.
  • Organizations’ history of campus involvement, fiscal health, alternative sources of revenue, and prior funding allocations may be taken into consideration during the Finance Board’s deliberations.
  • Organizations and members found to have misused funding may be subject to penalties as determined by the Finance Board and Student Affairs.

Rules for Funding

The Finance Board will not fund the following:

  • Individual collectibles (such as shirts, plaques, goodie bags, etc.) that are deemed “non-supportive” of the organization’s mission statement or marketing efforts
    • The Finance Board will fund marketing materials that support outreach to new members or increase visibility on campus
  • Prizes that not are charitable in nature
  • Travel and lodging expenses, unless an exception is granted (see Travel section below)
  • Direct monetary contributions to charities or other non–profit organizations
  • Gifts for guest speakers, members, advisors, etc.
  • Scholarships
  • Alcohol (even if over the age of 21), drugs, or anything banned in the Student Handbook. This policy applies to TCU students, as well as guest speakers, advisors, alumni, or anyone connected to the organization or using SGA funds.
  • IT equipment, Adobe Creative Suite/Cloud software products, and/or software purchases that are not approved by TCU IT and/or the SGA advisor
  • Food for general organization meetings (defined as recurring meetings at which traditional organization business is conducted)
  • Fines/penalties levied against the organization or its members.

Funding Process

  • Prior to completing the Funding Application organizations should:
    • Read the most recent version of the Finance Board Funding Guidelines
    • Make sure the organization and events are in compliance with the Office of Student Organizations. Questions regarding TCU policy should be directed to Dede Williams Vann at dede.williams@tcu.edu
    • Complete the Event Submission Form on Engage
  • Complete the Funding Application, which includes providing your Finance Board presentation.
  • After completing the application, you will receive an email from the SGA Finance Board with information regarding your presentation.
  • Funding presentations are scheduled as applications are received. Funding presentations are typically scheduled for the first Monday after the application was received. In the event of high application volume, presentations may be delayed.
  • After your presentation, you will receive an email from a Finance Board member outlining the funds, if any, allocated to your organization. Unless complications occur, you will receive the email by the conclusion of the week you presented.
  • To claim your funds:
    • Organizations are encouraged to utilize TCU-approved vendors to make all of their purchases. A vendor list will be provided upon request.
    • In some instances, SGA is able to make purchases directly from vendors for your organization. This prevents reimbursements and helps expedite funding. If your organization qualifies for this method, it will be noted in your allocation email.
    • TCU requires reimbursements to be conducted through direct deposit. Information about how to sign-up for direct deposit can be found in your allocation email and on the Funding page of the SGA website. Please note that direct deposit for reimbursements is different that direct deposit for on-campus paychecks.
    • Follow all rules and regulations outlined in the “Claim Your Funds Document” that will be attached to your allocation email.
    • Purchases of $500 or more require the completion of a form in advance of the transaction. Email sgapurchasing@tcu.edu, to complete the form prior to making the purchase.
    • If making a large purchase from a local vendor, contact sgapurchasing@tcu.edu, in advance to inquire about direct billing. This inquiry must take place at least 2 to 3 weeks in advance of the purchase. Failure to complete this process may result in forfeiture of your funding.

Deadline to Claim Funds

  • Organizations have 30 days after receiving their allocation to claim their funds. All funds must be claimed prior to finals week.
  • All funds not claimed within 30 days of the event’s occurrence will be revoked and made available for distribution to other organizations. Unused funds may not be rolled over to the following semester.

Travel Funding

Student travel permitted by the University shall be defined as transportation, lodging, and meals associated with an approved student event outside of the DFW Metroplex. Conference or program fees are not considered student travel and can be proposed to the Finance Board. Student organizations seeking funding for student travel (transportation, lodging, and meals) must contact Student Body Treasurer Robby Gay (robby.gay@tcu.edu) to gain recommendation before presenting in front of the Finance Board. Please keep in mind that travel is generally expensive and impacts a small number of students, so travel funding is in no way guaranteed.

As per University policy, students seeking funding for travel-associated meals are not eligible for the University per diem rate and, if funding is extended, will be reimbursed at a rate chosen by the SGA Finance Board. It is an expectation that meal expenses will be collated into as few receipts as possible. For instance, dinner meal receipts should have all students’ meals on one receipt instead of having a receipt for each students’ meals separately. If receipts are not collated, SGA reserves the right to revoke funding.

SGA is not responsible for any rebooking fees, travel fees, or other COVID/quarantine/isolation-related expenses incurred by student travel funded through the Finance process. If you or your organization have any questions regarding travel requests, please contact Student Body Treasurer Robby Gay (robby.gay@tcu.edu)

Additional Questions?

Student Body Treasurer: Robby Gay—robby.gay@tcu.edu

Reimbursements & Purchasing Help: sgapurchasing@tcu.edu

Click the link below to access the joint application for student organization funding (allows you to request from SGA or theCrew)

Apply for Funding

 

Equipment currently available to rent (at no cost) from TCU Student Affairs:

  • 10ft x 10ft tent(s)
  • 6ft table(s)
  • Portable speaker with microphone
  • Rolling whiteboard sign
  • 8.5in x 11in acrylic sign holders
  • Poster supplies

Click the link below to access the Equipment Rental Request website:

Equipment Rental Request

Finance Board Presentation Guide

Each organization is required to make a presentation before the members of the SGA Finance Board. Presentations should not last longer than 5 minutes. This time limit will be strictly enforced to allow time for questions from the Finance Board. All presentations are required to be given in person to the Finance Board unless stated otherwise. The presentation should include all of the following information, in this order:

Information to Include in Your Presentation

  • Organization’s name and mission statement
  • Overview of the events for which you are requesting funding
  • Itemized budget of requested funds
    • It is recommended that you use a chart to do this. For each item, include: name, event where it will be used, price, and vendor

SGA Funding Calendar

August 29, 2022–First SGA Finance Board Meeting

September 5, 2022–Deadline to Submit an Application Requesting Retroactive Funding

December 6, 2022–Last SGA Finance Board Meeting

Frequently Asked Questions

When should I request funding from SGA and when should I request funding from theCrew?

Both SGA and theCrew provide funds for student organizations, but theCrew can be more involved in helping student organizations with the logistics and planning of their event. SGA assumes that student organizations are solely requesting funding and are fully capable of putting on their event.

When should I present to the SGA Finance Board in relation to my event?

We recommend that you present to the Finance Board at least one week before your event’s date, preferably two weeks before. Also, keep in mind that retroactive funding will end on September 5, 2022.

When should I expect funds to be available after presenting to the Finance Board?

Funds should be available by the end of the week that you presented to the Board.

Other questions?

Email the Student Body Treasurer, Robby Gay, at robby.gay@tcu.edu