Welcome to Student Org Funding!

Jeffrey Tran
 
Hi! My name is Jeffrey Tran and I am the Vice President of Finance for the 2021-2022 academic school year. I and the finance committee are excited to work with the 400+ student organizations on campus. We diligently work to ensure each organization is receiving the funds and resources to operate their club proficiently. Please check out this newly designed finance tab. Here, you will find information on account activation, student organization funding, and requisitions.
 

 

Account Activation:

Every Registered Student Organization (RSO) that wishes to open an ASUCR account must activate their account annually. Accounts must be activated for new RSOs and reactivated for returning RSOs each year. Accounts may be activated starting Tuesday, September 7th, 2021 and onwards, and will expire early June 2022. Student organizations will not be able to apply for funding until the account has been activated. 
*Access to rollover/income funds will not be available until the account has been activated. 

Apply for ASUCR Funding:

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Account Activation

  • View the Account Activation Powerpoint in its entirety.
  • Take the Authorized Signers Test - be sure to enter your first and last name when you log in. Signers must pass with an 80%. You may take the test as many times as needed to pass with an 80% or higher. 
  • Once all Authorized Signers (2-3) for an organization have completed the test, reaching the requirements below, complete the digital Authorized Signers Form
    • Authorized Signers must pass the exam with a minimum of 80%.
    • A minimum of 2 and maximum of 3 members per organization must complete the test. (Members usually consist of the President, VP, and/or Treasurer. All signers must be current, full-time undergraduate students - the students must be enrolled in at least 12 units and cannot be waitlisted for any classes below the 12 units. These individuals are known as the Authorized Signers).

 

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    Preparing Your Budget

    • Prepare your budget according to your organization specifications and use this form to refer to what ASUCR funds.
    • To create your budget, it is required you use the most current template.
    • You must download a copy of the budget template. Do NOT request access to the form.

     

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    Finance FAQs

    • How do T-Shirts work?
      • ASUCR only funds T-shirts. No polos, jackets, quarter zip ups, etc.
      • Each T-shirt will only be reimbursed up to $15.
      • T-shirts will only be reimbursed if purchased between Fall and Winter quarter; not Spring quarter.
      • We require a 2" x 2" of the ASUCR logo anywhere on the T-shirt. 
      • Once ordered and received, submit a requisition here.
    • How do professional speakers work?
      • ASUCR limits professional speaking fees to $600 a year for both organization general funding and grants.
      • ASUCR requires a W-9 Form (Tax ID Number). Must be a professional and not be associated/affiliated with the University of California, Riverside.
      • Professionals must provide an invoice and your organizations will attach the invoice, W-9 to the requisition form and electronically submit to ASUCR for approval.
      • Ensure the professional speaker is set up on the banking platform Zelle.
      • Submit a requisition form and ASUCR will pay your professional speaker directly. 
    • What is the difference between equipment rental and equipment purchase?
      • There is no limit when it comes to equipment rental.
      • There is a $250 limit total for equipment purchases in one academic year.
    • How do I differentiate between items that go into supplies and items that go into equipment?
      • Equipment is anything that goes over the cost of $25. Examples include tables, chairs, projectors, wagons, etc. These items must be kept within the organization and must be reusable for future years.
      • Supplies are items under the cost of $25. Examples include, pen, papers, markers, name tags, etc. 
    • What is generally funded for meeting expenses?
      • Generally, organizations use their meeting expenses line item on food purchases for club meetings. Food must be ordered from pre-approved vendors (such as Dominio’s, Panda Express, etc.)
      • Organizations will not be reimbursed for food brought from a grocery store. 
      • There is a $10 limit per plate per person.
    • What documents are required in order to be reimbursed for meeting expenses?
      • The organization must keep the original receipt/invoice from the purchase. This will need to be uploaded and attached to the requisition form. 
      • ASUCR also requires a list of members that attended the meeting. Please keep a record of those in attendance by having a sign up sheet with members names and SID numbers. 
    • How long does it take for requisitions to be processed and approved?
      • Expect your requisition to be approved and transferred into your bank account via Zelle within 5-10 business days
    • Does ASUCR fund gifts?
      • No. Gifts such as graduation cords and stoles are not allowed
    • What are rollover funds?
      • These are funds that were once deposited by the organization via fundraisers, club dues, donations, etc. This is separate from allocated funds. If rollover funds are not spent, they will be rolled over from year to year. If the organization has an outside bank account, it can request for the rollover funds to be withdrawn and deposited into the outside bank account.

    Was my budget allocation approved?

    If you would like to check if your budget allocation was approved, please refer to the Finance Minutes. Check the Senate Meeting Minutes the following Wednesday after your scheduled finance hearing. Generally, if you do not hear back from us and a week has passed since your hearing, it means your budget was approved by the Senate.

    Do I need to be reimbursed?

    Below is our organization requisition form + a template for you to reference. 

     

    • It is important to note scanned receipts must be submitted with your online requisition.
    • If you have several reimbursement receipts for one person, you do not need a requisition for each receipt.
    • Please combine all receipts into one pdf.
    • You do not have to itemize every item on the receipt on the requisition.  
    • All reimbursements will be made via Zelle. Please register with Zelle prior to submitting your requisition.
    • Proof of payment is required on every receipt/invoice submitted for reimbursement.
    • Receipts will not be accepted after 30 days from the purchase date.
    Example: If you have receipts from Walmart, Target, and Domino's, please list each store as individual line items with a brief description and the total of each receipt. In the explanation box, that is where you'll be more descriptive of what the items were for. Please be as detailed as possible to avoid delays in your reimbursement.

     

    *ASUCR FINANCE POLICY IS SUBJECT TO CHANGE. PLEASE REFER TO FINANCE BYLAWS FOR THE MOST UP TO DATE INFORMATION. 

     

    Organization Requisition Form [Form closed until Summer 2021]
    Organization Requisition Form TEMPLATE

    Other Forms:

    Organization Budget Google Form

    Grant Budget Google Form

    Request for Budget Report

    Please email asucrfinance@ucr.edu for any org related questions.