SGA TRAVEL REQUEST GUIDELINES

1. The amount of funds allocated for student organization travel each school year may vary.

2. Each recognized group petitioning SGA is eligible to receive an allocation of no more than $1,000 per academic year, with a few exceptions.

3. The Executive Committee will occasionally take into consideration a request for more than $1,000. It will be at the discretion of the Executive Committee to exceed the $1,000 limit in rare situations with approval of the SGA President and SGA Advisor.

4. Preference for allocations will be given: First, according to their participation in current SGA/CAB activities, Second, their efforts to raise matching funds, and Third, their overall activity/service as a student organization.

Requirements    

1. Organizations must have an active member in SGA. Note attendance requirements in SGA by-laws.

2. Organizations must have self-generated financial support. (Self-generated financial support is defined as activities in which groups generate revenue or gifts to the organization from sources outside that organization.)  Membership dues are not considered as self-generated financial support.

3. The event for which the money is requested must be directly related to the organization’s stated goals or objectives or help to increase the knowledge, ability or quality of persons in the group.  Funds should not be used for purely recreational purposes.

4. Organizations must follow all procedural steps and complete them in a timely manner.

Procedures     

1. Obtain and complete an SGA Allocation Request Form.

2. Turn in a copy of the completed form, an itemized, estimated list of expenses for the trip, a narrative of this event, and a history of activities designed to raise money for the previous and present year, to the SGA Treasurer at least three weeks (21 days) prior to the departure. 

3. SGA Treasurer will then notify the group requesting funding of the decision, and by one letter/email addressed to the person who filled out the form and whose name and address is on the Allocation Request Form. The letter will contain the reasons for the Executive Committee's decision.

4. If approved for the trip, the group will be responsible for getting, keeping and returning all necessary receipts for all expenses during the trip.

5. A travel advance check will be ready 1-2 days prior to the trip.

6. Upon returning from the trip, a copy of all receipts must be turned in within 10 business days to the SGA Treasurer.

7. No individual is to be reimbursed, only organizations.

8. The funds are for hotel, registration and transportation only.