Below are all applicable policies and rules regarding the ASUW Special Appropriations Fund. Please review all policies before applying. If you have questions, please contact your SAO Adviser or the Finance and Budget Director at firstname.lastname@example.org
ASUW Bylaws: Article V: Budget
SECTION 10: Special Appropriations General Policy
A. The Board of Directors shall make an annual appropriation of no less than $30,000 to the Special Appropriation Fund for use in program funding for Registered Student Organizations throughout the fiscal year. No expenditure from this fund shall occur unless reviewed by the Finance and Budget Committee, unless the Committee is unable to meet to review the request.
B. Only Registered Student Organizations shall be eligible for funding from the Special Appropriations Fund.
C. Appropriations will be made in the form of a co-sponsorship, a shared financial obligation between ASUW and other sponsors. Other sponsors include another Registered Student Organization, University department, or off-campus organization.
D. The criteria and procedures utilized by the Finance and Budget Committee shall not discriminate on the basis of race, color, national origin, sex, religion, sexual orientation, gender identity, citizenship status, or physical or mental handicap.
E. The ASUW Finance and Budget Committee shall use the following general funding priorities when making recommendations and decisions on the allocations from the Special Appropriations Fund, as delineated in Article V, Section 11 of these Bylaws:
1. Preference will be given to events demonstrating a wideness of appeal;
2. Preference will be given to events directed primarily at UW students;
3. Preference will be given to organizations demonstrating a history of success in putting on well-attended events;
4. Preference will be given to organizations which have pursued other sources of funding, such as requests to University departments and fundraisers; and
5. Preference will be given to items in requests that are essential to the event’s success (i.e. room requests, appropriate publicity materials, etc.)
F. Any significant event changes must have approval of a majority of the Finance and Budget Committee in order to retain funding.
G. All unspent appropriations made to Registered Student Organizations expire at the end of the ASUW fiscal year.
H. For requests less than or equal to $1,001, the Finance and Budget Committee may allocate funds from the Special Appropriations Fund. These decisions shall be reported to the Board of Directors at its next regular meeting, at which time the decisions from the Finance and Budget Committee can be repealed, amended, or postponed. The Finance and Budget Committee decision becomes final and official if the Board of Directors takes no action during the meeting at which they are informed of that decision.
I. For requests in excess of $1,001, the Finance and Budget Committee shall make recommendations to be considered by the Board of Directors.
J. Funds shall not be granted for any Registered Student Organization that attempts to circumvent the rules regarding Special Appropriations Fund allocations.
K. The Finance and Budget Director shall keep record of each Registered Student Organization who has requested funds from the Special Appropriations Fund. These records will be kept at least for the next five years following a request.
L. The maximum amount of money any Registered Student Organization may receive in total each year, shall be set by the Finance and Budget Committee and listed on their website.
SECTION 11: Procedures for Requesting and Allocating Funds from Special Appropriations
A. Criteria for funding as outlined below:
1. The Registered Student Organization must submit an application at minimum four weeks before the date of the event.
a. Registered Student Organizations with events taking place within the first five weeks of Autumn quarter may begin applying July 1st.
2. The Registered Student Organization must consult with a Student Activities Advisor regarding the event before consideration by the Finance and Budget Committee can take place. This meeting must occur at least two weeks before the event date, unless written permission is given by the Finance and Budget Director. A Student Activities Advisor must confirm with the Finance and Budget Director, and their Administrative Assistant that this meeting has taken place and the application is ready for Finance and Budget Committee review.
3. Attendance by a representative of the Registered Student Organization at the Special Appropriations meeting where the request is considered is mandatory.
4. Attendance by a representative of the Registered Student Organization at the Board of Directors meeting where the appropriation is considered may be requested by any member of the Board of Directors.
B. Special Appropriations funds will be allocated to events occurring during specific quarters as follows: 60% will be split between Autumn and Winter quarters per the discretion of the Finance and Budget Committee, with the remaining 40% allocated to Spring. If not all funds assigned to a specific quarter are used, they may be carried forward into the remaining quarters. During Summer Quarter, the interim Finance and Budget Committee may allocate up to $10,000 to events occurring during Autumn quarter.
C. All requests must be submitted to the Finance and Budget Director.
D. Appropriate estimates and event room reservation confirmation must be included for all monies requested.
SECTION 12: Stipulations and Regulations Regarding the use of the Special Appropriations Fund
The Finance and Budget Committee and/or the Board of Directors may place stipulations on the use of funds. Stipulations shall be binding and in accordance with Washington Administrative Code (WAC).
A. All Registered Student Organizations using ASUW funds shall abide by University, State, and Federal Policies and be subject to the following set of regulations; failure to follow these regulations may result in a suspension of funding:
1. ASUW funded events must have students involved in the earliest stages of planning. Events which are initiated and/or controlled by faculty, staff, or the general public will not be funded by the ASUW;
2. Any events or activities funded wholly or partially by the ASUW must adhere to the ASUW requirements on publicity, location, revenue, etc.;
3. No operating budget shall be funded for any Registered Student Organization. Operating budgets include, but are not limited to, general office supplies, salaries, telephones, and telephone-related charges;
4. Honorariums shall not be appropriated for people who are on the University payroll as staff or faculty;
5. All events and projects funded partially or totally with ASUW funds must use the word “ASUW” in speaker introductions, must publicly acknowledge their connection with the ASUW, and must include the ASUW logo and the Americans with Disabilities Act statement in all print and electronic advertising and promotional materials;
6. The ASUW shall provide standard authorization forms for all services which have been authorized by the Finance and Budget Committee or the Board of Directors. Failure to use these forms will negate the ASUW’s responsibility to pay for any unauthorized expenditure;
7. Applications will only be reviewed if submitted prior to or within the first five weeks of the quarter in which the event takes place.
8. Allocations will not be made in excess of the amount on the original application submitted for review by a Student Activities Advisor and the Finance and Budget Committee. Exceptions can be made at the discretion of the Finance and Budget Director.
9. Applications will be considered by the Finance and Budget Committee on a first come, first served basis determined by the date of the Student Activities Advisor confirmation and for events taking place in the current quarter.
10. Finance and Budget Director will monitor funds left for the year and will cut off acceptance of new applications when current requests exceed the remaining balance by $6,000.
11. A Registered Student Organization must inform the Finance and Budget Committee of any outside funding that has been obtained or is being sought to complement funds received from the Special Appropriations Fund;
12. All ASUW-sponsored events charging admission shall utilize the Husky Union Building (HUB) ticket crew;
13. All tickets, passes, or other admission devices shall be drawn through the Husky Union Building Ticket Office. Tickets, passes, and admission devices obtained in any other manner shall not be honored for events involving ASUW funds;
14. A portion of the total profit from the funded event will be given back to the ASUW;
a. The ASUW shall receive the portion of profit defined as revenue from ticket sales minus the cost of the event paid by the Registered Student Organization;
b. ASUW shall not recoup more money than the amount allocated by the Finance and Budget Committee or the Board of Directors for the event;
c. Revenue from ticket sales shall not be returned to Registered Student Organization until the appropriate portion of the total profit is recovered by the ASUW;
d. ASUW reserves the right to recuperate revenue before other co-sponsorships;
e. Profit returned to the ASUW shall be added to the available funds of the Special Appropriations Fund for the following academic year;
15. A complete budget for all co-sponsored events must be submitted to the ASUW. Records documenting final expense and revenue figures must be submitted as part of the event evaluation.
16. Only written contracts shall bind ASUW funds and only when signed by the Student Activities Director or their designated representative. Students shall be directed to not make verbal contracts. These shall not bind ASUW funds.
17. All ASUW purchases shall be completed through the University of Washington Purchasing Department through the Student Activities Office.
Finance and Budget Committee
Memo on Special Appropriations
Special Appropriations Guidelines
The Finance and Budget Committee has adopted these guidelines for Special Appropriations funding for the 2020-2021 funding year.
This year, we have a total of $75,000.00 available, split between quarters accordingly:
Autumn ‘20: $15,000.00
Winter ‘20: $20,000.00
Spring ‘21: $40,000.00
As always, any remaining balance at the end of the quarter will roll over into the next and be reflected in that quarter’s fund balance.
The maximum amount any RSO shall be eligible to receive each year is set by the Finance and Budget Director. For the 2020-2021 year, this amount shall be capped at $3,000.00 per RSO per year.
The following guidelines have been established to outline the restrictions on Special Appropriations funding during the COVID-19 pandemic.
RSOs may not be able to receive full funding for their programs for Fall 2020 due to COVID-19.
Allowed Requests: RSOs may request funding for a one-time virtual program link or service. Honorariums for lecturers, panelists, performers for programs on Zoom or other platforms are allowed. Please note: UW faculty, staff and students may not be paid.
Not Allowed: Ongoing or subscription payments of any kind are not allowed (including those that would be paid once and then require cancelling afterward). Services where the final cost is not known up-front prior to services rendered (such as certain online advertisement services) along with upgrades to an RSO website are also not allowed. Transportation services off-campus are not allowed (Car, bikes or scooters rentals, UBER/LYFT or buses). Facility rentals on or off-campus are not allowed. Decorations, prizes, and giveaways are not allowed. Food and food delivery services are not allowed.
Please Note: Advertising: there may be limitations on some online advertising and marketing platforms.
The following guidelines have been established to ensure that Special Appropriations funding is allocated to as many RSOs as possible and can benefit as many students as possible.
Cost Per Student: This ratio allows the Finance and Budget Committee to review each request equally, regardless of the size of the event. We calculate this ratio by dividing the total request by the number of UW students reasonably expected to attend the event. For the 2020-2021 year, the cost per expected UW student attendee will ideally be around $10.00.
Impact on Quarterly Fund: The Finance and Budget Committee will consider the impact that each request has on the quarterly Special Appropriations Fund (see Funding Level above) in its decision to fund or not fund an event. This is to ensure that as many RSOs are funded while being mindful of the sustainability of the Special Appropriations Fund.
Preference: Preference will be given to events demonstrating a wideness of appeal; events directed primarily at UW students; organizations demonstrating a history of success in putting on well-attended events; organizations which have pursued other sources of funding; and to items in requests that are essential to the event’s success.
Funding Rules and Regulations:
The following selection of rules and regulations are set by the ASUW Bylaws (see Article V, Section 10-12 of the ASUW Bylaws, available at records.asuw.org, for full details as the following is only a selection). Failure to follow these rules and regulations may result in a suspension of funding. Please see your SAO Adviser if you have any questions or concerns.
Eligibility: Only Registered Student Organizations (RSOs) are eligible for Special Appropriations funding.
Student Involvement: Students must be involved in the earliest stages of planning. Events initiated/controlled by faculty, staff, or the general public will not be approved.
Non-Discrimination: Our processes, criteria, or evaluation of requests shall not discriminate on the basis of race, color, national origin, sex, religion, sexual orientation, gender identity, gender expression, citizenship status, disability, or veteran status.
Americans with Disabilities Act: All print and electronic advertising and promotional materials for funded events must include the Americans with Disabilities Act statement.
Honoraria: Honoraria (payments to speakers/invited guests) may not be granted to those on UW Payroll.
Timeline: Requests may take up to 4 weeks to process once submitted so apply well in advance of your event date. Applications are reviewed on a first-come, first-served basis.
Outside Funding: Applicants must notify the Finance and Budget Committee of any and all sources of funding obtained or being sought in addition to Special Appropriations funds.
Ticket Sales and Revenue: RSOs selling tickets for their event must utilize the HUB Ticket Crew. All admission devices (tickets, passes, etc.) must be drawn through the HUB Ticket Office. A portion of any profits from a ASUW-funded event shall be returned to the ASUW.
Budget, Contracts, and Purchasing: Applicants must submit a preliminary and final budget to the Finance and Budget Committee. Only the Student Activities Director may sign contracts. Students are advised not to make verbal contracts as they are non-binding. All purchases must be made through your SAO Adviser and must comply with Federal, State, University, and ASUW policies.
ASUW Recognition: Events must include “ASUW’ in speaker introductions, publicly acknowledge the ASUW as a funder of the event, and utilize the ASUW logo and ADA statement in all promotional and advertising materials.
If you have any questions, please email your SAO Adviser or the Finance and Budget Director at email@example.com.
Thank you! We look forward to reviewing your application!