Club Funding Request Guide

Funds received through the Club Funding Request process, have specific allowable expenses, maximum amounts, and time-sensitive requirements. Please review this Guide for more information.

How to Request Funds

• First, your club must be in active club status with necessary paperwork on file with Student Life.
• Then submit a Club Event Planning Form for the event. Recommend submitting three weeks in advance of event.
• Review the Student Club Funding Rubric to better prepare for what is needed.
• Finally, submit the Club Funding Request Form.
• The request will be reviewed by a committee of students and members of the Student Life team (aka Club Funding Committee).
• Reimbursement from Student Life to the club occurs after the event.
• Club advisors/treasurer is encouraged to set a meeting date/time with Student Life to process reimbursement.
• Reimbursement should be submitted no later than 45 days after the event.

What is Reviewed

Using the Student Club Funding Rubric, the committee will evaluate information submitted as it relates to the current school year.

• Timeliness and quality of the request.
• Past funding/frequency of requests.
• Relevance of the request to club’s mission/goals.
• Benefit to students as well as educational relevance.
• Student/club support and commitment.
• Club’s participation in and support of Student Life events.
• Club’s participation in and support of collaborative club opportunities.

Allowable Expenses

Student Life funding to clubs may be used toward the following types of expenses:

• Event and activity registration fees as well as admission fees.
• Transportation. (See additional details on Club Travel webpage.)
• Lodging.
• Material support of the logistics of competition. This may include: shipping expenses, printing costs, and supplies that do not include items in the Unallowable Expenses category below.
• Each student receiving funds toward expenses must be either a full-time student or a part-time student with at least 12 credits applicable towards an associate degree/technical diploma within the previous year.

Unallowable Expenses

Student Life funding to clubs may not be used toward the following types of expenses:

• Food when traveling; however, a club can vote to contribute to members’ food expenses from club funds.
• Clothing (T-shirts, jackets, etc.) promotional items, or other items that clubs wish to purchase for personal use may only be paid out of fundraising dollars or out-of-pocket contributions from the members.
• Academic expenses (e.g. certifications).
• Fundraisers (e.g. prizes for raffle or items (brats, candy, etc.) to sell).
• Membership dues (e.g. Skills USA annual dues, PAS annual dues, etc.)

Allowable Amounts

Events are allotted maximum allowable amounts per type of event. The following is not a guarantee of funding and the amount allocated may be less than the amount requested. All funding is contingent upon the yearly budget and may fluctuate. The number of requests may also affect dollars available for expenses.

• Event Hosting, Sponsorship
  • Up to ½ the cost of event.
  • Up to $1,500 total beyond recouped expenses.

• Events, Trips, Conferences
  • Up to ½ the cost per person.
  • Up to $3,000 total per event, trip, conference.
  • Advisors: Up to $1,000 total.

• Competitions
  • Up to ½ of the cost per person.
  • Up to $2,000 total for State.
  • Up to $4,000 total for Nationals.
  • Advisors: Up to $3,000 total at either level.

The maximum allowable amount for all club and advisor combined funding for the year is $25,000 on a first-come, first-served basis.

Exception: Student Life informs club of the situation. Club representatives may attend a Club Funding Committee meeting to formally present their request for a funding exception. This request may be unanimously fully or partially approved or denied.