Funding Guidelines


Campus Programming Guidelines

GVSU Registered Student Organizations (RSOs) are eligible to request campus programming funds through the Student Life Fund.

RSO Requirements

  1. Be registered on LakerLink with the required 4 officers and an advisor.

  2. Be in good standing (refer to RSO Handbook).

Timeline

  1. All requests must be submitted a minimum of *4 weeks in advance before the campus program/event.  *Utilize the “Timeline for Funding Requests” to be aware when the Appropriations Committee is not in session (e.g. due to semester breaks) as this also impacts the minimum date to submit a request.

  2. For any requests totaling over $2,000, note the additional steps that may impact the approval timeline:

    1. Requests over $2,000: The RSO must meet with Bri Slager, slagerbr@gvsu.edu, Assistant Director of Student Life, to review the details of the request after submission.

    2. Requests over $10,000:  Require approval from the general assembly of Student Senate.  The Appropriations Committee will review and vote on the request prior to making a recommendation to the general assembly. 

General Rules – The event must

  1. Be open to the whole student body and promoted in that regard, including listed on the campus calendar.

  2. Not include activities that promote or showcase any specific religious doctrine against any other.

  3. Not include activities that promote a political candidate or position on a political referendum (cannot promote “Vote for ____” activities).

  4. Relate to the mission of the RSO.

  5. *Not charge admission.

  6. *Not be revenue-generating (unless revenue is returned to the SLF or donated to a 501c3 organization).

*Exceptions are rare but may be made at the discretion of the Vice President of Finance.

Specific Event Expenses

It is the responsibility of the organization to cover and pay directly for expenses not eligible and/or not funded through the Student Life Fund. Once a request has been approved, student organizations are no longer able to request additional funds for the approved event.  For this reason, be sure to meticulously review that all costs are accounted for and accurate in your budget before submitting.   

  1. Food

    1. RSOs seeking funding for food at events are required to utilize Classic Fare Catering unless a food waiver (Request for Contract Waiver of Campus Dining Agreement) has been approved by catering.  Food waivers are not given for items able to be prepared by Classic Fare Catering and are not granted for events taking place in dining venues (Kirkhof Center, Kleiner, Connection, Commons & Alumni House). 

    2. Food for general RSO meetings is ineligible.

  2. Event Promotion (printed material, etc.)

    1. RSOs must utilize the Promotions Office; approval is subject to deadlines for design and print.

    2. Banners for general RSO promotion are ineligible.

    3. All funded events must include the Student Life Fund Stamp on promotional material.

  3. Speakers and External Vendors (DJ, Inflatables, etc.)

    1. Quotes/documentation from the vendor must be uploaded with your request.  Do not confirm dates or amounts with the vendor until approval. Students are not authorized to sign contracts on behalf of GVSU.

    2. RSOs must work with Student Life to process the contract and secure payment.

    3. No speaker gift/honoraria can be included if a speaker is paid through a contract.

    4. Inflatable contracts/quotes must include staffing by the company (not volunteers or representatives from the RSO) for the duration of the event, due to campus risk management procedures.

    5. Funds are rarely provided for photographers; if approved, RSOs must use the staff photographer through the Promotions Office.

    6. DJ’s must be from an external vendor. GVSU students are not eligible to receive payment for RSO events.

    7. GVSU faculty and staff are not eligible to receive payments for RSO events

Additional Rules – these items are ineligible for funding: 

  1. Any items purchased or paid for PRIOR to the approval of the funding request (retroactive reimbursement).

  2. Arts and craft items, office supplies, or decorations already available through the Creation Station in the Office of Student Life.

  3. Clothing/accessories that will become personal property of an individual student.

  4. General RSO or event “giveaways” (custom magnets, pens, etc.)

  5. Individual membership dues to local/regional/national organizations.

  6. Seed money for fundraising activities.

  7. Items that are to be given away or donated to anyone who is not a GVSU student.

  8. Speaker gifts/honoraria over $25 per person; recipient/s must be external to GVSU (not for faculty / staff / students).

  9. Gift cards, prize money, or other purchased giveaways

  10. Promotions Office rush fee


Individual Travel Guidelines

INDIVIDUAL TRAVEL GUIDELINES

Individuals that are members of a registered student organization (RSO) are eligible to request individual travel funds for related RSO travel through the Student Life Fund. Funding is awarded on an individual basis and most expenses can be paid by utilizing the purchasing card in the Office of Student Life.  Please note there are individual and RSO requirements that must be met to be eligible for funding. Club Sports and Fraternities and Sororities are not eligible for travel funds.

RSO Requirements

  1. Be registered on LakerLink with the required 4 officers and an advisor.

  2. Be in good standing (refer to RSO Handbook).

Individual Requirements – The individual completing the request must

  1. Be a currently enrolled student at GVSU and must be a student during the time of travel unless otherwise approved.

  2. Be part of the organization’s roster on LakerLink.

  3. Have approval from RSO President or Financial Officer as eligible to request funds.  Refer to process below for specific details.

  4. Have not already received individual travel funding through the Student Life Fund in the current academic year. Students will only be approved to receive travel funding once per academic year even if the individual maximum of funds was not awarded.

Travel Requirements

  1. The travel opportunity must be related to the mission of the RSO.

  2. The RSO must be traveling domestically (international travel including Canada is prohibited).

  3. Travel must have a minimum of $50 and maximum of $500 to be eligible.

  4. A maximum of five different RSO members may receive funding on behalf of the organization.

  5. Individuals requesting funds through the Academic Conference Fund (ACF) may not submit a funding request through the Student Life Fund.

  6. Individuals must complete online travel forms prior to travel, including Travel Release Statement and Behavioral Contract. 

  7. The Code of Student Conduct and the RSO Handbook apply to all participants during funded travel.

Timeline & Process Pre-Submission

  1. The RSO determines which member(s) are eligible to request funding.

    1. In order to be reviewed, the RSO President or Financial Officer is required to send email verification to the OSL Finance Assistant, slffin@gvsu.edu, including the name of RSO and approved member(s) (up to five).

      1. If verification is not received, the review will be delayed and has the potential to be denied.

  2. Each RSO member requesting funding is required to upload corresponding travel documentation (screenshots of registration costs, flight, etc.) when submitting their request.

  3. Students are encouraged to submit funding requests and receive approval from the Appropriations Funding Board before incurring expenses.

    1. Travel that has already been completed is ineligible. 

    2. If travel has not been completed, students can incur expenses but are not guaranteed funding until reviewed by the Appropriations Funding Board.  If approved for funding, the student would be required to submit a signed reimbursement form and original corresponding receipts to the Office of Student Life for processing a reimbursement.  Processing can take 4-6 weeks.

  Timeline & Process Post-Submission

1.     Presentation to the Appropriations Funding Board is not necessary unless contacted for questions by the Student Senate Vice President of Finance.

2.     Funding is awarded on an individual basis.  Upon approval, expenses can be paid for by utilizing the credit card in the Office of Student Life.  Expenses that are not incurred prior to travel (ground transportation such as a taxi), will require a receipt for reimbursement.

Specific Travel Expenses

It is the responsibility of the organization to cover and pay directly for expenses not eligible and/or not funded through the Student Life Fund. Once a request has been approved, individuals are no longer able to request additional funds for the approved travel.  For this reason, be sure to meticulously review that all costs are accounted for and accurate in your budget before submitting.  

  1. Transportation

    1. Eligible items: Car rental (vehicles must be reserved through the Office of Student Life) and tickets for airfare, bus, or train (economy seating only), 1 baggage fee.

    2. Local transportation (e.g.. metro transit, taxi, uber) is an eligible expense and will be funded at the discretion of the Appropriations Funding Board. Documentation of this estimated expenses must be provided.  Please also note that funds for these expenses requires a reimbursement with receipt (no funds/cash are provided prior to travel). Also note that only the actual fee up to what was approved will be reimbursed. 

    3. Individual transportation cannot be requested if RSO is also requesting group transportation for the same trip.

    4. Ineligible items: gas, parking, tolls, any costs associated with upgrading or choosing a seat, WIFI, more than 1 baggage fee, any meals associated with travel.

  1.  Conference Registration - early bird rate recommended

    1. Registration is ineligible if it includes possibility of competition money earned (group or individual).

  2. Food/meals – only if included in the cost of the standard conference registration (no “add on”). Meals provided through transportation (i.e. an in flight meal) at an additional cost are also prohibited.

  3. Additional Ineligible Items

    1. Lodging

    2. Souvenirs and leisurely activities including museum and sporting event admission

    3. Gratuity or tips for any aspect of travel


Group Van Rental Guidelines

Registered Student Organizations (RSOs) are eligible to request group rental vans through the Student Life Fund. This process is to secure funding only; a vehicle request form must also be submitted and is subject to van availability. Club Sports and Fraternities and Sororities are not eligible for travel funds through this process.

RSO Requirements

  1. Be registered on LakerLink with the required 4 officers and an advisor.

  2. Be in good standing (refer to RSO Handbook).

Timelines & Process

  1. All requests are recommended to be submitted a minimum of *4 weeks in advance before the date of travel unless otherwise coordinated with the Office of Student Life.  *Utilize the “Timeline for Funding Requests” to be aware when the Appropriations Committee is not in session (e.g. due to semester breaks) as this also impacts the minimum date to submit a request.

  2. Presentation to the Appropriations Funding Board is not necessary unless contacted for questions by the Vice President of Finance.

  3. RSOs must submit the “Vehicle Rental Request Form” on LakerLink in addition to the Group Rental Van funding request.

General Rules

  1. The travel request of the RSO must be related to the mission of the RSO.

  2. The RSO must be traveling domestically (international travel including Canada is prohibited).

  3. RSOs can only receive funding for rental vans up to twice per academic year with a total cap of $1,500.

  4. Van funding requests for retreats, service trips, or immersion trips/tours are subject to additional review and advisor approval.

  5. Any van rental paid for PRIOR to the approval of the funding request (retroactive reimbursement) is ineligible.

  6. The Code of Student Conduct and the RSO Handbook apply to all participants during funded travel.

Specific Travel Expenses

It is the responsibility of the individual and/or organization to cover and pay directly for expenses not eligible and/or not funded through the Student Life Fund. Once a request has been approved, organizations are no longer able to request additional funds for the approved travel.  For this reason, be sure to meticulously review that all costs are accounted for and accurate in your budget before submitting.  

  1. Eligible items include

    1. Rental car

    2. Minivan

    3. 12 passenger van

    4. 15 passenger van

  2. Ineligible items include

    1. Gas

    2. Parking

    3. Tolls


Organization Entry Fee/Tournament Fee/Annual Dues Guidelines

Registered Student Organizations (RSOs) are eligible to request entry fee/tournament fee/annual dues through the Student Life Fund. Club Sports and Fraternities and Sororities are not eligible for travel funds through this process.

RSO Requirements

  1. Be registered on LakerLink with the required 4 officers and an advisor.

  2. The financial officer must complete the Financial Officer Training located on the Student Organization Support (SOS) page.

  3. Be in good standing (refer to RSO Handbook).

Timelines & Process

  1. All requests are recommended to be submitted a minimum of *4 weeks in advance before the date of travel unless otherwise coordinated with the Office of Student Life.  *Utilize the “Timeline for Funding Requests” to be aware when the Appropriations Committee is not in session (e.g. due to semester breaks) as this also impacts the minimum date to submit a request.

  2. Presentation to the Appropriations Funding Board is not necessary unless contacted for questions by the Vice President of Finance.

  3. RSOs are encouraged to submit funding requests and receive approval from the Appropriations Funding Board before incurring expenses.

    1. Travel that has already been completed is ineligible. 

    2. If travel has not been completed, RSOs can incur expenses but are not guaranteed funding until reviewed by the Appropriations Funding Board.

General Rules

  1. Organizational Entry Fee/Tournament Fee is to only be used for organizations with a group competition fee, meaning there is no per person fee/rate/option when registering.

  2. Organizational Annual Dues will only be eligible for organizations that have unavoidable annual dues associated with attending a mandatory event in order to renew the organization.

  3. Ineligible expenses

    1. Individual dues

    2. RSO retreats

  4. RSOs requesting funds through the Academic Conference Fund (ACF) may not submit a funding request through the Student Life Fund.

  5. The Code of Student Conduct and the RSO Handbook apply to all participants during funded travel. 

It is the responsibility of the individual and/or organization to cover and pay directly for expenses not eligible and/or not funded through the Student Life Fund. Once a request has been approved, organizations are no longer able to request additional funds for the approved travel.  For this reason, be sure to meticulously review that all costs are accounted for and accurate in your budget before submitting.


Equipment Guidelines

Registered Student Organizations (RSOs) are eligible to request equipment funds through the Student Life Fund.

RSO Requirements

  1. Be registered on LakerLink with the required 4 officers and an advisor.

  2. The financial officer must complete the Financial Officer Training located on the Student Organization Support (SOS) page.

  3. Be in good standing (refer to RSO Handbook).

Timelines & Process

  1. All RSOs are required to meet with Bri Slager, Assistant Director of Student Life, (stevene1@gvsu.edu) to review their equipment request prior to being scheduled for review from the Appropriations Funding Board.

  2. If equipment is needed by a specific date, the request must be submitted a minimum of 4 weeks in advance. *Utilize the “Timeline for Funding Requests” to be aware when the Appropriations Committee is not in session (e.g. due to semester breaks) as this also impacts the minimum date to submit a request.

General Rules

  1. All equipment funded through this process is property of Grand Valley State University. Student Life may assist with providing storage of the equipment and may require a check out process for usage by RSO officers.

  2. Ineligible items: any items restricted in the Event Guidelines, including RSO banners.

It is the responsibility of the individual and/or organization to cover and pay directly for expenses not eligible and/or not funded through the Student Life Fund.