Senate Funds for Student Organizations

Introduction Every year, the Student Senate receives money from UTHealth to allocate to student projects. McGovern at UTHealth funds, subject to state of Texas’ policies and procedures $500 is the maximum for which an organization can be approved for in total. There is no limit to the number of events an organization can apply/receive funding for. However the total of all the approved funds cannot exceed $500.

What the funds are for Funds are to be used to promote the social and recreational needs and interests of students. Following the spirit and mission of McGovern Medical School, the Senate generally allocates funds for community service projects. Reimbursements typically involve purchasing supplies needed to perform community service. We stress that the service project be action and involvement oriented.

What the funds are NOT for Food and Alcohol –Senate funds cannot be used to provide meals at lunch time meetings or alcohol at any event Purchase of gifts for students, faculty, or staff. Fundraisers (unless amount requested is reimbursed to your funds) Example: You may not use funds to purchase items to later be sold for fundraising Purchase of supplies, materials, or equipment for resale. Donations The Senate does not look fondly upon making a donation to another organization using Senate Funds. For example, food purchased to donate to the local food bank.

The Application Process Have an event coming up that you think qualifies for Senate funding based on the previous 2 slides? Great! Please fill out the Senate Funding Application and submit a physical and electronic copy, along with a detailed Itemized budget (Guestimates are ok) to Kristin A. Acker’s school mailbox and email (Kristin.a.acker@uth.tmc.edu) no later than January 5th 2018 at 5pm. We realize these guidelines have been communicated later than normal as the funding process has changed. If you have already had an event that you wish to receive funding for, we will work with you and AE to try to fund events held earlier this academic year. Please follow the guidelines as close as possible and you will be contacted with follow up procedures. Senate will review your application and, if approved, will make sure the appropriate MMS signatures are executed. The form will then be returned to the Organization’s Rep. who needs to take the form to The Auxillary Enterprises Office at (7779 Knight Road) for final approval no less than 15 days before the event.

Additional information Misusing or neglecting to use allocated Senate funds will affect the organization’s/committee’s chances of receiving future funds. Detailed and itemized budget is required Example: 50 glucose test strips: $x.xx 100 pack high gloss pamphlet paper: $x.xx Product listings for planned purchases with as much information as possible should also be included

Reimbursement SAVE ALL ORIGINAL RECEIPTS! –These serve as proof of purchase for all the budget you wish to be reimbursed for. No receipts = no money Organizations allocated money, must spend it by August 20th 2018 to be eligible for reimbursement. Purchases made after that date are only eligible for processing the next academic year. Attach ORIGINAL RECIEPTS to the AE Reimbursement Form and drop off in person at the Auxillary Enterprises main office (7779 Knight Road) within 10 days after the event. Be sure your organization is registered with McGovern Medical School this year!

Example The Student Tetherball Club has the wonderful idea of hosting a tournament to raise money for children with dreams of becoming a professional tetherball player. Tetherball Club begins making purchases for the event with money from the clubs own account first. Leaders of that organization create a line-by-line detailed budget of the event. They submit this along with their application to Student Senate by 5pm on January 5th 2018. If approved, the signed form will be returned and must be submitted to AE 15 days before the event. Within 10 days after the event, take the original receipts along with the AE Reimbursement Form to the AE office to recieve reimbursment for those suitable expenses up to $500.

Questions? Kristin.a.acker@uth.tmc.edu A paper copy and scanned digital copy of your application needs to be in my mailbox or email no later than 5pm on January 5th 2018. If in doubt then, apply! Worst case: no money Best case: $$ RAINING CASH $$