1. Student Organization Activity Fund Training PART ONE: General Guidelines & Submitting a Budget
Last Updated: July 19, 2019

2. General Guidelines

3. Who is eligible? Who is NOT eligible?
University of Southern Indiana recognized and/or registered student organizations, who are in “good standing” as deemed by Student Development Programs.
A student representative (the student organization’s treasurer and/or the primary person spending the funds) MUST COMPLETE Student Organization Activity Fund training. Training is not completed until student is notified by Student Development Programs that the training was completed.
Who is NOT eligible?
Honorary organizations that are not USI recognized and/or registered student organizations.
USI student organizations who receive annual university funds from the student activity fee, including but not limited to, Student Government Association, Student Housing Association, Activities Programming Board, the Shield, the SPIN radio, Graduate Student Network and USI club sports.
Who is eligible? Who is NOT eligible?

4. Student Organizations would be eligible for up to $1,000 per organization per adjusted academic/fiscal year
– Funding is available:
August 1, May 15, 2020
Spending must be completed by May 15, 2020
Funding requested must follow all university policies and federal, state, & local laws
Student Organizations MUST HAVE an on campus agency fund to receive the funds
General Guidelines

5. What CAN you spend it on? Physical Plant Setup costs Sodexo Catering
IT Charges for Events
Public Safety & Security Charges
Speakers/DJs/Contracted Performers
Office Supplies from BuyUSI (up to $300)
Copy Services Requests (On Campus Only)
Film Licensing
Promotional Items (up to $500)
Funding for apparel can be up to $200 of your $500 promotional items budget line
Advertising in the Shield
What CAN you spend it on?

6. What You CANNOT spend the Funding on?
Transit, Lodging, Registration Fees, and any other travel-related expenses
Purchase of alcohol or tobacco products and/or events where alcohol is served
No Excessive spending on Membership ONLY events
Ceremonial Items, Gifts, & Awards
Internal & External fundraising, scholarships, or direct donations to outside organizations
Events that are not held at the University
Events that sell food or tickets
Anything that does not align with the mission and values of USI
What You CANNOT spend the Funding on?

7. Submitting a Budget

8. A Budget can only be submitted by student who has completed training
Only 1 budget is submitted per academic year
A student organization cannot begin to spend money until the budget is marked approved
Try to get estimates of costs
If you decide to spend your money differently later, you DO NOT need to submit another budget. Just explain the changes in the Payment Request.
Budget Guidelines

9. Submitting a Budget Screen Shots
Log into MyUSI and Click the EagleSync Icon

10. Submitting a Budget Screen Shots
Find the organization you are submitting the budget for through the “My Memberships” tab

11. Submitting a Budget Screen Shots
Under the “More” tab, Click on Treasury

12. Submitting a Budget Screen Shots
Click on “Manage Budgets”

13. Submitting a Budget Screen Shots
Make sure the correct term is selected and then Click “New Budget”

14. Submitting a Budget Screen Shots
Budget title & Item title are the name of your organization
Select the only option in Category

15. Submitting a Budget Screen Shots
Once you complete the steps on the previous slide, this box will show up and ask you to fill out a form. Click on the “Fill out attached form” box and this will appear. YOU MUST FILL THIS OUT.

16. Submitting a Budget Screen Shots
Select the appropriate line item for each selection
Submitting a Budget Screen Shots
Add a Description
To Delete a line item, click the “X” on the right.
Add dollar amount (actual or estimated)
You can only request a maximum of $1,000

17. Submitting a Budget Screen Shots
Click “Submit” when you’re ready to submit the budget for approval

18. How to know your budget is APPROVED

19. Checking on Budget Approval
Click on the Blue Hyperlink for more details
You will see this when your budget is approved.

20. Checking on Budget Approval
Notice your requested and approved amounts
Click on the Blue Hyperlink for more details

21. Checking on Budget Approval
To get use of the funds, click “Request Payment”. Check out Training Part Two for more information on requesting payment.