Washburn Student Organization Funding Request Process

How to request funding for your student organization

Here at WSGA, we are committed to students serving students. One of the ways we do so is by allocating funds raised by the student activity fee to student organizations. Follow the steps below to request funding from WSGA for your student organization.

WSGA's funding of organizations policy states:

An individual organization can receive a maximum of $5,000 per school year
Up to $1,500 of total allocated funds may be used for apparel per semester
Collaborative on-campus events may be allocated no more than $8,000 total, regardless of how many organizations request funds for a singular event
Only $500 may be requested to advertise (not including apparel) an activity or project
Up to $5,000 may be requested for off-campus events and projects

Funding change announcement

Through careful deliberation and negotiation, the Washburn Student Government Association (WSGA) has reached a deal with Chartwells to allow organizations to be reimbursed for prepacked snack items. Previously, if a group wished to have food for their organizations meeting/event, they had to exclusively use Chartwells catering services to be reimbursed.

If there are any further questions regarding the funding policy please contact the WSGA Budget Director, Meredith Ginn.

Funding policy

Do these 4 things before requesting funding from WSGA

Register your student organization with the Office of Student Involvement and Development via organization registration form on Bods Connect
Make sure you have a university agency account
Contact Finance Office: Accounts Payable to make sure your agency account is correct
Read WSGA's funding of organizations policy

Steps for Student Organization Funding Request

Decide which type of testimony you would prefer
- Verbal Testimony: Attend our weekly Allocations Committee to discuss your request
- Written Testimony: Schedule a Meeting with the Budget Director by emailing: wsga.budget@washburn.edu to discuss your request and create a written explanation of the request.
Fill out the Student Organization Funding Request Form at least 15 days prior to the start date of your request.
- For Verbal Testimony: See Steps 3-6.
- For Written Testimony: the next step will be receiving an email informing you of the decision made on your request, please see Step 6.
Attend the Allocations Committee Meeting if verbal testimony is the chosen option. You will receive an email on the Friday before the requested attendance date. Our meeting occurs every Wednesday evening at 6pm in the Kansas Room of the Memorial Union.
Present your Funding Request: Representatives should dress in business casual and come prepared to give a short verbal presentation about the details of their funding request. At this point, the Allocations Committee will give the funding request status.
Attend the Senate Meeting: Unless otherwise not possible, please attend the Senate meeting to give a brief explanation of request. The Senate will then vote on the funding request.
If the funding request passes, the Budget Director will email with further information.

Direct Funding

After receiving an approval email from the Budget Director, please schedule a meeting with Kristina Hernandez (kristina.hernandez1@washburn.edu) within 10 business days to purchase the items requested.
At the meeting, the items will be purchased with the approval of the student organization representative. If the total amount is above the approved amount, the requested items will be altered to match the approved amount with the input of the student organization representative.
After that, the student organization representative will receive an email from OSID when the supplies have arrived, they should be picked up from the OSID office within 3 business days.

Reimbursement Funding

After receiving an approval email from the Budget Director, please purchase the supplies requested in the funding request.
After all of the supplies have been purchased or the event has been concluded, please fill out the Debrief Form, which will be linked in the approval email, and submit your receipts within 4 weeks of the final purchase/event completion.
Receipt submission: Should be through email to the wsga.budget@washburn.edu. If the some of the receipts are not submitted, only the receipts submitted with the debrief form will be reimbursed. Further reimbursement for unsubmitted receipts is up to the discretion of the Budget Director.
After the reimbursement paperwork has been submitted to the Budget Director, it can take up to 3 weeks for the reimbursement to be processed by WSGA.
An email will be sent to the student requestor and the faculty advisor informing them of the submission of the reimbursement.
From there, all relations with WSGA have concluded. It is the responsibility of the organization advisor and authorized student officers to complete payment vouchers for use of the WSGA funding.

Payment vouchers can be obtained on the finance office forms (SharePoint site).

Original receipts or invoices must be attached to the payment voucher.

The organization advisor and at least one authorized student officer must sign the payment voucher. Any disbursements payable to an authorized signer must be approved by another authorized signer.

Payment vouchers are submitted to the finance office/accounts payable located in Morgan Hall.

Apparel

Every organization can spend $1,500 per semester on an apparel request (this will count to your $5,000 limit). If you would like your event to have shirts, sweatshirts or any other kind of apparel, fill out this funding form!

Pre-steps for requesting funding for apparel

Obtain estimated cost
Read the funding policy
- $1,500 limit per semester
- MUST have the student activity fee logo attached to apparel. Email wsga.marketing@washburn.edu for the logo.
- An image of apparel to show Senate
Fill out the apparel funding form
Submit all materials to wsga.budget@washburn.edu

Licensing, design help and the Washburn brand

Have questions about what companies to order your promotional materials from? Need help designing a logo or shirt or need to see if it follows Washburn's brand?

Contact Washburn's public relations office.