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Funding

Overview

What is contingency funding?

  • A Student Organization Budget and Appropriations Committee (SOBAC) funding source designed to support newly recognized groups, current organizations facing unanticipated expenses, or expenses associated with open campus events.


What is the difference between annual and contingency funding?

  • SOBAC Annual Funding is allocated each spring to registered student organizations (RSOs) that meet certain funding criteria. The funds become available at the beginning of each fall semester.

  • SOBAC Contingency Funding is allocated to RSOs on a rolling basis throughout the academic year and is based upon different funding criteria from annual funding.


What are the funding criteria for each funding type?

  • SOBAC Annual Funding Criteria

    • Be a registered undergraduate student organization

    • Be in good standing and comply with all policies in the RSO Handbook

    • Maintain responsible stewardship of university funds

    • Track expenditures on Presence accordingly

    • Submit receipts to CSI within the 48 hour required timeframe

    • Must have an on-campus index account

    • Submit an application by the required deadline

    • Applications under $1,500 will not be required to attend a funding hearing unless the committee requires more information not provided in the application

    • Applications over $1,500 will be required to present at a funding hearing before the SOBAC Committee

    • Be in an open membership classification status with no selective barriers or requirements

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  • SOBAC Contingency Funding Criteria 

    • Be a registered undergraduate student organization in an approved category

    • Be in good standing and comply with all policies in the RSO Handbook

    • Maintain responsible stewardship of university funds

    • Track expenditures on Presence accordingly

    • Submit receipts to CSI within the 48 hour required timeframe

    • Must have an on-campus index account

    • Applications under $1,000 will not be required to attend a funding hearing unless the committee requires more information not provided in the application

    • Applications over $1,000 will be required to present at a funding hearing before each SGA

    • Selective organizations may only apply for contingency if the event is open to ALL students

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SOBAC Contingency Funding

How much money can an organization apply for?

  • Contingency funding will be restricted to $1,500 for the following groups: 

    • Newly approved organizations

    • Organizations that have not received SOBAC funding in the last two academic years

  • Organizations may request a collective total of $1,500 per semester from both SGAs ($750 max from each SGA every semester)


What can SOBAC contingency funds be allocated for?

  • Operating Costs: Costs necessary to run and maintain an organization and its basic functions for the academic year

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  • Durable Goods: Any equipment or items that can be used repeatedly and inventoried for a period of at least 2 years

 

 

 

 

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  • Promotional Items: Apparel or merchandise that expressly promote an organization or an organizational event (total expenses are limited to 15% of the current academic year SOBAC allocation)

 

 

 

 

 

 

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  • Publications: Funding is available for publications that are made freely available to the entire University of Richmond community

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  • Program and Event Expenses:​​​

    • OFF-CAMPUS programs and events may be approved if they follow these guidelines:

      • ​Event must be registered with CSI through Presence

      • Event must fall within the mission of the organization

      • Event must be open to all students

        • RSOs must create a registration for the event

        • A registration link must be provided to CSI on the Event Registration form and the Expenditure Form

        • Event must be advertised to campus with an opportunity for non-members to register

      • Approved transportation must be provided to the event

      • Off-campus meals will be approved on a case-by-case basis pending the Expenditure Request review in Presence

      • Alcohol purchases are not permitted with SOBAC funds

      • Event must occur between August 1 and 5:00 p.m. on the last day of spring classes​​

    • ON-CAMPUS programs and events may be approved if they follow these guidelines:

      • ​Event must be registered with CSI through Presence and the Events Office

      • Event must follow all University and CSI policies

      • Event must occur between August 1 and 5:00 p.m. on the last day of spring classes

      • Alcohol purchases are not permitted with SOBAC funds

 

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  • Organizational Travel: Organization-sponsored events or activities that take place off-campus, outside the greater Richmond area (SOBAC considers funding up to $5,000 for travel related expenses)

 

 

 

 

 

 

 

 

 

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DOES COVER:

  • Administrative expenses (i.e., supplies, license fees, local recurring travel, memberships for entire organization)

  • Advertising expenses (i.e., banners, flyers)

  • Stipend expenses (limited to 15% of an organization’s total SOBAC allocation)

  • Other operating expenses considered on a case by case basis

DOES NOT COVER:

  • Memberships for individual members of an organization

DOES COVER:

  • Equipment tied to the primary function or the organization, stored in a THC locker or approved campus storage space, and used for organizational-specific purposes

DOES NOT COVER:

  • Equipment stored in a personal residence or used for personal use

DOES COVER:

  • Designs approved prior to purchase by CSI (An attachment with a photo proof should be attached to your expenditure request or emailed to involved@richmond.edu)

DOES NOT COVER:

  • Designs personalized for individual members

DOES COVER:

  • Print publication expenses

  • Production expenses (i.e., recording, editing and hosting costs such as Spotify, iTunes, Soundcloud)

  • Design expenses (i.e., layout, graphic design)

Programs and events related spending DOES COVER:

  • Engagement fees for speakers, performers, DJs, or other hired vendors with contracts approved by CSI

  • Film licenses that comply with University copyright policies (i.e., fees associated with showing movies, rental screens and equipment)

  • Venue fees associated with renting theaters in the Modlin Center where ticket charges are collected through the University EventBrite account

  • Service expenses (i.e., A/V, electricity, landscaping, security, labor)

  • Food expenses:

DOES COVER:

  • Events advertised to campus, events open to all students, first open interest meeting of each semester, events with Food Waiver completed and meal attendee list submitted to CSI, food from approved vendors

DOES NOT COVER:

  • Alcoholic beverages

DOES COVER:

  • Travel that benefits the organization’s students or benefits or prompts the University (i.e., competitions, conferences, service, academic)

  • Travel between the first day of the fall semester and the last day of spring classes (funding will be considered during breaks for academic or service-based trips)

  • Approved transportation methods (CSI vehicles, charter bus, rental car, airfare, bus, train, public transit, rideshare services)

  • Accommodation in hotels or approved hostels

  • Engagement expenses (conference registration, competition entrance fees, some admission for tours and other engagements)

DOES NOT COVER:

  • Personal vehicles as a transportation method

  • Incidentals and damages incurred in accommodations during trips 

  • Airbnb and VRBO 

  • Meals during travel

IMPORTANT STEPS:

  • Funding applications must explain the method for deciding who gets to participate in trips

  • RSO must complete the Student Organization Travel Form

  • RSO must complete a pre-trip meeting with CSI no less than 7 days prior to departure

Contingency

Application Process

Where is the application located?

  • In Presence under the Forms section or at this link.


What to include under supporting documentation?

  • Description of the item or event that needs funding

  • Budget for the item or event

  • Link to the item if applicable 


What should be included in a contingency presentation?

  • Short description of the club and the item/event for which the club is requesting money

  • How much money the item/event will be and how that number was calculated

  • How the item/event will contribute to the organization’s purpose


What are the most common reasons why contingency funding gets denied?

  • The club has a lot of money already in its account and cannot sufficiently defend why they additional money to what they already have

  • There is another funding resource elsewhere that applies more to the club’s funding request

  • The application breaks funding guidelines

  • There is an issue with storage for durable goods

  • Application is not thorough enough; the more detail the better!

FAQs

Where can I apply for contingency funding?


When can I apply for contingency?

  • Anytime! Contingency is on a rolling basis


How long will the contingency process take?

  • At most 2 weeks for bigger or more complicated requests. If the request is smaller or more standard, it usually takes only a couple of days.

If you have further questions, contact our chair of Financial Affairs.

Michelle Darfour

Financial Affairs

contact

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