Fillable Blank Travel Allocations Request Packet (Winthrop University)

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Blank Travel Allocations Request Packet (Winthrop University)

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Revised 8/27/2015
Winthrop University Student Allocations
TRAVEL WORKSHEET
DOCUMENTATION REQUIRED
Please Read PRIOR to filling out Winthrop University Student Allocations Travel Worksheet
1. In order to be eligible to apply for SAC funding, student organizations must:
i. Be officially registered with the Office of Student Activities and in good standing with the University,
ii. Have attended a Student Allocations Training session in the current academic year
iii. Have at least ten members in organization*
2. The MAXIMUM amount of travel allocations allowed for any single student organization is $2000 per fiscal
year (July1st- June 30
th
)
i. Travel - Gas
i. Personal Vehicles: SAC may fund mileage up to $0.25/mile based on 4-5 people per car round-
trip. Round-trips must exceed 60 miles to be eligible for reimbursement.
ii. Rental Vehicles: SAC may reimburse for gas purchased with original receipts.
iii. Students must come to the Office of Student Activities prior to the trip to fill out travel
authorization paperwork and discuss how to be reimbursed.
ii. Travel – Air
i. SAC may fund up to two people at $225 round-trip per person for air travel.
iii. Car Rentals
i. SAC may allocate up to $100 per day for a maximum of four days for each rental of a car or 7-
passenger van.
ii. Travel Authorization, Reimbursement, and Emergency Contact forms MUST be completed by
the traveler(s) at least one week before the event date.
iv. Registration
i. SAC may fund up to $1,000 in registration costs for a student organization, or up to $250 per
person in the organization, whichever is less.
v. Lodging
i. SAC may allocate $150 a day toward lodging for a maximum of four days.
ii. Hotels are reimbursement only.
3. Students receiving funds to attend must be enrolled the FOLLOWING semester.
4. SAC DOES NOT FUND graduating seniors, parking, 15- passenger vans, retreats not used for training/planning
purposes, food/drink, and faculty/staff expenses.
5. Advisors CANNOT PREPAY with department or personal funds and expect to be reimbursed with student fee
money.
6. Based on the information provided in the funding packet, the SAC Administrator will determine if your
organization needs an interview. If not, the organization will be notified via email by the SAC Administrator. If
your organization is required to attend an interview, the SAC Administrator will schedule one with the member
who filled out the SAC request packet. DO NOT send someone to the interview who is unfamiliar with the
paperwork and cannot answer questions about the request(s).
If an interview is required it will last approximately 15 minutes and provide the opportunity to
1. justify the importance of the organization’s event to the Winthrop community, and
2. prove that the amounts listed on the Event Worksheet are accurate and reasonable.
At the conclusion of the Student Allocations Committee meeting, funding decisions will be made and each group
will receive an email notification with additional information and instructions on receiving funds.
7.
In the event that an organization has been notified that they have received funding, an organization
representative MUST make an appointment with the Administrative Specialist for the Office of Student
Activities in DIGS 269 to discuss how to access the funds. No funds will be allocated unless the organization
has had this appointment.
*If your have fewer than 10 members, you may submit a petition for funding, but it will be up to the discretion of the
Student Allocations Committee whether to fund your event.
Revised 8/27/2015
Winthrop University Student Allocations
TRAVEL WORKSHEET
ORGANIZATION INFORMATION
Organization Name:
Organization Contact Person:
Email:
Phone:
CONFERENCE INFORMATION
Conference Name:
Conference Date(s): Location:
Conference Web Address: ____________________________ Number of Students Attending: ____
Event Description/Purpose:
How does this event advance your groups mission?
What does this event bring back to Winthrop University’s campus and student body?
Is a graduating senior attending? Yes or no? If so, please justify the benefits to campus:
FUNDING POLICIES: (PLEASE READ PRIOR TO SIGNING ALLOCATION REQUEST)
1. MUST BE ELIGIBLE TO APPLY FOR FUNDING.
2. SAC CAN ONLY FUND A MAXIMUM OF $2000 FOR ANY SINGLE STUDENT ORGANIZATION PER FISCAL YEAR.
3. STUDENT RECEIVING FUNDS TO ATTEND MUST BE ENROLLED THE FOLLOWING SEMESTER
4. IF AN ORGANIZATION WISHES TO REQUEST FUNDS FOR A GRADUATING SENIOR, WRITTEN JUSTIFICATION MUST BE
PROVIDED FOR
SAC TO CONSIDER THE REQUEST.
5. ADVISORS CANNOT PREPAY WITH DEPARTMENT OR PERSONAL FUNDS AND EXPECT TO BE REIMBURSED WITH
STUDENT FEE MONEY.
6. POST-TRAVEL EVALUATION FORM MUST BE SUBMITTED TO OFFICE OF STUDENT ACTIVITIES (DIGS 269) WITHIN 5 DAYS
FROM THE RETURN DATE
7.
APPROPRIATE RECEIPTS MUST BE GIVEN TO THE OSA WITHIN 5 DAYS FROM THE RETURN DATE
8.
ALLOCATION REQUESTS OR QUESTIONS REGARDING TRAVEL SHOULD BE MADE TO THE SAC ADMINISTRATOR
(STUDENTALLOCATIONS@WINTHROP.EDU)
9. THE COMMITTEE RESERVES THE RIGHT TO DETERMINE THE DOLLAR AMOUNT FOR WHICH IT WILL APPROVE AN ALLOCATION
I HEREBY AFFIRM THAT THE ABOVE REQUIREMENTS REGARDING THIS ALLOCATION REQUEST ARE UNDERSTOOD.
O
RGANIZATION REPRESENTATIVE: ___________________________ DATE: ___________
ORGANIZATION ADVISOR: __________________________________ DATE: ___________
Revised 8/27/2015
Winthrop University Student Allocations
BUDGET INFORMATION
Semester/Year:
Advisor:
Phone:
President:
Phone:
Treasurer:
Phone:
Organization Type:
Cultural
Departmental
Greek
Interest
Residential
Political
Number of Dues-Paying Members:
Dues
(per member/per semester):
Total dues collected per
semester:
Estimated Fundraisers
Profits
EXAMPLE: Donut Sale
$125.00
Total Estimated Income
Other Funds
Amount
(outside bank accounts, department funding)
Total Accessible Funds
Revised 8/27/2015
BUGET INFORMATION
E
XPENSES
:
T
OTAL
C
OST
$:
R
EQUESTED
C
OST
$:
A
PPROVED
C
OST
$:
R
EGISTRATION
:
$_____
(
FEE
)
X
_____
$
$
$
L
ODGING
:
$____
(
PRICE PER NIGHT
)
X
_____
(#
OF NIGHTS
)
$
$
$
GAS:
____(M
ILEAGE
)
X
.25
$
$
$
A
IR
:
$____
(
AIRFARE
)
$
$
$
CAR RENTAL:
$____
(
VEHICLE RENTAL
)
$
$
$
OTHER:
$
$
$
T
OTAL
:
$
$
$
INCLUDE ALL DOCUMENTATION BELOW THAT IS APPLICABLE AND WILL AID IN THE COMMITTEE’S DECISION OF ALLOCATION:
□
AIRFARE
□
MILEAGE
□
ITINERARY/PROGRAM OF CONFERENCE
□
RESERVATIONS
□
REGISTRATION
□
CAR RENTAL
*A
PPLICATIONS WILL NOT BE CONSIDERED IF DOCUMENTATION IS MISSING
AGREEMENT TO ATTEND CONFERENCE
I hereby agree to attend the conference listed above, which is being partially funded by the Student Allocations Committee. If
unforeseen circumstances lead me to be unable to attend the conference, it is my responsibility to notify the Office of Student
Activities as soon as possible in hopes of canceling any plans and expenses being incurred. However, if any travel expenses are not
refundable, I agree to reimburse the Student Allocations Committee up to the amount paid for my travel at the discretion of the
Student Allocations Committee. This amount will be billed to my Student Account.
Representative Signature Date
SAC Administrator Signature Date
□ Approved by OSA Administrative Specialist
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Blank Travel Allocations Request Packet (Winthrop University)

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Completed 19 July 2020

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