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Funding Request Policy/Procedure
The following procedures should be followed in order to request funding for a Student Organization or
College Department.
Funding Request Procedure:
Officially recognized Student Organizations and College Departments may request funding from ASVC.
To request funding, a Funding Request form must be submitted to either the ASVC Advisor or ASVC
Treasurer by no later than 12pm Wednesday to be discussed in the Thursday’s ASVC Executive
Committee so that it may be place on the following Tuesday’s Board Meeting agenda. When your
funding request becomes an item on the agenda, it is optional but encouraged to attend so you can
present your proposal. The funding request may be referred to the ASVC Finance and Budget
Committee and return again as an agenda item for the following Tuesday meeting. All funding requests
must be approved through a majority of the ASVC Board. The ASVC Advisor will then notify the listed
contact person on the Funding Request Form if the funding request has been approved. Leftover funds
must be deposited in the Student Business Office. Copies of deposited money receipts and expenses
must be given to the ASVC Treasurer.
Student Organization Travel Policy:
Only 30% of the anticipated income as outlined in the ASVC Annual ICC Budget is available for travel
purposes. Travel is limited to one request per Student Organization per academic year; however, ASVC
will not fund out-of-state travel. ASVC will only fund the current available daily meal allowance, in
accordance with District policy. Before the travel occurs, all necessary paperwork must be submitted to
the Student Activities Office. At least one Advisor must be present at all times during the travel. Student
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Organizations must provide a post travel write-up report and be given or emailed to the ASVC Treasurer
by no later than the following Monday after the travel.
Funding Request Calendar:
Monday
Tuesday
Wednesday
Thursday
Friday
Week 1
Step 1:
Proposal due at
12pm
Step 2:
Proposal
brought to
ASVC
Executive
Committee
Week 2
Step 3:
Proposal is
discussed at
the ASVC
Board Meeting
then sent to
the ASVC
Finance and
Budget
Committee
Step 4: Funding
request is
reviewed by
FBC and sent
back to the
ASVC Board
Meeting
Week 3
Step 5:
Final decision
is made at the
ASVC Board
Meeting
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Funding Request Form
Funding Proposal
Organization Name:
Event/Activity:
Location:
Date of Event/Travel:
Time of Event:
Reason for Funding:
Requested Amount:
Contact Person:
Phone Number:
Email:
Events/Activities
Number of students who will benefit from this event:
*Please attach a spreadsheet outlining the cost of supplies, food, advertisements, etc.
Travel Expenses
Travel
Cost
# of People (including
Advisors)
Total
Registration
Flight
Mileage (.54 per mile)
Location of the event:
4
Hotel
Food
Other (Please Specify):
Total Cost:
If money requested is different, please explain:
Names of the Advisors traveling with students:
*Post Travel Write-Up Report Must Include:
One page minimum, 12 pt. font, Times New Roman, Double-Spaced
What they learned
How it benefits the organization (and the student body)
Why the organization should go again in the future
Please attach any additional documents supporting your request to this form.
Student Signature:
Date:
Advisor Signature:
Date:
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