Funding

S1. Funding Priorities

Article VII: Philosophy of Funding

I. Purpose The purpose of this document is to establish clear financial guidelines for the allocation and use of Undergraduate Association (UA) funds. These procedures ensure that funding decisions are made equitably, responsibly, and in alignment with the mission of the UA.

Undergraduate Association budgets are collected from student activity fees. For this reason, the UA exists to serve the student body as a whole. Based on this philosophy, UA top funding is priority is to its member organizations whose only purpose is to serve the student body (i.e. Nazareth Commuter Association, Residence Hall Council, Campus Activities Board, Theatre League, Lambda Association, and each class). These organizations shall, in return, provide programming and/or services for the students at minimal or no charge. Their goal should be to spend their budget for the benefit of the student body, not to raise money.

UA secondary funding priority shall go to recognized organizations that are based around a special interest, be that academic, recreational, or issue oriented. These organizations will receive lesser budgets to promote their interest area. Their goal should be to provide programming and services for the benefit of as many students as possible.

II. General Funding Policies

1. New Club Budgets: The UA will provide a maximum amount of $500 to new clubs upon formation. If more money is needed later in the year, clubs are eligible to submit a Senate Proposal via the Undergraduate Association website. 

2. Mileage Reimbursement: The UA will not provide mileage reimbursement. However, the direct cost of gas will be funded if receipts are provided when a Nazareth University van is used.

3. Meal Reimbursement: Meals for students will not be funded, except for conference proposals where consideration will be given for particular group outings relating to the conference. These will be explicitly granted by the UA senate. 

4. Conference Funding Requests: All funding requests for conferences must be submitted at least one (1) month prior to the event. Late requests will be considered on a case by case basis and at the discretion of the Undergraduate Association Senate. 

5. Rental Vehicles: The UA will fund rental vehicles only in cases where the use of a Nazareth University van is deemed unsuitable. Applicants are required to reach out to Nazareth University’s Accounts Payable team to gain access to travel agencies. The UA is not responsible for finding accommodations for applicants.

6. Undergraduate Student Funding: UA funds will only be allocated to undergraduate students. Faculty and Staff are not eligible for reimbursement of any expenses using UA funds.

7. Travel Restrictions: All travel on behalf of the UA must be to and from Nazareth University. Travel that does not pertain to the funding proposal will not be reimbursed.

8. Discretionary Funding: The UA retains the right to deny funding for any request, regardless of demonstrated need.

9. Equipment Purchases: Any equipment purchased with UA funds becomes the property of the UA. Such equipment may be shared with other clubs as needed or requested.

III. Funding Request Process

1. Submission Requirements:

   • All funding requests must be accompanied by a detailed cost breakdown spreadsheet. (Access the required spreadsheet template here).

   • A written justification for the expense must be included in the request form.

2. Senate Proposal Process:

   • Any request for funding must be accompanied by a petition signed by members of the UA, following this structure:

     • Up to $10,000: 25 signatures per $1,000 requested.

     • $10,000 - $20,000: 350 signatures.

     • $20,000+: 500 signatures.

   • If the amount requested falls between thresholds, the required number of signatures will be rounded up (e.g., $2,100 = 75 signatures).

IV. Categories of Funding Proposals

1. Senate Proposals: These include funding for activities, events, or trips that are not part of a course and are not mandatory for students. Such proposals must be open to all undergraduate students.

2. Conference Proposals: Funding requests for conferences must adhere to the priority funding philosophy of the UA:

   • Primary Funding Priority: Member organizations whose primary purpose is to serve the student body (e.g., Nazareth Commuter Association, Residence Hall Council, Campus Activities Board).

   • Secondary Funding Priority: Recognized UA organizations with a special interest (academic, recreational, or issue-oriented). Funding will be limited to promoting their interest area.

   • Remaining Allocations: UA may fund events and services for the broader student body, leadership development programs, official UA functions, and other designated programming.

V. Financial Compliance and Audits

1. Budgeting and Reporting:

   • All budgeted funds must be used for the approved purpose within the given fiscal year.

   • Organizations must maintain accurate financial records and submit required documentation upon request.

2. Audits:

   • The UA Finance Committee reserves the right to audit any funded organization to ensure compliance with financial policies.

This document serves as the official financial policy of the Undergraduate Association and must be followed by all recognized student organizations seeking funding.

Remaining allocations by the UA shall be to sponsor or co-sponsor events and services for the student body at large, promote leadership development programs for members of UA organizations, host official UA receptions and functions, and for other projects and programming as designated by the Senate.