Event Funding

Making Purchases for an Event

While planning events for student clubs and organizations you may have to purchase supplies, food, or work with a vendor. Below are your options for how payments can be made. For large purchases and purchases that aren’t time sensitive (event is more than a week away) you are encouraged to meet with Meghan to process the payment.  When in doubt, email Meghan Leatherman to talk through your specific events and which option will be the best fit.

Option 1: Pay for things yourself and get reimbursed

If you are comfortable paying for what you need for your club/event on your own credit card, you are free to do so. To be reimbursed, you will need to follow the reimbursement process. Before making any purchases, make sure your club has the funding to cover the reimbursement.

Option 2: AASET can pay prior to the event using club funds

Put a half hour of time on Megan Leatherman's calendar to meet and go through the purchase. Before the meeting, be prepared with the “who, what, where, when, why” of your purchase. 

Option 3: AASET can pay after the event using club funds

If your vendor is able and willing to send an invoice for the charges and be paid according to the University's Net 30 policy, touch base with Meghan Leatherman to ensure the vendor is set up in the University system. It is the student leader's responsibility to ensure that the vendor understands the payment policy and when they can realistically expect their payment to arrive. After the event, send the invoice to Meghan Leatherman using the Contract/Invoice Submission Form and Meghan will send it along to the administrative team to be paid. 

Collecting Cash for Events

If cash is being collected for events/activities managed through the MBA student clubs, club leaders must work with Meghan to setup the cash collection process through the MBA Programs Office. An example would be: The partners club is going to a Gopher hockey game and tickets are $15 each. Sports & Business Club will pay $10 per ticket and students will pay $5 cash for each ticket.

Step 1: Work with vendor to secure ticket price and purchasing details

Step 2: Email Meghan Leatherman the details of your event: Date, time, contact at the ticket office, amount each student will be paying and the number of event tickets you need purchased

Step 3: Create a sign up Google Sheet for your event and share it with Meghan

Step 4: Email students about your event and ask them to sign up to attend. You must include a sign up deadline. 

Step 5: Once your sign up deadline has passed, contact Meghan to establish a cash collection start date 

Step 6: Communicate cash collection date to RSVP list. Please make sure that students know they must bring exact cash (no checks) to the MBA Programs front desk

Step 7: All cash collected will be deposited into your club account in your restricted funds

Cash should not be collected and used to off-set any one student's own personal, out of pocket expenses, which eventually will be reimbursed by the MBAA or the MBA Programs Office. All cash collected should be submitted, per the process above, and any reimbursement request submitted accordingly, for event-related our of pocket expenses.

Applying for a PSG Grant (Available for Full-Time MBA students only)

The Professional Student Government (PSG) serves many functions at the University of Minnesota, chief among them ensuring that the University, in all its offices, programs, schools and departments, works in the interests of excellence in the graduate and professional experience. PSG provides various grants to student organizations in order to enhance the learning experience for graduate and professional students. Contact the PSG rep on the MBAA board for more information on applying for a grant.

PSG Academic Initiative Grants

Funds for the enhancement of the graduate and professional student experience at the University of Minnesota. The primary purposes are to provide funding to events, programs, and services that have the direct involvement of and impact on graduate and professional students, and to expand and enhance academic programs and research opportunities on campus that contribute to the overall academic development of graduate and professional students.

PSG Social Event Funds

Offer funding opportunities in support of social events that will enhance the professional and personal development of graduate and professional students. This funding opportunity offers partial funding for event expenses such as honorarium, food and beverages, and rentals.

PSG Small Events Program Funds

Encourage graduate and professional students to become involved and to work towards the betterment of the U of M community, the Small Events Program will provide these students with easy access to money of up to $50.

PSG Travel Grants 

GAPSA has travel grants to help support necessary professional or academic travel for current professional students. Eligible travel expenses include airfare, ground transportation, lodging, and conference/meeting registration fee.