Student Governing Council Food Funding Guidelines
Passed November 1, 2001; Amended October 3, 2002
Submitted by Brendan Rice, SGC Treasurer

I. Applying For Funding

1. Ensure that your organiztion is registered for the academic year with the Office of Student Engagement. The registration form must be signed by the group's advisor, and a new form MUST be filled out EVERY year. If you are not sure if your organization is registered, visit http://www2.kumc.edu/studentorgs/ and find your organization's name in the alphabetical listing.

2. Go to the SGC website at http://www.kumc.edu/student/SGC/ and enter to the "Funding" section.

3. Choose the "Submit Online" option of the "Food Funding Form." This form MUST be submitted no later than five days prior to the first or second SGC meeting of the semester unless authorized by the SGC Treasurer. On the last day to submit, the form must be submitted by 5pm.

4. Completely fill out the form and click the "Submit" button at the bottom after reading the guidelines on the page.

5. Send a representative from the organization to the next SGC meeting (traditionally the first Thursday of each month).

6. The organization will be given a percentage of the money allocated to groups if it is registered and a representative is present at the SGC meeting.

a) This amount cannot exceed $100 in any given semester.

b) The SGC Executive Committee reserves the right to prioritize groups based on the number of members, funding from alternative sources, number of meetings, or expected size of purchases.

c) The recommendations of the SGC Executive Committee will be presented by the SGC Treasurer at the SGC General meeting.

d) Any funds to be allocated must be approved by a majority vote of the SGC Senators present at the meeting as determined by the voting procedures outlined in the SGC Bylaws.

7. 80% of the food funding is allocated at the first SGC meeting of each semester, and the remaining 20% is allocated at the second meeting. Any group approved for food funding during the first meeting is eligible to apply for additional funding at the second meeting; however, the SGC Executive Committee reserves the right to only fund groups who have not received funding yet if a large number of applications are submitted.

II. Spending Allocated Money

1. The SGC food fund is a reimbursement fund, meaning that items must be purchased before funds can be received. If non-food items are needed, the organization should apply for SGC Non-Food Funding.

2. The purchaser should use a Tax Exempt Form to make all purchases; these are available in 3001 Student Center or from the SGC Treasurer. Separate forms are used for Kansas and Missouri purchases. THE TAX EXEMPT NUMBER SHOULD NOT BE GIVEN OUT OR USED FOR NON-STUDENT GROUP PURCHASES; there are strict penalties involved for violating the tax code. Tax WILL NOT be reimbursed.

3. Obtain a receipt for the purchase(s). CAUTION: NO REIMBURSEMENT CAN BE MADE WITHOUT A RECEIPT.

4. If a tip is given to the business, the amount given should be clearly marked on the receipt; someone from the business should sign the receipt. Confirm that a phone number for the business is on the receipt.

5. The name of the group, the purchaser's name, a mailing address, and the amount for approved reimbursement should all be written on the check request form (a link for this form is found on the SGC funding page). Failure to provide ALL of this information will result in a delay of being reimbursed.

6. If allocated funds are not used within a reasonable about amount of time from the submitted date on the funding request form, they will be made available to all student groups at the next funding meeting.

III. Receiving Reimbursement

1. Each semester, the SGC Treasurer will designate a day or a time period for turning in receipts and will provide instructions on how to do so through email and at the last SGC meeting of the semester.

2. Before submitting receipts, confirm that all the highlighted sections of the check request form have been completed and that the receipt is attached to this form. The form and receipt should be submitted to the SGC Treasurer locked box, located outside the SGC office on the 4th floor of the Student Center.

3. If large purchases were made and reimbursement is needed sooner than the designated time, the SGC Treasurer can submit check requests for organizations earlier in the semester at his or her discretion.

4. Reimbursement will be made for the total purchase only. Leftover allocated funds will not be given to the organization.

5. Funds cannot be "rolled over" from one semester to the next or from one school year to the next.

a) Any unused portion of the SGC Food Fund is placed into the next semester's fund.

b) If a group wishes to "donate" all or a portion of its unused allocated funds to another organization, it may do so if the SGC Treasurer is provided a request in writing.

6. Receiving funds from multiple sources for the same receipts: If the submitted receipt(s) is/are larger than the amount allocated to the organization, alternative sources of funding (e.g. a department in the hospital or a governing body of one of the four schools) can be sought for reimbursement; the purchaser should write on the check request form how much money he or she wishes to receive from each source, and copies should be provided to all sources of funds. Receiving more than the amount on the receipt(s) from all sources combined constitutes fraud.

7. Privacy Statement: The SGC Treasurer will write a check request for reimbursement and will include the personal information of the purchaser on it. The check request is turned in to the Executive Vice Chancellor's office, and a check is written. Copies of the check request and the receipt(s) are kept by the SGC Treasurer and the EVC's office. SGC will do everything reasonably possible to maintain the confidentiality of any personal information given by students.