Club Budgeting and Fundraising
Budget requests are the primary way to receive funding from the Student Organization Funding Committee, SOFC. The SOFC is a “budget committee” that recommends funding allocations to the Student Government Association, SGA, General Assembly for approval. Requests for funding can be submitted throughout the academic year.
Final approval of budget allocations is made by the Executive Director of the Center for Student Engagement and Leadership, SEaL.
Clubs must fill out the on-line Budget Request Form in consultation with club members and the club advisor. Please see SGA Funding for more information about this process and see this explainer video.
Any allocated funds will not be transferred until SOFC has received approval from SEaL that the club is officially registered.
Guidelines for Requesting Funds
- Budget proposals will only be accepted for general programming that is open to all undergraduate students.
- Only recognized clubs are considered for SOFC funding.
- Funding will not be provided for alcohol, membership dues, or charitable donations.
- Clubs receiving funding from another source on campus will be considered after all other clubs are allocated funds. This allows all eligible groups to receive some funding.
- The maximum amount of funding that can be requested for the following items is:
- food: $500
- conferences: $350
- operational: $300 (faculty support copier and office supplies)
- all other general programming: amounts determined by SOFC
- Requests for materials specific to each club (e.g., protective gear for recreation clubs) will be determined only if information regarding their future usage and storage is provided.
- All proposals must be submitted with as much supporting detail as possible. If inadequate information is provided, SOFC reserves the right to return the proposal to the club for further revisions. This might delay approval and affect the amount of funding.
Criteria for Receiving SOFC Funding
SOFC has a limited amount of funds to allocate, so the more detailed the request, the better the chances for receiving funding.
These criteria are all of equal importance when SOFC reviews requests for funding. They are guidelines to help clubs be more successful when preparing a request.
The Club’s Track Record:
- Have you spent SOFC funds according to the guidelines?
- Have you successfully held this event before?
- Do you publicize well?
- Do you involve your membership in decision-making?
- Have you attempted to fundraise?
Benefit to the Cabrini Community:
- Is this event or activity open to everyone?
- Does the event bring something new and exciting to campus?
- How many people will be affected by your program or event?
Submission of Budget-Proposal Form:
- Did you provide a detailed budget request?
- Did you do the legwork and prior planning to submit a well-detailed request?
When ordering supplies, students should put together a list of supplies needed and meet with SEaL to review it.
Cabrini has an agreement with Office Depot and accounts set up, so clubs should order supplies from there whenever possible.
When not possible to order supplies from Office Depot, there are three options available for students:
- A club member or advisor could make the purchase and complete a Check-Request Form to be reimbursed.
- Contact SEaL about using their purchasing card, online or phone orders only.
- Student leaders can request a petty cash advance. Please speak with a SEaL professional staff member at least 10 business days prior to the date you would like to purchase supplies in order to complete the petty cash request process.
Note that Cabrini is a tax-exempt educational institution. When ordering supplies on behalf of Cabrini, notify the vendor. SEaL or the Business Office can provide a copy of the tax-exempt certificate required by most vendors.
Fundraising for Clubs
Fundraising is the sale of products, the solicitation of donations, the collection of dues, the charge of admission, or any other means of collecting revenue.
Groups seeking approval for fundraising activities must complete the on-line Fundraiser Request Form a minimum of 10 business days before the fundraising activity is scheduled to begin.
All posters and signs used to promote fundraising projects must be approved by SEaL and promptly removed after the event is completed. Groups that do not remove advertising can be subject to penalties.
Approval for fundraising activities will be granted to student organizations and recreation clubs that:
- are officially registered
- do not serve or support partisan political purposes or activities
- are open to all individuals regardless of race, national origin, age, gender, sexual orientation, or disability
- enhance Cabrini’s mission and core values
Cabrini facilities are not to be used for personal gain by individual students or organizations. Personal gain is defined as the sale of goods or services or the sponsorship of any fundraising activity on Cabrini property by any individual or group that is intended to improve the personal financial status of any person or group of persons involved in the sponsorship of the activity.
Fundamental to this definition is the premise that funds raised on Cabrini property are to be used to expand the educational and recreational opportunities for recognized clubs who raise funds on campus, or for legitimate community service activities, and not to financially subsidize any individual person’s interests or needs.
Permission for all fundraising activities is extended only to registered clubs and is subject to the following regulations:
- Permission shall not be granted for products and services that conflict with the institutional values of Cabrini, or with the theological tenets upon which it is founded. Examples of prohibited products include but are not limited to contraceptives, alcohol, and pornographic materials.
- The club must pay, in advance, any pre-established fees for venue, permit, equipment rental, and other direct costs.
- Funds raised must benefit a recognized club or a bonafide charitable organization.
- The Wolfington Center can be of assistance when determining the legitimacy of a charity.
- Cabrini reserves the right to investigate financial records of clubs that have been allowed to raise funds to determine if the funds are being used for the purpose for which they were raised.
- Fundraising in residence halls is also subject to restriction of housing policies or hall policies relating to location or procedures. All fundraising events that are conducted in the residence halls must be approved by the Director of Residence Life.
As funds are acquired, all proceeds must be deposited into the club’s account immediately. If the Cavalier Express Center is closed, SEaL may be able to assist students with fundraising proceeds. SEaL will lock all funds in a safe for one night. However, it is the officer and advisor’s responsibility to deposit the funds the following day.
Students and advisors may not carry or store funds in their offices, book bag, rooms, or anything that is not a safe or deemed appropriate by SEaL. Within one day of collection, students/advisors are responsible to deposit all proceeds at the Cavalier Express Center.