Skip to Content Skip to Navigation

ORG Funding

Managing an active, successful student organization can be very expensive. Hosting events, taking trips, and keeping your organization running all cost money. ORG has compiled the following resources that may be able to help reduce this burden.

ORG Budget Requests

ORG provides a set amount of funding to Recognized Student Organizations. To apply for funding, student organizations must submit budget requests at various times throughout the year. While we are happy to provide this resource to our organizations, an organization should never consider ORG its primary funding source. Our funding levels are always subject to change, and we’re limited by the large number of student organizations requesting assistance.

Student organizations that are eligible for funding can submit budget requests to ORG in one of these categories:

  • General Expense—for general resources, like copies, advertising, and miscellaneous reusable supplies
  • Travel—for a group trip to conferences, competitions, or events
  • Event Services…
    • for bringing guest speakers/artists/performers to campus;
    • services such as rentals, technology, interpreters, etc.; and
    • to request funds for experiential education opportunities like Venture Out!

An organization also needs to plan ahead to receive ORG funding–we only accept budgets during specific periods throughout the academic year. See this year’s budget deadlines. Generally, our budget deadlines run a semester in advance; i.e. if you want funding for the spring semester, you must apply during the fall.

Eligibility

Recognized Student Organizations are eligible for ORG funding, with the following exceptions:

  • Social fraternities or sororities (Interfraternity Council and Panhellenic Association)
  • Single gender organizations (recognized by IRS section 501 (c) (7))
  • Club Sports recognized by the Mizzou Club Sports Federation
  • Organizations that already receive student activity fee funds

Organizations must also be in good standing to submit a budget request. This means a member of the executive board has attended Administrative Training and Finance training, and your group’s information is up-to-date in OrgSync. It is recommended that organization’s fiscal contact attends Finance Training, so they are familiar with the processes the organization will need to perform.

Request Process

All ORG funds must be applied for in advance–that is, an organization can’t spend money on an event or item, and then apply for ORG funds to pay for it.

If an organization is interested in receiving ORG funding, it will need to submit a budget request. The budget request submissions are located on each organization’s OrgSync page, under the “Treasury” tab, on the page labeled “Budgets.” Each type of request has a different form that will ask for specific information about the funds the organization is requesting and how they will benefit the organization. An organization must also provide independent documentation for all expenses. If an organization has questions about how to fill out the budget request check out the Finance Training slides, or contact us.

The completed budget request must be submitted during a specific budget deadline. All deadlines are on Fridays at 5 p.m., and late budgets are never accepted. All requests must be submitted through the OrgSync budget request portal; emailed budgets will not be accepted.  We begin accepting budgets on the Friday two weeks  prior to the deadline at 8 a.m. . The ORG staff is happy to look over any budget if a member of the organization stops by earlier during a budget week–this will give the organization time to make any necessary changes before the deadline. We also recommend that the fiscal contact submit the budget themselves, so they can receive the submission confirmation email and ensure that the request is accurate.

Once an organization submits a budget by the appropriate deadline, it will go to the Student Organization Allocation Committee (SOAC).  SOAC will evaluate the budget and make funding decisions, which must be approved by the Vice Chancellor for Student Affairs.  The organization will be notified of its allocation one week after the budget deadline, and it will have an opportunity to appeal if there were any comments that need to be addressed.

2018-2019 Budget Deadlines

  • September 14
    • Travel beginning Oct. 6, 2018 – Dec. 31, 2018
    • Event Services for events between Oct. 20, 2018 – June 30, 2019
  • October 5
    • General Expense to be spent between Jan. 1, 2019 – June 30, 2019
    • Event Services for events between Nov. 10, 2018 – June 30 ,2019
  • November 2
    • Travel beginning Jan. 1, 2019– June 30, 2019
    • Event Services for events between Dec. 15, 2018 – June 30, 2019
  • February 8
    • Travel beginning between March 2, 2019 – June 30, 2019
    • Event Services for events between March 16, 2019 – June 30, 2019
    • General Expense to be spent March 2, 2019 – June 30, 2019
  • March 8
    • General Expense to be spent July 1, 2019 – Dec. 31, 2019
    • Event Services for events between April 20, 2019 – June 30, 2019
  • April 12
    • Travel beginning between July 1, 2019 – October 31, 2019
    • Event Services for events between July 1, 2019 – June 30, 2020

 

Appeals

In some instances, a budget request may be denied by SOAC. The organization may not be in good standing, the committee may have needed clarification on the request, or it might have been missing documentation. Any denials are explained on the allocation memo. If the organization would like to appeal its denial, it should submit the appeal form on OrgSync (which will be sent to you with your original budget notification), and attach any other documentation that was requested. After receiving an initial budget memo, the organization will have one week to submit an appeal for the budget by Friday at 5 pm. No late appeals will be considered. This one-time appeal is an organization’s only option to challenge a decision within a budget memo.

Spending Allocated Funds

With the exception of travel, an organization should never spend money first and then come to ORG for reimbursement. See below for information on how to receive any funds an organization was allocated.

General Expense

Copies

If an organization has been allocated money for copies or printing, it needs to visit the Organization Resource Group (ORG) office, for the appropriate form. A member of the organization will take the form to DigiPrint, located in Ellis Library. Once a member of the organization has printed the appropriate materials, they will bring the DigiPrint receipt back to the ORG office.

Maneater Advertisements

To place an approved ad in the Maneater student newspaper, a member of the organization should also visit the ORG office. The organization can work with the Student Design Center to design its ad, and then it will be sent for publication.

MU Infos

If an organization has been allocated funds for an announcement in the MU Info, it must fill out the MU Info Request Form on OrgSync. These forms will be reviewed by the ORG Chair to ensure they meet guidelines, and then ORG will submit them for publication. All MU Info requests should be submitted on OrgSync by the Thursday before the desired publication date. This deadline ensures that the announcement will be accepted by MU Info for publication.

Supplies

If an organization has received funding for supplies, it will need to fill out the Approved Supply Order Form on OrgSync. An ORG staff member will then purchase the supplies on behalf of the organization. ORG will not reimburse the purchase of supplies by any organization.

Travel

Travel is the only funding category where an organization must pay for its expenses first, and then be reimbursed when it submits a Travel Reimbursement Form with the required documentation of travel. The Fiscal Officer and ORG Chair will then work to verify the organization’s information and allocation, and process its payment.

ORG’s Fiscal Officer has compiled the information below to help organizations prepare travel reimbursements. If an organization have further questions, please contact us.

Reimbursement Help

The travel reimbursement process starts months in advance of a trip, because organizations need to collect documentation of its approved expenses as they occur.

Upon return from the trip, an organization is required to assemble all necessary paperwork and turn in the completed reimbursement forms—within 45 days of return. There will be a 10% reduction in your allocation for each business day after 45 days. The organization is also responsible for dividing up the allocated funds among payers. The reimbursement paperwork must be submitted to the ORG office in person; emailed submissions will not be accepted. This is to ensure that any issues with reimbursement paperwork can be corrected quickly.

Within the Travel Reimbursement Form, all travelers must be listed with their student numbers. Proof of attendance is required for all listed travelers to receive reimbursement from ORG.

What items need to be turned in for reimbursement?

The Travel Reimbursement Form must be submitted along with proof of attendance and documentation of each approved expense.

What is proof of attendance?

Proof of attendance is simply proof that students went to and attended the approved travel event. This proof could include a picture of students at the event, event badges with their names, portfolios given at the event, etc. If an organization is unsure what it can or cannot use as proof of attendance, please contact us.

What documentation is needed for each expense?

For each expense type (transportation, lodging, registration), ORG needs two forms of documentation: documentation of the expense and proof payment.

Documentation of the expense is the original bill from the business that charges the expense. Examples are original hotel receipts, registration forms, and airline receipts. While an Internet printout detailing flight information (Expedia confirmation, etc.) is acceptable, it must contain of all the flight and passenger information. This receipt must be itemized to show what specific charges that were incurred to create the total bill. An example of this is a hotel receipt that divides the flat room rate and taxes to show the total amount charged.

This documentation is required so that ORG can verify it is paying for approved expenses only. For example, ORG can use a itemized hotel receipt to ensure it is not paying for any additional services such as room service.

Proof of payment is any document that shows the bill has been paid. An example is a credit card statement with the cardholder’s name printed on it. An organization does not need to provide additional documentation if a receipt for an expense includes the last four digits of the credit card used to pay the expense.

Organizations can only be reimbursed for approved expenses in the organization’s budget request.

Why are these items need to be turned in for reimbursement?

Certain items must be submitted with a travel reimbursement in order to process payment.  These are required by University Accounting Services and not ORG. If a reimbursement is submitted without this information, Accounting Services will not be able to pay the request. Accounting Services does provide help and guidance on their website.

Event Services

Event Services

If an organization was allocated Event Services funding, expect contact from the ORG Vice Chair of Finance, who will assist the organization with the payment process. If an organization has any questions about the preparation, use, or payment of  Event Services funding, contact the Vice Chair of Finance.

Other Sources of Funding

With more than 600 recognized student organizations, it’s impossible for ORG funding to cover every expense.  Student organizations are expected to generate funding on their own through fundraising, collecting dues, or applying for other monies on campus.  Some organizations may be able to seek funding from the Student Fee Capital Improvement Committee (SFCIC), which funds large, one-time projects.  Others may be able to apply for a grant from the Diversity Fee, or even seek outside sponsorship.

Helpful Fiscal Information

Bank Accounts

Many student organizations want to open bank accounts to manage their club funds. To open an account, an organization will have to establish an Employer Identification Number (EIN) for itself. EINs are similar to social security numbers, but for groups instead of individuals. It establishes an organization as a separate entity for the IRS. To apply for an EIN, visit the IRS website. If an organization applies for an EIN, please do not use the phrasing “University of Missouri ___________ (your group)” in your application. An organization may use MU or Mizzou, but if an organization uses University of Missouri it may cause confusion for the IRS and the University. Please also follow this guideline for the organization’s bank accounts.

Once an organization receives an EIN, please enter it in the “Tax ID” field of the organization’s OrgSync profile, so that future officers of the organization will know it.

We recommend that organizations list its adviser as one of the signatories on its bank account to ensure continuity and ease the transition between officers.

Tax Exemption

All Recognized Student Organizations are separate legal entities from the University of Missouri, and are therefore not eligible to claim the University’s tax exempt status. Organizations may apply for 501(c)3 tax exemption on its own. The Organization Resource Group strongly encourages Recognized Student Organizations wishing to file as a 501(c)3 to fully research the steps and requirements associated with process. As a reminder, the Office of Student Organizations and ORG cannot provide tax advice. If an organization wishes to seek status as a 501(c)3 organization we encourage the organization to discuss its tax situation with a tax adviser. ORG holds seminars with a Certified Public Accountant multiple times a year to discuss how organizations can apply for 501(c)3 status. Please consult ORG’s event calendar for dates of these seminars.