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 and advertising
- 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.
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 Engage. It is recommended that organization’s fiscal contact attends Finance Training, so they are familiar with the processes the organization will need to perform.
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 Engage 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 Engage 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.
2019-2020 Budget Deadlines
- September 13
- Travel beginning Oct. 5, 2019 – Dec. 31, 2019
- Event Services for events between Oct. 19, 2019 – June 30, 2020
- October 4
- General Expense to be spent between Jan. 1, 2020 – June 30, 2020
- Event Services for events between Nov. 9, 2019 – June 30 ,2020
- November 8
- Travel beginning Jan. 1, 2020– June 30, 2020
- Event Services for events between Dec. 14, 2019 – June 30, 2020
- February 7
- Travel beginning between February 29, 2020 – June 30, 2020
- Event Services for events between March 14, 2020 – June 30, 2020
- General Expense to be spent February 29, 2020 – June 30, 2020
- March 6
- General Expense to be spent July 1, 2020 – Dec. 31, 2020
- Event Services for events between April 18, 2020 – June 30, 2020
- April 17
- Travel beginning between July 1, 2020 – October 31, 2020
- Event Services for events between July 1, 2020 – June 30, 2021
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 Engage (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.
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
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 Engage 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.
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.