Office of Student Life : Creating the Extraordinary Student Experience

Funding Guidelines

Welcome to the home page for USG Allocations! Please read this entire page prior to applying for USG Allocations funding, as most of the information you need will likely be on this page. To begin, please read the strict funding guidelines that USG must follow when reimbursing student organizations:  

The USG Allocations process is meant to provide support to student organizations who are planning events that will benefit all of OSU’s student body. Please keep in mind that USG allocates funds on a reimbursement process, and will not upfront cash to you before your event. We encourage student organizations to fundraise as much as possible before applying for USG funding. Student organizations are able to request up to $1,500 per semester for the fall and spring semesters. The Allocations committee does not meet during the summer and thus we will not accept applications during the summer semester. The USG Allocations application usually opens the first week of school during the fall semester and will remain open during the school year (including during breaks).  

In order to begin your application, you must first gather some basic information about your organization and your event. Please be able to provide your organization name, a student name who we may contact and their preferred email, how much money you are requesting, a description of your event (including a budget and event date), and how this event would benefit all of Ohio State’s campus. Please keep in mind that we will not accept applications two weeks before the date of your event.   

Important note: Applying for USG funding does not guarantee you will receive the amount you requested. Please note that USG Allocations does not have unlimited funding and during busy times of the school year may run into budgetary constraints. Please have alternative fundraising options available in the event that we are unable to provide you with the funding you need.  

Once you have that information, you can find the link to the online application here.  

After filling out your application, you will receive an email from the Senior Director of Allocations about setting up a time for representatives for your organization to present before the USG Allocations committee. This meeting will likely take place on a Sunday in the Keith B. Key Center for Student Leadership in the Ohio Union. Your meeting will be scheduled as close to possible to when your application was received. This meeting will take a maximum of fifteen minutes and will be where the USG Allocations committee is able to hear directly from you about your event. Please be ready to answer basic questions about your organization, event, and event budget. This meeting is casual, and you do not need to dress up for this. The Allocations committee consists of the Senior Director of Allocations and six members of the Undergraduate General Assembly.  

We will not be meeting October 13th, December 1st, and any Sunday after December 8th through the end of winter break. In the spring, we will not be meeting January 19th, March 8th, March 15th, or any Sunday after April 5th.  

Following your meeting with the USG Allocations committee, you will receive an email from the Senior Director of Allocations regarding the amount of money that your organization has been allocated to hold your event. Attached to the email will be three pieces of paperwork that you must complete and turn in to the office assistant in the USG office. This includes an AP Compliance form, Funding Contract, and Request for Payment form. Please fill all these pieces of paperwork out as much as possible, even if you are unsure of the information at the time. These pieces of paperwork will all be due within three weeks following your event. If you fail to turn in this paperwork, you will lose your allocated money and no longer be able to be reimbursed by USG. Please let the Senior Director of Allocations know of any extenuating circumstances that prevent you from submitting this paperwork on time.  

If you are unhappy with the amount of funding you received, you may appeal to the Undergraduate General Assembly. This must be completed within 7 days of the email being sent that includes your allocated amount. More information will be provided to you by the Senior Director of Allocations if this is requested.  

Following your organization submitting your paperwork, you will be contacted by Teresa Kempton Dray (kemptondray.1@osu.edu) about picking up your reimbursement check after your event has successfully taken place. Your organization must pick up your check as soon as possible to prevent your check from becoming void and therefore losing your funding.  

If you have any further questions, please do not hesitate to contact the Senior Director of Allocations, Ben Duwve, at SL-USGAllocations@osu.edu. If you have specific questions about the reimbursement process following you turning your paperwork in, please contact Teresa Kempton Dray at kemptondray.1@osu.edu. We look forward to working with you and your organization!  

SG Funding Guidelines for Student Organizations 

  1. Applications must be submitted at least 2 weeks prior to the event date. Events submitted later than this cutoff shall not be considered for funding. 

  1. Any changes to event dates must be sent to the Senior Director of Allocations by email 2 weeks prior to the earlier of the planned date or the new date of the event. Similar to the above, events not adhering to this policy shall not be considered by the committee. 

  1. Each funding request is limited to $1,500. 

  1. Student organizations are limited to receiving $3,000 in allocated funds per academic year (July 1 thru June 30). 

  1. Allocated funds are here defined as the full amount awarded by the Allocations Committee, not the amount actually refunded to the organization.  

  1. USG will not fund: 

  1. T-shirts and other event and/or organization-specific apparel.  

  1. Internal events for student orgs such as awards banquets, etc. 

  1. Gasoline and/or automobile expenses not included as part of a third-party rental agreement (rental of Cardinal vans, etc.). 

  1. Politically partisan events.  

  1. Non-consumable items for an organization. Anything that has a lasting useful life that is not for temporary use will not be funded. Examples include but are not limited to digital cameras, sports equipment, non-rented costumes, etc. 

  1. Preference will be given to events that more broadly benefit the student body of OSU. Student organizations may also apply for funding for trips provided that: 

  1. the trip is not cost-prohibitive for students 

  1. Cost-prohibitive shall be defined at the sole discretion of the Allocations Committee on a case-by-case basis. 

  1. there is a demonstrable benefit to club members 

  1. at the minimum, the university’s reputation benefits due to recognition for the organization 

  1. For those events which are being funded by both USG and CSA Programming Funds, submitted receipts must clearly detail which line items are being requested for reimbursement from USG and which are from CSA.  

  1. Event budgets attached to the funding application must clearly detail which line items are being requested from USG and from other sources. Organizations which cannot express their funding breakdown during their presentation shall not have their event funding voted on until they can provide such a breakdown to the Senior Director of Allocations. An example budget is shown below: 

 

  1. Funding checks must be picked up within 90 calendar days of issuance, barring any extraordinary circumstances, which shall be reviewed on a case-by-case basis by the Senior Director of Allocations. Checks which age beyond 90 calendar days shall be requested to be voided and the money returned to student organization allocations funds. Exceptions may be made for spring semester events where reimbursement occurs after the end of spring semester. 

  1. Any applications which do not conform to these guidelines, which shall be published on the USG website, shall be denied for funding and a new, proper application must be submitted for the event to be considered by the Allocations Committee.