What are Senate’s Special Allocations?
Senate – The Undergraduate Student Senate’s Finance Committee evaluates proposals for funding. Requests are considered on the basis that they fit at least one of the following criteria: The group or individual is new to campus, did not receive JFC funding, is planning a new event, or is incurring unexpected costs. Proposals are also evaluated on their effect on the undergraduate community. We meet weekly to review funding requests.
If you want a better understanding regarding our funding philosophy, feel free to read our Fiscal Policy.
- Fill out the Common Funding Application on the bridge
- Submit a complete and itemized budget for your event using this suggested template
- Wait for an email from me, the Senate Finance Chair
- Apply by submitting a Common Funding Application
- Attend a 1-on-1 with your assigned Finance Rep for a budget session
- Attend a Finance Committee Meeting for the reviewal session
- Potentially, attend a General Body Meeting for final approval
- If approved, submit Itemized receipts for reimbursement
What you should expect:
The 1-on-1 Meeting, The Finance Committee Meeting, & The General Body Meeting
The 1-on-1 Meeting
The 1-on-1 meeting is the first stage in our Special Allocation Request process. This is where you will be meeting with your assigned Senate Finance Representative in order to review your budget. For many groups, this will be a budget-crash course, where our Finance Representative will sit with you in refining your budget to ensure it is transparent and clear for all parties involved. This 1-on-1 meeting will also serve as the preliminary Q & A session. Essentially, our Finance Representative will ask you questions about your application. Feel free to take this opportunity to ask questions about the rest of the process, the JFC process, or about any other budgetary processes you have questions about. This should take anywhere between 10-60 minutes, depending on the extent of your request.When you go to the 1-on-1 session, please bring a laptop just in case we request more detail or changes that would enhance the transparency of your budget.
The Finance Committee Meeting
The Finance Committee meeting is the second stage in our process. This is where you will be asked to speak about the entirety of your request. During this meeting, you will have roughly 5 minutes to present your organization and your proposed budget, and 5 minutes to answer questions from committee members. Please arrive roughly 5 minutes before your scheduled time. If you arrive more than 5 minutes after your scheduled time, you may be moved to the end of the queue of groups we have to see on that day. When you go to the Committee meeting, you may optionally bring copies of your updated budget, a few other organization representatives, or any other documents that you think would help us understand your request. If there are any modifications or developments to your funding application before our meeting, please contact us with the details so that we can review them ahead of time.
After the Finance Committee meeting:
You will be notified within a week of Senate Finance’s Committee meeting regarding the status of your request. If our committee decides to allocate over $1,000 you will be asked to attend our General Body Meeting for the final approval of the allocation. It will be a quick Q & A session by our General Body. These meetings are held Thursdays 5pm in UC Danforth Conference Room.
If your request for a special allocation is approved, you will be provided with funding once you have submitted to us copies of the receipts for your expenditures. It is Senate’s policy to only transfer allocation funds to an organization after it has supplied copies of the itemized receipts for expenditures covered by the approved special allocation. Copies of the receipts must be submitted within 28 days of the original spending. If we do not receive the receipts for your expenditures within the 28 days’ time, you will not receive any funding.