SAPFB Funding Procedures - University of Hawaii at Manoa

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FUNDING PROCEDURES
AND POLICIES
SPRING 2014 FUNDING CYCLE INFORMATION
Think Ahead
 SAPFB accepts applications each semester for events
that will happen in the following semester
 For example: Applications accepted in September of
Fall 2013 will be requests for funding events
occurring in the Spring 2014 semester, January 1st –
June 30th
 It is important to plan ahead!
Eligibility for Funding
Your group must be one of the following:
a UH-Mānoa…

Registered Independent Organization (RIO)

For RIO info, contact James Frizzell at the SLD office in Campus
Center 208: phone: 956-8178 or email: [email protected]
UHM Department
 Affiliated program

That has…

an interest in promoting co-curricular programs to
benefit the UHM student body
RIO Eligibility
 Each RIO must be in good standing to apply for and
receive funding from SAPFB
 This means the RIO has applied or renewed for the
2013-2014 academic year by the SAPFB application
due date: October 6th, 2013
 For more information about RIO policies, please see
http://www.manoa.hawaii.edu/studentlife/studentorg
/rio/appendixII.pdf
Activities, events, projects, & programs funded by the
SAPFB must be non-discriminatory with regards to:
 Race
 Disability
 Gender
 Marital status
 Age
 Arrest and court
 Religion
records
 Sexual orientation
 Veteran status
 Color
 National origin
 Ancestry
*Funding cannot go to Sectarian Groupssee following slide for detail
Restrictions on allocating public funds:
 According to University policy, SAPFB “will not disburse any funds from RIO




funding programs that are intended to actually benefit a sectarian program or
activity of an RIO.” (Memorandum of Agreement between Albert Simone,
President of the University of Hawai’i; Warren Price III, State Attorney General;
Kirk Cashmere, ACLU Hawai’i staff attorney; May 1989). To comply with the
provisions of the Memorandum of Agreement, SAPFB shall apply the 3-prong
Lemon test (Lemon v. Kurtzman 403 U.S. 602).
Does the program have a valid purpose?
Does the primary effect of the program advance religion?
Will the program create an excessive entanglement of church and state?
When reviewing an application, line “a” should be determined as being true, and
lines “b” and “c” as being false, in order for the application to be considered for
approval. If the appropriation fails to meet any portion of the test as determined by
the SAPFB board, until circumstances warrant otherwise, that particular program
shall not be eligible for funding.
Past SAPFB Awards have been given for the
following types of expenses:
 Conference attendance costs including the airfare
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
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
to conference (arriving no earlier than 24 hours
before the conference starts and leaving the day
after the conference ends ONLY), lodging fees, and
registration expense
Fees for room rentals and associated equipment
Event and project supplies
Transportation costs for field trips
Food for events
Application Procedures
 The application process is two-fold: you will submit a
written application and present to the board between
October 11-20, 2013
 Fill out a separate application for each activity, event,
program or project funding is being sought
 Go to manoa.hawaii.edu/sapfb for the link to the online
application and make sure you read everything!
For the Fall 2013
Semester, applications
will only be accepted
online!
Must be received by Sunday,
October 6st, 2013 at 11:59pm
More important information…
 Make sure you send a complete and accurate budget
with your application (See more information on
Funding page)
 Only three applications per group can be submitted!
 Sign up for your preferred funding hearing time-slot
when you submit your application when prompted
(you must do a separate presentation for each
application you submit)
Funding Hearings
 Remember: when you submit your application, you
must sign up for funding hearing
 Hearing timeslots are on first come, first serve
basis
 Hearings are approximately 10 minutes long:
 5 minutes to present/clarify
 5 minutes for the Board to ask questions
 At least one authorized representative must attend
 Suggestion: Authors of the funding application
and budget should be present
Funding Hearings
 1 hearing slot is required for each application
submitted
 Confirmation of the hearing date & time will be sent
to individual(s) you listed as a contact
 Please list the individual(s) who will be attending
the hearing as your point of contact(s) on the
sign-up sheet
 Only hawaii.edu e-mails may be used for contact
Failure to attend a hearing will result in the
forfeiture of your application(s)
Important
 No automatic Re-allocation of funds
in between approved categories is
allowed
 Any unused award monies will be returned to
SAPFB- funds not utilized in total will be
forfeited and not applicable to other expenses
relating to the event or program
Budget Preparation
 Anticipate your budget requirements as early as
possible
Improve your group’s chances of having enough funds to
accomplish your event goals
 Amount of funding available for your event will largely
determine the kinds of preparations you make

 Create an event budget that includes all anticipated
expenditures funding is being requested for(such as
arranging for travel, food, printing, and other
expenses)
Budget Research
 Include all possible pricing options, unless
you have received a firm commitment of prices or
services from a particular vendor

Finding a competitive price range for each item/expense
will help you to do the most with the funds you are
awarded
 Be as specific and detailed as possible
 This will help SAPFB ensure that student monies are
being spent wisely
Example of the type of detail to include

Budget Proposal– “Multicultural Fest”

Food






$200
Round trip airfare from Big Island to Honolulu
Room Rental

$300
Mr. Smith from Ahi Tuna, Big Island, expert in Big Game Fishing
Travel

$50
Klinko’s – color printing at $0.35/copy, 140 copies
Speaker’s Fees


Option 1: Sodexo – (140 people at $5.00/person) = $700
or
Option 2: Ono Stuffs – (140 people at $6.50/person) = $910
• Comment: “Need to hear back from each vendor on ability to meet
order.”
Fliers

≈[$700 or $910]
$200
Campus Center Ballroom (Saturday fee $200, Thursday fee $175)
Comment: “Waiting to hear from Campus Center Meetings and Events
for room availability.”
_________________________________________
TOTAL
≈[$1,275.00-$1,485.00]
Restrictions on allocating public funds:
 Appropriation shall not be awarded for salaries,
wages, costs of fundraising events, membership
drives, club dues, daily operations and equipment.
 For example, we do not fund:
The purchase of computers for your organization
 Renting meeting rooms for silent auctions or other types of
events
 Prizes/Gifts such as centerpieces, t-shirts, etc.
Please read “APM Limitations in Purchasing” and “APM
Specialized Purchasing” Found as PDF’s on the funding
page

Evaluation of Proposals
SAPFB is looking specifically for…
 Significance and Purpose of the program
 Possibility of success
 Group initiatives of securing funds
 Contribution to diversity of co-curricular
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opportunities
History of past funding
Project/event coordination
Originality and creativity of project/event
Cost-benefit analysis
If we are awarded funds, how
can we access them?
• DIRECT PAYMENT
or
• REIMBURSEMENT
If you are awarded funding by SAPFB, you must…
•
•
•
•
•
Return a signed, original copy of award
acknowledgement letter and agreement
Meet with SAPFB Assistants, board members
or Advisor to review reimbursement packet
Publicly credit SAPFB in all publicity
releases to the funded event
Send an invitation to your event to
[email protected]
Submit a post-activity report that includes
a flyer from your event
Failure to do so may affect consideration
of future funding
You are STRONGLY ADVISED to make a copy of
the completed packet being submitted
If the packet submitted is lost or cannot be
located, the copy can be insurance that the
reimbursement will still be processed. If you
do not retain a copy of the reimbursement
packet and it is lost, SAPFB cannot guarantee
that you will be reimbursed for any expenses
that were incurred as a result of funding.
So….
MAKE A COPY OF YOUR
PACKET BEFORE YOU
TURN IT IN!!!
Application Workshops
SAPFB will be hosting workshops for the application process and
answering any questions on the following days:
Tuesday September 24th, 5:30-7:30pm
Campus Center Room 310
Wednesday September 25th, 1:00-2:00pm
Campus Center Room 310
Thursday September 26th, 4:45-6:45pm
Campus Center Room 310
QUESTIONS?
Phone:
(808) 956-4842
Email:
[email protected]
Contact Us!

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