Student Activities Funding Commission - Supported Expenses


Supported Expenses are divided into five categories: administrative expenses, local event, travel event, durable good, and publication. The following general principles apply to all expenses funded by the Commission:

  1. The Commission funds only for expenses that relate to the purpose of the organization as specified in its registration.
  2. In requests for funding, organizations must always break down the amounts requested in each expense category and specify the permitted expense in the category to which the amounts relate.
  3. Depending on the type of request and the category, additional documentation or conditions may apply to funding requests. This is documented in Section 8 of the Guidelines and summarized below.

Administrative Expenses

Administrative expenses support the basic operation and administration of the organization.

Permitted Expenses: website hosting; copying and printing services; chalk; advertising for recruitment; repairs and maintenance of equipment; Willard Straight Hall mailbox rental fee

Note that documentation is not required to apply for administrative expenses.

CHECKLIST — MAKE SURE THAT:

  • Your group knows it can request up to 2 Daily Sun ads for recruitment
  • The ads, if requested, are $64 per ad
  • The total administrative expenses requested are no more than $200
 

Local Event

This category includes expenses associated with putting on an event, program or practice.

Permitted Expenses: venue rental, guest performers, event production services, supplies and materials essential to the event, promotion, etc.

Checklist - Required Documentation:

For Speaker or Performances

  • Proof of contract OR letter of intent
  • Price quote (if not included in contract/letter of intent)
  • Google Maps printout displaying the mileage (if requesting funding for travel)

Note: Speaker/performer CANNOT be Cornell students, employees, or recent alumni

For Venue Rental and Other Services

  • Price quote

Note: CANNOT include food; CAN include essential non-durable goods for event (example: shuttlecocks for the Badminton team); maximum of $20 for copies and chalk for publicity

CHECKLIST — MAKE SURE THAT:

  • The event occurs within the dates of the current semester and not during a break
  • The event is either a practice session or is open to the Cornell community
  • The event is within Tompkins County
  • The event is not a social event AND does not have a primary purpose of raising money for profit or for charity AND does not have a primary purpose of conversion/worship

IF ANY OF THE ABOVE CONDITIONS ARE NOT MET, THE EVENT IS NOT ELIGIBLE FOR FUNDING.

Negotiated rates per performer:

$0.535 per mile (travel)
$100 per night (lodging)
$30 per day (food)
 

Travel Event

SAFC funds expenses related to student participation in conferences and tournaments away from the university.

Permitted Expenses: student travel expenses, including transport and lodging; entry fees; and supplies and materials essential to participation in the event

Checklist - Required Documentation:

  • Proof the event exists
    • Must include (1) the date of the event, (2) the location of the event, and (3) the event organizer
    • Usually website screenshot or email from organizer
  • Price quote for registration fees (if funding requested)
  • Google Maps printout displaying the mileage (if requesting funding for travel); Double one-way distance for roundtrip mileage

Note: If the event is outside of the contiguous USA AND over 400 miles away from Ithaca (one-way), funding is capped at $1500

 

 

 

CHECKLIST — MAKE SURE THAT:

  • The event is outside of Tompkins County
  • The event occurs during the current semester
  • The event is not a retreat or has the sole purpose of team-building
  • The event is hosted by another institution
  • The event is not a social event AND does not have a primary purpose of raising money for profit or for charity AND does not have a primary purpose of conversion/worship

IF ANY OF THE ABOVE CONDITIONS ARE NOT MET, THE EVENT IS NOT ELIGIBLE FOR FUNDING.

Negotiated rates per student:

$0.071 per mile (travel)
$25 per night (lodging)
Example: 10 students for a two night event 200 miles away receives up to $284 for travel (10*.071*200*2) and $500 for lodging (10*25*2)
 

Durable Good

SAFC funds purchases of items with a useful life of more than a year that are necessary for a group’s purpose.

Permitted Expenses: items that meet the criteria listed in the checklist to the right

Checklist - Required Documentation:

  • Price quote
    • If you want money for tax and shipping, it MUST be included in the price quote
  • Location where good will be stored on-campus

Examples of Eligible Expenses: durable equipment, uniforms (used for more than 1 year; costumes for specific events are not eligible under this category), durable banners for use at local and travel events over several years, etc.

Note: Tables, chairs, plates, and silverware should be rented under Local Events and CANNOT be funded as durable goods.

CHECKLIST — MAKE SURE THAT:

  • The good has a useful life of at least one year
  • The good is necessary to carry out activities related to the organization’s purpose
  • The good is not being used for personal use
  • The good does not duplicate functionality that can be found on campus
  • The good is not used to produce publicity items
  • The good is not an office supply
  • The good is not media for physical copying or production of music or video, hardware, software, video games, a refrigerator, a flash drive, or a hard drive

IF ANY OF THE ABOVE CONDITIONS ARE NOT MET, THE GOOD IS NOT ELIGIBLE FOR FUNDING.

 

Publication

SAFC funds production of publications for general distribution to the campus community.

Checklist - Required Documentation:

  • Price quote for printing costs
  • Past copy of publication or outline of proposed issue

Note: The maximum possible allocation for this category is $2,500 per academic semester

CHECKLIST — MAKE SURE THAT:

  • Your publication is accessible and distributed to the Cornell community
  • Your group prints at least 100 copies of the publication
  • The publication is distributed in the current semester between the first and last day of classes

IF ANY OF THE ABOVE CONDITIONS ARE NOT MET, THE PUBLICATION IS NOT ELIGIBLE FOR FUNDING.