Fill Out Your Funding Request Form

1. What information do I need to provide in the Funding Request form?

When filling out the Funding Request form, you need to include details such as your club name, the names of the president and advisor, and their respective contact information. Additionally, you must specify the name, date, and location of the conference you are requesting funding for. It is important to outline the purpose of attending the conference and break down the potential costs, including registration fees, transportation, hotel accommodations, and food expenses. For events, you must indicate the items needed, their estimated costs, and justification for the request.

2. What are the maximum funding limits for different expenses?

The Funding Request form specifies maximum funding caps for different categories. For conference registration, the limit is $700. Transportation funding can cover up to half of the costs, with a maximum of $1,000 for airfare. Hotel expenses can also receive funding up to $1,000, while food expenses are capped at $25 per person per day. In total, requests for conferences cannot exceed $3,000. For event funding requests, specific limits are applied: $500 for a DJ or band, $1,200 for an event speaker, and $50 for decorations.

3. How do I calculate the total funding request?

To calculate your total funding request for a conference, add together the costs of conference registration, transportation, hotel, and food. Ensure you are within the specified maximum limits for each category. For event funding requests, add together the costs of the items needed. Finally, combine the totals from both pages of the Funding Request form to determine your overall funding request amount.

4. What documents must be submitted with the Funding Request form?

It is essential to include specific documents when submitting your Funding Request form. You must provide a pamphlet or brochure of the conference, along with a list of the individuals who will be attending. These documents support your request and help in the review process. Ensure that all required signatures, including those from the club president and advisor, are included before submission to avoid any delays.

5. How will I know if my funding request has been approved?

Once the Funding Request form is submitted, it goes through a review process. You will receive updates regarding the approval through email. The form will show the date it was received, along with notes on whether the Finance Board Advisor and the Vice President of Finance approved the amount requested. All communication regarding your funding request, including approval amounts and conditions, will be sent to the email addresses listed on the form.

Filling out a Funding Request form can be straightforward, but common mistakes can lead to delays or even denial of funding. One frequent error is failing to complete all required sections. Each part of the form is designed to gather specific information essential for processing the request. Leaving any section blank, particularly the contact information or details about the conference, can result in significant setbacks.

An another mistake often made is underestimating or miscalculating expenses. For example, when estimating transportation costs or the number of people attending, inaccuracies can lead to insufficient funding support. Miscalculating the total amount being requested can raise red flags and may require a resubmission of the form.

Inadequate documentation is another common issue. The form specifies that certain items must accompany the submission, such as brochures or lists of attendees. Omitting these crucial documents can not only delay approval but could potentially lead to outright rejection of the request.

It’s also important to remember the funding limits outlined in the form. Some applicants fail to note these caps, such as the maximum amounts for transportation, hotel, and food. Requesting amounts that exceed these limits will result in adjustments by the finance board, which may not align with the applicant's expectations.

Another mistake is not getting necessary signatures. The form requires both the club president and advisor to sign. Submitting the request without these signatures is a surefire way to stall the approval process.

Lastly, neglecting to submit the form on time can have serious implications. Each funding cycle has deadlines, and missing them means losing the opportunity for support in that cycle. Planning ahead and ensuring timely submission is critical for success in acquiring funding.

When submitting a Funding Request form, there are several other forms and documents that are often required or recommended to support the request. These additional materials help ensure that the funding application is comprehensive, transparent, and persuasive. Below are eight common forms and documents typically used alongside the Funding Request form:

• Budget Breakdown Sheet: This document provides a detailed outline of the costs associated with the event or conference. It breaks down each expense category, such as registration, transportation, food, and other fees, helping the review committee understand the financial needs.
• Event Agenda: An agenda outlines the schedule of activities during the conference or event. It includes the times and locations of presentations, workshops, or other sessions, showing how the allocated funding will be utilized effectively.
• Letters of Support: These letters can be written by club advisors, faculty members, or other individuals who endorse the event or conference. They help demonstrate credibility and the broader community's support for the funding request.
• Registration Confirmation: Proof of registration is often necessary to show that participants have committed to attending the conference or event. This document can include receipts or emails confirming attendance.
• Participant List: A list of individuals who will be attending the event or conference can be required. This helps the funding committee assess how the event will benefit those involved and ensures funding is being requested for a defined group.
• Expense Receipts: If applicable, attaching any prior receipts related to the event can help substantiate costs. This documentation supports the funding request, especially if previously incurred expenses need reimbursement.
• Travel Itinerary: If travel is involved, a detailed itinerary including modes of transportation, times, and dates can be useful. This shows planning and helps justify the transportation costs included in the funding request.
• Promotional Materials: Including any flyers, brochures, or other promotional items related to the event or conference can aid in illustrating the benefits of attending. These materials help convey the significance and impact of the funding request.

Each of these documents serves to enhance the Funding Request form, offering additional context and support for the funding being sought. Together, they provide a comprehensive view of the intended use of funds and the potential benefits to the participants and the organization as a whole.

• Grant Proposal: A grant proposal seeks funding for specific projects or initiatives. Like the Funding Request form, it outlines objectives, a detailed budget, and justification for the requested funds. Both documents require clarity and presentation of costs to appeal to funding bodies.

• Budget Proposal: A budget proposal provides a comprehensive view of anticipated expenses. Similar to the Funding Request form, it includes itemized costs and explanations for each category, ensuring that all necessary financial details are presented to decision-makers.

• Loan Application: A loan application requests funds to be repaid later, typically for larger expenditures. Both forms ask for detailed financial information and a justification for the amount requested, demonstrating the financial need and purpose of the funding.

• Expense Reimbursement Form: This form requests reimbursement for expenses already incurred. Much like the Funding Request form, it requires a breakdown of costs and the purpose of each expense, ensuring accountability for the use of funds.

• Funding Agreement: A funding agreement outlines the terms and conditions agreed upon by both parties for financial support. It shares similarities with the Funding Request form, as it includes details on project costs and the intended use of funds, ensuring both parties are aligned on expectations.

When filling out the Funding Request form, it’s important to provide accurate and complete information. Here are some things to keep in mind:

• Double-check your details: Ensure that all names, emails, and phone numbers are spelled correctly.
• Be specific: Clearly state the purpose of attending the conference or event.
• Calculate costs accurately: Make sure your estimated costs for transportation, hotel, and food are realistic and justified.
• Remember the caps: Be aware of the maximum funding limits for each category, such as $700 for conference registration or $3000 for total conference funding.
• Include documents: Attach any required materials, like pamphlets or brochures of the conference.
• Gather necessary signatures: Don't forget to obtain signatures from both the club president and advisor.

On the other hand, here are things you should avoid:

• Omitting details: Don't skip sections or provide vague answers. Complete every part of the form.
• Underestimating costs: Avoid providing low estimates that don’t reflect actual expenses.
• Filing late: Make sure you submit the request by the deadline.
• Ignoring guidelines: Steer clear of ignoring funding guidelines provided in the instructions.

By following these tips, you can improve your chances of getting the funding you need for your club activities.

There are several misconceptions surrounding the Funding Request form that can lead to confusion for those seeking financial support. Here are four common misunderstandings:

• Many believe the form can be submitted without any documentation. In reality, you must include specific items, such as a pamphlet or brochure of the conference and a list of attendees, to complete your request. This ensures that your application is considered legitimate and complete.
• Some think that any cost incurred can automatically be reimbursed. However, there are maximum limits for different categories, such as conference registration, transportation, hotel, and food. Understanding these caps is essential for properly budgeting your request. For instance, conference registration is capped at $700, while food costs have a maximum of $25 per day per person.
• It's often assumed that all funding requests are approved. This is a misconception. Funding is subject to approval from the Finance Board and other advisers. Your request might be modified or denied based on available funds and compliance with guidelines.
• Many think filling out the form is the only step. While completing the form is crucial, signatures from both the club president and the advisor are mandatory. Their approval signifies their support for the request and is a key part of the process.

By addressing these misconceptions, individuals can better navigate the Funding Request form and enhance their chances of receiving the funding they need.

Here are some important points to keep in mind when filling out and using the Funding Request form:

• Ensure that all fields are completed accurately, including the names of the club, the president, and the advisor.
• Provide a clear purpose for attending the conference, as this helps justify the funding request.
• List the specific name, date, and location of the conference for clarity.
• Calculate the expected costs carefully, including registration, transportation, hotel, and food, to stay within total maximum limits.
• Clearly detail the number of attendees and associated food costs to ensure compliance with funding limits.
• Include all necessary signatures from both the club president and advisor to validate the request.
• Attach required documents such as pamphlets or brochures about the conference for additional support.
• For event funding requests, specify the items you need along with individual cost caps to help review the submission.
• Maintain communication with the finance board to confirm approval status and funding amount.