Special Funding

Special Funding is a specific type of request for funding made to the Student Government Board during the spring semester. Special Funding utilizes excess reserves to allow for purchases that would not normally be supported in an organization’s operating budget. Special Funding is dependent upon having excess reserves and is not guaranteed in any year.

Types of Special Funding Requests:

  • Requests made to cover the purchase of a Capital Expenditure. A Capital Expenditure is defined as equipment where the individual item costs $500 or more, and/or equipment that can be used by the organization for more than two (2) years; or
  • Requests made for special or unusual activities that would not be supported by the organization's operating budget.

Submitting a Request - Two Easy Steps:

  • Special Funding Request Forms will be sent to all “SGA Gold Status” organizations via campus mail distribution, as well as be available in a PDF form on KUnited in the spring semester, to request funding for the next academic year.
  • Completed request forms are to be returned to the KUSSI Service Center by the deadline indicated. In order for the request to be considered, all necessary information must be included. Be sure to include the equipment or expense in as much detail as possible. It is advisable to attach copies of Brand names, model #’s, written quotes, product pamphlets, etc.

  • Special Funding Process
    1. The SGB Budget & Finance Committee reviews all submitted Special Funding Requests.
      If sufficient information is not provided on the request form, the SGB Budget & Finance Committee may contact the organization for more information, to assist in determining the importance of the request.
    2. The SGB Budget & Finance Committee prepares and submits a prioritized Special Funding List to the Student Government Board for approval.
    3. Once approved by SGB the Special Funding Prioritized List is forward to the KUSSI Board of Directors for their approval.
    4. The prioritized list and available funding amount are sent to the University President for approval.
    5. Once approved, all participating student organizations will be notified of the status of their Special Funding Request.
    6. In September (after completion of the annual audit), the amount of remaining funds available for Special Funding is determined. If the amount of available funds is less than the total amount needed, then funding is provided based on the priority list. Any requests that cannot be funded may be resubmitted to the next academic year’s Special Funding Process.
    7. Student organizations receiving funding should proceed following the normal purchasing process.
  • Frequently Asked Questions

    How may our organization spend Special Funding that has been awarded to us?

    Special Funding is awarded for the specific equipment or activity as submitted on the original request and approved by the Student Government Board. If an organization needs to modify its original request after final approval, a request for substitution must be made as follows:

    1. Prepare a written request to the Student Government Board that includes a detailed explanation of the changes in your original request. This explanation should state why your organization no longer needs to make the approved purchase, a description of what new item is being requested and why purchasing this item is more important than your original request-ed item. It is important to attach as much information as possible describing the new item.
    2. This request must be signed by both the treasurer and advisor and should include both phone numbers and email addresses.
    3. Bring the request and a copy to the KUSSI Service Center to be scheduled to attend an SGB Budget & Finance Committee meeting.
    4. At the SGB Budget & Finance Committee meeting, be prepared to answer questions regarding the newly requested item.
    5. The SGB Budget & Finance Committee will request that you attend an SGB meeting to answer questions from the entire Student Government Board and to receive approval.
    6. If the substitution is approved by the SGB, proceed with the purchase of the new item following the normal purchasing process.

    What if a capital equipment item must be replaced and our organization cannot wait for next year’s Special Funding?

    1. Prepare a memo to the SGB Treasurer.
    2. Identify the equipment to be replaced (e.g. Manufacturer, model #, serial number, brief description).
    3. Explain why it needs to be replaced as soon as possible.
    4. Provide information about the new equipment you want to buy (e.g. Price, description of equipment, product specs, etc.).
    5. The more information an organization can provide the better. Identify how you would like to pay for the item:a.
      1. Request the cost from an additional allocation
      2. Request to use money from your SGA account; or
      3. Request a combination of the above.
    6. The memo must be signed by both the treasurer and the advisor.
    7. Bring the memo and a copy to the KUSSI Service Center to be scheduled to attend an SGB Budget & Finance Committee meeting.
    8. At the SGB Budget & Finance Committee meeting be prepared to answer questions regarding the request.
    9. The SGB Budget & Finance Committee will request that you attend the SGB meeting to answer questions from the entire Student Government Board.
    10. If funding is approved, proceed with the normal purchase procedure outlined in the KUSSI policies and procedures.
    11. If any part of the funding is provided from an additional allocation, it should be indicated at the top of the purchase requisition with the words “Additional allocation” in addition to any expense line that is being used in the area of the account/expense line section of the purchase request.

  • Capital Expenditures

    A capital item is defined as equipment where the item costs $500 or more, and the equipment has an effective life value greater than two years. If an organization would like to purchase a capital item with the current years’ budget funds, the following must be completed:

    • Schedule a meeting with the SGB Budget & Finance Committee. (KUSSI Service Center can help schedule the meeting). The SGB Budget & Finance Committee meetings conclude one week prior to finals; therefore, it is imperative that the student organization requesting a capital purchase schedule to attend a meeting prior to the conclusion of the meetings. A capital purchase request cannot be authorized without meeting with the SGB Budget & Finance Committee, and ultimately the request being approval by SGB.
    • Drop off documentation pertaining to the capital item being requested to the KUSSI Service Center prior to the scheduled SGB Budget & Finance Committee meeting.