FUNDING PROCEDURES AND POLICIES

SPRING 2013

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: sld@hawaii.edu.

UHM Department Affiliated program

That has… an interest in promoting co-curricular programs

to benefit the UHM student body

Activities, events, projects, & programs funded by the SAPFB must be non-discriminatory with

regards to:

RaceGenderAgeReligionColorNational originAncestry

DisabilityMarital statusArrest and court

recordsSexual orientationVeteran status

*Funding cannot go to Sectarian Groups- see 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 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 tripsFood for events

Application Procedures

The application process is two-fold: you will submit a written application and present to the board on either the weekend of March 1st or March 8th

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 Spring 2013 Semester, applications will only be accepted

online! Must be received by Friday,

February 22, 2013 at 11:59pm

IMPORTANT!

More important information…

Make sure you send a complete and accurate budget with your application

Sign up for your preferred funding hearing time-slot when you submit your application (you must do a separate presentation for each application you submit) when prompted

Funding Hearings

Remember: when you submit your application, you must sign up for funding hearing Hearing timeslots are on first come, first

serve basisHearings 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 Differs from previous years!

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 ≈[$700 or $910]

Option 1: Sodexo – (140 people at $5.00/person) = $700or

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 $50

Klinko’s – color printing at $0.35/copy, 140 copies Speaker ‘s Fees $300

Mr. Smith from Ahi Tuna, Big Island, expert in Big Game Fishing

Travel $200 Round trip airfare from Big Island to Honolulu

Room Rental $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

Evaluation of Proposals

SAPFB is looking specifically for…

Significance of the programPossibility of successGroup initiatives of securing fundsContribution to diversity of co-curricular

opportunitiesHistory of past fundingProject/event coordination Originality and creativity of project/eventCost-benefit analysis

• DIRECT PAYMENTor

• REIMBURSEMENT

If we are awarded funds, how can we access them?

Read the reimbursement packet for more detail: http://www.manoa.hawaii.edu/sapfb/forms/Spring2013Reiumbrsement.pdf.

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 sapfb@hawaii.edu

• 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!!!

Contact Us!

QUESTIONS?

Phone:(808) 956-4842

Email: sapfb@hawaii.edu