Funding Process

A letter from the Treasurer:

Dear Grinnellians,

Congratulations on making it through midsems! Campus is once again at full capacity for the first time in over a year, and we finally have a Student Senate. I’m so happy that 82 student clubs and organizations are up and running and have loved hearing your ideas! As such, I would like to update you on our funding process.

Here is how the funding process works.

  1. First, submit budgets through the Qualtrics form here
  2. Please note that your budget must be submitted at least two weeks before the day you intend to purchase supplies
  3. Once you submit the budget, you must meet with the Treasurer and the Financial Board (made up the Treasurer and other relevant members of cabinet). These budget meetings are from 7:30-9:30 on Monday nights, and are held in the SGA Offices (JRC 222)
  4. If you are a student group requesting funding for an event related to that group or a service-related event, please come between 7:30pm and 8:30pm.
    1. The SGA Student Groups Coordinator, Cristian Sales-Garcia and the Services and Resources Coordinator, Sarah Beisner will be in attendance.
    1. Student groups should be registered with the Student Groups Coordinator, Cristian Sales-Garcia.
  5. If you are proposing an all-campus event, please come between 8:30pm and 9:30pm
    1. The SGA All Campus Events Coordinator Adi Nair will be in attendance.
    1. Groups relevant to this would be a sports team proposing a themed dance, SEPC hosting study breaks, etc.
    1. Please also review the guide to hosting all campus events
  6. Please note that these are walk in appointments. Each meeting should take about 10-15 minutes unless there are complications with your budget. Your spot in the queue depends on when you arrive.
  • If you are requesting more than $1,000, you will also need to propose your amended budget (based on feedback from your financial board meeting) to the Student Senate after your meeting with the Treasurer. Senate meets on Sundays from 3pm-5pm.
  • If your event is an all-campus event and/or involves consumption of food or beverages, it will need to be reviewed by the Proposal Review Committee. Student Groups Coordinator, Cristian Sales-Garcia will send your event for approval after you meet with the Financial Board
  • Proposal Review Committee is a college structure developed in response to the pandemic. It is to ensure covid safety and protocols.
  • Upon budget approval, you will need to sign a waiver agreeing the following provisions:
    • I have read and understand all SGA funding policies (please see list of policies at the end of this email).
    • I have ensured the budget brought before the Treasurer and the Assistant Treasurer complies with SGA’s funding policies.
    • I understand that a failure to follow these policies may result in no reimbursement being issued.
    • I understand that the liability for violations of college policy falls on myself
    • I understand that the funding I will receive will not exceed the agreed upon amount, regardless of the reason for overspending.
    • The items I will purchase will not deviate from the items listed on the proposed budget
  • You have three payment options once your budget is approved.
    • Reimbursement: You buy your materials yourself and keep the receipt. Give the receipt to the Treasurer along with your p-card number and PO box number, and you will be issued a reimbursement from the accounting department.
      • Pros: This is probably the fastest way to obtain your materials. You can do this on your own time, at your own convenience.
      • Cons: Getting the reimbursement might take a few weeks, and that is money out of your own pocket.
    • SGA Credit Card: The Treasurer has a Grinnell College credit card to make purchases with.  This is good for purchases that are done online or in town.
      • Pros: You never have to pay with your own money
      • Cons: There are a few extra steps:
        • Sending me the link and quantity to what you want
        • Waiting for it to come into the Treasurer’s mailbox
        • Picking it up from us
        • Or you can book a time for the Treasurer to accompany you to a store (I cannot give the credit card out, as it has my name on it)
    • DSA Credit Card: You can check out a credit card from the Division of Student Affairs. This is good for purchases that require you to leave town, so you can do it on your own without the Treasurer having to go with you.
  • Pros: The money does not have to come out of your pocket, and you don’t have to schedule anything with Jade
  • Cons: You must get the card from DSA which can only happen during business hours.

Funding policies:

1. Budgets must be submitted at least two weeks before the earliest date of purchase. 

2. SGA does not purchase personal items, including prizes. Items for outreach are generally not considered personal items.

3. SGA funds food for All Campus Events. SGA does not otherwise fund food for student groups unless it it an essential part of the student group. Common exceptions are food with cultural or religious significance. 

4. SGA does not fund budgets which violate campus policy. This includes alcohol, real candles, and weapons.

5. SGA requests all budgets be made accessible whenever possible. This includes accessible outreach materials, handicap accessible locations, vegan and gluten free food options, and ensuring that any student on campus can comfortably participate if they choose to do so.

On another note, I would like to direct your attention to the budget that was sent to the student body for approval. Many of you asked questions about the budget, which I have responded to on the last slides. If you are interested, read my responses to your questions here.

Please reach out to sgamoney@grinnell.edu with any questions or come by my office hours.

Treasury office hours:

Tuesdays 11 am – 12 pm : SGA Suites – Treasurer’s Office (Treasurer Jade McMahon & Assistant Treasurer McAfee Chandler)

Wednesdays 1 pm – 2 pm : SGA Suites – Treasurer’s Office (Assistant Treasurer McAfee Chandler)

Fridays 10 am – 11 am : The Grill (Treasurer Jade McMahon)

If you made it this far, congratulations! I appreciate your engagement. Thank you for enriching student life.

Sincerely,

Jade McMahon ’22 | She/Her/Hers

SGA Treasurer