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Funding Guidelines

SCPF Funding Guidelines

Online SCPF Application Form

I. Purpose

The purpose of the Student Cultural Programming Fee (SCPF) is to provide direction and allocation of resources for culture-specific programming for African American, Asian American, Latina/o, Native American, lesbian, gay, bisexual, transgender, and women’s programs and activities. The goal is to advance further cultural awareness, encourage diversity, educate the University of Illinois community as a whole, and provide a forum for the development, exploration, and improvement of cultural programs.

II. Applicant Eligibility

Any student organization affiliated with the University of Illinois and / or university program or department may apply for funding from the SCPF.

III. Funding Guidelines

1. Programs must meet the purpose of the SCPF as stated above.

2. Programs or events must be free to University of Illinois students, faculty, and staff and be presented within the academic year.

3. Requests for speakers or performers must include biographical and / or press release information.

4. Requests for professional entertainers more than $2,500 (performance fee plus expenses) must be co-sponsored by the State Farm Center, Krannert, StarCourse, or Illini Union Board (Student Code Section 2-507). Requests for exception must be made to the Coordinating Committee on Entertainment Events.

5. Speaker fees/Artistic/Professional Contractual Services payments must be made directly by an Urbana campus department or the student organization working directly with the Registered Student Organization Office, not by the student. A contract or letter of agreement must be signed by the payee and the organization/department being reimbursed for services. Speaker fee/lecture fee payments must be:

• for an individual
• no more than $5,000
• for participation in an activity for which that individual does not normally require a fee or perform to make his/her living (e.g. brief remarks, presentation, speech, panelist, lecture)

Payments that do not meet these criteria are considered professional services. Please see the University's policy regarding honorariums for additional information.

Individuals to receive honorarium must complete a Vendor Information Form before payment can be made. Indicate on the SCPF application form if payee is not a U.S. citizen. Information on completing a vendor information form can be found on the OBFS Website.

6. Payments for speaker fees/artistic/professonal contractual services must be made directly by a sponsoring University department or by an RSO through their RSO account. Contracts or letters of agreement must be arranged, signed and approved by the RSO office or by a sponsoring University department before the event occurs. SCPF cannot process contracts and will only provide reimbursement to a RSO account or department account after these documents are submitted.

7. Please be aware that any entity (e.g. entertainers, caterers, etc.) that does business with the University is required to have adequate insurance coverage to protect both the vendor and the University in the event of a liability claim. SCPF funds may not be used to pay any vendor not in compliance with these policies. Please see Campus Risk Management for further details.

8. Requests for more than $3,000 require unanimous approval of all voting members present.

9. Applications for funding will be considered only future events. Any events that have occurred prior to allocation hearings will not be reviewed by the SCPF funding board.

10. No more than 80% of a program’s budget will be funded. By the end of the event, each department/organization is responsible for covering all expenses for funded programs, services and activities utilizing resources in the unit's current account. SCPF will only provide reimbursement for each line item, up to the amount approved by the funding board. Applications that have indicated other sources of funding (e.g. SORF, PCC) will receive greater consideration.

11. All advertisements, flyers, brochures, newsletters, etc., of events funded by the SCPF must have the following phrase printed on them: PAID FOR BY THE STUDENT CULTURAL PROGRAMMING FEE. Failure to do so may result in the withdrawal of funding.

12. There must be at least one staff member and minimum of six (6) students present during the hearings to have quorum. Allocation hearings can only occur if quorum is met.

13. The SCPF will make recommendations to the Vice Chancellor for Student Affairs for funding of the programs. The Vice Chancellor for Student Affairs will make the final approval. Funding is NOT guaranteed until the Vice Chancellor gives final approval. Any commitments made by the applicant prior to final approval are at the risk of the applicant.

IV. Funding Restrictions

What the SCPF will not fund includes, but is not limited to:

1. Projects, activities, or services found in violation of state law and/or university rules, regulations, policies, and procedures or activities

2. Strictly social events and dances

3. Gifts (any form of recognition) and/or Giveaway items

4. Food UNLESS integral and culturally relevant to the program

5. Events that are proselytizing in nature

6. Closed events

7. Expenses to attend conferences

8. Travel for Urbana campus students/faculty/staff

9. Postage

10. Publications/printing not also in English

11. Political endorsements

12. Expenses for fund raisers

13. Equipment purchases

14. Wages or salaries

15. Events held off-campus (beyond 10 miles of Turner Student Services Building)

16. Purchase of alcoholic beverages or any activity or communication which incorporates a reference to alcoholic beverages or promotes or is supported by an alcoholic beverage manufacturer, distributor, sales organization or vendor

17. Payments to members of a campus organization for services rendered to that organization

18. Honoraria and/or salary or service payments to University faculty, staff, and/or students

19. Purchase of any book, video, or DVD that is available at the Urbana campus Undergraduate Library.

V. Application Procedures

1. Funding requests must be submitted by 5 p.m. on the announced submission deadlines.

2. Any application submitted past 5 p.m. will be held until the following allocation hearing if the date of the event falls within the designated time frame for that allocation hearing.

3. Applications must be completed online through https://illinois.edu/fb/auth/6754549.

4. Each student organization and university program, unit or department is limited to five applications per semester. (NOTE: The last allocation hearing in April will count for the following Fall Semester. The last allocation hearing in December will count for the following Spring Semester.)

5. Only one application for an event will be considered.

6. The funding committee reserves the right to refuse any incomplete applications for review. Submitting a detailed budget for your event is important. The Advisory Board will make allocation decisions based upon the line item expenses listed in the application budget.

7. Attendance at the assigned allocation hearing is required. The event's coordinator or a representative for the organization/academic unit/department must attend and be prepared to answer any questions posed by the board in order to be considered for funding. Any revisions to the application or budget must be submitted before the day of the allocation hearing. Any additional revisions beyond the hearing will not be accepted. Please be advised that there will not be any follow-up outside of the assigned allocation hearing if the application is incomplete or falls outside of the funding period.

VI. Submission Deadlines and Allocation Hearings:

The application and allocation schedule is below. Each organization will be notified of the date, time, and location of their allocation hearing.

Events must occur between Friday, September 9, 2016 and Saturday, December 17, 2016
Application Deadline: Wednesday, August 24, 2016, 5:00 pm
Allocation Hearing: Wednesday, August 31, 2016 5:15pm

Events must occur between Friday, October 7, 2016 and Saturday, December 17, 2016
Application Deadline: Wednesday, September 14, 2016, 5:00 pm
Allocation Hearing: Wednesday, September 28, 2016, 5:15pm

Events must occur between Friday, November 11, 2016 and Saturday, December 17, 2016
Application Deadline: Wednesday, October 19, 2016, 5:00 pm
Allocation Hearing: Wednesday, November 2, 2016, 5:15pm

Events must occur between Friday, December 9, 2016 and Sunday, May 13, 2017
Application Deadline: Wednesday, November 16, 2016, 5:00 pm
Allocation Hearing: Wednesday, November 30, 2016, 5:15pm

Events must occur between Friday, January 27, 2017 and Sunday, May 13, 2017
Application Deadline: Wednesday, December 14, 2016, 5:00 pm
Allocation Hearing: Wednesday, January 18, 2017, 5:15pm

Events must occur between Friday, March 10, 2017 and Sunday, May 13, 2017
Application Deadline: Wednesday, February 15, 2017, 5:00 pm
Allocation Hearing: Wednesday, March 1, 2017, 5:15pm

Events must occur between Friday, April 7, 2017 and Sunday, May 13, 2017
Application Deadline: Wednesday, March 15, 2017, 5:00 pm
Allocation Hearing: Wednesday, March 29, 2017, 5:15pm

Events must occur between Fall 2017 Move in Day and Saturday, October 7, 2017
Application Deadline: Wednesday, April 19, 2017, 5:00 pm
Allocation Hearing: Wednesday, April 26, 2017, 5:15pm

VII. Reimbursement Procedures:

1. Funds will be disbursed only after the event has occurred.

2. All funding for non-honorarium expenses will be disbursed through reimbursement only.

3. Funds will be reimbursed based upon the line item expenses listed in the application budget. Expenses greater than those listed in the application budget will not be reimbursed. e.g. if $200 was requested and approved for Catering/Food expenses in the application, only up to $200 will be reimbursed for Catering/Food even if the actual expenses for the entire event/program are less than the total amount approved by the SCPF Advisory Board.

4. Any significant changes to the program should be reported to the SCPF Graduate Assistant immediately. These include but are not limited to changes in date, program structure, speakers, or budget. Certain changes may require re-submission of the application.

5. Funding Disbursement Forms and final reports must be submitted within 30 days of the funded event. Receipts turned in beyond 30 days will not be reimbursed and will result in the individual or department having to lose that amount from their funding.

6. Processing of receipts will not occur until the following materials have been submitted:

  • Final Report (see the Funding Disbursement page; to be completed by the event coordinator/primary contact)
  • Copies of all publicity (to be submitted by the event coordinator/primary contact)
  • Funding Disbursement Form (one for each payor), accompanied by one of the following types of documentation:

  • Reimbursements to UIUC departments and units:
    • Copy of itemized receipt for each expense. Include the department C-FOAP used to charge the expense on each copy.
  • Reimbursements to RSOs
    • If your RSO requires original receipts for reimbursement, SCPF will require a legible copy of the itemized receipt for each expense.
  • Honorariums/travel expenses to individuals:
    • A Vendor Information Form must be completed by payee receiving honorarium. Information on completing a vendor information form can be found on the OBFS Website.
    • If also reimbursing an individual for their travel expenses, include the original, itemized receipt for each expense.

All receipts must be intact, clean and legible as to show necessary expense information (Store name, itemized amounts, tax, total amount, etc.). Personal expenses should not be included on receipts; if personal expenses are included, the individual is responsible for figuring the eligible reimbursement amount (including tax). Each receipt should be taped to an 8.5” x 11” sheet of paper and include the payor's name. Please do not tape over the type on the receipt as it removes the ink on the receipt. Non-English language receipts must be translated into English for reimbursement.