Primary Council
Your first source of funding would be your primary council. The secondary source of funding would be the Student Government Association.  If your organization does not fall under a primary council, then you go directly to SGA.  Find out who the president/comptroller is for the council. Find out if the student council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.
Locate the SGA travel funding request form. It may be available online at SGA’s website or outside the Student Involvement Office.

Bring the SGA/SAFC travel request form with you to the school council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an executive council member is required on the SGA form. 

Student Government Association
Fill out the SGA travel request form completely. Failure to provide all information may risk you not getting the funds you need.
Find out from SGA if you need to attend a meeting to defend your travel budget request.

SGA and the Student Activity Fee Committee (SAFC) require requests be turned in at least five weeks prior to your trip. 

Coordinator for Student Organization Accounts
Once your travel funding request has been approved by SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement to inform him/her of your travel arrangements.

You can decide to either pay for the travel expenses on your own or you can request assistance from the Student Involvement Office to prepay some of your travel expenses. It is recommended to not be reimbursed if at all possible as reimbursement cannot be guaranteed.  Reimbursement can only be made to the student after the trip has already occurred.

For expenses to be prepaid, please bring all conference registration, rental car/flight information and lodging reservation to the Coordinator for Student Organization Accounts in the Student Involvement Office. Your travel arrangements will be paid up to the total amount received from both the school council and SGA/SAFC.

To ensure you get the best travel deals available, make sure you inform the Coordinator for Student Organization Accounts at least 3 weeks in advance before payment is expected to be made.

We are able to pay for any items purchased online via a ProCard. Please sign up for the procard at least one week in advance and your advisor must send an email to the Assistant Director of Student Involvement approving the purchase prior to using the card. 

If you choose to drive your own vehicle, the reimbursement rate is $0.47 cents per mile.

Prior to your trip, please plan a meeting with the Assistant Director of Student Involvement to discuss travel.  Please see the travel policy for further information. 

Reimbursement
If your travel expenses have been paid personally, please keep all receipts (itemized) from your travel which you plan to seek reimbursement from. Meals are only reimbursed if an overnight travel occurred and are limited to the following allowances per person: breakfast $10, lunch $10.50 and dinner $21.50. Meals may not be reimbursed if said meals are already included in the conference registration price.  These allowances include tax and tip, so plan accordingly your meal. 

To be reimbursed, bring your travel receipts to the Coordinator for Student Organization Accounts within 10 working days after the traveling dates. Reimbursement will not be guaranteed after 10 working days.  A reimbursement form must be completed which can be found on the Student Involvement website.  This form also requires the signature of your on campus Advisor. 

You will get the reimbursement in the form of a check mailed to your current address if you do not have direct deposit set up with the university. It can take up to three weeks for your reimbursement to reach you.

School Council (skip down to SGA if your group does not fall under a school council)
Your primary source of funding would be your academic or primary council. The secondary source of funding would be SGA/SAFC.

Find out who the president/comptroller is for the council.

Find out if the student council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.

Locate the SGA travel funding request form. It may be available online at SGA’s website or outside the Student Involvement Office.

Bring the SGA travel request form with you to the school council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an executive council member is required on the SGA form.

Student Government Association
Fill out the SGA travel request form completely. Failure to provide all information may risk you not getting the funds you need.  All requests for travel must be filled out at least five weeks in advance. 
Find out from SGA if you need to attend a meeting to defend your travel budget request.

Coordinator for Student Organization Accounts
Once your travel funding request has been approved by SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement to inform him/her of your travel arrangements. You can decide to either pay for the travel expenses on your own or you can request assistance from the Student Involvement Office to prepay some of your travel expenses. Reimbursement can only be made to student after the trip has already occurred. 

For expenses to be prepaid, please bring all conference registration, rental car/flight information and lodging reservation to your Coordinator for Student Organization Accounts in the Student Involvement Office. Your travel arrangements will be paid up to the total amount received from both school council and SGA.
To ensure you get the best travel deals available, make sure you inform your Coordinator for Student Organization Accounts at least 3 weeks in advance before payment is expected to be made.

We are able to pay for everything purchased online via a University Credit Card. If you choose to drive your own vehicle, reimbursement rate is $0.47 cents per mile.

Prior to your trip, please plan a meeting with the Assistant Director of Student Involvement to discuss travel.  Please see the travel policy for further information. 

Reimbursement
If your travel expenses have been paid personally, please keep all receipts from your travel which you plan to seek reimbursement from.

Meals are only reimbursed if an overnight travel occurred and are limited to the following allowances per person: breakfast $10, lunch $10.50 and dinner $21.50. Meals may not be reimbursed if said meals are already included in the conference registration price.

To be reimbursed, bring your travel receipts to the Coordinator for Student Organization Accounts within 10 business days after the traveling dates. Reimbursement will not be guaranteed after 10 business days.  A reimbursement form must be completed which can be found on the Student Involvement website.  This form also requires the signature of your on campus Advisor.  

You will get the reimbursement in the form of a check mailed to your current address if you do not have direct deposit set up with the university. It can take up to three weeks for your reimbursement to reach you.  We do not recommend reimbursements as they cannot be guaranteed. 

Start planning for your group’s travel at least 2 months in advance to ensure success in obtaining funds for your group’s travel.

School Council (skip to SGA if your group does not fall under an academic school council)

Find out if your group falls under an academic or other governing council. If you do, then your primary source of funding is the student council and secondary source would be SGA.

Find out who the president/comptroller is for the council.
Find out if the council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.

Locate the SGA travel funding request form. It may be available online at SGA’s website or outside the Student Involvement Office.

Bring the SGA travel request form with you to the school council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an executive council member is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary source of funding would be SGA/SAFC.

Fill out the SGA travel request form completely. Failure to provide all information may risk your group not getting the funds you need. Forms should be submitted at least 5 weeks prior to your travel. 

Find out from SGA if you need to attend a meeting to defend your travel budget request.

Coordinator for Student Organization Accounts
Once your travel funding request has been approved by either/both school council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement to inform him/her of your travel arrangements.

Your group can decide to either pay for the travel expenses on your own or you can request assistance from the Student Involvement Office to prepay some of your travel expenses. Reimbursement can only be made to students after the trip has already occurred.

For expenses to be prepaid, please bring all conference registration, rental car/flight information and lodging reservations to your Coordinator for Student Organization Accounts in the Student Involvement Office. Your group’s travel will be paid up to the total amount received from both school council and SGA.  If there are additional funds in your account you wish to use, approval must be given from your advisor to utilize these funds. 

To ensure your group gets the best travel deals available, make sure you inform your Coordinator for Student Organization Accounts at least 3 weeks in advance before payment is expected to be made.

We are able to pay for everything purchased online via a university credit card. If you choose to drive your own vehicle, reimbursement rate is $0.47 cents per mile.

Prior to your trip, please plan a meeting with the Assistant Director of Student Involvement to discuss travel.  Please see the travel policy for further information. 

Reimbursement
If your group’s expenses have been paid by members, please keep all receipts from your group’s travel which your group plans to seek reimbursement from.
Meals are only reimbursed if an overnight travel occurred and are limited to the following allowances per person: breakfast $10, lunch $10.50 and dinner $21.50. Meals may not be reimbursed if said meals are already included in the conference registration price.

To be reimbursed, bring your group’s travel receipts to the Student Organization Accounts Coordinator with a list of students traveling within 10 business days after the traveling dates. Reimbursement will not be guaranteed after 10 business days.  A reimbursement form must be completed which can be found on the Student Involvement website.  This form also requires the signature of your on campus Advisor. 

Each student seeking reimbursement on behalf of the group would have to submit their own receipts to the Coordinator for Student Organization Accounts.

You will get the reimbursement in the form of a check mailed to your current address if you do not have direct deposit set up with the university. It will take approximately 2-3 weeks for your reimbursement to reach you.

There are only 3 locations that student groups may hold dances on campus: Pierson Auditorium in the University Center and University Playhouse by the University Center as well as in the Multipurpose rooms in the Student Union.
Decide which date your student group would like to hold a dance in Pierson Auditorium - you may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email University Center (UC) Room Reservations to see if your location is available on the date that your group has selected. You may tentatively hold that date for the dance until your group gets all the required approval. Pierson Auditorium can be reserved up to one semester in advance for special event programs. Reservations should be made as far in advance as possible with a minimum of three weeks in advance of a special event program.  Rooms in the Student Union can be booked on an annual basis. 

UMKC Student Organizations may reserve Pierson Auditorium once during the semester for a social event.
There may be a $25 charge for the use of Pierson Auditorium if your dance is a fundraiser for your organization. Please make arrangements to sign the contract with UC Room Reservations to confirm that Pierson Auditorium has been reserved for your event. You may also submit a layout of the area to get the room arranged according to how you would like it set up.  Once you have confirmed Pierson or the Playhouse with UC reservations, please go to the Student Involvement Office website and complete the Dance/Social Event Request form and submit to Student Involvement.  This form is due at least two weeks in advance prior to your event. 
Forms

Read the Dance/Social Event Policy listed on the Student Involvement Office website. When completed, fill in the Dance/Social Event Form at least two weeks before your dance. You will need to assign a few currently enrolled UMKC student members of your group as dance marshals.
The dance marshal’s job is to ensure the dance goes smoothly and help with crowd control.  Police presence may also be requested for a fee. 

Funding
If you need funds for your dance to pay for the deejay, decorations and refreshments, you may approach both the council your group falls under and SGA.

School Council (skip to SGA if your group does not fall under an academic school council)

Your group’s primary source of funding will be the academic school or other governing council and secondary source will be SGA.

Find out who the president/comptroller is for the council.

Find out if the student council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or outside the Student Involvement Office.

Bring the SGA event request form with you to the school council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an executive council member is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary source of funding would be SGA.

Fill out the SGA event request form completely. Failure to provide all information may risk your group not getting the funds you need.  This form must be submitted to the Student Involvement Office at least three weeks prior to your event. 

Find out when SGA Appropriations meeting is held and attend the meeting to defend the dance budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement Office to discuss your group’s purchasing options and contract for the deejay.

The Coordinator for Student Organization Accounts will need the deejay’s invoice or can provide you with information to create an honorarium/contract to pay the deejay.

If you would like the deejay to be paid on the day their service is rendered, please inform the Coordinator for Student Organization Accounts at least three weeks in advance to ensure the check will be ready in time.
If you wish to use the procard for any supplies/food/etc…you must reserve the procard at least one week in advance.  All purchases must be tax exempt.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard. 

Catering
If you are having the dance in Pierson Auditorium, you will have to go through Sodexho Catering for all your dance refreshment needs. It is a University Center policy that all food served in the University Center be catered through Sodexho.

Please contact the Coordinator for Student Organization Accounts in Student Involvement and they can provide your with your account number.  When ordering through Sodexho they will ask you for your account number or “MoCode” so they know what account to bill. 

Advertising
Your group may only advertise for the dance on campus. No off campus advertising of the dance will be permitted.  On any publicity it must state “for more information please contact ________) with the email and/or phone number of a contact for the event. 

Student ID Policy
Dance attendees must be UMKC students with valid student ID shown at the door. Each student may only bring one guest to the dance.  A student organization may decide that the dance is only open to UMKC students and not allow guests if they wish. 

Two event assistants are required to be assigned to assist with checking student IDs at the door. They will be required to be there during the duration of the dance.

There are only 3 locations that student groups may hold dances on campus: Pierson Auditorium in the University Center and University Playhouse by the University Center as well as the Multipurpose rooms in the Student Union.

Decide which date your student group would like to hold a dance in the University Playhouse. You may want to have other backup dates in case your first choice is unavailable.

Please note that the city of Kansas City has noise ordinances in place.  All dances should conclude no later than 11:00pm. 

Room Reservations
Call/email University Center (UC) Room Reservations to see if your space is available on the date that your group has selected. You may tentatively hold that date for the dance until your group gets all the required approval. Please make arrangements to sign the contract with UC Room Reservations to confirm that the University Playhouse has been reserved for your event. You may also submit a layout of the area to get the space arranged according to how you would like it set up.

Once you have confirmed your location with UC reservations, please go to the Student Involvement Office website and complete the Area/Equipment Request form and submit to Student Involvement.  This form should be completed at least two weeks in advance. 

Forms
If the dance is scheduled in the University Playhouse, there is an additional form to complete. You would need to fill in the Area/Equipment Request form. This form will ensure that all other departments are aware of your dance and do not schedule conflicting work on the same day and time as your dance.  This form is due at least two weeks in advance of your event. 

Read the Dance/Social Event Policy listed on the Student Involvement Office website. When completed, fill in the Dance/Social Event Form at least two weeks before your dance.
You will need to assign a few currently enrolled UMKC student members of your group as dance marshals. The dance marshal’s job is to ensure the dance goes smoothly and help with crowd control.

Funding
If you need funds for your dance to pay for the deejay, decorations and refreshments, you may approach both the academic student council your group falls under and SGA.

School Council (skip to SGA if your group does not fall under an academic school council)
Your group’s primary source of funding will be the academic school council and secondary source will be SGA.  Find out who the president/comptroller is for the council. Find out if the student council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or outside the Student Involvement Office. This form must be submitted at least three weeks in advance. 

Bring the SGA event request form with you to the school council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an executive council member is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary source of funding would be SGA.

Fill out the SGA event request form completely. Failure to provide all information may risk your group not getting the funds you need.  This form is due at least three weeks prior to your event. 

Find out when SGA Appropriations meeting is and attend the meeting to defend the dance budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement Office to discuss your group’s purchasing options and contract for the deejay.  The Coordinator for Student Organization Accounts will need the deejay’s invoice or can provide you with the materials to create an honorarium/contract to pay the deejay.

If you would like the deejay to be paid on the day their service is rendered, please inform the Coordinator for Student Organization Accounts of such to ensure the check will be ready in time – at least three weeks in advance. 

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at least one week in advance.  All purchases must be tax exempt.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two Procard reps.  These are the only two individuals that may check out the Procard. 

Catering
Please contact the Coordinator for Student Organization Accounts in Student Involvement and they can provide you with your account number.  When ordering through Sodexho they will ask you for your account number or “MoCode” so they know what account to bill. 

Advertising
Your group may only advertise for the dance on campus. No off campus advertising of the dance will be permitted. On any publicity it must state “for more information please contact ________) with the email and/or phone number of a contact for the event. 

Student ID Policy
Dance attendees must be UMKC students with valid student ID shown at the door. Each student may only bring one guest to the dance.  A student organization may decide that the dance is only open to UMKC students and not allow guests if they wish. 
Two event assistants are required to be assigned to assist with checking student IDs at the door. They will be required to be there during the duration of the dance.

Forms
Once you have reserved your space with the appropriate office, you must then complete the appropriate reservation forms with the Student Involvement Office.  These can all be found by visiting the Student Involvement website.  Room reservations are due to Student Involvement at least two weeks in advance.  If you have questions regarding which form to complete, please contact Student Involvement at 235-1407. 

Funding
Per University of Missouri state policies and regulations, student fees will not be allocated to any student organization requesting funds for alcoholic beverages.

Advertising
No advertising which implies or acknowledges alcohol-related events will be permitted on campus.

State Statutes
Official identification such as driver’s license or passport is required to verify that a person has attained the legal age for possession or consumption of alcohol in the state of Missouri.

Decide which date your student group would like to hold an event at the University Center. You may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email University Center (UC) Room Reservations to see if the space is available on the date that your group has selected. You may tentatively hold that date for the event until your group gets all the required approval.  Final approval is given once the Student Involvement Office verifies that you are an active student organization in good standing.  You will be contacted by OSI if your event has been denied. 
Rooms in University Center can be reserved up to one semester in advance for special event programs. Reservations should be made as far in advance as possible with a minimum of three weeks in advance of a special event program.  Rooms in the Student Union can be booked annually. 

UMKC Student Organizations may reserve Pierson Auditorium once during the semester for a social event.

Forms
Please make arrangements to sign the contract with UC Room Reservations to confirm that the space has been reserved for your event. You may also submit a layout of the area to get the space arranged according to how you would like it set up.

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc. you may approach both the academic or governing student council your group falls under and SGA.
School Council (skip to SGA if your group does not fall under an academic or other governing council)

Your group’s primary source of funding will be the academic or other governing council and secondary source will be SGA.  Find out who the president/comptroller is for the council.

Find out if the student council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or outside the Student Involvement Office.  This form must be submitted at least three weeks in advance. 

Bring the SGA event request form with you to the council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an executive council is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary source of funding would be SGA. Fill out the SGA event request form completely. Failure to provide all information may risk your group not getting the funds you need.  This form must be submitted at least three weeks in advance. 

Find out when the SGA Appropriations meeting is and attend the meeting to defend the event budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement Office to discuss your group’s purchasing options and contract for the performers.

The Coordinator for Student Organization Accounts will need the performers’ personal information and agreed upon price to create an honorarium/contract to pay the performer.

If you would like the performer to be paid on the day their service is rendered, please inform the Coordinator for Student Organization Accounts of such to ensure the check will be ready in time.  Checks can take up to three weeks to create. 

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at least one week in advance.  All purchases must be tax exempt.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard. 

Catering
If you are having the event in University Center or Student Union, you will have to go through Sodexho Catering for all your refreshment needs.

It is a University Center policy that all food served in the University Center and Student Union be catered through Sodexho.
Connect with your Coordinator for Student Organization Accounts to pay Sodexho with a four digit account code which is your “MoCode”. Sodexho will bill us after the event is over by sending the bill to the Student Involvement Office.

Advertising
On any publicity it must state “for more information please contact ________” with the email and/or phone number of a contact for the event. 

Decide which date your student group would like to hold an event at the University Playhouse. You may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email University Center (UC) Room Reservations to see if the University Playhouse is available on the date that your group has selected. You may tentatively hold that date for the event until your group gets all the required approval.

Please make arrangements to sign the contract with UC Room Reservations to confirm that the University Playhouse has been reserved for your event. You may also submit a layout of the area to get the University Playhouse arranged according to how you would like it set up. 

Forms
You would need to fill in the Area/Equipment Request form. This form will ensure that all other departments are aware of your event and do not schedule conflicting work on the same day and time as your event.  This form can be found on the Student Involvement Office website under “forms/resources” and then “downloadable forms”.  This form is required by Student Involvement at least two weeks in advance. 

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc. you may approach both the academic or other governing council your group falls under and SGA.

School Council (skip to SGA if your group does not fall under an academic or other governing council)

Your group’s primary source of funding will be the academic or other governing council and secondary source will be SGA.

Find out who the president/comptroller is for the council.

Find out if the student council has forms for you to fill in to request for funds. Some councils do not have an official form. You may want to prepare your own budget and submit it.  This form must be submitted at least three weeks in advance. 

Find out if you need to attend a meeting to defend the budget/request funds. Some councils may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or outside the Student Involvement Office.  This form must be submitted at least three weeks in advance. 

Bring the SGA event request form with you to the school council meeting. You may need to apply for additional funds if the council did not give you all that are required. A signature of an exec council is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary source of funding would be SGA.

Fill out the SGA event request form completely. Failure to provide all information may risk your group not getting the funds you need.  This form must be submitted at least three weeks in advance. 

Find out when SGA Appropriations meeting is and attend the meeting to defend the event budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement Office to discuss your group’s purchasing options and contract for the performers.

The Coordinator for Student Organization Accounts will need the performers’ personal information and agreed upon price to create an honorarium/contract to pay the performer.
If you would like the performer to be paid on the day their service is rendered, please inform the Coordinator for Student Organization Accounts of such to ensure the check will be ready in time.  Checks can take up to three weeks to process. 

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at least one week in advance.  All purchases must be tax exempt.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard. 

Catering
Since the event is being held in the University Playhouse, you must use Sodexho for your catering needs.  If you wish to use another vendor, you must clear this request with University Center Reservations and will result in additional fees. 
Any vendor/food that is brought on campus must provide a certificate of insurance. 

You should use the ProCard to pay for all your catering needs with a restaurant. If the restaurant does not accept credit card, please get a detail itemized invoice from them in order for the Coordinator for Student Organization Accounts to get a check ready to pay them on the day food is catered.  Please remember that it can take up to three weeks to process a check. 

Advertising
On any publicity it must state “for more information please contact ________” with the email and/or phone number of a contact for the event. 

Decide which date your student group would like to hold the event. You may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email UMKC Facility Reservations to see if the space is available on the date that your group has selected. You may tentatively hold that date for the event until your group gets all the required approval.
Forms

You will need to fill in the Facilities Request form to confirm your reservation. This form will then be routed from Student Involvement Office to UMKC Facility Reservations.  This form must be typed and is due at least two weeks prior to your event.  This form can be found on the Student Involvement Office website under “forms/resources” then “downloadable forms”. 

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc., please see the funding process in the above scenarios (scenarios 1-9). 

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both your council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement Office to discuss your group’s purchasing options and contract for the performers.

The Coordinator for Student Organization Accounts will need the performers’ personal information and agreed upon price to create an honorarium/contract to pay the performer.  If you would like the performer to be paid on the day their service is rendered, please inform the Coordinator for Student Organization Accounts of such to ensure the check will be ready in time.  Please note that it can take up to three weeks to process a check. 

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at least one week in advance.  All purchases must be tax exempt.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard.

Catering
You should use the ProCard to pay for all your catering needs with a restaurant. If the restaurant does not accept credit card, please get a detail itemized invoice from them in order for the Coordinator for Student Organization Accounts to get a check ready to pay them on the day food is catered.  Please note it can take up to three weeks to get a check processed. 

Advertising
On any publicity it must state “for more information please contact ________” with the email and/or phone number of a contact for the event. 

Decide which date your student group would like to hold the event. You may want to have other backup dates in case your first choice is unavailable.

Forms
You would need to fill in the Area/Equipment Request form. This form will ensure that all other departments are aware of your event and do not schedule conflicting work on the same day and time as your event.  This form can be found on the Student Involvement Office website under “forms/resources” and then “downloadable forms”.  This form is required by Student Involvement at least two weeks in advance. 

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc., please see the funding process in the above scenarios (scenarios 1-9). 

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and SGA, you may contact the Coordinator for Student Organization Accounts in Student Involvement Office to discuss your group’s purchasing options and contract for the performers.

The Coordinator for Student Organization Accounts will need the performers’ personal information and agreed upon price to create an honorarium/contract to pay the performer.  If you would like the performer to be paid on the day their service is rendered, please inform the Coordinator for Student Organization Accounts of such to ensure the check will be ready in time.  Please note it can take up to three weeks to have a check processed. 

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at least one week in advance.  All purchases must be tax exempt.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard.

Catering
You should use the ProCard to pay for all your catering needs with a restaurant (if the catering is being taken out of the establishment). If the restaurant does not accept credit card, please get a detail itemized invoice from them in order for the Coordinator for Student Organization Accounts to get a check ready to pay them on the day food is catered.  Please note it can take up to three weeks to process a check. 

Advertising
On any publicity it must state “for more information please contact ________” with the email and/or phone number of a contact for the event. 

Decide what kind of fundraising event your group would like to do on campus. Student groups have done a variety from bake sale, selling magazine subscription, poster sale, t-shirts sale, sponsor an off-campus organization on campus, etc.

UMKC Policy
In person credit card solicitation is prohibited on University property. Student groups are not allowed to sponsor credit card companies on campus as part of their fundraising event.

A group sponsoring an off-campus organization must review the co-sponsorship policy and agree to all terms.  

The University Advancement Office must be notified of all fundraising activities on campus regardless of size.  Please contact them prior to facilitating any fundraising endeavors both on and off campus. 

Room Reservations
Call/email University Center (UC) Room Reservations to see if the space is available on the date that your group has selected. You may tentatively hold that date for the event until your group gets all the required approval.

Forms
Please make arrangements to sign the contract with UC Room Reservations to confirm that the space has been reserved for your event.

You would need to fill in a Permit to Sell form to obtain permission to sell those items at UMKC.  This form can be found on the Student Involvement Office website under “forms/resources” and then “downloadable forms”.  This form must be typed and turned in to Student Involvement at least two weeks in advance. 

Depositing of Funds
Any money raised or collected from fundraising may then be deposited into the student organization fiscal account with UMKC.  However, once these funds are deposited, they must follow all UMKC guidelines and policies when it comes to the usage of the deposited funds.  

Decide what kind of fundraising event your group would like to do on campus. Student groups have done a variety from bake sale, selling magazine subscription, poster sale, t-shirts sale, sponsor an off-campus organization on campus, etc.

UMKC Policy
In person credit card solicitation is prohibited on University property. Student groups are not allowed to sponsor credit card companies on campus as part of their fundraising event.

The University Advancement Office must be notified of all fundraising activities on campus regardless of size.  Please contact them prior to facilitating any fundraising endeavors both on and off campus. 

Room Reservations
The Royall Hall lobby is an open area thus no phone reservation is required with Facility Reservations. However, an area/equipment request form must still be filled out with the Student Involvement Office so they are aware the event is taking place.  This form is due at least two weeks prior to your event. 

Forms
You are required to fill in the Area/Equipment Request Form with the Student Involvement Office to avoid having two groups doing fundraising at the lobby during the same time.

If you are planning to conduct the fundraising in the lobby area of other buildings, please do the same as above. Fill out the Facility Request Form to avoid two groups conducting fundraising at the same time.
Some buildings may require additional approval if the academic student services office is located in the same building. Please check with respective offices.

You would need to fill in a Permit to Sell form to obtain permission to sell those items at UMKC.  All forms in Student Involvement must be typed and turned in two weeks in advance.  These forms can be found on the Student Involvement Office website under “forms/resources” then “downloadable forms”. 

Depositing of Funds
Any money raised or collected from fundraising may then be deposited into the student organization fiscal account with UMKC.
However, once these funds are deposited, they must follow all UMKC guidelines and policies when it comes to the usage of the deposited funds.  

Decide which date your student group would like to meet. You may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email University Center/Student Union Room Reservations, 235-1416 to see if space is available on the date that your group has selected.

Regular weekly meetings can be scheduled at one time at the beginning of the semester. No student organization may reserve meeting rooms more than once a week. Exceptions may be made for special programs or events. 

Forms
Please make arrangements to sign the contract with UC Room Reservations to confirm that the space has been reserved for your event. You may also submit a layout of the area to get the space arranged according to how you would like it set up.

Food
Any meetings requiring food in the University Center and Student Union must be catered with the UMKC contractor, Sodexho. If catering services are required, student organizations should contact Sodexho directly.
The student organization should also contact Student Involvement Office to ensure proper payment arrangement is made for the catered food.  The responsibility for making arrangements lies with the student organization. No other food may be brought in for a meeting,

Decide which date your student group would like to meet. You may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email Administrative Center (AC) Room Reservations, 235-5982 to see if space is available on the date that your group has selected.

Forms
Please make arrangements to sign the contract with AC Room Reservations to confirm that the space has been reserved for your event.

Food
Since the event is being held in the Administrative Center, you do not have to go through Sodexho Food Service but Sodexho should have the first right of refusal.  If food is brought from an outside source a certificate of insurance is required.  Please see the policies involving food. 

You should use the ProCard to pay for all your catering needs with a restaurant. If the restaurant does not accept credit card, please get a detail itemized invoice from them in order for the Coordinator for Student Organization Accounts to get a check ready to pay them on the day food is catered.  Please note it can take up to three weeks to process a check.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard.

Decide which date your student group would like to meet. You may want to have other backup dates in case your first choice is unavailable.
Room Reservations

Call/email University Facility Reservations, 235-1119 to see if space is available on the date that your group has selected.

Forms
You will need to fill in the Facilities Request form to confirm your reservation. This form is on the Student Involvement Office website under “forms/resources” and then “downloadable forms”.  This form must be typed and turned into Student Involvement at least two weeks in advance. 

Food
Since the event is being held in the elsewhere on campus, you do not have to go through Sodexho but Sodexho should have the first right of refusal.  If food is brought from an outside source a certificate of insurance is required.  Please see the policies involving food. 

You should use the ProCard to pay for all your catering needs with a restaurant.  If the restaurant does not accept credit cards, please get a detailed itemized invoice in order for the Coordinator for Student Organization Accounts to prepare a check for the day the food is catered.  Once you make the reservation, please ask your on campus advisor to send an email to the Coordinator for Student Organization Accounts to approve the purchase.  An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event.  They may spend up to $200 on this event and have the procard reserved on October 22nd. 

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two procard reps.  These are the only two individuals that may check out the procard.