Student Government Operational Fund (SGOF)

  • I received funds from SGOF or funding from SGOF, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    As a USAC officer or appointed position-holder, you will submit your signature in the beginning of your appointment. However, for any of your staff members to be able to sign reqs, your office must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July). These individuals are those that are authorized by the student government office to approve expenses using the office's SGOF funds.

    When utilizing your SGOF funds, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most departments, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair (FiCom). You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option.

  • I am receiving a stipend, but I need help.

    First of all, for most USAC elected position, the stipend amount is already set and all you need to do it fill out a New Hire Form Packet to SGA. (See third step below.)

    If you are an appointed or staff person in an elected official's office, that elected official must turn in a list of the individuals in their office who are to receive a stipend. The list must include the complete name, title within the office, and stipend amount (quarterly or bimonthly) of each person. This list needs to be turn in to SGA at 332 Kerckhoff Hall.

    Second, a Budget Transfer Form is needed to transfer funds into the Assistance account (G/L Code 5001) and must be submit to SGA at 332 Kerckhoff Hall. This form is available at SGA or online.

    Third, each individual receiving a stipend must fill out a New Hire Form Packet and turn it into SGA themselves with their I-9 ID. (Examples include a US Passport or State issued ID card plus Social Security Card.) The front page of the New Hire Form Packet must be signed by the elected or appointed official.

    Keep in mind, that the deadline for all New Hire Form Packets is Wednesday of 5th week of each quarter. If you miss the deadline, you will not get paid for that quarter.

    In order to be eligible for a stipend, you must be continuously enrolled in at least 4 units each quarter and maintain a 2.0 GPA.

    Once each quarter, ASUCLA performs an eligibility check, to confirm the status of each student on the payroll of the student governments. ASUCLA policy stipulates that all ASUCLA student positions be filled only by currently enrolled, regular session UCLA students.

    If you are interested in direct deposit for your stipend, you need to go to ASUCLA Payroll in 219 Kerckhoff Hall, otherwise your check is available for pick up at SGA.

    Pay days are the 7th and 22nd for those receiving their stipends bi-monthly. If Pay day falls on a weekend or holiday, it will be the preceding Friday instead. For those receiving their stipends quarterly, you will be paid the last payday of the quarter. See SGA for the exact date.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

  • Where do I get req forms?

    For Student Government offices, req forms are NOT free! They are available for purchase from SGA in batches of ten for $ 1.00 (a dime each). Only those who are authorized signatories for the office may purchase reqs. The charge for the reqs will be against your budget/SGOF funds.

    Please keep in mind that a req form is "per payee, per event/receipt." For reimbursements, the person who paid for the expense needs to be the one getting reimbursed. If they paid for expenses for multiple events, (and there are separate receipts), there needs to be separate reqs filled out.

    For example:

    • Case A: If Joe Bruin bought office supplies from Staples and then Josie Bruin bought other office supplies from Staples, you would need two reqs.
    • Case B: If Joe Bruin bought office supplies from Office Depot, and also from Staples, the payee is only Joe Bruin and only one req is needed with both receipts from Office Depot and Staples attached.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

Student Organizations Operational Fund (SOOF)

  • I received funds from SOOF or funding from SOOF, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    Your student organization must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July) and each department must have at least two signatories on file. These individuals are those that are authorized by the student group to approve expenses using the department's funds.

    When utilizing your SOOF funds, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most student groups, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair. You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option for Reimbursement, or Honorariums.

  • I am supposed to get a stipend, but I need help.

    First of all, the person in charge of the finances or President of your organization must turn in a list of the individuals in your group (no more than 10 people) who are to receive a stipend. The list must include the complete name, title within the group, and stipend amount (quarterly or bimonthly) of each person. This list needs to be turn in to SGA at 332 Kerckhoff Hall.

    Second, a Budget Transfer Form is needed to transfer funds into the Assistance account (G/L Code 5001) and must be submit to SGA at 332 Kerckhoff Hall. This form is available at SGA or online.

    Third, each individual receiving a stipend must fill out a New Hire Form Packet and turn it into SGA themselves with their I-9 ID. (Examples include a US Passport or State issued ID card plus Social Security Card.)

    Keep in mind, that the deadline for all New Hire Form Packets is Friday of 5th week of each quarter. If you miss the deadline, you will not get paid for that quarter.

    In order to be eligible for a stipend, you must be continuously enrolled in at least 4 units each quarter and maintain a 2.0 GPA.

    If you are interested in direct deposit for your stipend, you need to go to ASUCLA Payroll in 160 Kerckhoff Hall, otherwise your check is available for pick up at SGA.

    Pay days are the 7th and 22nd for those receiving their stipends bi-monthly. If Pay day falls on a weekend or holiday, it will be the preceding Friday instead. For those receiving their stipends quarterly, you will be paid the last payday of the quarter. See SGA for the exact date.

  • What does the SOOF cover for my organization?

    The SOOF covers items for the day to day operations of officially registered undergraduate student organizations. The specific line items it covers are Supplies, Graphics, Assistance, Advertising, and Retreats. The Supplies for day to day costs usually can include items like copies for agendas for meetings, pens, staples etc. Assistance usually goes towards stipended positions for your staff. Graphics can be used for flyers and/or brochures for staff recruitment. Advertising can be used for staff recruitment.

  • What does the SOOF not cover for my organization?

    The SOOF will not fund the cost of Supplies, Graphics, Assistance or Advertising which supports specific programs.

    SOOF does not fund Food, or any socially related items.

    Article VI.D.1.d. of the USAC Bylaws states: "USAC shall not provide funds for charms, pens, trophies, or any other similar items for any social activities with the exception of paper certificates of appreciation for Community Service Commission volunteers."

  • Where can I get an application for the Student Organizations Operational Fund (SOOF)?

    You can find a copy of the SOOF application, guidelines and priorities, calendar, and a Budget workshop on PowerPoint at the USA website. Click on Funding and then Student Government Accounting and then Operational and the documents are available under the heading Student Organizations Operational Fund.

  • I applied to Main SOOF earlier this year. Can I also apply to 2nd SOOF?

    No. Each student organization may apply to SOOF once every academic year. Although SOOF does have two hearing periods (referred to as "Main SOOF" and "2nd SOOF") your organization may apply only one time. Proposals for Main SOOF are due in the beginning of September (for the exact date, please see the Budget Review Director), no later than 5pm. Proposals for 2nd SOOF are due in January (again, see the BRD for the exact date). Remember that you can apply only once a year for SOOF. Also keep in mind that SOOF does not cover retroactive funding.

  • Can I get T-Shirts to promote my organization?

    Yes. The SOOF Advertising line item may be used to purchase T-shirts from ASUCLA Licensed Dealers (see ‘UCLA Licensee List – By Product Category' at www.asucla.ucla.edu/licensing/licensees.asp). However, you can not use SOOF to buy T-shirts for a specific program or event. T-shirts can only be purchased as advertisement for an organization as a whole. For example, you may purchase T-shirts for the Chess Club at UCLA; you may not for the Chess Club at UCLA's Annual Ski Trip. T-shirts must include "Paid for by USAC" and must include the USAC logo (minimum dimensions for logo: 3" x 5") if these expenses will be funded in part or in whole by USAC.

  • Does my organization's SOOF application have to be typed?

    Because the application is in Microsoft Word format, it is conveniently set up for you to input your data. Typewritten applications are strongly recommended, however handwritten applications will also be accepted.


  • What are proposals and hearings judged on?

    Your funding proposal and hearing will be assessed based upon your organization's ability to meet the Minimum Criteria as well as the Budget Review Committee's (BRC) Priorities and Guidelines. In addition, the score sheet that the BRC will utilize to score each individual organization is posted on the website. Please sign up for your hearing on the day that you submit your application and be sure to show up to your hearing at least 15 minutes before it is scheduled to begin.

  • What is the structure of the hearing? What do I need to bring?

    You must sign up for a hearing time when you turn in your application. Hearings last approximately 15 minutes. It will begin with an introduction of the Budget Review Committee. You will then be allowed a 3-minute opening. During this time you can give a brief introduction of your organization. Be sure to include why you are applying for funding, your organization's need for funding, and how your organization benefits the campus community. This will be followed by a 10-minute Q&A. The BRC will ask you questions pertaining to your application and based on the scores sheet. Afterwards you will have a 2-minute closing in which you can restate your need for funding or tie up any loose ends you'd like to mention before the BRC scores your application and hearing. You don't need to bring anything to the hearing. However it may be beneficial to bring a copy of your application for reference.

  • What kind of questions will be asked during the hearing?

    The BRC will ask questions based on the organization's application.

    Typical questions include: "Where will you store your office supplies?," "Why do you feel is it necessary to have (specific item requested)?," " What collaborations are you working on this year with other student groups?," and "How does your organization encourage participation?"

  • I just need money for programming. Is this the right place to come to?

    No, it is not. You should apply for funds from the USA Programming Fund, or the Campus Programs Committee Regular Fund, or the Campus Programs Committee Mini-Fund.

  • What if my organization is in need of more operational funds than the line-item caps permit?

    You should go ahead and express your complete needs regardless of the caps in order for the Budget Review Committee to see your needs fully demonstrated numerically.

  • What additional funding sources are available other than SOOF?

    There are 3 other funding sources available through USAC.

    1. USA Programming Fund for Programming Expenses like Facilities, Advertisements, Graphics, Honorarium, and Supplies for your event/program, except Food, T-shirts, Compact Disks (including DVDs), Cameras, Flowers and plants for gifts, Candles, IM Sports fees, Decorations, Personal reimbursements of Honorarium payments made to an individual, Picture Frames, Plaques and Engraving, Trophies & Charms, Parking Citations.
    2. Contingency for Expenses related to your event. Keep in mind that Contingency Applications/Proposals are due at least 2 weeks before your event.
    3. Capital Items Fund for Capital items like computers, printers, and etc. However, there would need to be a stable, consistent location that the item(s) would be stored, like an office in Kerckhoff.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • I've never accessed my account, what do I do when I want to?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    Your student organization must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July) and each department must have at least two signatories on file. These individuals are those that are authorized by the student group to approve expenses using the department's funds.

    When utilizing your SOOF funds, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement

    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most student groups, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair. You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option for Reimbursement, or Honorariums.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of Division Director's approval signature (Each director is a student and comes in as often as they can, but like you they have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and the appropriate director signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

  • Where do I get req forms?

    For student organization receiving SOOF funds, req forms are NOT free! They are available for purchase from SGA in batches of ten for $ 1.00 (a dime each). Only those who are authorized signatories for the office may purchase reqs. The charge for the reqs will be against your budget/SOOF funds. SGA does not accept cash for req purchases.

Academic Affairs Commission

  • I received funds from the Academic Affairs Commission, now what?

    Funds from the Academic Affairs Commission are access through the Academic Affairs Mini-Grants and the Academic Success Referendum Fund (ASRF).

    The Mini-Grants fund can be used for expenses related to the event that you submitted your proposal for. Please keep in mind that these funds cannot be used to pay for any types of food, travel expenses, or the instruction of non-UCLA students.

    The Academic Success Referendum Fund (ASRF) is also to be used for expenses that you stated in your proposal for your event. Again, ASRF does not fund any types of food or travel expenses.

    For both the Academic Affairs Mini-Grant and Academic Success Referendum Fund, you must fill out a req and follow SGA's procedures and policies in accessing the funds allocated to your department by the Academic Affairs Commission.

    When figuring out how to access your funds, the best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    Your student organization must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July) and each department must have at least two signatories on file. These individuals are those that are authorized by the student group to approve expenses using the department's funds.

    When utilizing your Academic Affairs Commission funds, there are 3 options.

    1. Purchase Orders
    2. Cash Advances
    3. Reimbursements

    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most student groups, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair. You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option for Reimbursement, or Honorariums.

  • What can I use AAC money for?

    The Academic Affairs Mini-Grants fund can only be used for expenses related to the event that you submitted your proposal for. Please keep in mind that these funds cannot be used to pay for any types of food, travel expenses, or the instruction of non-UCLA students.

  • What can I NOT use AAC money for?

    The Academic Affairs Mini-Grants fund can only be used for expenses related to the event that you submitted your proposal for. Please keep in mind that these funds cannot be used to pay for any types of food, travel expenses, or the instruction of non-UCLA students.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Honorarium, Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of Division Director's approval signature (Each director is a student and comes in as often as they can, but like you they have academic and extracurricular commitments.)

    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and the appropriate director signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

  • Where do I get req forms?

    For departments receiving funds from the Academic Affairs Commission, req forms are free! They are available at SGA.

Campus Programs Committee

Community Activities Committee

Community Service Mini Fund

  • I received funds from the Community Service Mini Fund, now what?

    Funds allocated to your department/student organization by the Community Service Mini Fund, are accessed through SGA and the req form.

    When trying to access your CS Mini Fund money, the best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    Your student organization must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July) and each department must have at least two signatories on file. These individuals are those that are authorized by the student group to approve expenses using the department's funds.

    When utilizing your Community Service Mini funds, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most student groups, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair. You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option for Reimbursements, or Honorariums.

  • What can I use CS Mini Fund money for?

    Must be for an undergraduate student organization involved in community service programs which contribute to the elimination of poverty and social problems and/or provide services such as the improvement of education and health for disadvantaged groups. May fund advertising, facilities, graphics, supplies, transportations, and food. Food will only be served if the program is at least four hours long, is served to service recipients only, and upon documentation that requires the organization to serve a meal.

  • What can I NOT use CS Mini Fund money for?

    Any applicant seeking USA Programming Funds may not apply for funding from the Community Service Mini-Fund for the same program or event. USA Bylaw Article VI Section D-1d. USAC shall not provide funds charms, pens, trophies or any other similar items for any social activities with the exception of paper certificates of appreciation for Community Service Commission volunteers. Honorariums will not be funded by CS Mini Fund.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

Contingency Capital Items Fund

  • I received funds from the Contingency Capital Items Fund, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    As a USAC officer or appointed position-holder, you will submit your signature in the beginning of your appointment. However, for any of your staff members to be able to sign reqs, your office must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July). These individuals are those that are authorized by the student government office to approve expenses using the office's SGOF funds.

    When utilizing your CCI funds, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most departments, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair (FiCom). You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option.

  • What can I use Contingency-Capital money for?

    Contingency-Capital money can be utilized for Computer and peripherals, with a cap of $1,500.00which can be used for such items as a computer, a monitor, a printer, lockdown and upgrades; and miscellaneous equipment such as file cabinets, shelving, fax machine, desk and chair(s).

  • What can I NOT use Contingency-Capital money for?

    USA Bylaw Article VI Section D-1d. USAC shall not provide funds charms, pens, trophies or any other similar items for any social activities with the exception of paper certificates of appreciation for Community Service Commission volunteers.

    Purchasing of laptops, refrigerators, microwaves, copy machines, televisions, DVD/CD players, digital cameras, camcorders, or other sound equipment utilizing Contingency-Capital money are also prohibited.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

Contingency Programming Fund

  • I received funds from the Contingency Programming Fund, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    As a USAC officer or appointed position-holder, you will submit your signature in the beginning of your appointment. However, for any of your staff members to be able to sign reqs, your office must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July). These individuals are those that are authorized by the student government office to approve expenses using the office's SGOF funds.

    When utilizing your Contingency Programming Fund, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most departments, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair (FiCom). You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option.

  • What can I use Contingency-Programming money for?

    The USA Contingency Fund shall be used for funding items and activities which the USAC could not provide for during its initial budgeting process. It shall fund advertising, graphics, facilities (on-campus) and honorarium costs.

  • What can I NOT use Contingency-Programming money for?

    USA Bylaw Article VI Section D-1d. USAC shall not provide funds charms, pens, trophies or any other similar items for any social activities with the exception of paper certificates of appreciation for Community Service Commission volunteers.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

Cultural Affairs Fund Application

  • I received funds from the Cultural Affairs Fund Application, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    As a USAC officer or appointed position-holder, you will submit your signature in the beginning of your appointment. However, for any of your staff members to be able to sign reqs, your office must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July). These individuals are those that are authorized by the student government office to approve expenses using the office's SGOF funds.

    When utilizing your Cultural Affairs Fund Application, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most departments, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair (FiCom). You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option.

  • What can I use Cultural Affairs Fund Application money for?

    The Cultural Programming fund should be used only as a last resort AFTER you have applied to other funding sources. Cultural Affairs Fund is for programs that are cultural in nature, whether it is promoting cultural diversity and/or awareness.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

USA/BOD Programming Fund

  • I received funds from the USA/BOD Programming Fund, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    As a USAC officer or appointed position-holder, you will submit your signature in the beginning of your appointment. However, for any of your staff members to be able to sign reqs, your office must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July). These individuals are those that are authorized by the student government office to approve expenses using the office's SGOF funds.

    When utilizing your USA/BOD Programming Fund, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most departments, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair (FiCom). You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option.

  • What can I use USA/BOD Programming Fund money for?

    USA/BOD Programming Funds are to be allocated only for programs to be held in UCLA facilities.

    Any undergraduate student government office or registered student organization shall be eligiable for USA/ BOD Programming Funds. May fund advertiosing, assistance, facilities, graphics, honorarium, supplies, transportations, retreats, and conferences.

  • What can I NOT use USA/BOD Programming Fund money for?

    Any applicant seeking USA Programming Funds may not apply for funding from the Community Service Mini-Fund for the same program or event.

    USA Bylaw Article VI Section D-1d. USAC shall not provide funds charms, pens, trophies or any other similar items for any social activities with the exception of paper certificates of appreciation for Community Service Commission volunteers. USA Programming Allocation is part of student registration fees paid to UCLA each quarter. These funds may NOT be used to purchase the following:

    • Food
    • T-shirts
    • CDs or DVDs
    • Cameras
    • Flowers and plants
    • Candles
    • Personal reimbursement of an honorarium payment
    • IM sports fees
    • Decorations
    • Picture frames
    • Plaques and engraving
    • Trophies and charms
    • Parking or traffic citations consult with the budget Review Diretor AND the SGA manager before purchasing any of the above items.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

External Vice President's Travel Grant

  • I received funds from the EVP's Travel Grant, now what?

    The best thing you can do is go to the Resources and Forms section of the SGA's website and go to the "What's a Req" Tutorial handbook and read it from start to finish. There is so much information that has been put together in this one handbook for your use.

    As a USAC officer or appointed position-holder, you will submit your signature in the beginning of your appointment. However, for any of your staff members to be able to sign reqs, your office must have a signatory authorization form on file with SGA, before any of the funds may be accessed. A signatory authorization form is good for one fiscal year (August-July). These individuals are those that are authorized by the student government office to approve expenses using the office's SGOF funds.

    When utilizing your EVP's Travel Grant, there are 3 options.

    1. Purchase Orders
    2. Cash Advance
    3. Reimbursement


    ** Start the process early. The earlier you start, the better SGA will be able to accommodate any changes, unexpected developments, and help you make your vendors happy. (Vendors are any person or company that gets paid.)

    With purchase orders, an estimate is needed with your req. After your req is approved and processed, SGA will produce a purchase order for you to give to the vendor. Always make sure that the vendor will accept a PO first. After you give the vendor the PO, an invoice will be mailed to SGA or should be forwarded to SGA if given to you, and SGA will pay the vendor directly. With POs, the money is set aside in your account for the purchase, to avoid the instance that an account could be depleted with other expenses.

    With cash advances, an estimate is needed with your req. After your req is approved and processed, SGA will issue a check for you. It can be written to you or the vendor. Cash advance checks must always be picked up. No exceptions. Once you pick up the check, you are responsible for providing receipts within 2 weeks. Otherwise, your University records will be placed on HOLD, which means that you would be unable to register or enroll for classes; it could affect your financial aid, and the release of your transcripts, and diploma. The benefit of a cash advance, however, is that you don't have to front your own money for the purchases and you guarantee that the money is available in your account before making your purchases and that your purchase is authorized and approved.

    With reimbursements, original receipts are needed with your req. After your req is approved and processed, SGA will issue a check for the person who paid for the expenses (aka payee). The check can be available for pick up or mailed to the payee. With reimbursements, the payee is taking on the high risk of fronting the funds for the expenses. If anything purchased is not authorized, the payee will not be fully reimbursed. In addition, with most departments, the funds are being used simultaneously and it is possible that an account could become depleted and there would be no longer any funds to reimburse the payee.

    Once you determine which method of payment, you must fill out a req. See our detailed PowerPoint presentation or the handout version for step by step instructions on filling out the req.

    As for your account number, you should refer to the budget report online or obtain a report from SGA staff.

    Once the req is filled out, it has to be approved by the division chair (FiCom). You can turn in your req at SGA into the appropriate folder according to the division portion of your 21-digit account number.

    Once approved, the req will be processed and a PO or check will be generated. Remember: Cash advance checks must be picked up. Also, direct deposit is NOT an option.

  • What can I use EVP's Travel Grant money for?

    The advocacy grant must be used to support initiatives that relate to social justice and advocacy. The EVP office encourages students requesting funding to develop innovative and unique initiatives including but not limited to: workshops, programming, community outreach, teach-ins and educational panels, etc.

    The grant can be used to fund costs associated with facilities, publicity/advertising, supplies, and expenses essential the success of the initiative. Funding initiatives must occuron UCLA campus.

  • What can I NOT use EVP's Travel Grant money for?

    EVP's Travel Grant money may not be used for food or other extraneous expenditures.

  • What is my department number?

    Your student organization is assigned a unique 4-digit department number that SGA used to identify your group. You can find your department number, as it is 4th part of your 21-digit account number and at the top of the weekly updated budget report online, as well as in a pdf document that SGA has on its website here.

    • For the list of department numbers and the student organization's name, click here.
    • To find the budget report that is online, click here.

  • How do I know how much is in my account?

    Your student organization's account and its balance is updated online every week and available here. If you need a current account report, you can come into SGA and ask for one from one of wonderful staff. (We are located at 332 Kerckhoff.)

    If you need help reading the budget report, SGA has provided a helpful guide to reading the budget report and to translate the 21-digit account number from the report to the req. This guide can be found here.

  • What is my account number?

    Your account number is a 21-digit number that is divided into 6 parts.

    • The first part is the entity: Undergraduate is always 1.
    • The second part is the fund: 4-digits long.
    • The third part is the division: 3-digits, and also how you know which folder in our office you can turn in your req to for approval signatures.
    • The fourth part is your department number: 4-digits, and unique to your student group.
    • The fifth part is G/L (General Ledger) number: 4-digits, and related to the account's purpose.
    • The sixth part is the event code: 5-digits, sometimes, it may be specific to your event. (With SOOF funds, the event code should be "00000".)


    An example of an account number is: 1-4120-100-1001-6010-00000

    • Notice: the division number is 100, which indicates that FiCom must sign any req that uses this account number and those reqs would be placed into the Gold folder in SGA.
    • Notice: the G/L number is 6010, which is for supplies. This account can only be used to purchase supplies for the student group's office, like paper, pens, and etc.

  • How quickly can I get the money?

    The processing of a req is dependent on three things:

    1. Completeness and comprehensiveness of req form
    2. Inclusion of all required attachments according to use (Cash Advance, Reimbursement, and Purchase Orders all have different required attachments.)
    3. Timeliness of FiCom's approval signature (Realize that FiCom is a student and comes in as often as he/she can, but like you, he/she have academic and extracurricular commitments.)


    In an ideal situation, if the req is correctly filled out and all of the necessary attachments are included, and FiCom signs it before:

    • Wednesday, the check or purchase order will be ready by Friday.
    • Friday, the check or purchase order will be ready the following Tuesday.

Last Updated Wednesday, May 06th, 2015