2009-2010 Student Org Packet Spring

Budget Request Form

Inventory Form

Sample Budget Request

All of these questions are answere in more detail in the Student Org Packet. But here is a quick overview.

How do clubs get funding from ASWU?
Clubs can receive funding by submitting a budget request, along with an inventory, to be reviewed by Finance Board. The guidelines for filling out this request are outlined in the Student Org Handout (link above).

When can I ask for money for my club?
Budgets are reviewed at the beginning of each semester, but after that Finance Board meets every two weeks to go over other requests as they come in. Upcoming dates for Finance Board meetings are October 27th and November 10th. Here is a sample budget request, along with and explanation of what Finance Board would probably give them, and why.
Sample Budget

How do I spend my ASWU funds?
There are two ways to go about doing this. If you are making a large purchase, get an invoice beforehand, this way you won't have to pay out of pocket. In OSA, there are pink check request forms that you can fill out and leave for the VP Finance to sign. Your other option is to come with receipts from a purchase to be reimbursed. There are blue ASWU Reimbursement forms in the turnstile at the front of OSA, fill one out and attach your receipts and leave for the VP Finance who will then submit a check request for you to be reimbursed.

What is the mileage reimbursement rate for personal vehicles?
While the University prefers students use van rentals for club travel, mileage for personal vehicles can also be reimbursed.

What about my non-ASWU funds?
The VP of Finance has no control over your non-ASWU funds, so you do not need to submit a reimbursement form to get reimbursed from your non-ASWU account. You would fill out a pink check request form and take that to Accounting on the 1st floor of Waller Hall. If you need an help, don't hesitate to stop by my office hours.

What is Finance Board?
This board, chaired by the VP of Finance, consists of 2 senators and 5 students-at-large. This group of students goes through all budget requests and determines allocations (how much money clubs receive).

Yes, we have an endowment! The ASWU Endowment was created in 2001 as a one-time investment in the Willamette University Endowment Fund after a budget surplus carry-over of $33,000 during 2000-2001 fiscal year. In 2001, ASWU VP of Finance, Andrew Cockrell, encouraged Finance Board to make a fiscally responsible investment of the windfall into the Willamette Endowment in trust for the student body. The Finance Board recommended an initial allocation of $10,000. This investment was to be the first step in a journey of designing the financial stability and sustainability of student activities and organizations at Willamette University. During the 2002-2003 academic year, the Finance Board endorsed the recommendation of VP of Finance, John Turner to invest an additional $10,000 into the Endowment.

The purpose of the ASWU Endowment is simply to empower student organizations and provide a financial reality for the dreams and visions of students at Willamette. The Endowment could finance the purchase of lights and SFX equipment for ASWU sound, help buy the hardware for the WIRE’s move to a low or high power FM station, or fund the construction of a student organization resource room in a new Student Center.

The Endowment is not a process to be laden with red tape and administrative headache. The money is not kept hidden away from students. The Endowment fund is an effort to ensure the longevity of student activities and clubs at Willamette. Furthermore, our motto, “Not onto ourselves alone are we born” will be embodied through the future administration of the Endowment as current students invest in future students.