Texas Tech University

Funding Overview

 

We have revamped the website so that all the information for student organizations is in one place. This site provides pertinent information, forms, and deadlines to all student organizations.  Hopefully, many of your questions will be answered by the information provided on this site; however if it does not, please feel free to email us, call or come by our office. We look forward to working with each of you!

Requirements Organizations Must Meet to Apply For & Use Funding

Fund Training

        provided by Teresa Davis,teresa.y.davis@ttu.edu
        View SGA Fund Training

Registration

provided by Keri Shiplett, Campus Labs, studentorgs@ttu.edu
Register or Renew your organization


Risk Management

provided by Keri Shiplett, Campus Labs
The post assessment your organization receives after attending risk                          management MUST be completed to receive credit for attending the training.
Check your risk management status
Training Dates

FY20 Deadlines to Complete all above Requirements and Avoid Penalties

You must be registered as an organization, complete Risk Management AND attend Funding Training by:

      October 31, 2019 or forfeit 1/3 of allocated funding

      December 4, 2019 or forfeit an additional 1/3 of allocated funding

      February 28, 2020 will forfeit the remaining 1/3 of allocated funding

 

  _______________________________________________________________

Current Fiscal Year - FY20 (September 2019-August 2020)
 
Upcoming Fiscal Year - FY21 (September 2020-August 2021)
 _________________________________________________________________

 

Check Your Balance

If your organization is highlighted in the spreadsheets below it is missing one (or more) of the requirements. Organizations may not utilize their funding until all three requirements (mentioned above) have been met.  If your organization has not met all three requirements by the deadlines mentioned in the previous section the org will forfeit a portion(s) of the allocated amount.

You can check the balance of your organization's current allocation by viewing the respective spreadsheet below (graduate or undergraduate). Once you open the spreadsheet scroll down to find your organization, then click on it to see the expenses that have been processed. The spreadsheets are uploaded every Friday (or last day of the week if the university closes early).

FY20:

Graduate Organizations

Undergraduate Organizations

FY21:    currently not available

Graduate Organizations

Undergraduate Organizations

Organizations Historical Allocation Information
 
 

Resources

TechConnect (formerly OrgSync)
 
TechConnect - Budgeting System for SGA Funding Process
 
SORC Meetings
 
Funding FAQs
 
Who is Your Funding Coordinator

 

Funding Handbooks

  1. 2019-20 Funding Regulations Handbook
  2. 2020-21 Funding Process Handbook

SGA Forms

  1. Contingency Funding Form (use this form if you were not funded through the funding process, a new organization or currently funded, but exhausted full allocation and need assistance for an unexpected expense during the current fiscal year)
  2. General Reimbursement Form (use this form if your organization has already paid for an expense and want to be reimbursed utilizing your allocation) In order to receive a reimbursement an organization MUST be established as a vendor with TTU. If you're not sure if the org is setup as a vendor you may contact Teresa Davis. To become established as a vendor an org must fill out a vendor setup form and follow the instructions to fill out the form correctly.    EFFECTIVE 12/9/2016 - reimbursement checks will be sent to SGA office after processing. The org will then be notified to pick up/sign for their reimbursement check. This WILL NOT apply to those orgs who are setup for direct deposit.
    1. Attach artwork (even if it was previously approved) and attach a copy the email approving the artwork
    2. Attach "paid" itemized invoice or itemized receipt
  3. Group Travel Application (use this form when your organization wants to travel - must be submitted at least three weeks before trip begins)
    1. The application needs to include the following:
      1. A list of travelers including their R#, emergency contact information and residence status if they are international students. TTU enrollment standing will be verified by SGA BEFORE the trip takes place. Any student not in good standing with the university cannot use university funding to travel
      2. A copy of the Student/Participant Release and Indemnity Agreement for each student traveling. The original must be maintained by the organization for three years
      3. A copy of the conference or event brochure (Per Travel Services effective June 1, 2016) - voucher will not be processed without this
      4. Travel Cash Advance Memo (if the organization is requesting a cash advance)
      5. IF the organization is traveling outside of the continental or 50 states SGA will submit a travel application for approval from the Office of International Affairs (OIA).
        1. The request for funds must be submitted to SGA 45 days before travel.
        2. Travel funding is contingent upon approval from OIA. If OIA does not approve, SGA may reverse the decision to provide funding for the trip.
        3. Also, if any other department on campus is providing funds for the same trip the traveler must disclose the information on the application.
  4. Group Travel Return Form (use this form when returning from your trip making - must be submitted within five business days of return date).
    1. Hotel receipts must be itemized, reflect the payment method and have a zero balance.
    2. Meal receipts MUST be itemized and reflect the payment method.
    3. ALL receipts submitted MUST be the original receipt. Scanned or copies of receipts will not be accepted.
  5. Guest Professional Form (for Airfare and Hotel Only) (use this form when paying a speaker fee and you want SGA to purchase Airfare and/or Hotel - if speaker fee is included make sure you also attach the ICQ and vendor setup forms below)
  6. Guest Professional Form (use this form when paying a speaker fee or reimbursing travel expenses to the guest professional - make sure you attach the ICQ and Vendor Setup below) for speaker fees (only) make sure you contact the SGABusiness Coordinator (after the speaker leaves campus) so payment can be issued to the speaker. Failure to do this can drastically delay the payment.
    1. Independent Contractor Questionnaire (ICQ) Form
    2. Vendor Setup Form (anyone/organization seeking payment from TTU HAS to be established as a vendor by utilizing this form) NOTE: if a current vendor needs to update their information or switch to direct deposit they need to use the Vendor Direct Deposit & Advance Payment Notification Form for Existing Vendors
    3. International Guests/Speakers MUST be approved through the Office of International Affairs (OIA). Please visit the OIA website to go through the appropriate process. The org needs to begin this process at least 30 days prior to guest arriving on campus.
  7. Purchase Request Form (use this form if you want SGA to pay a vendor for your expense - whether full or partial payment)
    1. Attach artwork (even if it was previously approved) and attach a copy the email approving the artwork
    2. Attach itemized sales order/quote (if an invoice is attached it will be assumed that you have already received the product so the process will be slightly different and could cause your vendor to not be paid up to three months)
  8. Request for Expense Approval Form (use this form when seeking pre-approval for artwork or unique expenses)

 

Important Deadlines for Funding Forms

Fall Semester - December 4, 2019

Spring Semester - May 5, 2020

August (absolute last day for the fiscal year) - August 7, 2020

 

Travel Related Information

  1. Student Org Travel Policy
  2. TTU Travel OPs (including international travel)
  3. Hotel Tax Exemption form (for use within the state of Texas only)
  4. Per Diem Rates Look-Up
  5. Student Code of Conduct (organizations must abide when traveling)
  6. Student/Participant Release and Indemnity Agreement
  7. Student Travel Request Form (Individual Student Application NOT to be confused with the Group Travel Application Above)
    1. IF the student is traveling outside of the continental or 50 states SGA will submit a travel application for approval from the Office of International Affairs (OIA).
      1. The request for funds must be submitted to SGA 45 days before travel.
      2. Travel funding is contingent upon approval from OIA. If OIA does not approve, SGA may reverse the decision to provide funding for the trip.
      3. Also, if any other department on campus is providing funds for the same trip the traveler must disclose the information on the application.
  8. Texas Education Code Sec. 51.950 Policy Regarding Student Travel
  9. Travel Advanced Card Request
  10. Travel Cash Advance Memo (to be signed by advisor and attached to Travel application when requesting a cash advance)
  11. Travel Exception Form
  12. Vehicle Fleet Services
  13. Vehicle Fleet Services - Driver Approval Application
  14. Vehicle Fleet Services - Vehicle Reservation Form

 

Miscellaneous Forms

  1. Core Values Program Funding
  2. Missing Receipt Form
  3. Treasurer Transfer Checklist
  4. Vendor Setup Form
  5. Vendor Direct Deposit & Advance Payment Notification Form for Existing Vendors
  6. Vendor Information Update Form

 

Miscellaneous Information

  1. Student Code of Conduct
  2. Prerequisites for Maintaining Organization Registration
  3. Applying for Tax ID and Exempt Status
  4. Office of Risk Management
  5. SGA Official Logo
  6. SGA Preferred & Exclusive Vendors
  7. Student Organization Registration
  8. TTU Licensed Vendors
  9. Use of University Grounds