Funding Guidelines
It is important to take notice of details mentioned in Funding Guidelines and Funding Restrictions in order to correctly apply for funding and utilize funds appropriately. Organizations will be held responsible for compliance with the Guidelines and Restrictions.
Any request under $100 for the entire application will not be considered. Similarly, if the SORF Board reduces a request to less than $100 during deliberations (based upon restrictions, reasonable cost estimates, etc.) the request will also be denied.
Proposed programs, services, and activities should be directed primarily toward the student community because SORF funds are collected from students.
All events and activities must be free for all UIUC students. If an organization plans to collect money in any way, the organization must email
sorf@illinois.edu.
Each organization must submit a realistic estimate of the specific costs involved for each funding category for which they are submitting a request.
Each organization shall be expected to share expenses for funded programs, services and activities through its own resources.
Programs, services and activities must occur within the range of calendar dates established for each funding period. Requests for funding outside the funding period will not be considered. Refer to
Application Deadlines.
The “Funded by SORF” identifier found at http://www.union.illinois.edu/involvement/rso/forms.aspx must be included on all advertising, publicity, newspaper ads, etc. associated with the any event or activity receiving SORF funding. A copy of these materials must be submitted along with the SORF Expenditure Request Form when collecting on a SORF Allocation.
Organizations must have an established Organization Fund Account (RSO Account) with a positive balance prior to submitting a funding request to SORF. Funding requests will be denied for all organizations that do not have an established RSO Account or have a negative balance in their account on the application deadline of the appropriate funding period for which the organization is applying. Similarly, vouchers will not be processed for organizations choosing to cover costs that exceed SORF allocation if their RSO Account has a negative balance or insufficient funds.
Students who receive a SORF refund will NOT be reimbursed for any expenses. Similarly, reimbursement will not be made to a parent, guardian, relative, friend, etc. that paid on behalf of a student that received a SORF refund.
Any organization that is granted SORF funding MUST submit all required documentation within 60 days of the funded event/activity/stated purchase date. Failure to meet this deadline will result in a forfeit of the organization’s SORF allocation.
The Office of Registered Organizations will be open throughout the summer and winter breaks (unless otherwise announced). The 60-day deadline for submission of reimbursement packets will apply during any days in which the Office is not closed.
Registered organizations may submit funding requests to SORF for fees associated with professional services provided by an individual or group that are directly related to the purpose and goals of the organization. Such requests for payments may include, but are not limited to speakers, lecturers, musicians, comedians, theater performers, referees, judges, and on-site athletic trainers.
Applications requesting contractual service fees that exceed a specified amount may require a biography or resume of the individual/group and a publicity plan for marketing the event.
Per University guidelines, professional entertainers (musicians, artists, comedians, theater performers) whose contracts are $2500 or more must be co-sponsored by Assembly Hall, Krannert, StarCourse, or Illini Union Board (Student Code
Section 2-507). Requests for exception must be made to the Coordinating Committee on Entertainment Events.
If requested in an application, SORF may fund a portion of travel expenses and/or lodging accommodations for individual(s) who come to the University to speak or perform.
The “Funded by SORF” identifier found at http://www.union.illinois.edu/involvement/rso/forms.aspx must be included on all advertising, publicity, newspaper ads, etc. associated with the any event or activity receiving SORF funding. A copy of these materials must be submitted along with the SORF Expenditure Request Form when collecting on a SORF Allocation.
Registered organizations may submit funding requests to SORF for publications (journals, magazines, newspapers, etc.) that are directly related to the purpose and goals of the organization.
Registered organizations may submit funding requests to SORF for communications (copies, flyers, newsletters, DI Ads, etc.) that are used for advertisement of specific events/activities that are directly related to the purpose and goals of the organization. All advertising, publicity, newspaper ads, etc. funded (or partially funded) by SORF must include the “Funded by SORF” identifier found at http://www.union.illinois.edu/involvement/rso/forms.aspx. An original copy of such communications must accompany the appropriate SORF Expenditure Request form before it will be processed. Failure to do so will result in withdrawal of your SORF allocation.
Forms and Resources: http://www.union.illinois.edu/involvement/rso/forms.aspx
Registered organizations may submit funding requests to SORF for equipment purchases directly related to the purpose and goals of the organization.
Upon application review, SORF may chose to grant funding towards the cost of individual equipment purchased by an organization. However, this amount will not exceed $5,000 per item.
While SORF may provide funding toward the purchase of equipment, the equipment is the property and responsibility of the organization.
A maximum of $30 worth of office supplies (paper, staplers, pens, etc) can be requested by new organizations which have been in existence less than one year of the date of submission of the SORF application.
Registered organizations may submit funding requests to SORF for facility, equipment, or service rentals for programs/activities that are directly related to the purpose and goals of the organization.
Rentals only apply to costs associated with actual events and competitions.
Upon application review, SORF may chose to grant funding towards the cost of rentals. SORF may fund on-campus and off-campus rentals differently.
While SORF may provide funding toward the rental, any damages or incidentals are the responsibility of the organization.
Registered organizations may submit funding requests to SORF for the “rights” or permission to show a film.
Event or activity in which the film will be shown must be directly related to the purpose and goals of the organization.
Upon application review, SORF may chose to grant funding towards the cost of film rights/viewing privileges.
While SORF may provide funding toward film costs, obtaining a valid film license or proof of permission to screen a film is the responsibility of the organization.
If organization is planning to purchase a film with viewing rights, a funding request must be submitted under Permanent Equipment Funding Category as film becomes property of the RSO.
SORF may fund facility, equipment, and/or projectionist costs associated with showing the film. Organization must apply for these expenses under Rental Funding Category
Registered Organizations may submit funding requests to SORF for travel expenses including transportation, lodging, and registration/admission fees for members of an organization to participate in events that directly pertain to the purpose and goals of their organization.
SORF will consider funding educational, competitive, performance, and service travel as defined below. Certain restrictions may be placed on items eligible for funding.
- Competitive – Event for which the primary purpose is for students to apply knowledge or skills in a competitive manner in pursuit of recognition.
- Educational – Event for which the primary purpose is for students to gain knowledge or insight that will enhance the out-of-class experience such as a conference, field trip, or other cultural experience.
- Performance – Event for which the primary purpose is for students to demonstrate skills or abilities for an audience in an informative or entertaining manner.
- Service – Event for which the primary purpose is for students to volunteer assistance where the primary beneficiary is a community in need.
Organizations that travel outside of the United States (including Canada and Mexico) for Educational, Competitive, Performance, and Service related trips are required to register with the University of Illinois Study Abroad Office. As a result, groups who do not complete all steps and actions outlined by the Study Abroad Office will not be eligible to receive funding and/or funding reimbursement. See
International Travel Guidelines for more details.
SORF funds only one mode of transportation per trip.
All automobile travel (personal, rental, or chartered) will be funded on a per mile per automobile basis.
SORF may provide funding for ticketed travel (airplane, train, bus) directly related to the trip.
SORF may provide funding for lodging accommodations directly related to the trip.
SORF may provide funding for registration/admission fees directly related to the trip.
SORF may fund transportation expenses and lodging accommodations for individuals/groups that come to the university to provide contractual services for an RSO.
Organization must submit funding requests for
such travel related expenses under the Contractual Services Funding Category.
If there is a monetary prize or award associated with an event or activity that you are requesting SORF funds for, you must choose either utilizing SORF funding or receiving the award. You can not receive both! If you choose the cash award for your organization, you must inform SORF about forfeiting your allocation.
International travel must be integral to the mission and goals of the organization.
A detailed travel itinerary must be provided at the time of application for SORF funding.
Per request of the University, registered student organizations seeking SORF funding to travel outside of the United States are required to register with the University of Illinois Study Abroad Office. As a result, groups who do not complete all steps and actions outlined by the Study Abroad Office will not be eligible to receive funding and/or funding reimbursement.
Please note, that the steps and actions that are required by the Study Abroad Office are outlined below (as of January 17, 2009). Questions regarding this process can be directed to the Short-Term Programs Coordinator, Stacy Billman at
sbillman@illinois.edu or 217-333-6322.
- All groups must designate one person from their RSO that is participating in the travel to serve as the “Group Leader”. This individual will be the contact person communicating with the Study Abroad Office.
- The Group Leader will complete a Student Group Reporting Form and submit it to the Study Abroad Office, indicating all travelers participating in the activity including advisors and/or professors.
- All Group Leaders will be required to attend a Group Leader Orientation provided by the Study Abroad Office.
- Once the Student Group Reporting Form is submitted by the Group Leader, the Study Abroad Office will send an email out to all travelers in the group, outlining any additional steps and pre-departure requirements.
- All travelers will be required to complete the online forms and attend the Health and Safety Orientation provided by the Study Abroad Office.
- All travelers will be required to purchase supplemental insurance coverage via the University approved carrier of Cultural Insurance Services International (CISI). The Study Abroad Office helps facilitate the purchase of this insurance and will bill your student account for the insurance and the processing fee.
Any organization submitting funding requests for international travel must be registered with the Study Abroad Office at the time of their SORF application. Failure to complete any forms and training requirements set by the Study Abroad Office will result in forfeit of your SORF allocation for the entire trip including insurance, airfare, lodging, and registration fee.
Specific application deadlines have been set for international travel to allow organizations to complete registration process and training requirements set by Study Abroad Office. Funding requests that are submitted after posted deadlines will be denied.
See
Application Deadlines.
"Funded by SORF" Identifier
