A Unified Campus. A Tangible Legacy.
Student Government Association

 

Finance Board



SGA Grant Requirements

Overview

Here are some things to consider while applying for an SGA grant. These guidelines and requirements are here to ensure that your organization's grant will be processed in a timely manner and have a better chance for approval:

Organization and Event Grants:

  • In order to apply for a grant, your organization must have been approved by the Student Government Association Executive Board, the Office of Programs for Leadership and Service Education (PuLSE), and by the Office of Student Affairs. New organizations must wait one month after their approval to be eligible to receive an SGA Grant.
  • Additionally, an organization must have an eligible, voting representative at weekly SGA Assembly meetings. Eligibility must also remain throughout the entirety of the semester in which an organization is awarded a grant. Failure to remain eligible in said semester will cause the funds to be retracted from the organization's account.
  • The Grants Committee will meet on Thursdays at 6:30 pm in AU 302. If your grant is submitted by 5:00 PM on Friday, the grant will be reviewed by the Grants Executive Board on the following Tuesday, and a representative from your organization must present the following Thursday to the Grants Committee or as directed by the Grants Co-chairs. Failure to have a representative present at Grants Committee to present the grant application will postpone consideration and approval of the grant.
  • Grants are not retroactive. You cannot apply for a grant for an event that has already taken place. This application and approval process should take a minimum of 10 days from the time the grant is submitted until it is voted on in Grants Committee. Please plan accordingly for this process.
  • A complete budget of expenses and revenues must be emailed to grants@butler.eduafter the online application is completed. Only the budget sheet on the SGA Finance Executive Board website may be used.
    • If the application is for a General Purpose grant, you should provide your budget for all expenses throughout the year for your organization.
    • If the application is for an Event Grant, you should provide your complete budget for only the event.
  • Organizations allotted grant money through SGA many not use those funds to provide:
    • Financial support for political programs, parties, individual political candidates, or direct lobbying efforts
    • Contributions for any private person, group, association, or business except for goods and services rendered to the organization
    • Payments of debts and expenditures incurred from any previous years or events
    • The purchase of alcohol
    • Anything contradictory to the Butler University Student Handbook Guidelines
  • If you receive an Event Grant, organizations must complete the Accountability Form, which can be found on the Event Grant Application page on the SGA Website, within one week of receiving the grant. If this form is not filled out and e-mailed to the accountability chair within the allotted time frame, the grant will be retracted from the student organization.
    • If during the audit process by the Accountability chair it is found that the funds are not used for intended purposes and/or copies of expenses, receipts, and invoices are not turned in, the SGA Grants Executive Board reserves the right to obtain a full refund of the allotted grant money.
  • If awarded a Organization Grant, organizations are subject to a random audit performed by the SGA Grants Executive Board to ensure funds were used for intended or approved purposes. If there are discrepancies or irregularities, it will be the responsibility and discretion of the executive board to decide on how to resolve the issue. If deemed necessary, the funds for particular line items or all funds can be revoked.
  • Organizations may only receive one SGA Grant per academic year (Organization OR Event)
  • Money is allotted on a first-come, first-serve basis…so apply early!

Club Sports (non-competitive):

  • All above rules for Organization and Event Grants apply for Club Sports Grants; however, there is a separate grant allocation set aside for club sports.
  • Club Sports Council (CSC) will be responsible for communication with the Finance Executive Board Club Sports Chair to ensure compliance with the allocation guidelines.

Award Guidelines* 

Organization Grant Amount Budgeted Expenses For Organization
Half of Budgeted costs Less than $999.99
$500 maximum $1000 to $2,999.99
$1000 maximum $3,000 to $5,999.99
$1,500.00 maximum $6000 and over
Event Grant Amount Budgeted Expenses For Event
Half of Budgeted Costs Less than $1,999.99
$1,000 maximum $2,000 to $4,999.99
$1,500 maximum $5,000 and Over
Club Sports Grant Amount Budgeted Expenses For Organization
Half of Budgeted Costs Less than $999.99
$500 maximum $1,000 to $2,999.99
$1,000 maximum $3,000 and Over
 

*The Grants Committee has full discretion as to which organizations receive funding and the sum of funds awarded.

If there are any questions regarding these guidelines and requirements, please email grants@butler.edu to schedule a meeting to address questions or concerns about the grants process.