1. Student Org Resources
  2. Funding Process

Funding Process

General Info and Tips

Funding process information

Welcome to the Stamford Student Activities RSO Purchasing form. We are excited to help you meet your organizational goals, while fostering community on the Stamford Campus. It is our mission to help students connect, and the work you do is vital to that.

This form is intended to guide you through the University's complex purchasing process. This form will guide you through the required approvals, and collect the necessary documentation required by University policy. It is important that you are checking in with your request, and your @uconn.edu emails as information about next steps will be shared periodically.

As this process is lengthy and time sensitive, it is strongly recommended you begin this process 6 weeks prior to your event. Requests with less than 2 weeks notice will be denied.

Tips for success:

  • As you step through this process, information will be shared with you regarding next steps and requirements.
  • Be sure to read and follow the instructions carefully to expedite the processing of your requests.
  • It is strongly recommended that you begin this process a minimum of 4-6 weeks prior to the required date for your purchase. Note: some purchases may require more time for processing!
  • Check your email and follow up if your form is sent back. Delays in response may result in delayed processing.
  • Purchases are formally confirmed once the University’s purchasing steps have been completed, processed and approved.
  • Information regarding this (processing & approval) will be shared in Step 2.3.
  • Student leaders are NOT TO CONFIRM PURCHASES, ORDERS, SERVICES with vendors unless directed by the Student Activities Coordinator.
  • Confirming purchases without approval by the Student Activities Coordinator will be the financial responsibility of the student leader. 
  • Additional information/Resources are available: Funding Resources | Stamford Student Activities
  • If you need help using Kuali Build, please refer to the resources available on-line Kuali Build Tips | Stamford Student Activities
  • If you have any questions about this process please don't hesitate to follow up with the SGA CFO StamfordSGA-CFO@uconn.edu , or Advisor gayle.riquier@uconn.edu .

Three Step Process

Here are some general notes on the RSO funding process, most often using the Stamford Activity Fee as the funding source. The Stamford Activity Fee is managed by Student Government.  If you are using a different funding sources please check with your Event Coordinator to be sure you are following the correct procedure for requesting and completing purchases.

Step 1: Budget Approval

Generally, this step takes 1-2 weeks to complete.

  • In this step you will be asked to submit information related to the budget needs, how the funds will be used to support the mission and purpose of your organization and the funding source.
  • If the funding source is SGA, the form will pause for their review and approval. There are two stages to this approval. These meetings occur weekly (Meetings will be posted online: SGA Events - UConntact).

Step 1.1: SGA Finance Committee Review

  • The Finance Committee, led by SGA’s CFO, will do an initial review. It is strongly advised that someone familiar with the program and budget attends this meeting. Adjustments to the proposal may be made by the finance committee, and a recommendation will be sent to the SGA Senate.

Step 1.2 SGA General Senate Vote & Approval 

  • All funding requests require the SGA General Senate vote and approval. This will occur at the next regularly scheduled meeting

Step 2: Purchase Request

Step 2.1: RSO Purchase request

  • Once Step 1 is complete & approved by the funding source, the form will return to your queue for additional information. It is important that this information is submitted quickly to avoid unnecessary delays in processing.
  • The form will require detailed quotes for the items/vendors requested.
  • To avoid delaying in processing refer to Funding Resources | Stamford Student Activities for additional information/tips.

Step 2.2: SGA Authorization

  • If the funding source is SGA, it is required that SGA officers review and Authorize your purchase request.  They will review the information submitted to ensure that the request has the required details needed. They will also verify that the request is within the scope of the approval. Specifically verifying the amount of the request and the purchases are consistent with the proposal.
  • This step may take 3 days to complete

Step 2.3: Student Activities Coordinator Processing

  • Once Authorization has been given, the Student Activities Coordinator will begin the University steps for completing your requested purchases.
  • An initial review of your request should occur within 2 business days of Authorization. If all the necessary information is provided and correct, the coordinator will begin the purchasing process. If the information is not correct, complete, or clear the coordinator may send the request back for additional details/review.
  • Many factors direct how the purchases will be made, and this may take a few days or a few weeks to complete. The Student Activities Advisor should be consulted to determine a more specific time frame. The time frame for purchases is determined by the University's purchasing policies.
  • Purchases are formally confirmed once the University’s purchasing steps have been completed/processed and approved. DO NOT CONFIRM PURCHASES/ORDERS/SERVICES with vendors unless directed by the Student Activities Coordinator. Confirming purchases without approval by the Student Activities Coordinator will be the financial responsibility of the student leader.

Step 3: Supporting Documentation and Final Review

Step 3.1: RSO Request for Supporting Documentation

  • Once Step 2.3 is processed, the form will return to your queue for supporting documentation as required by policy. Typically, this is confirmation of Event Marketing, Submitting Itemized invoices, and Attendance
  • This step cannot be completed until after the event has concluded but is required to be submitted by the deadline indicated (generally 2 business days after the event).
  • YOUR RSO FUNDING WILL BE SUSPENDED IF YOU FAIL TO SUBMIT REQUIRED DOCUMENTATION BY THE STATED DEADLINE.

Step 3.2: Student Activities Coordinator Final review

  • The Student Activities Coordinator will conduct a final review of the materials sent to ensure that they meet the policy expectations. If the documentation is not adequate, it may be sent back for revision.
  • It is the responsibility of the RSO to respond to all requests for additional information and revisions as needed. FAILURE TO DO SO WILL RESULT IN SUSPENSION OF FUNDING PRIVLEDGES.