Registered Student Organization Funding Allocation Guidelines

Effective Date: July 2021

Contact Name: Dr. E. Gerome Stephens

Contact Title: Associate Dean of Students, Center for Student Engagement

Contact Email: gerome.stephens@gatech.edu

The Registered Student Organization Policy requires the Joint Finance Committee (JFC) of the Student Government Association (SGA) to allocate annual budgets and bills to Registered Student Organizations (RSOs) and departments of the Division of Student Engagement and Well Being using the Registered Student Organization Funding Allocation Guidelines. The Funding Allocation Guidelines are in conjunction with the RSO Policy and is only to set prohibited allocations as well as maximum allowable allocations through the funding processes as all other funding criteria, process details, and requirements are contained within the RSO Policy. The Office of the General Counsel must approve any changes to this document prior to implementation.

Prohibited Allocations

JFC will not approve funding in an Annual Budget or a Bill for any of the following:

  • Funding requested solely for the benefit of individuals who are not currently enrolled Georgia Tech students
  • Any items or resources that are more cheaply available by rental or reservation through Georgia Tech 
  • Actual or in-kind contributions to campaigns, candidates, or political parties
  • Loans
  • Items to be given out to individuals or organizations, including awards, gifts, and giveaways, except for low-cost printed publicity items such as flyers and stickers. Low-cost publicity items shall not be funded in excess of $50 total per event. Giveaways shall include any equipment that is to be used in any capacity on or with personal equipment at non-organizational events.
  • Food-related items such as plates, utensils, or napkins, unless for an event projected to involve at least 500 student attendees, in which case the total allocation for a single event may not exceed $500 and none of the items may be composed of Styrofoam
  • Alcoholic beverages or tobacco products, and any event at which alcohol and tobacco will be served
  • Lodging
  • Travel expenses for a non-student
  • Any event (including promotional items, marketing, or materials for the event) intended as a fundraiser for any individual, party, or organization
  • FASET materials
  • Any expenditure occurring in the past or any expenditure guaranteed by a contract entered in the past, unless consideration by JFC is delayed through no fault of the RSO.
  • Costs associated with hosting conferences in which more than 25% of attendees are not students of the Institute at the time of the event or conferences from which the RSO will receive a portion of the profitCosts associated with any event for which an RSO has not yet qualified
  • Costs in which the primary purpose is seeking, gaining or acknowledging sponsors (corporate or otherwise) for the RSO
  • Costs associated with professional development activities or conferences for non-student personnel
  • Costs associated with freight, shipping, delivery, or processing of any items
  • Costs associated with retreats, unless open to GT students who are not members of the RSO
  • Employee compensation and student stipends
  • Clothing that does not remain with the RSO
  • Parking permits, fees and validations for road vehicles
  • Email marketing services
  • Any costs for which the actual expenditures are not known or “miscellaneous” costs
  • Dues paid per individual through which students can compete outside of a Georgia Tech affiliated team
  • Travel to locations within a 70-mile radius of Georgia Tech’s Atlanta campus
  • Any activities which violate the laws of the United States of America, the State of Georgia, the City of Atlanta, or the regulations of the Georgia Institute of Technology
  • Food or drinks for human consumption at internal RSO meeting

JFC will not approve funding in an Annual Budget for any of the following:

  • Capital expenditures, except for items required for maintenance of capital assets
  • Benefits for part-time employees working less than twenty (20) hours per week
  • Postage
  • Costs associated with CRC-hosted intramurals
  • Speaker fees or honoraria
  • Registration costs for Homecoming events
  • Office supplies
  • Personal items, including, but not limited to, nametags, photo albums, scrapbooks and business cards
  • Food or drinks

Maximum Allocations

General Restrictions. No Annual Budget or Bill shall allocate any funding in excess of or contrary to the following limits:

a. Decorations

  • $150 if the expected attendance is less than 500 Georgia Tech students
  • $300 if the expected attendance is 500 or more Georgia Tech students

b. Costs associated with renting the Ferst Center shall only be funded for events with an expected attendance of greater than 300 students, and only if no less expensive on-campus space exists that meets the needs of the program.

c. Liability insurance shall not exceed a total of $2000

Annual Budget Restrictions. No Annual Budget shall allocate any funding in excess of or contrary to the following limits:

a. No more than two conferences shall be funded

b. Non-event-specific publicity shall not exceed a total of $200.

c. Publicity, including copying expenses, shall not exceed a total of $250.

d. No more than two away events at a maximum of $1000 each, excluding travel. Travel costs shall only be funded for up to two away events.

e. No more than two non-away events shall be funded in a budget. For each event, the following limitations are imposed:

  1. Advertising via WREK Radio shall not be funded in excess of $120.
  2. Sound equipment shall not be funded in excess of $50.
  3. Projection equipment shall not be funded in excess of $30.
  4. Lighting equipment shall not be funded in excess of $100.

Travel

Automotive travel allocations shall be limited to the value obtained by utilizing the following Automotive Travel Formula:

a. Allocation = 0.05x R x S x M, Maximum = S x $75;

  • R shall be the current IRS Business Mileage Rate.
  • S shall be the number of students travelling.
  • M shall be the number of round-trip miles between Georgia Tech and the destination.

b. Air Travel expense allocations shall be limited to the lesser of $150 or 45% of the actual expense

c. Only one type of travel shall be funded per person per event.

d. No more than six instances of travel per organization may be funded in a fiscal year.

Capital Expenditures.

a. For durable goods and installation of these durable goods, JFC may fund at most the greater of $200 or two-thirds of the total cost of each item that is part of a capital expenditure.

b. For raw materials, JFC may fund at most the greater of $25 or two-thirds of the total cost of each item that is part of a capital expenditure.

c. For clothing, JFC may fund at most the greater of $10 or two-thirds of the total cost of each item that is part of a capital expenditure.

d. The one-year allocation from the capital outlay account to any RSO shall not exceed ten (10) percent of the funds available in this account at the start of the academic year.

e. RSOs must ensure the safe storage of items purchased through capital expenditures.

f. Personal protective equipment is not to be considered a capital expenditure.

Non-Capital Expenditures. No Annual Budget or Bill shall allocate funding for non-capital expenditures which exceeds the following limits:

a. Event Registration to Conferences, Tournaments, Competitions, as well as Program Fees for Off-Campus Activities, excluding travel, shall not exceed $1000 per event, and not to exceed $100 per individual per event. Total fiscal year allocation of Event Registration and Program Fees for Off-Campus Activities, excluding travel, shall not exceed $12,000 per organization per fiscal year.

b. Speaker Fees and Honoraria:

  • $500 per event if the expected attendance is fewer than 100 Georgia Tech students
  • $2,500 per event if the expected attendance is fewer than 500 Georgia Tech students
  • $5,000 per event if the expected attendance is fewer than 950 Georgia Tech students
  • $10,000 per event if the expected attendance is 950 or more Georgia Tech students

c. Off-Campus Venue Rentals shall be funded at a maximum of $10 multiplied by the number of Georgia Tech students expected to attend.

d. Publicity:

  • Copies, programs, and flyers shall be funded at the current rates of the Office of Student Engagement.
  • Flyers shall not be provided in excess of one-third of current on-campus campus enrollment rounded to the nearest thousand.
  • Programs shall not be funded in excess of the event venue capacity.
  • Banners and posters shall not be funded in excess of $180 total per event.
  • No more than one half-page Technique advertisement or equivalently priced Technique advertisement(s), at the current student organization black and white rate, which is published on Technique’s webpage, shall be funded for any single event.
  • Social media advertisements (such as Facebook ads and Snapchat filters) shall not be funded in excess of $25 total per event.
  • No more than $20 of sidewalk chalk shall be funded per organization in a single Fiscal Year.

e. Food not intended for human consumption, not to exceed $50

f. Background checks for non-criminal justice purposes may be funded at a maximum of $15 per student.

g. Competitive Events and Programs. Any RSO participating in competitive events and programs is eligible to receive the following benefits:

  1. Coaching stipends may be funded at a maximum of $3,000 total per organization, but shall not exceed $1,000 per individual coach.
  2. Costs associated with hosting intercollegiate competitions may be funded only if:
  • The competition consists of only the RSO and one other team.
  • The RSO attends or plans to attend, an equal or greater number of away competitions in the same fiscal year.
  • The total fiscal year allocation for hosting intercollegiate competitive events shall not exceed $6,000 per organization per fiscal year.

h. Food and drinks shall not exceed $5 per event attendee or 2/3rds of the total food and drink cost of the event, whichever is lower, and shall not exceed $5000 per event.

Amendment Process

Based on the criteria listed below, the Guidelines may be reviewed and amended at any time for immediate implementation by:  

  1. Request from the Center for Student Engagement;  
  2. Request from the Dean of Students; or 
  3. Request from the Student Government Association.

The initial request should be submitted in writing to the Center for Student Engagement, the Dean of Students, the Graduate and Undergraduate SGA Student Body Presidents, as well as the Office of the General Counsel. Within 20 business days, each listed entity must approve or deny the request in writing to the Center of Student Engagement. If all entities provide an approval, the request shall be implemented into the Guidelines and updated accordingly by the Center of Student Engagement within 5 business days of approval. If the request is denied by any of the entities, the reasoning must be in writing and distributed to all entities, but is not to be implemented.