How do I start a student group?
- Decide if you would like to be affiliated or independent.
- Have a deposit (cash or check) of $25.00
- Complete paperwork (agreement, communicator form, club guide)
- Have a minimum of 3 members and a minimum of 2/3 of the membership of the student group must be full fee-paying students.
- Come to the SOFO office to complete the signer card
- New student group paperwork typically takes around 24 hours until you are entered into the system.
Should my group be independent or affiliated?
- Affiliated groups are considered to be fully operational units of CU-Boulder. Your student group must affiliate with a University college or department and must have a departmental liaison/advisor. Affiliated groups cannot have an off-campus bank account, but do have access to the University purchasing system.
- Independent groups are free to exist or disband and are fully responsible for their own activities. They are "at" the University but not "of" the University. They can also have their own off-campus bank accounts. Independent groups have a little more freedom to spend their funds as they please.
What is GAIR?
- GAR is General Administrative Recharge, and GIR is General Infrastructure Recharge. These refer to the recovery of indirect administrative service cost and common physical infrastructure costs incurred on behalf of all non-academic departments on the Boulder campus. GAR is charged against all student fee, special event, travel and independent accounts and is currently 5.15% FY 12-13.
- GIR is charged against most student fee, special event and travel accounts. GIR is not assessed against independent or gift accounts and is currently .39% for FY 12-13.
- ISO's and RFO's are only assessed GAR.
- ASO's are assessed GAR and GIR (GAIR), currently at 5.54%.
- Recharges are incurred ONLY when you spend money from your account.
Can my student group purchase alcohol?
- Yes, if you are an Independent Student group you may purchase alcohol as long as it's safe, lawful (21+) and done to benefit your student group.
- No, if you are Affiliated, it is a violation of University policy to purchase alcohol from your regular student group's account.
University student groups with gift accounts that are set up to allow for alcohol purchases, are the exception to this rule.
How can I make ON-CAMPUS purchases?
- Independent Student Groups and Affiliated Student Groups: Your student group has access to Interdepartmental Invoices (aka INs). If you need to go to the CU Bookstore, InkSpot, Dominos, or any other department on campus, come to the SOFO office to get an IN. Also, please have an idea of how much you would like to spend.
- Remember to send in an AUTHORIZED SIGNER, as they are the only people who can access your account. Also, you will only be allowed to spend if you have sufficient funds in your student group account.
How can I make OFF-CAMPUS purchases?
- Independent student groups do NOT have access to the University procurement system. All purchases made off campus must be reimbursed.
- Affiliated student groups do have access to the University purchasing system. If you need to make purchases off campus, please SEE SOFO FIRST, so we can determine which purchasing method to use.
- Procurement Card: Each SOFO staff member has a University credit card that can be used if your student group needs to make purchases. After the purchase is made a receipt needs to be given back to the credit card holder as soon as possible.
- Purchase Order: If the vendor you are paying would like a check, then we can create a purchase order for your student group. Like the procurement form, receipts need to be obtained as soon as possible after the purchase to complete payment.
- Remember, only AUTHORIZED signers can come in to spend and your student group can only spend if you have sufficient funds in your account.
- Also, when using the P-Card and Purchase Order process, your group may be frozen if receipts are not returned within 7 days of the order.
What does a receipt need to contain in order for me to get reimbursed?
- In order to get reimbursed for your student group purchases, make sure your receipt contains an ITEMIZED LIST of items purchased and PROOF of that payment.
- The receipt needs to contain BOTH pieces of information. Bringing in just a proof of purchase (credit card slip) will NOT work alone.
- If your receipt still says "balance due" this will not work either. The receipt must show that the items were paid for.
- You must also fill out a reimbursement request form. This form must have an authorized signers signature. If you are a group member who needs to be reimbursed make sure you bring this in with a signer's signature or we cannot reimburse you.
- Our office DOES NOT process the reimbursement requests, we send them down to our accounts payable office. So, if any of this information is missing they will automatically send it back down to our office.
- For reimbursement request of $100.00 or under, the SOFO office can give you petty cash.
- For reimbursement requests of over $100.00, we will issue you a check. The check will take 7-10 business days.
Should I sign contracts for speakers or performers?
- NO!!! Students who sign speaker contracts, offers of intent or any other legal documents may be held personally accountable for payment. ALL contracts involving University money must be signed by the Procurement Service Center. SEE SOFO FIRST!!
Can I do student group business if I'm not a signer?
- Yes, you can always make deposits for your student group even if you are not a current signer.
- Yes, if you have the proper documentation. If you need to get reimbursed but you aren't a signer, please bring in the reimbursement request form with the AUTHORIZED SIGNER's signature. This allows you to get reimbursed without the signer being present.
- If you are spending directly out of the account, the authorized signer must have signed off on proper documentation before you can pick it up and spend.
When should I setup/return cashboxes?
- If you are collecting any money on campus please have an AUTHORIZED SIGNER come to the SOFO office at least a week in advance to request a cash box. We can give you change for your box and tickets if your student group needs them.
- Turn in cash boxes daily. If the SOFO office is not open, you may return it to the UMC Reception Desk.
Events and Travel Questions
Can my group apply for funding for an event?
- Both ISO's and ASO's are eligible for event funding and there are numerous on-campus funding options available to your student group. Complete the Student Group Event form and bring it into SOFO. Funding sources will not fund without our signature.
- Be as detailed as you can on your event proposal form. When you bring it in to SOFO to review, make sure you have confirmation of the space in which you plan to have your event. We cannot approve your form without confirmation of the space. UMC EPC will provide you with confirmation that you can attach to your packet.
- PLAN AHEAD! Many funding sources have deadlines so the earlier you plan the more successful you will be!
Can my group apply for funding for travel?
- Both ISO's and ASO's are eligible for travel funding and there are numerous on-campus funding options available to your student group. Complete the Student Group Travel form and bring it into SOFO. Funding sources will not fund without our signature.
- PLAN AHEAD! Many funding sources have deadlines so the earlier you plan, the more successful you will be!
Where should I start?
- For event questions, contact the SOFO Events Liaison.
- For travel questions, contact the SOFO Travel Liaison.
- Look over the event proposal and travel request forms. These will give you an idea of what we are looking for.
How far in advance should I plan?
- EARLIER is always better! Some funding sources require two readings of your proposal.
- For travel SOFO recommends starting at least 4 weeks in advance.
- For special events SOFO recommends starting at least 6-8 weeks in advance.
Can I get funding for international travel?
- Student fees will not fund international travel, excepting Mexico and Canada.
Funding Questions
How do I get funding for my student group?
- If your student group needs general operating funds for the fiscal year, you can apply to the Student Group Funding Board (SGFB). SGFB has specific deadlines so contact the SGFB liaison for more information. Or visit the CUSG website.
- Your student group can sign up to sponsor a vendor on campus. In doing this, your student group can make a minimum of $35.00 a day. See the raising money section.
- Your student group can also fundraise. See fundraising section.
- For event or travel, fill out the Student Group Event Proposal or the Student Group Travel Proposal.
What are student fees?
- Mandatory fees, in addition to tuition that students pay every year. They are determined by the student government and change each year. Paying student fees allows students to vote in student government elections, and to use certain services on campus like the Recreation Center. Student fees also go towards funding sources on campus, which allocate money to student group events and travel.
Are there any restrictions on how funds may be spent?
- Yes, each funding source has rules and regulations that the SOFO office can help explain to your student group.
What departments give student groups funds?
- Student Fees
- Arts and Science Student Government (ASSG)
- Council of Colleges and Schools (CCS)
- CUSG Representative Council
- CU Colleges and Schools
- SGFB
- Other Campus Funding Sources:
- Cultural Events Board (CEB)
- Vice Chancellor of Student Affairs (VCSA)
- Center for Multicultural Affairs (CMA)
- ODECE
- RHA
- ISSS
- UGGS
- Late Night
- Dennis Small Cultural Center
- Parent's Association
- Alumni Center
- CU Book Store
- CUPA
My group was told we received funding yesterday, why isn't it in my account?
- In order for your group to actually receive funding, the funding source will need to contact the SOFO office. Please make sure your contact person has spoken with someone to obtain the correct speedtype so the transfer can happen. Unless this occurs, the funding will not appear in your student group account.
