Overview

The impacts to the financial and funding policies are centered around the changes to the way funds are allocated – with much more streamlined bills and budget process as well as a clearer, but more strict, appeals process. The RSO Policy does supersede and replace the original JFC Policy. Additionally, there have been some changes to what information is required when your organization submits funding requests as well as where the Budgets are submitted. General policy and some Item restrictions have been updated as well for both budgets and bills.

Please be aware that these changes make all deadlines more strict without any leeway able to be granted. Each of these mentioned points is outlined in greater detail below as well as in the resources and documents provided. All of these policies and procedures are now in effect and currently enforced.

Bills vs. Budgets

Bills are rolling requests submitted during the current fiscal year for specific, supplemental needs. All Bill submissions must use Engage and include itemized price quotes or reliable documentation for every requested line item. Bills are reviewed promptly at JFC’s regular meetings. Straightforward requests may be approved without a hearing, but you will be contacted if further clarification is needed. Funding is never retroactive: no reimbursements or commitments made before approval are eligible.

Budgets are annual allocations that RSOs can use for recurring activities, events, and operations. Each RSO must complete the Budget Orientation module before submitting a budget request. Orientations and all subsequent budget-related actions occur on Engage, with documentation requirements and item breakdowns explained clearly throughout the submission process. Missing the submission deadline or failing to attend a JFC Budget Review Session results in automatic denial of your budget for the fiscal year.

Documentation and Restrictions

Each funding request must have reliable, current cost estimates. Bills always require specific, third-party price quotes for all items. For budgets, cost estimates (including links or past documentation) are acceptable for routine or recurring requests, but firm quotes are expected for non-recurring or substantial expenditures. For all events, RSOs must provide evidence that the event is open to the student body and submit a recap report after its completion.

SGA will not allocate funds for retroactive expenses, personal benefit, travel within 30 miles of campus, non-SAF paying participants, gifts, giveaways, or miscellaneous/unknown costs.

Specific limits and caps are listed in the Allowable Cost List.

Finance Policy Changes

Restrictions and item maximum allocations are also strict with no way to appeal to the legislative body for leniency. A list has been complied of the changes of most expected impact to make things easier – this is just based on general expectation and the changes may have varying degrees of relevance to different organizations.

Notable Changes

• Food and drinks are now fully funded up to $13 per person per event for all eligible events, compared to the old policy’s $15 per person with a $600 total cap and an 80% rule for expenses above $600
• Off-campus venue funding is now explicitly limited to $10 per SAF-paying attendee; the prior $15,000 total cap per year for off-campus venues is removed
• The attendance requirement for funding food-related items (e.g., utensils, plates) was simplified. No longer tied to events with minimum student attendance above 50 and a $2,000 yearly cap.
• The $50 per event and $500 annual cap for stickers and other low-cost publicity was replaced with a $100 per event and $500 annual publicity cap that encompasses all publicity items
• Inventoried goods (formerly “durable goods”) are now capped at $1,000 per unit from $200 per item or two-thirds of total cost; raw material and parts restrictions were unified under “inventoried” and “non-inventoried” categories
• Storage locker rental cap was raised from $4,000 to $6,000 per fiscal year; vehicle storage is now fully funded up to $10,000 per year, with any cost above that funded at 50% (old policy had a $15,000 maximum with required matching over $10,000)
• Hosting competitions cap increased from $3,000 to $5,000 per year
• The NEW ACL institutes a stricter definition for events (must be published on Engage for Bills, recap report required for all events, and all events must be intended for all SAF-paying students), and adds clearer requirements and post-event documentation for RSOs

RSO 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.

Appeals Process

First, request a written decision from JFC within ten business days of receiving your allocation outcome. If you believe an appeal is warranted, file your appeal in writing with the Associate Vice President for Student Engagement and Well-being/Dean of Students within ten business days of receiving the written rationale. The Dean or designee will render a final, written decision within twenty business days. No further appeal is available beyond this point.

Updated Process

Appeal Bases

Taken directly from the RSO Policy – all appeals must be based on one of the following grounds:

• JFC’s disapproval of the Annual Budget Request or Bill Request, or JFC’s determination regarding any allocation for an item therein, was arbitrary or capricious; 
• JFC engaged in viewpoint discrimination or another legal violation; or,  
• JFC failed to follow the Funding Request processes and procedures outlined in this policy. 

Application Process

Annual Registration requirements remain unchanged in their rigor. Every active RSO must meet these standards yearly. All current policies and funding processes described here are now in effect across Georgia Tech student organizations.

For further assistance, including clarification on the policy or help developing documentation or process visuals, please contact finance@sga.gatech.edu or campusorgs@sga.gatech.edu