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Student Organization Funding

The Student Budget Board (SBB) is a standing committee of the Commission of Student Affairs (CSA). The board manages the allocation process of a portion of the student activities fee to Registered Student Organizations (RSO), University Chartered Student Organizations (UCSO), and University Student Life Programs (USLP) which have a majority membership of undergraduate students. SBB is a policy board that strives to fund organizations in a fair and equitable manner.

The Graduate Student Budget Board (GSBB) manages the allocation process of a portion of student activity fees to Registered Student Organizations (RSO) with a majority membership of graduate and professional students. GSBB strives to provide funds in a fair and equitable manner, consistent with the votes of the representative board of GSBB.

Funds allocated through both budget boards are meant to enrich the experiences and exposure of the student body during their time at Virginia Tech.

The Student Budget Board (SBB) and Graduate Student Budget Board (GSBB) will continue to monitor the impact that COVID-19 may have on students and organizations and adjust accordingly.


  • The student organization must be registered with Student Engagement and Campus Life by June 30, 2020, and in good standing with the university. 

    • If an organization is not re-registered by this deadline, the organization will not be able to apply for, or access, any funding for this academic year.  

  • Any individual applying for funding on behalf of an organization, must complete a Funding Workshop prior to applying for funds.

    • Information on Funding Workshops can be found below.

Majority Membership

  • Please apply to the board that best represents your organization’s members.

    • If you have majority undergraduate students apply to SBB.

    • If you have majority graduate students apply to GSBB.

Split Membership

  • Please apply to the board that best represents your organization’s interests.

 

Ultimately, SBB and GSBB have final say for which Board your organization applies through.

 

SBB

Student Budget Board is guided by their Policy and Procedure documents. These are crucial for the success of SBB as well as our student organizations.

It is your responsibility as a student leader to read, review, and adhere to policy and procedure.

Please access the appropriate documentation below based on your organization’s classification.

The Policy and Procedure documents below are currently pending approval from CSA.

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2021-2022 RSO_USLP Policy and Procedure.pdf
*
2021-2022 UCSO Policy and Procedure.pdf

SBB Funding Workshops will be available online, through Canvas.

*The Funding Workshop will go live on August 9, 2021 at 8am. Please see details below.*

Acess the SBB Funding Workshop Here

Any individual who wants to apply for organizational funding must complete a Funding Workshop.

Funding Workshops consist of the following:

  • Watching a video.
  • Completing a quiz on the PowerPoint content.
    • Individuals must achieve a 100% on the quiz to be eligible to apply for funding.
    • You may take the quiz more than once, if needed.
  • It is strongly encouraged that you read through policy and procedure. All organizations are expected to do this.

The Funding Workshop must be completed (with a 100%) PRIOR TO applying for funding.

If you apply before completing the workshop, your request will be automatically denied.

If you are having trouble with the workshop, please or need accommodations for the workshop, please email us at budgetboard@vt.edu or call 540-231-4379.

Individuals, on behalf of organizations, cannot apply for funding until a Funding Workshop is successfully completed.

*Applications will go live on Monday, August 23rd at 8:00 am. Do not apply until you’ve successfully completed a Funding Workshop or your request will be automatically denied.*

  • Once you have completed the Funding Workshop, you can apply through your organization's GobblerConnect page.
  • All funding requests must be submitted on the appropriate funding form determined by the type of funding you are seeking.

  • This is covered in the Funding Workshop and in Policy and Procedure.

    See document below for A detailed description for how to complete applications.

*
Student Budget Board Funding Guide 2021-2022.pdf

General, Quick Questions:

Email: budgetboard@vt.edu

Questions for The Chair of SBB (applying for funds, Funding Workshop, Policy and Procedures

The SBB Chair for 2021-2022 is Alec Bradfield. If you would like to connect with him, he is available:

  • Weekly on Tuesday from 2:00-3:00 PM and Wednesday from 4:00-5:00 PM

  • Located in-person in the Source in Squires Student Center or online

  • By Appointment: Please email Alec at sbbchair@vt.edu

Questions about Payments

Lynn McPeak serves as our Student Budget Board Administrative Associate. She can help answer questions about payments for your events.

GSBB

The Graduate Student Budget Board is guided by their Policy and Procedure documents. These are crucial for the success of GSBB as well as our student organizations.

It is your responsibility as a student leader to read, review, and adhere to policy and procedure.

*
GSBB Policy and Procedure- Phase 2.pdf

GSBB Funding Workshops will be available online, through Canvas.

*The Funding Workshop will go live on August 9, 2021 at 8 a.m. Please see details below.*

Access the GSBB Funding Workshop Here

Any individual who wants to apply for organizational funding must complete a Funding Workshop.

Funding Workshops consist of the following:

  • Watching a video.

  • Completing a quiz on the workshop content.

    • Individuals must achieve a 100% on the quiz to be eligible to apply for funding.

    • You may take the quiz more than once, if needed.

  • It is strongly encouraged that you read through policy and procedure. All organizations are expected to do this.

The Funding Workshop must be completed (with a 100%) PRIOR TO applying for funding.

If you apply before completing the workshop, your request will be automatically denied.

 

Individuals, on behalf of organizations, cannot apply for funding until a Funding Workshop is successfully completed.

*Applications will go live on Monday, August 23rd at 8:00 AM. Do not apply until you’ve successfully completed a Funding Workshop or your request will be automatically denied.*

  • Once you have completed the Funding Workshop, you can apply through your organization's GobblerConnect page.
  • All funding requests must be submitted on the appropriate funding form determined by the type of funding you are seeking.

 

  • This is covered in the Funding Workshop and in Policy and Procedure.

See document below for A detailed description for how to complete applications.

 

*
Graduate Student Budget Board Funding Guide 2021-2022.pdf

The GSBB Chair for 2021-2022 is Anusha Prasad. If you would like to connect with her, she is available:

  • Weekly on Monday at 3:00 pm 

  • By Appointment: Please email Anusha at gsbb@vt.edu

 

Payments, Reimbursements, and Forms

PLEASE NOTE: This process is to be completed online. Forms delivered in person will not be accepted by SBB or GSBB.

Please follow the steps below for Payments and Reimbursements:

  • The various types of reimbursement forms are located below in the Forms section.
  • First, figure out which form you need. This is reviewed in the Funding Workshop and via a brief description with the form below.
  • Download the form and fill it out digitally.
  • Collect your supporting documentation (receipts, invoices, contracts, etc.) and combine them into one PDF with your Payment Form.
    • If you cannot do this, please combine as many documents as possible.
  • Then, you will fill out the form linked below, and upload all necessary information.
    • This will serve as your submission for payment.
    • Be sure to click through all the way to the end to ensure you’ve submitted it.
  • If your organization is not listed on the form or if you have any questions, please email budgetboard@vt.edu

 

As mentioned in the Funding Workshops, this year there are 3 different types of payment processing forms for RSOs and USLPs, depending on the type of payment you are seeking. Please see below for details.

  • UCSOs, please see your form below.

Each of the forms does require an e-signature. If you do not feel comfortable with this, please contact budgetboard@vt.edu

Reimbursement Payment Processing Form

This form should be used for individuals or organizations seeking reimbursement for payments.

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PPF Reimbursement (e-signature).pdf

Invoice (or Department) Payment Processing Form

This form should be used to pay vendor and/or departmental invoices for events.

*
PPF Invoice Payment (e-signature).pdf

Contracted Performer Payment Processing Form

This form should be used to pay contracted performers who are being contracted for events.

  • *Note- Organizations cannot pay performers and then be reimbursed. SBB must pay the performer directly
*
PPF Contracted Guest (e-signature).pdf

UCSO Payment Processing Form

This form should be used for UCSO payments only.

*
PPF UCSO (e-signature).pdf

Additional forms that are needed can be found below.

W-9 (needed for Contracted Performers and to pay invoices)

Please email budgetboard@vt.edu to see if we already have a W-9 for your vendor on file.

*
W-9 Form.pdf

20 Questions

This form needs to be filled out by the student organization for the contracted performer they are bringing.

SBB cannot pay for Virginia Tech employees to be contracted out for special events (i.e. a guest speaker, a lecturer, etc.). If you wish to do that, those funds cannot come from SBB.

*
20 Questions.pdf