Activities Funding Board

Guidelines

1. Regarding submission of receipts:
   1. The representative must meet with the AFB Financial Officer to submit receipts - do not "drop them off."
   2. All receipts must be turned in at the same time, not in batches or on different days.
   3. For all items approved for funding by AFB, groups must submit canceled checks or bank imaging statements, and/or credit card statements showing that payment has been made.
   4. Cash receipts will only be accepted for up to $200. Anything above $200 must be paid by credit card or check (organizational, personal, or cashier's check).
   5. The organization must submit original receipts (not invoices) along with a completed Allocation Form (Program/Conference) within 30 days of the program or conference. Failure to meet the deadline will result in the loss of funding (no reimbursement). In extenuation circumstances, a written request for a one-week extension may be granted by the AFB Chair, Advisor, or Financial Officer provided the request is made prior to the due date.
2. In some cases, written requests to transfer approved funds among line items may be granted. The request may be made prior to the program/conference or upon turning in receipts, and it should be submitted to the AFB Financial Officer or Advisor. However, approval of such requests is not guaranteed.
3. Reimbursement checks will only be made out to the sponsoring registered student organization approved for funding. Groups requesting a reimbursement must have a bank account in the organization's name in order to deposit a reimbursement check. It usually takes 6-8 weeks to receive reimbursement check after all proper receipts and forms have been submitted. See Reimbursement Allocation Form for more details.
4. a) In order to receive reimbursement for a speaker/performer (an individual), the student organization must submit a written contract or letter of intent to AFB (after the event) which specifies the following:
   • Title of event/program
   • Date of event
   • Speaker/performer fee (do not use the term "honorarium")
   • Travel/hotel accommodations & who made payment
   • Contract/letter must be signed & dated by the performer & an authorized representative of the student organization.
   • All groups must submit canceled checks, bank imaging statements, or credit card statements showing that payment has been made for each item.
   b) For speakers/performers who work for a company or business, registration fees, travel, rental services, and other expenses, receipts must be on official company letterhead & the following items must be provided:
   
   • Company name, address, phone number, contact person
   • Must be signed and dated by an employee of the company
   • Quantity/description of items/services being paid for
   • Amount/method of payment (ex. paid $50.00 cash; check number)
   • Receipts must say "Paid in Full" and/or "Balance Due 0"
   • All groups must submit canceled checks, bank imaging statements, or credit card statements showing that payment has been made for each item.
     
   c) For conferences, in addition to the above requirements, student organizations must submit an official agenda (of the entire event), a list of UH students attending the conference, appropriate airline ticket stubs, hotel and/or registration receipts (including a copy of the invoice). You will need to sign a travel waiver form.