How to Access Student Government (NISG) Funding Directions

Printing: Use the Copyworks Request Form.

Social Media Advertising:

• Find the website from which you will purchase and the estimated cost.
• Social media purchases will need to be made as an out-of-pocket expense with reimbursement requested in the following manner:
• Make sure receipts are itemized and show the method of payment.
  Complete a Request for Reimbursement form.
  Scan the Request for Reimbursement form and all applicable receipts and send to the Office of Student Involvement secretary (email listed under contacts at involvement.uni.edu).
  All requests for reimbursement must be submitted no later than May 31st in order to ensure reimbursement before access to allocated funding expires.
  Be sure to tag NISG in your social media post.

Banners:
It is recommended that you use Signs by Tomorrow or Copyworks for printing of banners. These are approved vendors who are aware of the sizing needed and the grommet placement necessary for displaying your banner in Maucker Union if that is the intended use.

• If using Copyworks, follow the steps for printing above and indicate in the Special Notes section that you are ordering a printed banner (size 6’x9’) and indicate that this will be hung in Maucker Union and requires grommet placement.
• If using Signs By Tomorrow, you can call for a quote at (319)-268-0001
• Keep in mind that you will be responsible to pay for any amount over your funding allocation.
• Provide them with the sizing and grommet placement information if you will be hanging the banner in Maucker Union.
• Request that they bill you at the Office of Student Involvement and email a copy to the Office of Student Involvement secretary (email listed under contacts at involvement.uni.edu).
• Banner hanging requires a reservation in Maucker Union.

If possible, purchases for Equipment, Royalties, and Supplies should be made online and paid for with a university credit card. 

Follow the steps below to purchase online items:

• Email the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu), with the following information:
• The funding source and amount of your allocation.
• Item(s) you would like to purchase with vendor name, description of item(s), prices, and links to those items if possible.

Preferred vendors for the university whenever possible are:

• Amazon
• B&H Photo
• CDW

Technology purchases require vetting through Information Technology Services. An additional step is needed in these instances, so plan your needs accordingly.

If your purchase cannot be completed online, you can make your purchases locally using a purchasing card checked out by the Student Involvement secretary, or you can make purchases out of pocket and seek reimbursement if the following steps are taken:

• Ensure that the items you intend to purchase are allowable expenses following the NISG funding guidelines. These guidelines can be found at nisg.uni.edu.
• If you are unsure if the item you intend to purchase is allowable, contact the Director of Finance for NISG at nisg-finance@uni.edu
  When making a purchase, be sure to obtain a detailed, itemized receipt for the purchase.
• Complete a Request for Reimbursement form.
• Scan the Request for Reimbursement form and all applicable receipts and send to the Office of Student Involvement secretary (email listed under contacts at involvement.uni.edu).
• All requests for reimbursement must be submitted no later than May 31st to ensure reimbursement before access to allocated funding expires.

It is important you begin planning for any catering or food related expenses that you were funded for at least one month prior to the event date.

Contact the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu). They will be able to assist you with the following:

• Choosing an approved vendor
• Guiding you with any necessary catering exceptions or forms that need to be completed to have food at your event
• Placing food orders
• Arranging for payment of these orders

At least two months prior to the event, or as soon as possible once funding is received begin the following steps:

• Begin discussing payment with the person or agencies you will be contracting service with. Some points of discussion are as follows:
• Estimated cost to speak/perform or provide services
• Discuss payment terms (whenever possible seek to agree on a flat fee for the engagement without separate reimbursement for travel and lodging expenses).
• Secure a date and time for the event so that you can make reservations for the venue you will use for the event.

Secure a venue. Options include:

• Maucker Union
• Lang Hall Auditorium
• Lawther Field/Outdoor spaces
• Academic Buildings
• WRC
• Rod Library
• Gallagher Bluedorn Performing Arts Center (GBPAC)

Spaces near campus:

• Threehouse (319)266-4071
• St. Stephen Catholic Student Center (319) 266-9863

At least one month prior to the event date and after completing the steps above, contact the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu) to schedule an appointment to prepare a Contract for Services for your entertainment provider.

Planning ahead is key to successful access of allocated funding for student organization travel. If funded for any portion of student organization travel, a Travel Request must be created in the Business Operations Service Hub. Discuss the creation of this Travel Request with the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu)

Registration:

• Registration expenses are an allowable travel expense using NISG allocations. Registration is one of the preferred items to be paid for
  using that funding due to the ease of processing these expenses. If you intend to use your funding for this expense proceed as follows:
• Set up a meeting with the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu). They will
  assist you with registration for the event, conference or competition and pay for that directly whenever possible.

Hotel/Lodging:

• Hotel/Lodging expenses are an allowable travel expense using NISG allocations in cases where the requested expense meet NISG funding guidelines for travel (travel that is for the purpose representing UNI through presenting or competing). If you intend to use your funding for this expense proceed as follows:
• Set up a meeting with the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu). They will assist you with securing and paying for lodging expenses.
• If possible, arrangements will be made to pay for this expense using a university credit card. If necessary for the organization or individual to incur this expense out-of-pocket, reimbursement can be made up to the amount of the allocation set forth for this expense through the
  Travel Request which is created prior to travel occurring.

Transportation:

• Transportation expenses are an allowable travel expense using NISG allocations provided the travel meets NISG travel guidelines. If you intend to use your funding for this expense proceed as follows:
• If using Motor Pool for transportation needs, contact the Office of Student Involvement secretary (contact information can be found at involvement.uni.edu). They will assist you with making a reservation for a motor pool vehicle.
• If using a personal vehicle, and your travel allocation allows for it, you may be reimbursed for your mileage at the university rate. Discuss this with the Office of Student Involvement secretary.
• If flights will be purchased using your travel allocation – do not purchase prior to a meeting with the Office of Student Involvement secretary if you plan to be reimbursed for the expense – Airfare purchases need to be discussed with and planned for with the assistance of the Office of Student Involvement secretary in order to ensure that purchase are made in compliance with university policy and the funding guidelines and processes are followed.

Secure the venue location for your event date and time:

• Maucker Union
• Lang Hall Auditorium
• Lawther Field/Outdoor spaces
• Academic Buildings
• WRC
• Rod Library
• Gallagher Bluedorn Performing Arts Center (GBPAC)

Spaces near campus:

• Threehouse (319)266-4071
• St. Stephen Catholic Student Center (319) 266-9863

If on campus:

• Give your venue coordinator the contact information for the Office of Student Involvement secretary which can be found at involvement@uni.edu so that they can work with them to access the funding you have available.

If off campus: 

• Set up a meeting with the Office of Student Involvement secretary which can be found at involvement.uni.edu so that payment for the venue charges can be made.