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Funding

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The Student Government Association (SGA) is responsible for allocating over $600,000 of the student activity fee each year to Registered Student Organizations (RSOs) at OU. The following information is intended to serve as a guide to the types of funding available for organizations, how funding is allocated, what is considered appropriate and inappropriate uses of funds, how to use SGA funds, etc.

Important Announcement:

2021- 2022 SGA Funding applications will be available in ENGAGE Finance section on August 23, 2021.

SGA Funding and Financial Contacts

For questions regarding the budget process and spending SGA funds, please email the following:

Lauren Patton - SGA Budgetary Chair - sgabudget@ou.edu

or 

Curt Swanson - SGA Accountant - coffeemonkey@ou.edu

How to apply for and use SGA funding for RSOs

Register as a student organization via ENGAGE

You must be a registered student organization (RSO) at the University of Oklahoma in order to apply for SGA funds. Please use the following button in order to register an organization (Please make sure to navigate and search ENGAGE to make sure that the group is not already registered):

 

REGISTER

 

Create an SGA budget request

1. Go to the Finance section of the RSOs page in ENGAGE.


2. Click on Create Request


3. Click on Create Budget Request **(2021 - 2022 Budget Requests will not available until the first day of classes on August 23, 2021)**

4. To see if you already have SGA funds from the 2021-2022 SGA PRIMARY Funding process, please look on this link

5. Please select the following link and read the Appropriate Use of Funds.  The SGA will only fund items that are allowable purchases, per SGA policy.  If you want to know more, this piece of legislation is referenced in the guidelines. 

 

Budget approval process

After an SGA budget application is submitted, here are the steps that follow:


1. All applications are seen and evaluated by the SGA Budgetary Committee.  This committee is composed of members of the Undergraduate Student Congress (Congress) and Graduate Student Senate (GSS). 


2. After each application is evaluated, SGA funding legislation is created and sent to a weekly Congress meeting and also a separate, biweekly GSS meeting for their consideration. 


3. Once approved, the legislation is sent to the SGA President for signature approval.  


4. After the funding is approved by SGA, the funds are allocated to the Accounts section of the group’s ENGAGE page. 

*** 
Please note that the full funding process (steps 1-4 above) can take 3-5 weeks.***

Spending your SGA funds

*All Purchase requests are due within 30 days of the charge.  If nothing can be done about the failure of meeting this time requirement ... Please include a detailed explaintion why it was submitted late in the description section of the request on you RSO's ENGAGE page..

Anything late will be subject for approval by the SGA Bugetary Committee!

To spend the funds that your RSO has been awarded by SGA, please do the following: 


1. Go to the Finance section of the RSOs page in ENGAGE


2. Click on Create Request. 


3. Click on Create Purchase Request: Purchase requests are defined as requests to withdraw funds from your SGA account.  They can be the following:

  • Departmental Transfer – This is payment for an OU department such as the Union, Printing Services, Facilities Management, or other campus departments.  This option should also be used if you are wanting to transfer funds to another on-campus organization account for incurring expenses on the organization’s behalf. 
  • Vendor Direct Payment / Non-Personal Reinbursement – This is a payment directly to an outside vendor. A direct payment can be paid with an invoice provided by the vendor. 
  • Purchase Order (PO) – This option allows you to pick up your item(s) without the vendor needing an immediate payment.  First, check with the vendor and make sure that they accept OU Purchase Orders.  If so, submit your purchase request through ENGAGE and, after it has been approved, you will receive a PO document which you can use to pick up your items.  Give the PO to the vendor and return the final receipt/invoice to Curt Swanson at coffeemonkey@ou.edu in order to process payment to the vendor. YOU MUST CHECK WITH THE VENDOR TO MAKE SURE THAT THEY ACCEPT PURCHASE ORDERS, PRIOR TO MAKING THE REQUEST.

Important:  Please do not spend your personal funds on behalf of your RSO.  You should use one of the three purchase request types mentioned above.