Events may happen in the following spaces:

1. Program Houses/Residential Spaces including WestCo Courtyard and the Butterfields Courtyard (this does not include wood frames or lounges) with approval from the Area Coordinator. The student group hosting the event must submit and register the event through WesNest no less than 14 business days in advance for all spaces within residential areas. NOTE: Program House spaces can only be reserved by residents of the respective house. 
2. Classrooms (e.g., Fisk, PAC, Exley)
3. Usdan (includes Huss Courtyard and Lawn) - No less than 14 business days in advance.
4. Fayerweather (Beckham Hall and practice rooms) - No less than 14 business days in advance. 
5. Russell House
6. Allbritton
7. Foss Hill
8. Memorial Chapel - No less than 14 business days in advance
9. Zelnick Pavilion - No less than 14 business days in advance
10. CFA (Please note, the CFA has a separate request and approval process. For more information, please contact the Associate Director of Student Involvement).

Check out further university event policies here

The amount of time you need to plan your event depends on multiple factors listed below. In any case it is always better to plan far in advance than try to fit something in at the last minute. Generally, all event requests must be submitted no later than 14 business days in advance.  However, there are some instances where event requests need to be submitted earlier than 14 business days.

• Contracts - Contracts must be processed 6 weeks prior to your event. Read more information on the contracting process.
• Public Safety - If you are planning an event where Public Safety will need to be present, that request must be submitted at least 3 weeks in advance.

The following steps need to happen before you request funding for your student group:

1. Re-register your group on WesNest if you are a pre-existing group every academic year. Your group is also required to attend the Pass the Torch event hosted in the Spring in order to successfully re-register.
2. Review the Financial Manager Training PowerPoint and pass the quiz.
   1. Attend the financial manager training.
3. Familiarize yourself with the Student Group Waivers and submit them if they are applicable to your group. These should be resubmitted every year.
   1. Student Group Liability waiver - if your group travels off-campus.
   2. Athletic Form - if your group is a Club Sport. 
4. Register your event in WesNest and reserve space if applicable.
5. Apply for funding, if needed. (Instructions below)
6. If you are paying someone like a performer or an outside service, submit a W-9 (US citizen) or W-8 (non-US citizen) as soon as possible. 

There are three major funding sources for student groups on campus: Student Budget Committee, Income, and Department funding. Any active student group can request or use money from any of these funding sources, but depending on the type of student group, some funding sources might be more applicable than others.  

SBC Budget Requests

All students and group leaders request funding to support their events and activities through the WSA. There is one committee who oversee finances for groups: Student Budget Committee (SBC). 

SBC Budget Requests are submitted through your student group's WesNest page. Once it's approved, the amount is transferred as electronic dollars into your student group's SBC smartkey, 110-1113-XXX. 

Income

You can have income from the previous year, commonly known as a "carry forward," transferred into the new fiscal year through the Income Smartkey. *Normally the University allows the balance of a student group's 111-1113-XXX INCOME Smartkey from the previous year to be used by the group the following year.

Your student organization can generate income during the current academic year. This income is reflected in the student group's 111-1113-XXX INCOME Smartkey under account code 70360 after the group's treasurer submits a Deposit Form to Student Involvement. Account codes in Income Smartkeys all begin with the number seven. For example, if you are making a deposit, the account code would be 70360.

Campus Department Funding

You can ask a chair or department head of an administrative or academic department to co-sponsor your event during the current academic year. The department is responsible for transferring these funds to your student group's 100-1113-XXX account. Departments must use Account code 85911 EVENT SUPPORT when transferring funds.

Since Wesleyan works using electronic money, there are three major ways students can purchase items for their group after money has been allocated to their account. 

Reimbursements

This is the most common way that students buy items for their student groups.  A student can spend their own money on an item and then turn in the itemized receipt with proof of purchases attached to a financial request form (FRF) to Student Involvement.  The student will then receive a reimbursement through direct deposit into their personal accounts. 

Things to be aware of:

• Students and faculty cannot be reimbursed for paying people directly for a service. This is considered a third party payment and is prohibited by the university. These services need to be paid for using an invoice (see explanation below). 

• Students and faculty cannot be reimbursed for rentals or services if the company is an LLC.  These should be paid for using an invoice (see explanation below).
• All receipts should be itemized and have a proof of payment. This will be the last four digits of your credit card or the word "cash" if they paid for the items with cash. 
• If the person is a grad student, please specify this on the FRF.

• Non-student or faculty may be reimbursed for purchasing items, however they will need to submit a W-9 to our office prior to submitting an FRF.
• The university does not reimburse for gas if you are using a personal vehicle.  You may submit for mileage.  Multiply the total mileage of your trip by 67 cents ($0.67)  and submit a google map's trip doc with your FRF. (Mileage multiplication number increases each fiscal year)

Invoice

Invoices can be submitted for things like conference fees, equipment rentals, and other orders. Instead of paying the company out of pocket, the invoice should be submitted via WesNest along with the completed financial request form. 

Things to be aware of:

• If it is the first time that you are paying this vendor, make sure that you have them fill out a W-9 and submit this via WesNest with the completed Financial Request Form. 

Credit Card Appointment

If you are planning to make a large purchase or you want to order items from a company which is an LLC, students can make an appointment to use the Student Involvement Credit Card. Appointments must be made in conjunction with a Purchase Request on WesNest and should be done at least 24 hours before. Appointment schedules vary by semester so check the page to see what hours are open.  Financial Managers or a representative from the group may make credit card appointments for their group. Before the meeting, the student should create a purchase request and upload a list of links or contact information through WesNest. 

Things to be aware of:

• Please be sure that your SBC budget request was approved prior to scheduling a credit card meeting.
• Both a Purchase Request must be submitted via WesNest and Credit Card Appointment must be scheduled for your group.  
• If the order amount is over $2,000 you must email involvement@wesleyan.edu four business days in advance and you may be asked to split the order into multiple appointments. 
• The amount you plan to use must be in your WesNest account prior to the credit card appointment or else orders cannot be made.
• Each appointment is 20 minutes long, so if you anticipate that your order will take over 20 minutes, you may want to book multiple appointments.
• The money spent using the Credit Card will not be removed from your smartkey until around a month after the purchase is made so make sure that you do not over withdraw your budgets. 

If you spent SBC approved funds for a club purchase, you can fill out a Financial Request Form (FRF, Wesleyan Student and Employees) in the forms sections of WesNest. Make sure you have the proper receipt and payee information.

The following items are not approved for student club/organization purchasing:

• Food (except for identity groups sponsoring a cultural event)
• Items that will be kept for personal use (e.g. personalized shirts, prizes, etc.)
• Gifts/gift cards
• Activities that occur over break
• Student workers
• Any item that is not specified in your budget request.

If a Financial Request Form (FRF) is submitted seeking reimbursement for any of these criteria, the FRF will be denied.

Cash and third party payments (such as paying a personal Venmo/Paypal account) also cannot be reimbursed.