Student Involvement

Usdan University Center
45 Wyllys Ave, Room 102
Middletown, CT 06459
involvement@wesleyan.edu
1-860-685-2410

Funding for Student Organizations

Recognized student organizations can request funding for their activities, events, or programs through the Student Activities Fee. This fee is a non-academic charge applied to each full-time undergraduate student at the university. The Wesleyan Student Assembly (WSA) governs the allocation of these funds and oversees the Student Budget Committee (SBC), which is composed of seven members responsible for managing the fees and allocation process.

The SBC's mission is to enhance the extracurricular experience and foster an inclusive community at Wesleyan by supporting student organizations with financial assistance. Most clubs request funding from the SBC during the academic year. The SBC is responsible for allocating funds to all student organizations officially recognized by the Community Committee (CoCo) and collaborates closely with the Office of Student Involvement (OSI), Finance and Administration, and various campus departments.

Additionally, the SBC often co-hosts financial manager training workshops and Q&A sessions with the OSI Fiscal Management Coordinator, serving as a key resource for student organizations regarding the allocation process and other campus funding resources.

Essential Information before you request Funding

Before submitting a funding request, ensure you are aware of the following key details:

Understand the Funding Source: Ensure that your funding request aligns with your student organization’s mission and the objectives of the Student Budget Committee (SBC) or any other designated fund.

Review Funding Guidelines: Familiarize yourself with the funding guidelines and criteria established by the Wesleyan Student Assembly (WSA) and the Student Budget Committee (SBC). Ensure your request meets all requirements.

Plan Ahead: Submit your request well in advance of the event or activity. Be mindful of deadlines and processing times to ensure timely approval and allocation.

Prepare Detailed Documentation: Provide a clear and detailed description of your request, including a budget breakdown, justification for the expenses, and any supporting documents required.

Coordinate with OSI for Venue Reservations Through WesNest: If your request involves reserving rooms or obtaining services from campus departments (such as Physical Plant or ITS Audio Visual), ensure you confirm the availability of the venue and verify that the necessary services can be provided for your event. 

Verify Funds Availability: Check the balance and availability of funds in your club’s account to ensure sufficient resources for your request.

Understand the Approval Process: Familiarize yourself with the approval process and be prepared for potential follow-up or additional information requests from the SBC or OSI.

By following these steps, you can ensure a smooth and successful funding request process.

  • Club Financial Manager Responsibilities

    The Club Financial Manager is responsible for overseeing the financial activities of the club, including managing incoming funds and determining their allocation. As the de facto treasurer for recognized clubs and groups, Financial Managers collaborate closely with their leadership board, the Student Budget Committee (SBC), and Office of Student Involvement (OSI) staff.

    Key responsibilities include:

    • Attending and participating in training sessions
    • Training their successor to ensure continuity
    • Educating club members on the reimbursement and payment processes
    • Tracking funds for each activity or event hosted by the organization
    • Reviewing and approving all financial transactions within the club
    • Signing all financial documents
    • Overseeing the transfer of funds to campus departments that co-sponsor events
    • Managing funding for contract requests
    • Adhering to deadlines and timelines

    As fiscal managers, they play a crucial role in maintaining the financial health of their organization.

  • Key Club Financial Terms

    Understanding these key financial terms will help financial managers navigate the budget allocation process and manage their funding effectively:

    • Accounts Payable (AP): The department responsible for tracking what is owed to suppliers and ensuring that payments are properly approved and processed.
    • Account Codes: Are five-digit numbers used to classify and categorize expenses, providing detailed information about the nature of goods or services purchased. These codes help in accurately tracking and managing financial transactions by specifying the type of expenditure.
    • Budget Requests: Funds requested by student club or group leaders to support their events or activities, sponsored by the Student Budget Committee.
    • Club Contribution Form: An online form used by Financial Managers to allocate funds to campus departments that are overseeing or co-sponsoring their student organization events.
    • Contract Request Form: An online form for requesting university contracts to bring artists, performers, or lecturers to campus.
    • Co-Sponsorship Departments: University departments that provide funding and resources to student organizations for specific programs or events.
    • Deposit: A sum of money placed into a student group’s income account by the University.
    • Financial Manager (FM): An undergraduate responsible for managing the finances of a recognized student organization.
    • Financial Request Forms (FRF): Online forms used to pay or reimburse students, faculty, staff, or vendors for goods or services related to student organizations.
    • Flywire eStore platform: Enables clubs to collect funds via debit or credit card, allowing for secure payment processing for various products, services, and events. It is primarily used by most clubs to collect dues.
    • Independent Contractors: Individuals, such as visiting artists, speakers, and performers, who provide one-time services to the Wesleyan community, either paid or unpaid.
    • Interdepartmental Funds: Funds used for services or goods exchanged between campus departments, allowing student organizations to access these services without direct charges.
    • Office of Student Involvement (OSI): The office that collaborates with student organizations, WSA committees, and campus administrators to ensure proper handling of financial matters and smooth event execution.
    • Student Accounts: The department responsible for final approval of deposits and transfers of funds into a student organization’s income account.
    • Supplier: An individual or organization that provides products or services, also known as a “vendor”.
    • Third-Party Payment: Payments made to individuals or organizations not legally incorporated under the University’s tax code.
    • W9 Tax Form: A form used by freelancers or independent contractors to provide necessary information for payment processing by Wesleyan. It is also called the Supplier Registration Form.
    • WesNest: The online management system used by Wesleyan for student organizations.
    • Workday Finance: Is an online financial management solution which assists companies with streamlining and optimizing their financial operations. AS OF JULY 2024, IN WORKDAY, SMARTKEYS NO LONGER EXIST.  FINANCIAL ACCOUNTS ARE LISTED AS THE CLUB NAME.

Other Financial Resources

  • Student Budget Committee Fund: This is the primary funding source for most student organizations. Financial managers can request budget allocations during an open budget period through their group’s WesNest homepage. Detailed instructions on how to request funding can be found here.
  • OSI Programming Fund: Designed to support the programming efforts of student groups, this fund supplements budgets that may not be fully covered by the WSA’s Student Budget Committee. For more information, visit the Office of Student Involvement (OSI) website.
  • Green Fund: Managed by the student-run Wesleyan Green Fund, this fund supports campus sustainability projects. It collaborates with student and employee applicants to tailor and support projects. For details, visit the Wesleyan Sustainability Office website.

 

Interdepartmental Funds

When clubs or groups host events requiring services from Physical Plant, ITS Audio Visual, OSI Sound Coop, or when booking campus facilities, including athletic spaces and fields, they do not need to request additional funding from the Student Budget Committee (SBC) or other campus departments. Instead, Student Activities Funds are designated for these interdepartmental charges, and the associated fees will be automatically billed to this account. Requests for funding in these cases will be denied by the SBC, and you will be asked to update your budget request accordingly.

Other Department Funding Sources

University campus departments may offer additional funding based on your club or group’s mission, the nature of the event or program, and whether your group is co-sponsoring a joint engagement.

  • Other Funding Sources

    The Resource Center
    The RC co-sponsorship budget is for any student who is looking to receive RC support for an initiative and/or event that they are organizing that relates to our five areas of focus (race, ethnicity, nationality, socioeconomic status, disability, gender, sexuality, sustainability, spirituality, and social and political activism).  A link to our co-sponsorship form can be found our webpage here

    Adelphic Educational Fund (Alpha Delta Phi)
    The Adelphic Educational Fund (AEF) was founded in December 1944 by G.W. Davison and Albert Johnston, alumni of the Middletown Chapter of Alpha Delta Phi and Wesleyan University, who wished to establish a foundation to assist educational activities at Wesleyan in general and at the Middletown chapter of Alpha Delt in particular. 

    Patricelli Center Funding (PCSE)
    Sponsored by the Patricelli Center for Social Entrepreneurship
    PCSE funding may be available for on-campus workshops and other events that will help prepare students to create and sustain programs, businesses, and organizations that advance the public good. Events with PCSE sponsorship must provide training or enrichment in a field such as business, non-profit management, public service, social justice, environmental sustainability, education, healthcare, or international development.

    Healthfull Words Fund
    Sponsored by the Office of Health Education/WesWELL
    The HealthFull Words Fund (HWF) was developed by WesWELL in 2002 to provide funding for student-initiated educational events which address health issues relevant to the Wesleyan population. Limited funds are available each semester. Therefore, students and organizations are encouraged to apply early as we will not accept applications once funds are depleted. More on the Healthfull Words Fund. 

    Please check with the following offices / organizations on their processes on how to request funding:

    Jewett Center for Community Partnerships
    Office of Equity and Inclusion
    Office of Religious and Spiritual Life
    Office of Residential Life
    The Gordon Career Center
    Academic Department Contributions
    Student Organization Collaboration & Co-sponsorship