Check this out!

Check out this presentation!

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 Club Leader Manual
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, they are responsible for Registering themselves as a Supplier in Workday.

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). 

Income

You can have income from the previous year, commonly known as a "carry forward," transferred into the new fiscal year through the Income account. 

Your student organization can generate income during the current academic year. Ways include, but are not limited to, fundraising, collecting dues and donations. However, you cannot receive donations from an academic department.

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 spending and arranging the payment of these funds.

There are three major ways students can purchase items for their group after money has been allocated to their account. 

Purchasing Appointment

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.

Reimbursements

A student can spend their own money on an item and then turn in the itemized receipt with proof of purchases attached to Purchase Request to Student Involvement.  The student will then receive a reimbursement through direct deposit into their personal accounts. Any student receiving a reimbursement must have completed the Supplier Registration Form.

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.
• 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. 
• Non-student or faculty may be reimbursed for purchasing items, however they will need to complete the Supplier Registration Form prior to submitting a Purchase Request.
• The university does not reimburse for gas if you are using a personal vehicle.  You may submit for mileage.  In 2025, the Federal Mileage Rate is 70 cents. You may multiply the total mileage of your trip by 70 cents ($0.70)  and submit a google map's trip doc with your Purchase Request. (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 purchase request. 

Things to be aware of:

• Please be advised if your supplier (the person or business entity listed on this form) must be set up via Workday BEFORE any payment or reimbursement requests can be processed.The supplier is responsible for setting themselves up in Workday. 

  Here is a link to the Finance Website which outlines this process.

  Link to Workday Supplier Registration Form

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 Purchase Request is submitted seeking reimbursement for any of these criteria, it will be denied.

No-If the intended supplier has already completed the supplier registration form in Workday, they do not need to repeat the process. If you are unsure of a supplier registration status, please email involvement@wesleyan.edu

NO. Students cannot be reimbursed if they paid an LLC vendor directly.

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

Nope! If you have submitted the purchase request correctly for the invoice payment or reimbursement, you do not need an appointment with OSI.

No-the Budget Request period is only open between 7am Wednesdays until 7pm Fridays on weeks that the SBC is operating. The SBC operates throughout the semester, and does not meet during breaks. Check our Office Calendar for SBC opening and closing dates. Please plan your requests in advance.