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Student Organization Funding

Student Organization Funding!

The 2021-2022 Funding Application is now open!

You may review the Funding Guidelines below or access a PDF version here: 

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  • Funding Guidelines

    • To receive funding from SOC, student organizations must be fully registered and in good standing with Student Involvement. Organization membership and programs must be open to all Texas State University students.

      SOC’s goal is to remain equitable, annually consistent, and accessible. As such, while normally working within the operational framework delineated herein, SOC reserves the right to make exceptions to funding guidelines in the best interest of the student organization community to minimize potentially adverse future consequences.

      SOC, subject to the approval of Student Involvement, may set the maximum funding limitations for RSO programs and conferences. The maximum funding limitations shall be evaluated by SOC prior to the end of the budget fiscal year and reviewed by Student Involvement during the annual budget allocation. The Associate Director for Student Involvement approves all funding decisions made by SOC.

      Priority in SOC funding is given to student organizations that enhance student life, enrich the extracurricular experience, and/or improve the educational climate of the University. Funding shall be based on the merits of programs designed for and open to the entire university community.

      SOC funding precedents and composition change from year to year. Submission of a funding application does not guarantee that the items requested will be funded, even if the same items were funded in previous years. SOC only allocates funds for one fiscal year.

      SOC’s role is to subsidize organizations’ expenditures. SOC is not responsible for fully funding the totality of student organizations’ operations. Student organizations are encouraged to seek outside sources of income (i.e. dues, sponsorships).

      SOC funding will be based on the demonstrated necessity of expenditures (as determined by SOC) for the successful existence of the organization or completion of a program. SOC will take the individual needs of each student organization and the merits of each individual program into consideration when making its decisions. Additionally, SOC may deny outrageous requests if a similar, less expensive option is readily available. SOC reserves the right to add Guidelines throughout the academic year. SOC shall annually review policies specifying funding limitations.

      Organization treasurers must complete the treasurer training module on the RSO Officers: Student Organization Leader Development Canvas site every year in order to be eligible to request funding.

      To be considered an organization in good standing with SOC, registered student organizations must adhere to all Texas State University policies and regulations, as well as meet the requirements established by Student Involvement, and the Code of Student Conduct. Failure to adhere to SOC policies and procedures outlined in this document and on the website may result in lack of funding for your student organization. Any misuse or misrepresentation may result in referral to Student Conduct through the Dean of Students office for individual cases, Organization Conduct through Student Involvement for organization cases, or impact the organization’s registration status.

      SOC shall abide by all Student Involvement policies; LBJ Student Center policies regarding the use of facilities; applicable policies published in the Code of Student Conduct; applicable Texas State University policies; as well as local, state, and federal laws when making decisions.

      To receive funding from SOC, student organizations must be fully registered and in good standing with Student Involvement. Organization membership and programs must be open to all Texas State University students.

      SOC’s goal is to remain equitable, annually consistent, and accessible. As such, while normally working within the operational framework delineated herein, SOC reserves the right to make exceptions to funding guidelines in the best interest of the student organization community to minimize potentially adverse future consequences.

      SOC, subject to the approval of Student Involvement, may set the maximum funding limitations for RSO programs and conferences. The maximum funding limitations shall be evaluated by SOC prior to the end of the budget fiscal year and reviewed by Student Involvement during the annual budget allocation. The Associate Director for Student Involvement approves all funding decisions made by SOC.

      Priority in SOC funding is given to student organizations that enhance student life, enrich the extracurricular experience, and/or improve the educational climate of the University. Funding shall be based on the merits of programs designed for and open to the entire university community.

      SOC funding precedents and composition change from year to year. Submission of a funding application does not guarantee that the items requested will be funded, even if the same items were funded in previous years. SOC only allocates funds for one fiscal year.

      SOC’s role is to subsidize organizations’ expenditures. SOC is not responsible for fully funding the totality of student organizations’ operations. Student organizations are encouraged to seek outside sources of income (i.e. dues, sponsorships).

      SOC funding will be based on the demonstrated necessity of expenditures (as determined by SOC) for the successful existence of the organization or completion of a program. SOC will take the individual needs of each student organization and the merits of each individual program into consideration when making its decisions. Additionally, SOC may deny outrageous requests if a similar, less expensive option is readily available. SOC reserves the right to add Guidelines throughout the academic year. SOC shall annually review policies specifying funding limitations.

      Organization treasurers must complete the treasurer training module on the RSO Officers: Student Organization Leader Development Canvas site every year in order to be eligible to request funding.

      To be considered an organization in good standing with SOC, registered student organizations must adhere to all Texas State University policies and regulations, as well as meet the requirements established by Student Involvement, and the Code of Student Conduct. Failure to adhere to SOC policies and procedures outlined in this document and on the website may result in lack of funding for your student organization. Any misuse or misrepresentation may result in referral to Student Conduct through the Dean of Students office for individual cases, Organization Conduct through Student Involvement for organization cases, or impact the organization’s registration status.

      SOC shall abide by all Student Involvement policies; LBJ Student Center policies regarding the use of facilities; applicable policies published in the Code of Student Conduct; applicable Texas State University policies; as well as local, state, and federal laws when making decisions.

    • SOC shall approve a maximum of $2,000 per organization per year, with no more than $1,000 of this allocation to fund off campus conference expenditures.

      Expenditures shall be consistent with established policies and procedures of the university and with local, state, or federal Law.

      SOC DOES NOT reimburse university departments or organization advisors per regulations derived from the Texas State University System.

      Expenditures shall be consistent with general university policy regarding use of physical facilities or use of services.

      SOC funding cannot be used as a gift, an award, or be loaned to an individual or group.

      SOC funding may not be used to support a candidate for public office, the outcome of legislation, or any group acting as a “front” for either (groups or individuals participating in information exchange, presentations, or forums are not considered “fronts”).

      Donations, both monetary and non-monetary, cannot be accepted at any SOC sponsored, partial, or fully funded event.

        1. Programs
          1. Programs funded in part or in whole by SOC must be free and open to all Texas State University students i.e. organizations may not charge Texas State students for admission to said events
          2. Programs funded by SOC must occur on Texas State University’s campus and property (i.e. University Camp). Property independently operated on Texas State University’s campus will not be considered for SOC funding purposes
          3. ADA accommodations are considered a program expense
          4. Student organizations may request funding for items such as face masks, hand sanitizer, cleaning wipes, gloves, wristbands/ signs for crowd control, etc. that are needed to help keep meeting and event attendees safe. These items are considered protective equipment
          5. SOC does not fund personal items; these protective equipment requests will be approved based on the assumption that they will be used for the well-being of meeting and event attendees. Requests such as sunscreen, shoes, hats, etc. will not be funded
          6. SOC will fund up to $500 for the entire year for each organization towards protective equipment to ensure and promote safe meetings and events
          7. SOC will approve a maximum of $250 per funding application towards programs
        1. Venue Rentals
          1. SOC will provide an inter-departmental transfer of funds for all on-campus venues.
          2. On-campus venues include the LBJ Student Center, Campus Recreation, Outdoor Recreation, Meadows Center, Evans Auditorium, Performing Arts Center, University Events Center, and Bobcat Stadium
          3. SOC will approve a maximum of $250 per funding application towards venue rentals
        1. Conferences/Competitions
          1. A maximum of 2 conferences/competitions will be funded per organization, per year
          2. Conference/competition funding cannot be applied to the same person twice in the same year or for the same organization
          3. SOC will fund up to $100 per person for individual registration/ admission/ program fees for events
          4. For group/team registrations, SOC will divide the total registration cost among all attendees and fund up to $100 per person
          5. Funding must be for current Texas State students attending a conference representing a RSO in order to develop leadership and management skills and to improve their organization
          6. Funding can also be applied to a current Texas State student representing an RSO that is presenting a program at a conference
          7. SOC will approve a maximum of $1,000 per funding application towards conferences
        1. Funding Restrictions:
          1. SOC will NOT reimburse or approve for the following expenses:
            1. Events/programs not open to Texas State students
            2. ANY alcoholic beverages or receipts that include alcoholic beverages
            3. Gratuities (tips)
            4. State of Texas sales tax
            5. Gift cards
            6. Legal Fees/ Fines
            7. Insurance costs
            8. Late fees
            9. First-aid kits
            10. Graduation items
            11. Individual/personal certifications or licenses
            12. Live animals
            13. Motorized vehicles
            14. Parking
            15. Personal items such as hair products, makeup, name tags, etc.
            16. Postage stamps
            17. Prescription medications
            18. Ride-sharing services (Uber, Lyft etc.)
            19. Sashes, stoles, pins, and other personal decorative items
            20. Services provided free of charge to student organizations by Texas State University
            21. Services rendered by Texas State faculty, staff, or current students
            22. General purpose social outings such as movie nights, bowling, group pedicures, etc.
            23. Sponsorships toward the initiatives/operations/events of other organizations, and/ or departments
            24. Website hosting or design fees
            25. Meals consumed during off-campus conferences/travel
            26. Gas, tolls, airfare, rental car expenses for travel
            27. Lodging/Hotel expenses
            28. International conference expenditures outside of the U.S, Canada, or Mexico
            29. Travel to competitions, tournaments, or any conference that gives the organizations a significant monetary award, which is defined as greater than the registration fee for one team or individual of competing students
            30. Purchase requests towards tailgating, informational and/or outreach tabling
            31. General organizational promotional items and materials
            32. The purchase of office supplies, stationery, office telephones, personalized gifts, equipment, or off-campus advertising.
            33. Funds for charities, scholarships, awards, or philanthropic efforts, or any form of personal or organizational gain. Gain is defined as income generated in excess of program expenses
            34. Organizational banquets, or end-of-the-year award gatherings
            35. ANY personal expenses
    • Current funding options are reimbursement to an individual, reimbursement to a registered student organization, and Sponsored Payments.

      Sponsored Payments are currently defined as payments made through an interdepartmental transfer of funds or a purchase order.

      Additional funding options may be provided on a case-by case circumstance by approval of the Associate Director for Student Involvement.

        1. Reimbursement
          1. A reimbursement is a repayment for money your organization has already spent
          2. SOC may reimburse expenses such as: event advertising/marketing*, event promotional items**, equipment rental, performance fees, supplies, decorations, and/or food. Items outside of those listed are subject to the approval of the SOC Executive Board
          3. Event advertising/marketing must include the following:
      • SOC Logo
      • Event Name, as advertised in the SOC Funding Request
      • Event Date, as advertised in the SOC Funding Request
        1. Photos of all event advertising/marketing and promotional items must be submitted with the receipts for reimbursement
        2. No reimbursement will be processed after July 31st of each fiscal year. All funds allocated within a fiscal year, must be reimbursed within that fiscal year
        3. An authorized member of the registered student organization must sign the notice of award in order to be reimbursed. The Notice of Award must be signed and returned within two (2) business days of being received and before the approved event is held
        4. SOC reserves the right to cancel funding requests if the Notice of Award is not signed within the given period
        5. Reimbursement requests must include proper documentation in the form of receipts showing payment. Reimbursement will be based on the allocation request that was presented at the hearing and any changes before the receipt deadline must be presented in writing to adjust line items
        6. Recipients will be reimbursed for the approved costs only after the program has taken place
        7. Reimbursement to an individual will be through the form of payment selected by the individual through their vendor profile
        8. All RSOs requesting a reimbursement must have a bank account in the organization’s name. SOC shall only reimburse the actual RSO, there will be no third- party reimbursements whatsoever
        9. Receipts must be turned in by the deadline specified on the signed notice of award. If all receipts are not turned in by the deadline stated on the Notice of Award, SOC has the right to not reimburse the organization

      *All event marketing must include the SOC logo. Failure to include may result in funding cancellation.

       **Artwork Proofs must be submitted to SOC for approval at least 3 business days prior to purchase. Purchases made without this approval may be subject to funding cancellation.

        1. Sponsored Payment
          1. Sponsored payments are funds that are paid through an inter-departmental transfer (IDT) or through a purchase order (PO) with a vendor that is recognized by Texas State through our vendor system
          2. IDT payments are a transfer of funds between two Texas State departments/offices. The LBJSC Business office will initiate all IDT transactions
          3. PO payments will be released as a NET 30 once services have been rendered or goods have been received. A final invoice must be received prior to release of funds. Final invoices can be sent to soc@txstate.edu
          4. Organizations are able to request sponsored payment for programs up to $500.00. Sponsored payments over $500.00 requires approval from the Director of Student Involvement
          5. An authorized member of the registered student organization must make a request for sponsored payment of an event at least six (6) weeks before the event is scheduled to take place. They must also participate in a scheduled SOC hearing
          6. Sponsored payment requests are only available for the following approved categories:
            1. Room Reservation
            2. UPD Security or other approved security if UPD is unavailable
            3. ADA Accommodations Requests
          7. Sponsored payment will be based on the allocation request that was presented at the hearing. Any changes to the request must be presented in writing before approval

      An authorized member of the registered student organization must sign the notice of award and return it within 48 hours of receipt in order to receive the sponsored payment from SOC

    • Only student organizations registered with the university through Student Involvement may apply for funding.

      Funding requests must be submitted three (3) weeks before the day of the program or conference for reimbursement or sponsored payment.

      SOC has the right to deny the organization’s request if turned in less than three weeks before the program or conference.

      SOC has the right to review funding applications for reimbursement after the program/travel expenses have occurred.

      Funding requests must be submitted online through the SOC Website.

      SOC will not accept funding requests via email.

        1. Org Funding Presentation
          1. After completing the application process, organizations who are approved for a presentation meeting will be notified and sent information regarding the meeting at least two (2) business days before the meeting
          2. Organizations will only be able to present at a meeting if they have been approved and received an email from SOC
          3. In order to proceed with a meeting, quorum shall be established by a simple majority of three (3) SOC Executive Board members, not including the President
          4. Presentations should express the following information to the SOC Executive Board:
            1. Approximate number of Texas State participants?
            2. Target audience description
            3. If there is a selection process for participations; how do applicants qualify to participate?
            4. What benefits will accrue to participants as a result of participation in the activity/project?
            5. What benefits will accrue to Texas State as a result of the activity/project?
            6. If SOC does not grant sufficient funding, how will the organization be affected?
            7. Are there any other factors you would like the SOC committee to consider?
        1. Presentation Meeting Deliberation
          1. Deliberations are to be closed meetings with only SOC Executive Board in attendance
          2. In its deliberations, SOC shall take into consideration the positive impact on the University based on value, target audience, event preparation, the organization’s past programming success, scope of event, ability to carry out the program, and timing
          3. SOC should consider funding programs and conferences that are aspiring to create interactivity, not for particular members or the organization itself, but for the university community as a whole
          4. To approve a funding request, a simple majority vote out of the three (3) SOC Executive Board members shall be required
          5. SOC has the discretion to deny the funding for certain items requested and then propose funding transfer to an item request that shows a clearer link to program success
          6. The SOC President shall only vote on an allocation request in the instance of a tie where the President will serve as the tiebreaker
          7. SOC Advisors shall not participate in voting. The Primary Advisor for SOC approves all funding decisions made by SOC
        1. Summer Allocations

      In certain instances where the budget remains after the close of class for the spring semester, the SOC Graduate Advisor in collaboration with SOC Primary Advisor may approve funding requests without formal approval from the SOC Executive Board using the funding guidelines in the SOC Funding Guidelines policy.

        1. Two Week Policy
          1. SOC Executive Board meetings occur weekly on Mondays from 5-6 PM, and allocation decisions are subject to a multi-stage review process before any requested funds can be officially approved
          2. SOC will not fund/ approve any item requests pertaining to an event occurring within two (2) weeks of full, and final budget submission; final budget submission is defined as having been scheduled to present in front of SOC
          3. SOC is not able to reimburse organizations for any unapproved expenses; unapproved expenses are defined as any and all items which were not reviewed by SOC or were not approved by SOC upon review
          4. In the rare event that SOC is not able to review your budget within 2 weeks of full and final budget submission, it is possible your organization may need to make purchases without knowing what SOC has approved. It is strongly advised that, in the event of such delays, your organization reaches out to the SOC Vice-President of Finance or the SOC Primary Advisor at soc@txstate.edu
    • SOC funding approval/denial letters will be sent via email to the student organization’s president, treasurer, and advisors within 10 university days of the decision. Any further instructions will be provided in the letter. The Notice of Award will outline both sponsored payment funds and funds that will be reimbursed upon the submission of receipts. This document must be signed and returned to SOC within 3 business days of being received and before the approved event is held.

    • SOC may request additional information prior to making a decision. If necessary, additional information will be requested via email.

    • Student Organizations may appeal SOC’s funding decision. The student organization must email the reason for requesting the SOC decision appeal to Associate Director of Student Involvement, Student Organizations Council, within 5 University business days after the Student Organization Council’s decision.

      If a second appeal is requested, the organization will meet with the Director of Student Involvement within 5 University business days after the Associate Director’s decision.

      • Monday, October 11, 2021: Org Funding Opens
      • Wednesday, November 24, 2021: Last day to submit funding request for review before winter break
        • Funding requests will remain open after this deadline but will not be reviewed until SOC resumes in Spring 2022.
      • Monday, November 29, 2021: Last SOC Exec Meeting for org funding review before winter break
      • Week of January 17, 2022: SOC Exec Meetings resume for org funding reviews
      • March 14-18, 2022: Spring Break – no org funding requests will be reviewed at this time.
      • Friday, April 15, 2022: Last day to submit funding requests for review for Spring Semester.
      • Week of April 25-29, 2022: Last SOC Exec Meeting to approve funding for the year
      • Friday, May 13, 2022: Last day to submit proper documentation for reimbursements and sponsored funding.
      • Summer Allocation opportunities may be available beyond the April 15, 2022, deadline. Additional details will be shared as they are made available.
      • Friday, July 29, 2022: Last day to submit proper documentation for reimbursements and sponsored funding, if summer funding is available.