CHAPTER 10: SPENDING MONEY
This section is a general guideline on how to get funding and how to use those funds for programming. Check with your Hall Director and Complex Coordinator for specifics.
Please be sure that before you make any purchases at all that you have received permission from your funding source to make the specific purchases necessary for your program. Reimbursement may be refused if proper procedures have not been followed.
Your complex has received a set amount of funds through the Residence Life office. Your supervisor may need you to go to other sources for funding, especially for large programs. Have no fear, funding is available for your program if you plan well ahead of time. Be sure to speak with your supervisor before applying for other funding resources. Note that all funds must be spent within the guidelines above. Below are ways to find other funds.
Complex Community Councils- your Complex Community Council has a budget for programs. Typically your floor representative will have a set amount of funds to use for programming for your floor. The Complex Community Council may also have a separate programming fund from which you can request programming money. Contact your Complex Community Council Advisor for more information.
RSA- You can receive funds through RSA but usually only if your program is being done jointly with your Complex Community Council. This includes funds from the Robert Woods Johnson Foundation. There are forms to be filled out for funding which you can obtain from your Hall Director or Complex Coordinator. Additional information can be found on the RSA web page - http://udel.edu/stu-org/rsa/index.htm.
Your supervisor may need you to go to other sources for funding, especially for large programs. Have no fear, funding is available for your program if you plan well ahead of time. Be sure to speak with your supervisor before applying for other funding resources. Note that all funds must be spent within the guidelines above. Below are ways to find other funds.
|
Step 1: |
Hall Director – Discuss and request in your one on one. |
|
Step 2: |
Complex Community Council - Your Complex Community Council has a budget for programs. Typically your floor representative will have a set amount of funds to use for programming for your floor. The Complex Community Council may also have a separate programming fund from which you can request programming money. Contact your Complex Community Council Advisor for more information. |
|
Step 3: |
Fundraisers – Consult with Complex Coordinator or Assistant Director for Residence Education at 831-8496. |
|
Step 4: |
Resident Student Association (RSA) – You can receive funds through RSA but usually only if your program is being done jointly with your Complex Community Council. Obtain a grant request form from the Finance Chairperson or the RSA Office, 5-2773 (230 Trabant). This includes requesting funds from the Robert Woods Johnson Foundation (RWJ). |
|
Step 5: |
Assistant Director for Residence Education – Schedule a meeting and discuss intentions of program, outlining money request. |
Helpful Tips:
Often you will need supplies for a program. Remember that advanced planning is the key to a successful event.
You will once again start with your Hall Director or Complex Coordinator. They will do one of two things:
1. Find out if the item(s) necessary is/are available somewhere on campus. Often other complexes have had similar programs and will be able to borrow items from other supervisors.
OR
2. There will be the need to purchase the item. If your supervisor can supply funding, they will either purchase the item for your or, if you prefer, will give you permission to purchase the item for reimbursement. Remember- do not make any purchases unless you have received permission through your supervisor first.
If this is a big-ticket item, you will need to give your supervisor no less than 3 weeks for requests. This would be anything where a cash advance or check request is necessary. You might need a check for payment to a band or other service, or when planning out a large event where many people will need to make purchases. Your supervisor will work with you to get your funds in a timely fashion as long as advanced notice is given.
Top of pageYou may need to plan an event that requires you to contract for a service in advance. Perhaps you are hiring a DJ or contracting with a band. In these cases, a professional staff member must review and sign the contract on behalf of the University of Delaware. RAs and HDs should never sign contracts for Complex Community Council or Residence Life events.
In some instances, it may be necessary for the Assistant Director for Residence Education to review and sign the contract. For example, if you are contracting with a cruise company for a semi-formal, bringing a potentially risky novelty act on campus, or planning to expend a large amount of money on one event, your Complex Coordinator should forward the contract to the Assistant Director for review.
Because contracts can sometimes be complicated, please allow for two weeks for each contract to be reviewed, signed, and returned.
The Office of Residence Life has a standard contract that should be used with most vendors. See your Complex Coordinator for more information.
Ordering food is relatively easy as long as you make it part of the program planning process.
ARA/Dining Services provides outstanding food service on campus. Sometimes though, RAs and HDs choose to purchase food for programs from non-ARA sources. In these cases the following policy applies.
Policy:
Food and beverages for internal meetings or informal gatherings may be purchased without going through Dining Services provided that: the food and beverages are purchased by University personnel (e.g. food is not catered) and only Coca-Cola licensed products may be acquired when purchasing sodas, iced tea, juice or sport beverages. (John D. Brady, April 6, 2001)
To clarify, this means the following:
Catering may not be provided by any vendor other than ARA.
When special guests including the President of the University, parents, or other dignitaries are present, ARA/Dining Services must be utilized.
If you have any questions about this policy, please contact the Assistant Director for Residence Education.
Services Available:
Special discounts are available for Coke products, bulk candy and other volume items. Please contact the Assistant Director for Residence Education at 831-8496 to discuss specific discounts. Orders with these discounts need to be placed well in advance.
To best serve you, ARA requires a one-week notice for all services.
Many times RAs plan trips for their residents. These are usually well received by residents and worth the extra planning they require. Be sure you discuss your ideas for your trip with your supervisor early in the planning process.
A Couple of Reminders:
Trip Guidelines: