ASSU Financial Policies AY21-22

	A	B	C	D	E	F	G
1		Line Item	Description	Annual Grants Policy	Questions to Answer	Necessary Documentation	Related University Resources

2	2900	Honoraria	Payment for services rendered	Payment must be for one-time, limited duration services that could potentially be provided by non-student vendors (i.e. VSO leadership may not be paid for normal VSO activities).	Why are you seeking an honorarium and how is it necessary? How is this event open to all Stanford students? When do you need the money by?	If a student is being paid the VSO must still provide an invoice detailing services provided and a preliminary quote. All non-gift honoriums must furnish a contract (or invoice) to the Appropriations Committee. Any fees over $500 must have contracts signed by both the Office of Student Engagement as well as the ASSU Financial Manager. Drafts of this contract should be submitted on GrantEd when requesting ASSU Grants.
3		Speaker's Fee	Hire someone for a speech or performance. May not be paid to university faculty or staff.	Target of $10 per student attendee, event must be open to all Stanford students. Stanford faculty and staff may not be paid a speaker's fee, but may be given a gift. Cannot be combined with Gift line item.	How many students from each population will be attending your event?	See above
4		Services	Payment for services provided (e.g. coaching, photography, etc.)	Athletic coaching must be managed through the Athletics Department.	What type of service are you requesting funding for? Is this person a student?	See above
5		Gift	Gift for speaker at event	Target of up to $50 per speaker for non-University affiliates. University affiliates must follow the University's administrative guide policy on gifts. Cannot be combined with Speaker's Fee line item.	What type of gift are you looking to give?	Quote for gift
6		Travel & Accomodations	Travel related expenses for VSO guests (e.g. event speakers).	Use this line item rather than the travel line item to pay for VSO guests. Accommodations are capped at per diem rates for Palo Alto/Santa Clara County as determined by the General Service Administration (https://tinyurl.com/assuperdiem). Target cap at $500 per person total for travel & accommodations.	What form of travel are you seeking funding for? What accomodations are you looking to provide? How many people are you looking to accomodate?	Quote for travel costs
7
8	2920	Event Food & Supplies	Meals, snacks, supplies, decorations, etc. for VSO sponsored events.	Event must be open to all Stanford students. Parties, Special Ds/Brunches, and retreats will not receive any funding. Look for options that minimize cost (ie: facilities that don’t charge rental or janitorial fees). Check with the Lending Library for technical equipment. Try to follow the University's Cardinal Green Events checklist when planning an event.	What Food and/or Supplies expense are you seeking funding for? How is this event open to all Stanford students? How are you following Stanford's Green Events Checklist?		https://sustainable.stanford.edu/sites/default/files/CardinalGreenEventPlanningGuidelines2015.pdf
9		Food	Food for any VSO sponsored event.	Meals: up to $9 per student per event. Snacks: up to $4 per student per event. For (multi-) day long events, two types of food will be subsidized per day. If there is no indication in the GrantEd application, the default calculation will use snacks.	How many students will be attending your event? Are you wanting to provide a snack or a meal? If you are requesting a meal subsidy, why would a meal be necessary over snacks/light refreshments?	Quote for food
10		Supplies	Supplies, such as decorations and tableware, needed for event.	Fully funded based on itemization.	What supplies are you looking to buy? Where are you purchasing the supplies from?	Quote for supplies (itemized)
11		T-Shirts	Casual clothing and related expenses.	No fee money shall go toward t-shirt expenses.	N/A	N/A
12		Giveaways	Swag bags, membership patagonias, etc.	No fee money shall go towards giveaways for membership or events.	N/A	N/A
13		Alcohol	Beverages with any alcoholic content	No undergradate VSOs or event may receive alcohol funding. Undergraduate VSO events with an alcohol expense will not receive any funding from the Undergraduate Senate. Graduate VSOs target of $2 per attendee for alcohol expenses.	N/A	N/A
14
15	2930	Marketing & Printing	Print and advertising costs for VSO activities. Cannot go towards any website maintenance costs.	Funded based on itemization.	What Marketing & Printing expense are you looking to cover?
16		Marketing	Flyers, Facebook ads, newspaper ads, and other marketing expenses	Up to $40 for general advertising per quarter and up to $40 per event; if printing flyers, the ASSU will use Stanford Library rates for allocation calculation. Unless otherwise stated, calculations will use black & white rates. Large events as designated by the Office of Student Engagement may request further funding.	How many events are you looking to advertise for? What forms of advertising are you looking to fund? If using print advertising, how many copies are you wanting to print?	Quote for ads	https://studenttechnology.stanford.edu/print-faqs
17		Printing (Non-marketing)	Printing costs of paper materials, forms, etc. that will be distributed at events, as well as items such as sheet music. Must comply with rules regarding copyright.	Fully funded based on itemization. To print sheet music, a VSO must demonstrate that they have received written permission from copyright owners to do so.	What are you looking to print? How many copies do you need? Who are you using to print? What are their rates?	Quote for printing; written copywrite permission
18
19	2945	Storage	Costs related to storage of VSO property and equipment.	VSOs must demonstrate an effort to find free on-campus storage before the Senate will recommend an allocation for off-campus storage fees.	What type of storage are you looking to cover? What are you wishing to store?	Quote for storage fees
20
21	2950	Office Supplies	General office supplies such as tape and art supplies.	No large capital expenditures (such as computers) may be made through this line item	What office supplies are you looking to cover?
22		General Supplies	Staplers, tape, etc.	Fully funded based on itemization	What are all the supplies that you are looking to buy?	Quotes for supplies (itemized)
23		Banner	Reusable banners to advertise group	Reusable banners funding up to $100	Why does your group need a banner? Where will be storing the banner?	Quote for printing & banner design
24		Postage	Fees related to sending letters or parcels by mail	$50 target per parcel or piece of mail	Where are you wishing to send mail to? What carrier will you be using?	Quotes for mailing costs
25
26	2960	Meeting Food	Food for regular group meetings on campus throughout the quarter.	Target of $10 per meeting week capped at 10 weeks	How many weeks will your VSO need meeting food for?	N/A
27
28	2970	Royalties	Expenses related to securing licenses, esp. for music.		What licenses is your VSO looking to secure?	Quote and/or licensing contract
29		Software	Licensing for computer softeware	Fully funded based on itemization; must demonstrate benefit to all Stanford students	How does this software benefit all Stanford students? Is this a personal license? Why are you not able to procure this license through alternative means?	Quote
30		Music	Licensing for either sheet music and/or performance tracks	Fully funded based on itemization; must demonstrate benefit to all Stanford students	How does this music benefit all Stanford students? If you are purchasing sheet music, what will be done with the music after you are done with it?	Quote
31		Scripts	Purchasing a script for plays and/or film rights	Fully funded based on itemization; must demonstrate benefit to all Stanford students	How does this script purchase benefit all Stanford students? What will be done with the script copies once your performance ends?	Quote
32
33	2980	Registration & Tickets	Registration expenses requests include mandatory fingerprinting and TB testing for community service volunteers or events/tournaments that are withing the group’s function defined scope.	Fully funded based on itemization. Partisan political activity (e.g. attending political party conferences or rallies) will not be funded.	What registration and/or ticket event are you looking to cover? Where is the location of the event you are seeking registration for? Has your group received prior permission from OSE for this specific activity, especially if your VSO is traveling outside the Bay Area?		OSE must approve any off-campus travel prior to Senate approval.
34		Conferences	Events, especially academic in nature, that gather students on specific topics.	Fully funded based on itemization. National organizations may not require conference attendence as a condition of VSO recognition as per OSE's guidelines. As such, the ASSU will only fund conference registration with a demonstrated benefit to the entire student population.	How is the necessary to the group's on campus obligations? How does this Conference demonstrate value to all Stanford students?	Quote
35		Competition	Events, such as a tournament or game, in which students compete.	Fully funded based on itemization. Only organizations that have received prior approval from OSE may be eligible to receive subsidies for competitions. Competition must be against other accredited University teams.	Is this competition within the scope of your VSO as defined by your Constitution?	Quote
36		Community Events	Events held within the Bay Area designed to benefit Stanford campus life as well as the surrounding area. Included but not limited to: cultural events, arts performances, and community service.	Fully funded based on itemization. Event must be within the Bay Area and demonstrate value to all Stanford students.	What is the nature of this event? How does it demonstrate value to all Stanford students?	Quote
37
38	2910	Event Services	Expenses incurred from service contracts related to VSO sponsored events (e.g. catering, janitorial, security, etc.). Other than security, these may be purchased from both on and off campus vendors.	Fully funded based on itemization.	What Event Services costs do you need subsidized?		https://sal.stanford.edu/plan-event/submit-work-orders
39		Facilities	Non-security-related expenses (e.g. facilities rental, janitorial, table and chair set-up, staging, technical services, etc.)	Please try to find options that minimize cost (ie: facilities that don’t charge rental or janitorial fees). Check with the Lending Library for technical equipment.	Where are you holding your event? Why does your event need to be held in the facility you have selected? Have you looked into any alternative venues?	Facilities Quote
40		Security	Costs related to providing security at VSO sponsored event.	Must be provided by SUDPS.	Where are you holding your event? Why does your event need security? Why does your event need to be held in the facility you have selected? Have you looked into any alternative venues?	SUDPS Quote
41
42	2940	Costumes & Uniforms	Clothing primarily used for performances (e.g. theatre or dance) or for event uniforms.	Fully funded based on itemization. Must be necessary to the function of the group; costumes/uniforms for member retention or marketing will not be funded; uniforms/costume must be resusable and may not be stored in a residence. Please check with TAPS or other sources.	What type of Costumes or Uniform expense are you looking to cover? Where are you going to store your VSO's costumes/uniforms?
43		Costumes	Clothing and/or props required for VSO performances.	Fully funded up to cap.	What costumes are you seeking to buy? How are these necessary to the function of the group?	Quote
44		Uniforms	Clothing to denote membership or affiliation with a VSO. Expenses like VSO patagonias may not be covered by this expense as all uniforms and costumes must be usable accross multiple years by different people.	Fully funded up to cap.	What uniforms are you seeking to buy? Why are uniforms necessary to the group?	Quote
45		T-Shirts	Casual clothing and related expenses.	No student grant money may go towards the purchasing of t-shirts as they are not reusable across multiple years by different students.	N/A	N/A
46
47	2955	Equipment	Any costs related to the maintenance, purchasing, or rental of equipment (i.e. speakers) for a student group	Fully funded based on itemization. Must have storage secured other than student dorm or housing.	What equipment expense are you looking to subsidize? How will/do you store this equipment?	Storage quote or letter from department committing to storing equipment.
48		Purchase	Equipment purchases for group use.	Only specialized equipment (e.g. lab goggles, circuit boards, etc.) will be funded. Event related equipment that can be found in the Equipment Lending Library will not be funded.	What equipment are you looking to purchase? Why can't this equipment be rented? Why is this equipment necessary for the functioning of your group?	Quote for expenses (itemized)
49		Rental	Equipment rentals for group use	Try to borrow from other groups or use equipment lending library/other free sources before requesting funds from the Senate.	What equipment are you looking to rent? Have you tried borrowing similiar equipment from other VSOs? Why is this equipment necessary to the functioning of your group?	Quote for expenses
50		Maintenance	Repairing and maintaining equipment	Funded up to cap.	What is the nature of your maintenance expense?	Quote for expenses
51
52	2990	Travel	Travel expenses for group membership. Travel expenses can only be for Stanford students who are members of the group.	Fully funded based on itemization. Use the Honorarium line item for VSO guests' Travel + Accomodations.	What type of travel expense are you looking to cover? Where are you traveling to? Has OSE approved this travel expense?
53		Gas	For events off campus necessary to purpose of group or when picking up equipment is cheaper than having it delivered	$0.56/mile	How many cars are you traveling in?	Address of location/distance estimate in miles. Address of location/distance estimate in miles. Please screenshot a Google Maps entry from Stanford University to destination.
54		Car/Van rental	For off campus events that serve the group's mission (as listed on CardinalSync) or community service. Uhauls may only be used to transport equipment.	Fully funded based on itemization.	How many rentals are you looking to make? If this is a zipcar expense, why is the expense necessary for your group?	Quote for car
55		Public Transportation	Tickets for public transport, such as CalTrain or buses.	Fully funded based on itemization.	How many tickets are you looking to purchase? Are all tickets for students?	Quote
56		Accommodations	For lodging expenses to events that are essential to the group’s function. Retreats will not be funded. NOTE: If your VSO will pay for guest speaker's accomodation, use the honoraria line item.	Funded based on per diem rates for destination as determined by the General Service Administration (https://tinyurl.com/assuperdiem)	What accomodations are you planning to provide during VSO travels? Why are accomodations necessary for your VSO? Are these the cheapest options available?	Quote
57		Air Fare	For groups that need to travel to attend games, conferences, or tournaments that are essential to the group function; and other extraordinary circumstances at the discretion of the committee. Regarding international travel, we reserve the right to be the funding source of last resort (please look to other resources first and bring proof that such a search was conducted).	Target of $200 per person (one-way) or 75% of cost up to $300 per person.	Why are flights necessary for your VSO? How many students are you looking to subsidize air fare for?	Quote