No Walk-in’s allowed – CPF advisor needs to post the agenda with the groups presenting at least 72 hours prior to the CPF Meeting on Wednesday. The CPF Committee reviews each event. Just because your event was previously approved the prior year does not guarantee approval in the future.
If you do not get approved for funding then you may appeal to the Financial Affairs Committee (FAC) for approval. If you are denied by FAC then you may appeal to the Board of Directors (BOD) and they will have the final approval on whether your RSO will receive funding.
Meeting Time FAC: Mondays 11am/Legacy Suite
Meeting Time BOD: Bi-weekly Mondays 4pm/Council Chambers
RSO will receive an email from Chair of CPF committee with a PowerPoint template and a designated timeslot for 2 members of the RSO to present why they should receive funding. Email will also include policies and procedures.
RSO MUST bring to CPF presentation meeting: EAS number, Marketing Materials, food vendor information, and performer/artist/vendor full name, address, email, phone number, and amount paid through A.S. sponsored budget
RSO will give 3-minute presentation to CPF and the committee will either approve or deny the request. If approved, they will be given a CPF packet that they will need to read and complete before their meeting with the Accounting Specialist and Student Life and Leadership Assistant Director.
If approved, the Chair will acknowledge that the RSO will need to contact the Accounting Specialist and set up an appointment on or before the following Wednesday to go over the paperwork that was given to them by the CPF committee.
The RSO will need to email firstname.lastname@example.org to schedule a meeting in the State Suite with the Accounting Specialist and Student Life and Leadership Assistant Director to review CPF Sponsorship Agreement
In the State Suite the RSO will be checked for their EAS status with a Student Life & Leadership Representative. Also at this meeting, the Accounting Specialist will need to receive:
The performer/artist info in order for them to process these items: W-9, 590 tax forms, Insurance Requirements from Vendors
Signed Sponsorship Agreement
The Accounting Specialist will process these items and have them finalized and sent back to the RSO 3 weeks prior to the event
3 WEEKS PRIOR TO THE EVENT
All Forms filled out up to this point must be kept together for future reimbursement
RSO must submit marketing materials via email to email@example.com for approval before distribution
REMINDER: ALL RECIEPTS AND INVOICES MUST COLLECTED DURING THE BUYING PROCESS
2 WEEKS PRIOR TO THE EVENT — 2 WEEKS AFTER THE EVENT
Anytime during this time period, the RSO MUST submit a CPF Check Request with all documentation from the event along with all ITEMIZED/ORIGINAL receipts/invoices related to the event purchases
If there are any questions about reimbursements, contact the Accounting Specialist at firstname.lastname@example.org for clarification