Coins in jars; UTMB Student Orgs, Student Organization Funding

Student Organization Funding



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  • Event Funding

    SGA offers up to $3,500 in funding for registered student organizations to put on events called "TGITs." These events can be cultural, educational, or social. It is required that all five schools be invited and food be provided for roughly 300 students. These events must be held on campus.

    Funding Does Not Cover:

    • Prizes (gift cards, giveaways, t-shirts, etc)

    Expenses are designed to be paid by invoice through UTMB. Reimbursements are not allowed.

    TGIT Request for Funding Proposals (RFPs) must be presented at the Budget Committee meeting the month before the event date. Before submitting a proposal for a TGIT, please reach out to Student Life to approve your tentative event date. Read below for more information on submitting proposals and specific budget meeting dates. 

    Anything physical (decorations, napkins, craft supplies, etc.) that is purchased for these events with SGA funds belongs to SGA, not the student organization hosting the event.


  • Travel Funding

    SGA offers registered student organizations up to $1000 a year to travel to conferences that are relevant to the organization and UTMB as a whole.

    Funding Covers:

    • Transportation for two people (flights or gas mileage)
      • PLEASE DO NOT PURCHASE FLIGHT OR COACH TICKETS BEFORE APPROVAL FROM THE BUDGET COMMITTEE. UNIVERSITY PURCHASING PROCEDURES NEED TO BE FOLLOWED. SOUTHWEST AIRLINES IS THE PREFERRED AIRLINE.
      • taxis, rental cars, and ride shares are not reimbursable. 
    • Lodging for two people (one room for students of the same gender, two rooms for students of different genders)
      • Non-commercial lodging is non-reimbursable (ex. AirBnb, Vrbo)

    Funding Does Not Cover:

    • Conference registration fees
    • Food allowance

    Original receipts must be submitted to the Office of Student Life no later than 21 days after traveling. Student organizations must present a short recap of the conference at an SGA meeting.

    Travel Request for Funding Proposals (RFPs) must be presented at the Budget Committee meeting 2 months before the travel date. Travel RFPs for conferences outside of the US (including Canada) must be presented 4 months before the travel date. Read below for more information on submitting proposals and specific budget meeting dates. 




The Proposal Process

In order to apply for SGA funding, your organization must complete two steps:

  1. Submit a Request for Funding Proposal (RFP) to the SGA Treasurer Ayana Pai   ( aypai@utmb.edu) and SGA Advisor (maconley@utmb.edu)
  2. Attend a budget meeting to present your proposal to the Budget Committee

Proposals must be presented to the Budget Committee at the meeting AT LEAST 2 month prior to the travel date and AT LEAST 2 months prior to the event date. RFPs must be submitted by 12:00 PM the Wednesday before the monthly budget meeting. For example: events occurring in March must be presented at January's budget meeting or earlier and travel occurring in March must be presented at February's budget meeting or earlier; travel occurring in October must be presented at September's budget meeting or earlier and events in October must be presented at August's budget meeting or earlier; and so on. Specific proposal/meeting dates can be found below.

(FOR TGIT FUNDING YOU ARE REQUIRED TO CONTACT THE STUDENT LIFE - SGA ADVISOR BEFORE PLANNING YOUR EVENT. FAILURE TO NOTIFY COULD CAUSE YOUR EVENT TO GET PUSHED BACK TO THE FOLLOWING MONTH.)

RFPs must include:

  • Cover letter explaining the function in general terms
  • Expected expenditures of the proposal with all expenses itemized
  • Indication of what portion of the funding the student organization is providing (if any)
  • Separate financial statement indicating the organization's total financial holdings
  • Additional paperwork as described on the RFP
  • SFR/ Class organization requests only: written approval from your school's SGA senators

 



Proposal Deadlines & Budget Meetings

The SGA Budget Committee meets once a month.
Please see below for specific dates and deadlines.

Note: At minimum, domestic TRAVEL proposals must be heard and approved 60 days before date of travel. Domestic travel proposals can be heard up to 3 months prior to proposed date of travel, international travel need to be heard 4 months prior. 

Note: At minimum, EVENT proposals must be heard and approved 2 months before the proposed event date. Event proposals may be heard up to 4 months prior to proposed event date.



Forms & Proposal Portals

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TRAVEL RFP
FORM

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BUDGET COMMITTEE
BYLAWS

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TGIT/ EVENT RFP
FORM

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TRAVEL SUBMISSION PORTAL

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EVENT SUBMISSION PORTAL



Office of Student Life

Office of Student Life Phone Directory
Please visit the "Meet the Team" section to find the office phone numbers of individual staff members.
(409) 747-9057 or (409) 772-3958

Email:  studentlife@utmb.edu

Physical Address:
Lee Hage Jamail Student Center, 2nd Floor
920 Strand Street | Galveston, TX 77555
Building #14 on campus map: Link to campus map

Mailing Address:
Office of Student Life
University of Texas Medical Branch at Galveston
301 University Boulevard | Galveston, TX 77555-1316