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Frequently Asked Questions

What You Need to Know about Applying for the Administrative Fund

  1. Who is eligible to apply for funding?
  2. Can we submit multiple applications for different events?
  3. Can we submit a funding request for a different event if our previous application has been denied?
  4. Must I obtain the signature from my faculty/staff advisor?
  5. Must I obtain the signature from the Director of Student Outreach & Visitor Services?
  6. Can we still submit our application even though our event is in the next term?
  7. What is a full and balanced budget?
  8. How long does it take to process an approved request?
  9. How will we receive our funding?
  10. Can we still go to the President and the Vice Presidents to solicit for additional funding?

1. Who is eligible to apply for funding?
Any student groups currently chartered with the Office of Student Life during the academic year in which the request is being made, or any individual registered students in good academic standing (cumulative GPA of 2.0 or above.)

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2. Can we submit multiple applications for different events?
Individuals and groups may receive funds only once per academic year regardless of the amount.

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3. Can we submit a funding request for a different event if our previous application has been denied?
Yes. If a request for funding has been denied, an application for a different event may be submitted subsequently.

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4. Must I obtain the signature from my faculty/staff advisor?
Yes. The advisor is responsible for assisting students with any necessary paperwork and ensuring that the post-event evaluation is submitted two weeks after the program/activity.

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5. Must I obtain the signature from the Director of Student Outreach & Visitor Services?
You will need the signature only if the event is a college awareness event for K through 12 to promote Cal Poly Pomona.

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6. Can we still submit our application even though our event is in the next term?

The committee meets three times a year in Fall, Winter, and Spring to review applications for each term. Summer applications are reviewed in Fall. The event must take place within the term submitted. Submitting earlier than the term that the event falls under will not help you receive funding sooner since the application will not be reviewed until the appropriate quarter.

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7. What is a full and balanced budget?
The Administrative Fund Committee reviews the event budget carefully to determine if the funding amount requested can be justified. Therefore, all income and expenditures should be listed and total income (including the amount requested) must equal total expenses. For example, if a club is submitting an application for an event that requires travel, then all travel related expenses, such as airfare, rental car, hotel, food/snacks, conference registration fees, etc. should be listed. If individual members will be paying for some expenses, then list those expenses as individual contributions on the income side as well.

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8. How long does it take to process an approved request?
The Committee usually makes decision and notifies recipients within two weeks from the term deadline. Disbursements may take another 3-4 weeks. Disbursements to individual recipients require additional paperwork and are processed on reimbursement basis only.

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9. How will we receive our funding?
Funding for groups will be remitted to ASI and deposited directly into ASI accounts. Disbursements of funds to student groups will be handled by ASI Business Services. Groups with travel will receive funding upon completion of the travel, provided that all travel documents are submitted to ASI Business Services in accordance with ASI's policies and procedures. Please check with ASI Business Services for policies and procedures on disbursement of funds. Funding for individuals will be handled on a reimbursement basis and coordinated through the Office of the Vice President for Student Affairs with University Financial Services. Individals will need to retain all valid proofs of travel, including hotel itemized receipt(s), rental car or taxi cab receipt(s), board passes, conference registration and proof of attendance such as a valid conference name tag, etc.

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10. Can we still go to the President and the Vice Presidents to solicit for additional funding?
Administrative Fund is created and sponsored by the President and Vice Presidents to centralize the processing of funding requests to support student development activities. We request that regardless of the outcome of your application, please refrain from any further solicitation of funding from the President and the Vice Presidents.

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What travel forms are required after receiving the Administrative Fund Award?