ASUA Club Appropriations: Get Funding for Your Club!
Every semester, ASUA’s Appropriations Board allocates roughly $80,000 to eligible recognized student clubs and organizations at the University of Arizona. These funds help support:
Hosting events
Attending conferences or competitions
Purchasing supplies, merch, or equipment
Your request should align with UA’s educational mission and enhance the campus experience — basically, it should benefit the Wildcat community in some meaningful way.
We have a limited funding available and funds are never guaranteed. Do not rely on ASUA Club funding as your sole source of financial support.
Timeline & Submission Rules
Step | Deadline |
---|---|
Submit application | Every Thursday by 2:00 PM |
Appropriations Board meeting | Following Tuesday at 2:30 PM |
Senate Approval | Every Wednesday by 8:00pm |
Event/Travel date | Must be at least 3 weeks after the award date |
⚠️ Only the first 20 complete applications submitted each week are reviewed.
What Can You Apply For?
General Funding
Merchandise
Equipment
Event supplies
Room or venue reservations
Travel Funding
Conference/competition registration
Airfare
Lodging (hotel or Airbnb)Rules to Keep in Mind
Rules to Keep in Mind
Allocated funds can’t be transferred between categories
Stick to what you proposed — no off-budget purchases
At least one club member must attend the board meeting
Reimbursements require itemized receipts
Funds are only for students and student-led events
UA Printing & Publishing (FastCopy) must be offered first right of refusal (ABOR rule)
Clubs charging over $500 in dues are not eligible
Travel/events must occur between September–May
Limit of 4 original funding requests per year
Fall deadline for purchases: Last day before Thanksgiving Break
Spring deadline: Third Monday in April
Reminders & Final Notes
Just because something was funded last year doesn’t mean it will be again
Policies and board decisions can change yearly
Always reference the ASUA Club Handbook for current guidelines
ASUA reserves the right to update rules or procedures at any time
Questions?
We’re here to help you get it right!
Email asua-clubs@arizona.edu with any questions or for help navigating the process.
ASUA reserves the right to update or change rules and policies and/or the ASUA Club handbook without notice.
Purchasing Guidelines for ASUA Club Funding
If your club is approved for funding, here’s everything you need to know about spending it the right way — from vendors to packaging to required logos!
All Purchases Go Through ASUA
Clubs may not spend funds directly. All items must be ordered through ASUA.
Don't wait to pick up your stuff!
Packages delivered to ASUA must be picked up within 10 business days or they’ll be returned — and your funding will be forfeited.
Ordering Apparel or Merchandise?
Use Approved Vendors Only:
For all items (clothing, marketing materials, tabling supplies, etc), you must use a vendor from UA’s approved vendor list.
See the Approved Vendors List
Branding Requirements:
All apparel and promo items must include both:
ASUA logo
Bookstore logo
Download Logos Here
Rosters Are Required:
All clothing/shirt orders must include a full roster of your club members.
Budgeting Reminders
Your budget request must include taxes, fees, and shipping costs.
ASUA will only spend up to the amount awarded — no exceptions.Invoices and estimates must be current.
No throwbacks — outdated documents won’t be considered.
No Repeat Purchases Without a Reason
If you’re requesting the same item as last year, be ready to explain why.
Without proper justification, ASUA won’t purchase it again.
On-Campus First Policy
ASUA prioritizes funding for on-campus experiences.
If your event is happening off-campus, you must:
Provide a clear explanation for why it can’t be held on campus
Understand that funding is not guaranteed in these cases
Hosting at the Student Union?
You must get a cost estimate or hold confirmation from Student Union Event Planning in order for your request to be eligible for ASUA funding.
Need Help?
If you’re unsure about vendors, estimates, or policies — just ask!
Email us at asua-clubs@arizona.edu
Travel Funding: What You Need to Know
Heading to a conference or competition? ASUA Clubs may be able to help — just make sure your trip meets these guidelines before applying for travel funding!
Reimbursement Only
All travel funding is handled through reimbursement — directly to your club account after travel is complete and receipts are submitted.
❗We do not pre-pay for travel. Make sure your club can front the costs before going.
What We Can Fund
We only consider funding for official conferences or competitions.
Eligible expenses include:
Conference or competition registration fees
Hotel or Airbnb stays
Airfare
Travel Limits
Up to 4 members per trip are eligible for funding
One hotel room only will be covered
We assume 4 students per room (standard occupancy policy)
📍 Hotel reimbursement is based on the cheapest rate within 1 mile of your event venue — not just the hotel you book.
Renting a Motorpool Vehicle?
Motorpool rentals may be considered, but you’ll need to:
Get an unofficial cost estimate (email is fine) from UA Motorpool
Include that estimate with your funding application
What We Don’t Fund
Personal or leisure travel
Meals, gas, rideshare, rental cars (outside of Motorpool)
Travel to non-official or unregistered events
Before You Apply
Confirm your conference or competition is official
Be ready to cover expenses upfront
Get your receipts and documentation in order
Submit your application at least 4 weeks in advance so it's approved 3 weeks in advance
Only request what’s actually reimbursable
Need Help Planning?
Not sure if your trip qualifies or how to estimate costs?
Reach out anytime: asua-clubs@arizona.edu
What ASUA Club Funding Can’t Cover
Before you hit submit on that application, make sure you’re not requesting anything on this list!
Here’s a breakdown of what isn’t eligible for ASUA Club Appropriations:
Food & Fun Stuff
We do not fund:
Food, gas, or alcohol
Awards, trophies, gifts, or flowers
Graduation stoles or cords
Decorations
Speakers or presenter fees
Any part of an event at which alcoholic beverages will be served
Items that fall into personal use
Entertainment or social events
(including bonding events, club retreats, off-campus mixers, de-stress events, off campus networking, etc.)
Participation & Access
We won’t fund:
Events that aren’t open to all UA students
Memberships of any kind
Non-UA students
Philanthropic events (or any part of them)
Items intended for donation
Items that will be sold or used to make a profit
Reimbursement & Purchase Limits
Please note:
We don’t reimburse items already purchased
No reimbursements or purchases for monthly bills, subscriptions, insurance, or post-use services
No websites requiring a card or bank info unless invoice payment is available
If your request has been on the agenda for 3 weeks without approval, it’s no longer eligible
We won’t fund single items over $500 (with tax included)
Apparel & Merch Rules
Your merch order won’t be funded if:
It’s not from an approved vendor
It doesn’t include ASUA & Campus Store logos
You don’t submit a roster of who’s receiving shirts
It includes headwear (hats, beanies, etc.) — UA contract prohibits this
Travel Exclusions
ASUA funding cannot be used for:
Uber, Lyft, Taxis, or other vehicle services (Motorpool only!)
Supplies from UA Cryogenics (like helium tanks)
Summer events or travel (June through August)
Scholarships & Pay
Not eligible for:
Scholarships or stipends
Speaker honorariums or their travel
Non-university of Arizona students
Any form of pay
Final Notes
📝 This list isn't exhaustive — the ASUA Appropriations Board and staff make final decisions on all funding requests.
Have a question about something specific?
Reach out to us at asua-clubs@arizona.edu before you apply!
Finished your trip? Here's what to do next to make sure your club gets reimbursed!
What to Submit
Email the following within 30 days of your return to:
asua-clubs@arizona.edu
All itemized receipts
Your funding award number
Your club’s W-9 form
⏳ If you don’t submit these within 30 days, your reimbursement will be forfeited — no exceptions!
Important Notes
Reimbursements are issued only to the club (not individuals)
You will be reimbursed up to the amount approved by the Appropriations Board
Only eligible, approved expenses will be reimbursed (per your budget request)
Using Motorpool?
If you used a UA Motorpool vehicle:
Submit the Motorpool Request Form
After your trip, send the paid receipt to ASUA Clubs to process your funding award
Need Help?
Feel free to reach out if you’re not sure about a step or need support with forms or documentation:
ASUA Clubs Team
Carol Barnette – Assistant Director
Breeanna Wolkerstorfer – Graduate Assistant
asua-clubs@arizona.edu
Once your funding is approved by the ASUA Senate, you're ready to get those dollars moving! Here’s how to make sure everything goes smoothly.
When Can You Claim?
Funds can be claimed starting the Thursday after your allocation is approved by Senate on Wednesday night.
You cannot make purchases or reservations before approval.
How to Claim Your Funds
Email the ASUA Clubs team at asua-clubs@arizona.edu
Include:
Your funding award number & Club Name
Links or invoices to the items you’re purchasing
💳 ASUA will pay the vendor directly.
No reimbursements are allowed for general funding allocations.
Reserving a Room in the Student Union?
If you're using your award to book a space:
Pick up a Funding Slip from the ASUA Office
Bring it to the Student Union Event Planning Office
⏳ If not claimed within 30 days, your reservation will be canceled
Shipping Guidelines
All items must be shipped to a University address
No UA address? → Items will be shipped to the ASUA Office
Clubs must pick up packages within 10 business days of notification
Unclaimed packages will be returned to the vendor
Use It or Lose It
Your funds must be used by the date of your event
For non-event purchases:
Fall Deadline: Last day of classes before Thanksgiving break
Spring Deadline: Third Monday in April
If funds aren’t used by these deadlines, you forfeit the award
Have Questions?
We’re here to help!
ASUA Clubs Team
Carol Barnette – Assistant Director
Breeanna Wolkerstorfer – Graduate Assistant
asua-clubs@arizona.edu
Applications can be found on Campus Groups. Follow the steps below to apply for funding.
- Log in to Campus Groups
- Once on your club’s main page click “Manage” in the center.
- On the left side is a menu - towards the bottom click “Money”
- The second tab is “Budgeting”, click on it and you'll see 2024-2025 Appropriations Funding.
- Top right says “Create Budget Request.”
- Follow the instructions on what to upload and submit.