Purchasing Guidelines for Club and Organization Funding

If your club or organization 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 Student Engagement & Traditions (SET)

• Clubs and organizations may not spend funds directly. All items must be ordered through Student Engagement & Traditions (SET). 
• Don't wait to pick up your stuff!
  Packages delivered to the Student Engagement & Traditions (SET) office 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
  • Campus Store logo
    Download Logos Here

Rosters Are Required:

• All clothing/shirt orders must include a full roster of your club or organization members.

Funding through Student Engagement & Traditions (SET) generally covers 60% of your total invoice up to $1200 per club or organization. 

Budgeting Reminders

• Your budget request must include taxes, fees, and shipping costs.
  Funding will only cover 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  No throwbacks — outdated documents won’t be considered.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, Student Engagement & Traditions (SET) won’t purchase it again.

On-Campus First Policy

Club and organization funding  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 club and organization 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? Club and organization funding through Student Engagement & Traditions (SET) 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's or organization's account after travel is complete and receipts are submitted.

❗We do not pre-pay for travel. Make sure your club or organization 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

• Only travel occurring between September - Spring Commencement will be considered for an award
• 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 /AirBnB reimbursement is based on the cheapest hotel rate within 2 miles of your event venue or nearest hotel— 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
• 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 Club and Organization 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 club and organization appropriations:

Food & Miscellaneous Items

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:

• 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

Club and organization 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 Appropriations Board and Student Engagement & Traditions (SET) 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 bank account (not individuals bank accounts)
• 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:

1. Submit the Motorpool Request Form
2. After your trip, send the paid receipt to Student Engagement & Traditions (SET) 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:

Clubs and Organizations Team
Carol Conde – Assistant Director
asua-clubs@arizona.edu

Once your funding is approved, 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 after your funding has been approved by the appropriations board.
• You cannot make purchases or reservations before approval.

How to Claim Your Funds

1. Email the clubs and organizations team at asua-clubs@arizona.edu
2. Include:
   • Your funding award number & club/organization name
   • Links or invoices to the items you’re purchasing

💳 Student Engagement & Traditions (SET) 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 Student Engagement & Traditions (SET) 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 Student Engagement & Traditions (SET) Office
  • Clubs and organizations 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!

Clubs and Organizations Team
Carol Conde – Assistant Director
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 2026-2027 Appropriations Funding.
• Top right says “Create Budget Request.”
• Follow the instructions on what to upload and submit.