STUDENT ASSEMBLY BUDGET PROPOSAL GUIDELINES
Hamilton College is a not-for-profit 501(c)3 organization with sales tax exempt status in New York State. This means that the Business Office does not reimburse students for tax amounts for purchases in New York States and that funding for tax amounts will not be approved. More information including other states in which we have tax exempt status can be found on the business office website. Student organizations should please use tax exempt forms when making purchases for items approved by Student Assembly.
Personal Car/College Van travel is reimbursed according to mileage traveled at a rate of $0.535 cents per mile. Please request funding in your budget proposal for estimated mileage to be traveled (i.e. for a trip of 250 miles round trip: 250 miles x $0.535 cents per mile = $133.75 total mileage request). When using a college van you will be assessed a charge of $0.535 cents per mile driven. When using a college van you may also apply for funds to cover any tolls you may encounter and any gas money should you be required to refill on the road (recommended for trips in excess of 325 miles). A map must also be provided to document mileage.
Air/Train travel is reimbursed up to one quarter (1/4) of the price of the ticket. Receipts must be provided and reimbursements will be in proportion to one quarter of the ticket price, not to exceed the approved amount.
Hotel funds for student organizations traveling off campus are allocated under the expectation that requests will be made for modest hotels. Student organizations must also fill rooms to their capacity, meaning four students per room. (i.e. a trip with 12 students may request up to 3 rooms. A trip with 14 students may request 4 rooms, but a trip with 11 students may NOT request more than 3 rooms.)
Advertisement/publicity funding is capped at $25 per event. These funds may be used for different forms of advertisements and publicity.
Food Funding is only granted if food will both enhance the quality of the event and the event remains open to the entire student body. For travel off campus, the per diem maximum for food is $25 per person. In the case that your event does not meet these requirements – you may request a meal exchange for the guests of your event by emailing email@example.com.
Funding Time Frame
Budget Proposals must be submitted using the Strategic and Non-Strategic Budget Proposal forms, which are electronic Qualtrics forms.
Strategic budget proposals are due on Saturday, September 9th at 12pm NOON.
Non-Strategic budget proposals are due on Saturdays for possible allocation the following Tuesday. You must submit a non-strategic budget proposal at least 10 days prior to your event for the proposal to be considered.