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 here and 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 .54 cents per mile. Please request funding in this proposal for estimated mileage to be travelled (i.e. for a trip of 250 miles round trip: 250 miles x .54 cents per mile = $135 total mileage request). When using a college van you will be assessed a charge of .54 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 according 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 remain open to the entire student body. For events off campus Food Funding is capped at $25.00 per person per day. 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 firstname.lastname@example.org.
Funding Time Frame
Budget Proposals must be emailed to both email@example.com and firstname.lastname@example.org by the times listed below for possible allocation by Student Assembly by the following date. Proposals must also be submitted at least two weeks prior to the proposed event(s).