Financing Your Club

One of the biggest challenges that student organizations face is managing the funding that they receive. This section will outline how clubs and organizations can receive funding, how to generate extra funding through fundraising and co-sponsorship, and how to estimate some of the costs that might be incurred throughout an academic year.

It is imperative that someone from your club is subscribed to the Club Leaders listserv to receive important deadlines regarding funding submissions. If you are not already part of the Club Leaders listserv, go to the following link and click on the bottom left where it says “subscribe”: https://lists.brandeis.edu/wws/info/clubleaders

Once subscribed you will get emails regarding Early and Regular Marathon request deadlines as well as submission deadlines. These deadlines will be sent via email to the Club Leaders listserv.

Early Marathon – Allows your club to submit funding requests before the semester begins. Early Marathon funds are only usable during the first few weeks of the following semester. You may not carry over these funds into Regular Marathon. If you do not use Early Marathon funds that you are allocated, they will be redistributed to all other clubs during the Regular Marathon period.

EARLY MARATHON REQUESTS: Requests must be submitted by the date specified by the Student Union, usually late November or early December for the spring semester and late April or early May for the following fall.

Regular Marathon – Provides funding for the rest of the semester, beginning at the end of the Early Marathon period (usually about one month into the semester). You cannot request funding for sessions lasting past the end of the semester. For example, you cannot incorporate funding for January dance classes during your request for the fall semester, which ends in December. This type of request can only be made during the Early Marathon session, which will take place sometime in late November/early December. You cannot keep unused funds for the following semester.

REGULAR MARATHON REQUESTS: Requests must be submitted by the date specified by the Student Union, usually late September or early October for the fall semester and late January or early February for the spring.

Full Semester Marathon – Clubs with yearlong costs are able to request their entire semester’s funds during Early Marathon periods. (e.g. clubs with weekly instructors, coaches, publication fees, etc.) If you know you are going to have the 3 same instructor for the entire semester, instead of requesting their payment both in early and regular, you can request everything all together in full semester marathon.

FULL SEMESTER MARATHON REQUESTS: Requests must be submitted by the date specified by the Student Union, usually late November or early December for the spring semester, and late April or early May for the following fall.

Appeals – About two weeks after Regular Marathon funding has been allocated, there will be a short period where you may appeal for additional funding for your club. The process for requesting funding is the same as the process for Early and Regular Marathon.

APPEALS REQUESTS: Requests must be submitted by the date specified by the Student Union, usually late October for the fall and late February for the spring semester. Separate forms must be submitted AND processed before the end of each marathon period.

The Student Union will send out official deadlines toward the end of each marathon period. This means that you will have to sign separate contracts for Early and Regular Marathon. The exception to this is if you are requesting funds through Full Semester Marathon, which will only require one set of forms that encompass funding for the entire semester.

For example, if the African Dance Club receives $900 in Early Marathon funding for the spring semester, lasting until February 15, they must submit all forms (e.g. ICA, signed by the vendor when necessary; W-9; NEPRF) well before this date in order to be processed in time. If the African Dance Club receives another $2,000 for Regular Marathon lasting until May 3, they will have to submit newly completed forms denoting the new amount before this date.

On Meeting Days

All meetings are held in the Student Union Office in Shapiro Campus Center 301, unless otherwise notified. Please remember the following.

  • Arrive at least 10 minutes before scheduled appointment time
  • Bring proofs of cost for all requests
  • Be represented by a knowledgeable club leader who can discuss and explain the need for every request
  • The A-Board members will ask several questions:
    • How requests will be funded if the A-Board does not fully fund them
    • How requests benefit students
    • How requests serve organization’s purposes
    • How requests serve event’s purposes
    • Club history
    • Logistics of events
    • Any other pertinent questions
    • Number of total members and active members
    • Number of people on an organization’s mailing list
    • Outside funding sources
    • Fundraising events done by an organization
    • Any other information an organization feels necessary for the F-Board to know

After Meetings

For Marathons, decisions are made usually within a week after the conclusion of all funding requests. The A-Board Chair will send out a confirmation e-mail as soon as the results are finalized. You will be able to see the allocations on your club’s SUMS page.

Veto

The Student Union President has power to veto decisions of the A-Board within 5 academic days of the decision. The A-Board may, by a 2/3 vote, overturn any presidential vetoes. The A-Board vote must take place within 5 academic days of the veto. This should be taken as the last resort for organizations. 

Student Activities Fee Policies

Now that you have your funding, there are some important policies to be aware of in regards to this money. The following is a list of certain Allocations Board policies regarding the use of Student Activities Fee funds by undergraduate clubs.

Clothing Policy

Clubs may not use SAF funds to order custom clothing, unless it is part of a giveaway at a campus event. Groups must include “Brandeis University” on all purchased apparel and submit design to clubfinance@brandeis.edu for approval before ordering.

Travel Policy

The Allocations Board will reimburse mileage for personal vehicles at a rate of 15 cents per mile. Other travel may or may not be funded, at the Board’s discretion.

Food Policy

Clubs may not purchase food for private events, such as staff meetings or training sessions, using SAF money. Food may be purchased as part of a larger event, such as a fair or cultural gala. Clubs must work with Sodexo, our on-campus dining services provider, for their food needs. If Sodexo is not able to provide the food the club needs for their event, the c lub can submit a food waiver at least two weeks before the scheduled event. If approved, the club will be able to purchase food from an off-campus provider.

Prohibited Items

Clubs may not use SAF money to make political donations, fund “retroactive” requests (these are when the club spends money before soliciting funds from the Allocations Board), purchase personal gifts (e.g., birthday cards), raise funds for a club or charity, go on retreats, pay the UTC Fee or Cholmondley’s Coffee House Fee, purchase items likely to become personal property (e.g., tights or bobby pins), or for any item that would violate Brandeis policy, Massachusetts law, or U.S. law.

Off-Campus Account Policy

Clubs are not permitted to open any form of financial or legal instrument outside of the university in the name of the club, or using the Brandeis name. This includes bank accounts, stock brokerage accounts, PayPal accounts, prepaid debit/credit cards, or any other such financial or legal instrument.

Other Financing Options:

Below is a list of other funding options for your club.

Co-Sponsorships

Sponsoring an event or program with another club, department, or organization can help finance some programs that could not happen without collaboration. Not only will this help financially, but it also helps attract a larger group of people. If you need suggestions on who to approach for co-sponsorship, please see the Department of Student Activities or the Student Union.

Fundraisers

Often times, even with A-Board funding and co-sponsorship, you may still need more money. Fundraising will help increase the amount of money with which you have to work.

Why Have a Fundraiser?

•Raise money for your organization

•Raise financial support and awareness for a charity/non-profit agency

•Motivate members

•Learn how to coordinate sponsorship

•Network with the community

•Give back to the University

Clubs are permitted to raise funds for their clubs in various ways, such as holding a bake sale, selling tickets to performances, selling T-shirts, and so on. Clubs may collect this money as either cash or checks, payable to Brandeis University.

If a department wishes to donate to a club, they may only do so via internal transfers (journal entries). Alternately, clubs may coordinate with the Brandeis Tickets although there will be a fee associated with this.

It is illegal for clubs to purchase items using the Brandeis tax-exempt status if they intend to sell those items.

Brandeis Pluralism Alliance Grant

One of the grants available to student groups is the Brandeis Pluralism Alliance (BPA) Grant. Preference to receive the grant is given to teams of two individuals from diverse backgrounds (i.e. an instructor and a student, individuals from different clubs, nationalities, religions, races, etc.).  Most grants will not exceed $500 and are given for events that promote ideas inherent in pluralism and unity at Brandeis. Visit http://www.brandeis.edu/das/programs/bpa/  for more information.

Leonard Bernstein’s Festival of the Creative Arts Grant

The Office of the Arts sponsors an opportunity to celebrate arts at Brandeis.  The Festival of the Arts typically occurs in the spring semester. The goals of the program are to, support campus artists, bring together members of the arts community, increase the involvement and engagement of the Brandeis community with the arts.

The grant size will depend on the quality and amount of applications, but the average grant size is $250.00. You must be a Brandeis student, faculty or staff to be eligible. This source of funding requires completion of an application and attention to specific noted deadlines. Please contact the Office of the Arts for more information at 781-736-2027 or visit http://www.brandeis.edu/arts/festival.

Gifts vs. Raffles vs. Donations:

  • If there is a benefit associated with the money exchanged, it is not considered a gift (ex. Waltham Group shuttles are not “gifts” because you get a ride in exchange for the money you give.).
  • Raffles are never considered donations/gifts because you are buying a “chance” to win something.
  • However, if you are charging $20 to a dinner event and part of that goes to the cost of dinner and part of that is a donation, you must disclose that $10 is for dinner and $10 is for the donation.

Gifts Policy

Clubs may solicit donations provided they act in accordance with all of the policies of the Brandeis University Development and Advancement Services office.

  • Options for obtaining gifts:
    • First, individuals may donate by credit card via the Development website, as long as they specify the club to which they are donating.
    • Second, they may write a check, payable to “Brandeis University,” with a club’s name and the annotation of either “Gift” or “Donation” in the memo field.
      • If a check is mailed, a club must also turn in the postmarked envelope, as well as any letter of intent included with the payment, due to IRS regulations.
      • Most gifts to Brandeis University are considered tax-exempt, as long as the donor does not receive any physical or monetary benefit for their contribution, and will result in a donor receiving a form from Brandeis confirming this fact.

Donations

Soliciting donations is a great way to help fund your club. Please follow the following procedures:

  • You may work with donations in two ways; receiving donations and making donations.
  • If a club/organization is asking for donations, they would deposit raised funds into their Union fundraising account by seeing a member of the Union Treasury. These funds can be used to cover costs that Marathon funds won’t cover or if a club isn’t chartered, these funds can be used for programming.
  • In addition, many clubs donate fundraised money to special causes or groups. Tax-exempt donations should be given to the Budget Analyst in the Students and Enrollment office, located on the second floor of the Shapiro Campus Center, to process. Please be sure to include what club is making the donation and all information pertaining to who is receiving the money.
  • If you are interested in hosting a silent auction as a fundraiser, please contact the Department of Student Activities or the Budget Analyst in the Students and Enrollment office for important information and regulations.
  • When someone is giving money as a donation, we need the following information sent to Paula Lee, Development, Mailstop 124. For more information call 781-736-4128.
    • Name
    • Address
    • Amount donated

Auction/Raffle Prizes and the People Who Donate Them:

You can hold an auction or raffle to help fund your event. Here are some procedures to be aware of.

  • If the donor wants a tax letter from Brandeis for donating the item, then Paula Lee (Development x64128) needs the following:
    • Donor's name
    • Address
    • A description of the item (including:  brand/make, model, color, year, condition, visual description, quantity, and **price or estimated market value, if they know it**, etc...). 
    • If they purchased the item for your event, and if they provide the Sales Receipt, Paula Lee (Development x64128) can give them a tax letter based on the sales receipt.
    • If Brandeis purchases items for auction, then Paula Lee (Development x64128) needs to know all the above and how much Brandeis purchased the item for...  if sale price, then also the retail price.
    • Need to let Paula Lee (Development x64128) know how much the item was sold for.
    • Information you need to collect for an auction and send to Paula Lee (Development x64128):
      • Name
      • Address of winner
      • Item won
      • How much he/she paid for the winning bid.
      • If the items are purchased for (not donated to) the auction, we need to know how much of the "bid price" went toward purchasing the item initially and how much is the "donation”.
      • You do not need to collect information of raffle winner.

Auction/Raffle Winners:

  • Information you need to collect for an auction and send to Paula Lee (Development x64128):
    • Name
    • Address of winner
    • Item won
    • How much he/she paid for the winning bid.
    • If the items are purchased for (not donated to) the auction, we need to know how much of the "bid price" went toward purchasing the item initially and how much is the "donation”.
  • You do not need to collect information of raffle winner.