for Registered Organizations
the Illini Union Office of Registered Organizations
Illini Union Office of Registered Organizations
www.illinois.edu/ro • University of Illinois at Urbana-Champaign
Table of Contents Funding Guidelines and Restrictions.......................................25-31
I. Introduction.............................................................3 Special Note Regarding Performance Artists...............................27
How to Use This Handbook............................................................3 Important Note Regarding Payments to Foreign Nationals .........28
Registered Organizations Defined.................................................4 SORF Guidelines for International Travel.....................................30
Benefits of Being a Registered Organization................................4 Application Procedures.................................................................31
Statement on Relationship with University of Illinois......................4 Common Mistakes in CollegiateLink Applications........................31
RSOs vs. ROs................................................................................5 How to Apply.................................................................................32
Student Programs & Activities........................................................6 Deadline and Allocation Schedule................................................32
Illini Union Office of Registered Organizations Annual Involvement Fairs..6 Cancelling, Changing, and Appealing Funding Decisions ...........32
Student Code.................................................................................6 Forfeiture of SORF Allocations.....................................................33
Collecting on SORF Allocations....................................................33
General Documentation Requirements........................................34
II. CollegiateLink........................................................7 Contractual Services...............................................................34-35
What is CollegiateLink?..................................................................7
Logging in for the First Time...........................................................7
Managing Your Profile.....................................................................7
Managing Your Organization.......................................................7-8
2011-12 SORF Application and Allocation Schedule....................37
Online Workshops and Quizzes..................................................8-9
Changing Officers...........................................................................9 VII. Event Planning..................................................38
Changing the Name of an Organization.........................................9 Reserving Space.....................................................................38-44
Advisors.........................................................................................9 Noise on Quad..............................................................................43
Website Key...................................................................................9 Webspace....................................................................................44
Request for Codes and ITS Usage...............................................44
III. Annual Registration Process..............................10
Policy on Vehicles on University Property....................................45
Important Dates and Deadlines .....................................................10
Outside and Preferred Vendors....................................................45
New Organization Registration................................................11-12
Risk Management and Insurance.................................................45
IV. Organization Fund Accounts............................13
Key Responsibilities of the Treasurer...........................................13
Obtaining a Fund Account......................................................13-14
VIII. ReSOurce Center.............................................47
How Your Account May Be Used.................................................14
Revenue Generating Events........................................................14 IX. Student Organization Complex (SOC).............48
Fundraising.............................................................................14-15 Hours and Location.......................................................................48
Charitable Donations....................................................................15 Space Allocation...........................................................................48
Using Your Fund Account.............................................................16 X. Policies and Guidelines......................................49
Vouchers......................................................................................17 Sanctions of Registered Organizations........................................49
Paying Bills or Issuing Reimbursements...................................17-18 Alcoholic Beverage Policy.............................................................49
Cash Advances.............................................................................18 Campus Chalking Policy...............................................................50
Regulations for Receipts...............................................................18 Posting Policy..........................................................................50-51
Transfer of Funds..........................................................................19 Gambling Policy............................................................................51
Letters of Agreement....................................................................19 Motion Picture Policy...............................................................51-52
Managing Your Fund Account/s....................................................19 Non-Discrimination Policy.............................................................52
Reconciling Statements................................................................20 Contracts......................................................................................52
Fiscal Responsibility.....................................................................20 NetFiles........................................................................................52
Tax Information.............................................................................20 Copyrights and Trademarks..........................................................52
Employer Identification Number....................................................21 Professional Entertainers..............................................................53
Non-Profit Status..........................................................................21 Raffles..........................................................................................53
XI. Examples of Foms........................................54-73
Outside Bank Accounts.................................................................21
XII. Glossary of Common Terms.............................74
V. Organization Fund Advisory Board (OFAB)..............22
XIII. Resources and Contact Information...............77
VI. Student Organization Resource Fee (SORF)...........23
SORF Board.................................................................................23 XIV. Index..................................................................78
SORF Board Office Hours............................................................23
SORF Funding Categories...........................................................25
“Students bring to the campus a variety of interests previously acquired and develop many new interests as
members of the academic community. They should be free to organize and join associations to promote their
common interests.” Article I, Section 106 (a), Student Code
The Division of Student Affairs believes in transforming lives. It does so by providing quality programs,
services, facilities and living environments that create the Illinois experience at Urbana-Champaign while
empowering students to achieve the greatest potential in their personal and academic development.
This mission is reinforced by the Illini Union Office of Registered Organizations, which annually provides
support to more than 1,200 registered organizations. Our office is here to help you start and maintain
organizations, plan events, and assist with organization finances. We are here to help!
HOw TO USE THIS HANDBOOk
Inside this handbook, you will find valuable information to assist you as a leader of a registered organization.
This handbook is designed to provide practical information regarding management of your organization;
including registration and re-registration, event management, and fiscal responsibility. It contains an overview
of important University policies and procedures, as well as resources and information that will aid presidents
and treasurers to fulfill their responsibilities as leaders of registered organizations. Please use this handbook
as a reference tool when managing the affairs of your organization.
Illini Union Office of Registered Organizations
284 Illini Union
1401 W. Green St.
Urbana, IL 61801
Monday-Thursday: 8:30 a.m.-11 p.m.
Friday: 8:30 a.m.-6 p.m.
Saturday: 1-6 p.m.
Sunday: 1-11 p.m.
REGISTERED ORGANIzATIONS • Ability to reserve locations on campus for organiza-
tion usage, including events, meetings, fundraising,
and other activities as designated by the organization.
The Student Code of the University of Illinois delin-
• Eligibility to apply for Student Organization Resource
eates the rights and responsibilities of students in a
Fee (SORF) allocations, a $1.2M sum of money annu-
wide spectrum of activities throughout the University.
ally dedicated to student organizations for use (student
Section 2-303 of the Code provides the definition of
registered organizations and requirements for registra-
• Ability to access Organization Fund Advisory Board
tion. Highlights from that section include:
(OFAB)-purchased equipment for organization use,
free of charge, including laptops, LCD projectors, ra-
The name of the organization must not be preceded by
dios, tables, pop-up outdoor tents and chalk (student
“University of Illinois” or “UIUC” The title “at the Univer-
sity of Illinois at Urbana-Champaign” or “at UIUC” may
• Applying for office or cubicle space in the Student Or-
follow the organization’s name. Illini and Illinois may be
ganization Complex (SOC) in the Illini Union.
• Access to NetFiles, allowing registered organizations
to create a web space for their organization.
Membership in registered organizations is restricted
• Discounts on various campus services, including or-
to faculty, staff, and their spouses/partners. Only cur-
ders placed for catering in the Illini Union, reservation
rently appointed faculty and staff may serve as officers
discounts for the Activities Recreation Center (ARC),
and authorized agents. Registered organizations are
and copy discounts at the ReSOurce Center in the Illini
not eligible for funding allocations from the Student Or-
Union (student organizations only).
ganization Resource Fee.
Membership in registered student organizations is
comprised with a majority of student members, and STATEmENT ON RELATIONSHIP wITH
that student membership is restricted to currently en- THE UNIVERSITy OF ILLINOIS
rolled students at the Urbana-Champaign campus and While registered organizations are an integral part of
their spouses/partners. campus life at the University of Illinois, it should be clear
that these organizations are not an official part of the
Organizations must support the educational mission of University. Each organization is responsible for its own
the University of Illinois. actions and is acting on behalf of the organization, not
the University of Illinois. Because of this relationship,
Registered organizations may not accrue to the finan- the Office of Registered Organizations has limited ca-
cial benefit (or direct financial gain) of their members. pabilities in how it works with registered organizations.
It does not give advice or counsel on matters related to
The Illini Union Office of Registered Organizations insurance, risk management, or tax issues. The office
requires the use of @illinois.edu email addresses to works with facility requests, University fund accounts,
verify current enrollment/employment on the Urbana- and any judicial issues that may arise, with the Student
Champaign campus. Code as the guiding document.
The chart on the next page explains the differences Per the Student Code, Article 2, Section 303, (d):
between Registered Organizations and Registered
Student Organizations. “No registered organization shall be permitted to use
the name of or any symbol identified with the Univer-
sity, or to conduct its affairs in such a manner as to im-
BENEFITS OF BEING A REGISTERED ply to anyone dealing with it that it is an official agency
or part of the University. Each registered organization
shall be required to include in its articles of incorpora-
Being a registered organization with the University of
tion, or association, in its bylaws, or its constitution and
Illinois can provide organizations with many opportu-
its contracts or agreements with others, a provision
nities designated only for those whom are registered
clearly stating that it is not an official agency or a part
with the Illini Union Office of Registered Organizations.
of the University, and disclaiming the responsibility of
These benefits may include:
the University for its acts and liabilities.”
Registered Student Organization (RSO) Registered Organization (RO)
Relationship with the No direct relationship to the University. Organiza- No direct relationship to the University. However, must fol-
University tion must follow the policies for operating as a RSO low the policies for operating as a RO on campus.
Annual Registration Organization must file for re-registration each year Organization must file for re-registration each year no
Process no later than September 30. later than September 30.
Compass Training Organization president and treasurer must pass Organization president and treasurer must pass 5-ques-
25-question Compass quizzes each year. tion Compass quizzes each year.
Tax and Legal Organization must apply for not-for-profit and/ Organization must apply for not-for-profit and/or tax-
Compliance or tax-exempt status through the IRS. May not exempt status through the IRS. May not use the Univer-
use the University’s tax-exempt status or tax ID sity’s tax-exempt status or tax ID number as organizations
number as organizations are independent from the are independent from the University.
Payment to Vendors Organization must pay sales tax on purchases. Organization must pay sales tax on purchases.
General Financial RSO may request an on-campus account through RO may request an on-campus account through the
management theOffice of Registered Organizations. Must com- Office of Registered Organizations. Must comply with Uni-
ply with University requirements regarding access- versity requirements regarding accessing that account.
ing that account. May chose to have an off-campus May chose to have an off-campus banking account if
banking account if desire but to do so, understands desire but to do so, understands that they must have their
that they must have their own Tax ID number own Tax ID number (separate from the University’s).
(separate from the University’s).
Sponsoring Events On- As provided in § 2-506, all income-generating As provided in § 2-506, all income-generating projects
Campus projects or events to be undertaken by a registered or events to be undertaken by a registered organization
organization shall be subject to “event approval” shall be subject to “event approval” by the Office of Reg-
by the Office of Registered Organizations as to the istered Organizations as to the use of University facilities,
use of University facilities, setting the time, place, setting the time, place, and date thereof, and shall follow
and date thereof, and shall follow the Ticket Policy the Ticket Policy published by the Office of Registered
published by the Office of Registered Organiza- Organizations in accordance with the policies and proce-
tions in accordance with the policies and proce- dures of the Office of Business and Financial Services for
dures of the Office of Business and Financial Ser- events held in University facilities. Events and activities
vices for events held in University facilities. Events conducted by RSO’s shall not be considered University-
and activities conducted by RSO’s shall not be sponsored under this policy.
considered University-sponsored under this policy.
Access to Student Yes No
Judicial Process Each RSO is responsible and accountable for Each RO is responsible and accountable for the
the individual and collective conduct of its individual and collective conduct of its members in
members in the course of the group’s opera- the course of the group’s operations and activities.
tions and activities. Alleged violations will be Alleged violations will be reviewed by the Office of
reviewed by the Office of Registered Organiza- Registered Organizations. Alleged violations will be
tions outlined in the Student Code. Students handled as outlined in the Student Code or Campus
may be reviewed individually by the Office of Adminsitrative manual. Student members may be
Student and Conflict Resolution. reviewed individually by the Office of Student and
Advisor No advisor required. No advisor required.
Other Not allowed to represent themselves as conducting Not allowed to represent themselves as conducting
official University business or as a unit or agents of official University business or as a unit or agents of the
the University. University.
Other Not allowed to use University letterhead, stationary, Not allowed to use University letterhead, stationary, or the
or the University symbols (in print, clothing, email, University symbols (in print, clothing, email, websites, or
websites, or as part of their name). as part of their name).
STUDENT PROGRAmS & ACTIVITIES
who we Are:
ILLINI UNION OFFICE OF
The Illini Union Office of Registered Organizations pro-
vides day-to-day service support for organizations on REGISTERED ORGANIzATIONS
campus, but it’s also part of a larger entity within the ANNUAL INVOLVEmENT FAIRS
Illini Union, which further provides support, assistance Quad Day: Sunday, August 21, 2011
and advocacy for students’ co-curricular involvement. Quad Day brings together registered student
organizations, university departments, and
The Student Programs & Activities Office is located on community agencies for a day full of activity.
the second floor (north end) of the Illini Union in Room
227 and on the second floor (south end) in Room 284.
The Illini Union Rec Room, located on the lower level,
Quad Day registration begins on the first Mon-
is also part of our department. We support student in- day of April.
• Illini Union Board Activity Day: Tuesday, January 24, 2012
• Student Organization Complex Activity Day brings together 100 registered
• Student Organization Resource Fee student organizations inside the Illini Union for
• Office of Volunteer Programs a smaller winter involvement fair.
• Office of Registered Organizations
• ReSOurce Center Activity Day registration begins on the first
• Illini Union Rec Room Monday in December.
• Organization Fund Advisory Board
what we Do: Student Code
• Create programs for the entire university The Student Code contains valuable information used
• Encourage student involvement in campus life by the Illini Union Office of Registered Organizations
• Enhance the overall educational experience in setting policies, guidelines, and rules for the man-
of students agement of organizations. Unless otherwise noted, the
rules stated in the Student Code apply to all undergrad-
Student Programs & Activities mission uate, graduate, and professional students enrolled at
The Illini Union Student Programs & Activities Office the University of Illinois at Urbana-Champaign. Article
supports the mission of the Illini Union by actively pro- 2, Section 3 of the Student Code specifically refers to
moting the co-curricular education of students. We are Registered Organizations and the Organization Fund.
committed to promoting holistic growth – both individu- Additional policies regarding use of University facilities
ally and collectively – and a greater understanding can also be found in Article 2 of the Student Code.
and appreciation of the diversity of people, ideas and
beliefs present in the university and global communi- Print copies of the Student Code can be found at the
ties. The Student Programs & Activities Office works to Office of the Dean of Students or the Undergraduate
enhance the classroom education process, meet the Library. The Code is available online at http://admin.
needs and desires of the campus community, and pre- illinois.edu/policy/code/.
pare students to be contributing and humane citizens.
Privacy Settings – This option serves as a privacy
setting for users involved with organizations on Colle-
giateLink. By selecting “Show,” you will be listed publi-
cally on the associated roster. Public rosters may be
indexed by internet search engines. By selecting hide,
II. USING COLLGIATELINk only users with administrative privileges will be able
to see your involvement. Your privacy setting is deter-
mined solely by you.
Notifications/Reminders - The general email notifica-
tions setting only affects the additional emails sent to
wHAT IS COLLEGIATELINk? your email address. System messages will always be
CollegiateLink is a website database utilized by the sent to your inbox within CollegiateLink, regardless of
Office of Registered Organizations to centralize, orga- this setting.
nize, and increase student, staff, and faculty involve-
ment opportunities. This platform provides the tools for
managing registered organizations and empowering mANAGING yOUR ORGANIzATION
learning across the University of Illinois. Prospective The president/primary contact is the only member of
organizations as well as existing organizations use the an organization who can manage the organization’s
CollegiateLink database to register as an organization profile. When you view your organization’s profile, it
with the Office of Registered Organizations. will take you to the organization home page, and will
display 12 tabs on the left side of the page.
LOGGING IN FOR THE FIRST TImE Home – The home page is simply a summary of your
The CollegiateLink system used by the University of Il- organization and provides users with a ‘wall’ comment
linois can be found online at http://illinois.collegiatelink. box.
net. When you first access this page, there will be a
‘Log In’ key at the top right corner of the page. To log in, News – This is an area where you can post articles.
you must use your University NetID and your Active Di- This feature is very similar to that of a blog.
rectory (AD) Password. From there, it will prompt you
to create a brief mandatory profile. This includes your About Us – This tab allows you to edit your organiza-
first name, last name, @illinois.edu email address, and tion’s profile information. There is an “Edit” tab located
affiliation with the University. Once this is complete, at the top of the page next to “About.”
you will have successfully logged into CollegiateLink
and will no longer be prompted to create a profile. Events – This tab allows you to post events that your
organization will be holding. These postings will then be
viewed on the main events calendar of CollegiateLink.
mANAGING yOUR PROFILE
Once you have successfully logged in, at the very top Roster – As primary contact, this is one of the most
of the page there will be a tab labeled “Account.” On important features to managing your organization. This
this page, it will prompt you with four options about tool allows you the manage your roster by adding and
your user account on CollegiateLink. removing members, editing the positions of members
of your roster, and inviting people to join your roster
Profile Information – This is where you can edit your on CollegiateLink. This feature also allows you to send
first and last name, @illinois.edu email, preferred messages to your entire roster or select roster mem-
email, University affiliation, and a profile picture. bers through the CollegiateLink inbox system.
Contact Information – This provides you with the op- Photo Gallery – This feature allows you to create pho-
portunity to submit your local contact information and to albums and post photos.
home contact information.
Documents – This feature allows you to upload docu-
ments that can be viewed by all listed members of your
Forms – This feature allows you to create a form for FLyERBOARD
your organization’s use. When you create an event on CollegiateLink, there is
an option to upload a flyer of the event to the listing.
Service Hours – This feature is not used by the Office The flyer will then appear on the CollegiateLink homep-
of Registered Organizations. However, an organization age on the flyerboard.
may choose to use this feature.
Elections – This feature is not used by the Office of
Registered Organizations. However, an organization
Calendar showing dates of events posted by Regis-
may choose to use this feature.
tered Organizations. Events posted on the calendar
will be reviewed by the Illini Union Office of Registered
Finance – This feature is where the treasurer can go
to create a Funding Request via SORF for your orga-
manage – This feature allows you to associate your RESOURCES
organization with different interests that users may On the top right of every page there is a tab labeled
search for in the organization search engine. “Campus Links.” This tab can direct you to the Office
of Registered Organizations website, the Registered
Organization Handbook, Treasurer’s Workshop infor-
mation on the RO website, the SORF website, and the
SEARCHING FOR ORGANIzATIONS/ University of Illinois Student Code.
The organization’s tab serves as the directory for all CollegiateLink now offers an inbox feature for all users.
Registered Organizations. The initial list of organiza- This inbox system is used when registering an orga-
tions provides the group name with a brief description nization, receiving messages from a particular organi-
of the organization under the name. zation, or simply corresponding between other users.
As president/primary contact of an organization, you
Directory Tool A-z – This tool allows the user to can send messages to all roster members or selected
search the directory by the first letter of the name of an individuals.
Search – General search engine tool that will search ONLINE wORkSHOP QUIzzES
for organizations that contain a word(s) typed in the President’s workshop
organization name. The Illini Union Office of Registered Organizations re-
quires that all presidents of registered organizations
Categories – Allows the user to search for organiza- successfully complete an online president’s work-
tions based on the category they fall under. The cat- shop quiz through their Illinois Compass account. The
egories include: academic/pre-professional; athletic/ questions are taken directly from material within the
recreation; creative/media/performing arts; cultural/ Handbook for Registered Organizations and relate to
ethnic; honorary; international; other social; political; information regarding policies and procedures for reg-
religious; residence hall; rights/freedom issues; ROTC; istered organizations. It is highly recommended that
service organization; social fraternity/sorority; umbrel- the president read through the handbook prior to taking
la; university student governance/college council. the quiz. Until the president receives a perfect score on
the quiz, they will not be recognized as the president,
and the organization cannot be registered. Completing
the president’s workshop is valid until re-registration for
all organizations begins for the following academic
year. If organizations change presidents during the
academic year, the new president must successfully
pass the quiz as well.
Treasurer’s workshop president must provide the correct NetID of the incom-
The Illini Union Office of Registered Organizations re- ing officers. The president or treasurer change cannot
quires that all treasurers of registered organizations be approved until the new officer successfully passes
successfully complete an online treasurer’s workshop the appropriate workshop quiz on Compass with 100%.
quiz through their Illinois Compass account. The
questions are taken directly from material within the
Handbook for Registered Organizations and relate to
information regarding policies and procedures for reg- CHANGING THE NAmE OF AN
istered organizations. It is highly recommended that ORGANIzATION
the treasurer read through the handbook prior to taking The president/primary contact of a Registered Orga-
the quiz. Until the treasurer receives a score of 100% nization cannot change the name of their organization
they will not be recognized as the treasurer, and the or- on CollegiateLink. In order to change the name of an
ganization cannot be registered. Completing the trea- organization, the president must email iurso@illinois.
surer’s workshop is valid until re-registration for all or- edu requesting to change the name of their organiza-
ganizations begins for the following academic year. If tion. The Office of Registered Organizations will then
organizations change treasurers during the academic change the name of the organization and confirm that
year, the new treasurer must successfully pass the change.
quiz as well.
Generally, the organization name, acronym/nickname,
and web site key are all very similar. If you wish to
SORF workshop change the name of an organization, please consid-
There are four requirements before an organization er having the acronym/nickname and web site key
can apply for SORF funding. changed as well.
1. The organization must be registered in
2. The organization must have a University ADVISORS
fund account, with a positive or zero balance. Although advisors are not required for registered orga-
3. The treasurer must have completed the nization status, organizations may choose to seek out
treasurer’s workshop with a score of 100%. an advisor. Advisors may not be listed as a president,
4. The treasurer must complete the SORF treasurer, or an authorized agent. They may only be
quiz prior to submitting the SORF application listed as a group member.
The questions on the SORF quiz are taken directly
from material within the Handbook for Registered Or-
ganizations and relate to information regarding policies
and procedures for registered organizations. It is high- wEBSITE kEy
ly recommended that the treasurer read through the The website key is the handle for your organization
handbook prior to taking the quiz. Until the treasurer that appears at the end of the CollegiateLink URL. The
receives a score of 100%, they will not be able to sub- handle is how the organization profile can be identified.
mit a SORF funding request. Example: Group Name – Fun Club. Website key – fun-
club. URL – https://illinois.collegiatelink.net/
Online workshops and quizzes are required to be com- organization/funclub.
pleted each academic year, as written materials do
A Registered Organization can change officers at any
time during the year, but it must always maintain a
president, treasurer, and three authorized agents #1-
3. If a group decides to change the president and/or
treasurer, the current president must email iurso@
illinois.edu requesting to have the new officer(s)
put into the Compass online workshops. The
1. Log into Collegiate Link
(http://illinois.collegiatelink.net) using your NetID and
AD password. If it is your first time accessing Colle-
III. ANNUAL REGISTRTION giateLink, the system will prompt you to make a profile,
which you must complete.
PROCESS NOTE: The incoming president is the only person that
needs to re-register the organization.
2. On the home page, find the Organization tab at the
Registered Organizations at the University of Illinois top of the page. On the left sidebar, select “register”
are required to re-register on an annual basis. These under “Re-register your existing organization.”
are the requirements to become a registered organiza-
tion: 3. Step 1- By registering this organization, you will be-
come the primary contact of the organization. Select
• A minimum of 5 authorized agents (President, Trea- “Next” to complete Step 1.
surer, and 3 Authorized Agents)
• Adheres to the Policy of Non-Discrimination 4. Step 2- Enter the information of the organization.
• Must meet membership requirements as outlined in a. In the first box supply the official name of
Section 2-303 of the Student Code the organization (no acronyms)
• Supports the educational mission of the University of b. In the second box provide a brief descrip-
Illinois tion of the purpose of the organization.
• The Registered Organization does not accrue to the c. In the third box supply the nickname/
financial benefit (or direct financial gain) of its members acronym of the organization. If none exists,
then enter the full name of the organization.
After the organization has completed their registration d. In the fourth box, provide a contact email
form in CollegiateLink, the president and treasurer of address for the organization. This can be the
registered student organizations will be enrolled into president’s.
Online Workshops – 100. Presidents and treasurers of e. If the organization has an external website,
registered organizations will be enrolled into Online please provide the URL in the fifth box.
Workshops – 101. f. In the sixth box, please provide the website
key for your organization’s profile on
CollegiateLink. This is how the URL for your
DATES AND DEADLINES organization’s page on CollegiateLink will be
New organizations have three additional deadlines identified.
throughout the academic year in which they can g. In the seventh through tenth boxes, please
register to become a new Registered Organization: provide the location of your organization
November 1, 2011, February 1, 2012, and April 1, including city, state, zip code, and country.
2012. They may also register by the September 30, h. In the eleventh through thirteenth boxes,
2011 deadline for existing organizations. Prospec- please provide your organization’s phone
tive organizations which apply between periods will number, extension, and fax number if
not be reviewed until after the upcoming date has applicable.
5. Step 3- Update your organization roster by adding
RE-REGISTRATION FOR EXISTING ORGANIzA- the president, treasurer, and three authorized agents.
TIONS ENDS SEPTEmBER 30, 2011. If an organi- You may add names of additional members, but these
zation does not re-register by this time, they must five people are the only ones authorized to act on
wait until the re-registration process the following behalf of the organization.
academic year. a. The primary contact must be the listed
president of the organization.
b. To designate each agent, select their
position title from the drop down list.
c. Each member added to the roster must use NEw ORGANIzATION REGISTRATION
their @illinois.edu email address, NOT @uiuc. 1. Log into Collegiate Link
edu or any other email provider. (http://illinois.collegiatelink.net) using your NetID and
d. Clear each field to continue adding agents. AD password. If it is your first time accessing Colle-
e. The Required Positions box on the left must giateLink, the system will prompt you to make a profile,
have five green check marks before you can which you must complete.
continue to the next step of the application NOTE: The president is the only person that needs to
process. register the organization.
f. Once finished, select “Next” to complete
Step 3. 2. On the home page, find the Organization tab at the
top of the page. On the left sidebar, select “register”
6. Step 4- Read through and respond to the Nondis- under “Register a New Organization.”
crimination Form. Once finished, select “Submit” to
complete Step 4. 3. Step 1- By registering this organization, you will be-
come the Primary Contact of the organization. Select
7. Step 5- Read through the completed information of “Next” to complete Step 1.
a. If you would like to make changes to your 4. Step 2- Enter the information of the organization.
organization information, select the Organiza- a. In the first box supply the official name of
tion Profile, Organization Roster, or Statement the organization (no acronyms)
of non-discrimination. b. In the second box provide a brief descrip-
b. Select “Finish” to submit your organization tion of the purpose of the organization.
registration request. c. In the third box supply the nickname/
acronym of the organization. If none exists,
8. You will receive notification saying that your organi- then enter the full name of the organization.
zation is waiting for approval. d. In the fourth box, provide a contact email
address for the organization. This can be the
9. After you have received the notification that your or- president’s.
ganization has been approved, make sure the presi- e. If the organization has an external website,
dent, treasurer, and three authorized agents respond please provide the URL in the fifth box.
to the email they receive to confirm their status as the f. In the sixth box, please provide the website
president or treasurer of the organization and to acti- key for your organization’s profile on
vate the organization. CollegiateLink. This is how the URL for your
organization’s page on CollegiateLink will be
10. To confirm their involvement with an organization, identified.
the president, treasurer, and three authorized agents g. In the seventh through tenth boxes, please
must log in to CollegiateLink and confirm their involve- provide the location of your organization
ment on the home page. including city, state, zip code, and country.
h. In the eleventh through thirteenth boxes,
please provide your organization’s phone
number, extension, and fax number if
5. Step 3- Update your organization roster by adding
the president, treasurer, and up to three authorized
agents to the roster. You must have at least five mem-
bers that fulfill those positions.
a. The primary contact must be the listed
president of the organization.
b. To designate each agent, select their posi
tion title from the drop down list.
c. Each member added to the roster must use
their @illinois.edu email address, not @uiuc.
edu or any other email provider.
d. Clear each field to continue adding agents. OTHER ImPORTANT INFORmATION
e. The Required Positions box on the left must A. The president, treasurer, and three authorized
have five green check marks before you can agents must be indicated on the submitted online reg-
continue to the next Step of the application istration form. These authorized agents may sign any
process. requests for services, purchases, equipment rental or
f. Once finished, select “Next” to complete space from the university. All agents must present a
Step 3. student ID when submitting any form with their signa-
ture to email@example.com after they have completed
6. Step 4- Read through and respond to the Nondis- the Treasurer’s Quiz on Compass.
crimination Form. Once finished, select “Submit” to
complete Step 4. B. If the organization has or requests an Organization
Fund Account, it must be the treasurer. If the organi-
7. Step 5- Read through the completed information of zation is new, a treasurer may request an Organiza-
your organization. tion Fund Account number by emailing iurso@illinois.
a. If you would like to make changes to your edu after they have completed the Treasurer’s Quiz on
organization information, select the Organiza- Compass.
tion Profile, Organization Roster, or Statement
of Nondiscrimination. C. Registration is valid up until the beginning of the
b. Select “Finish” to submit your organization following fall semester. The CollegiateLink database
registration request. must be updated, however, whenever a new autho-
rized agent is selected for the organization (in other
8. You will receive notification saying that your organi- words, every time officers change within an organiza-
zation is waiting for approval. tion).
9. After you have received the notification that your or- D. Although advisors are not required for registered or-
ganization has been approved, make sure the presi- ganization status, organizations may choose to seek
dent, treasurer, and three authorized agents respond out an advisor. Advisors may not be listed as a presi-
to the email they receive to confirm their status as the dent, treasurer, or an authorized agent. They may only
president or treasurer of the organization and to acti- be listed as a group member. Advisors also may be
vate the organization. from outside the university community, but may not be
listed as a group member. Furthermore, University af-
10. To confirm their involvement with an organization, filiated advisors cannot be listed as the president, trea-
the president, treasurer, and three authorized agents surer, or authorized agent and can only be viewed as a
must log in to CollegiateLink and confirm their involve- member of an organization on the roster list.
ment on the home page.
E. Requests for funds for SORF will not be accepted
from organizations that are not registered at the time
the applications for funds are due. SORF applications
are only accepted from Registered Student Organiza-
tions. (For more information on SORF, see page 14.)
F. In addtion to the September 30 deadline, new or-
ganizations are able to register by the following dead-
lines: November 1, 2011, February 1, 2012, and April
1, 2012. Prospective organizations that apply between
periods will not be reviewed until after the upcoming
deadline has passed.
kEy RESPONSIBILTIES OF THE
IV. ORGANIzATION FUND • Ensure that financial management of accounts
is in compliance with all University, local, state,
ACCOUNTS and federal regulations. Policies, procedures, and
processes set by these entities must be followed at
• Safeguard funds from being utilized for personal
gain and fraudulent activity.
Learning to manage finances is a valuable skill that will
• Hold signature authority governing all financial
transfer to life beyond college. As treasurer, you are a
aspects of the organization. Voucher and SORF
financial leader assisting your organization in adhering
Expenditure Request forms require treasurer’s
to a budget, keeping on top of expenses, and abiding
signature exclusively. President must co-sign only if
by policies, procedures, and processes. Therefore, the
payee is the treasurer.
treasurer is one of the most important officers to inter-
• Manage financial records, retaining copies of all
act with the Office of Registered Organizations.
documentation to reconcile monthly transactions for
The University’s rules and regulations regarding the
• Maintain a positive balance in account(s).
proper handling of funds by registered organizations
• Submit SORF funding requests and administer
include some very specific requirements with mild to
processes to collect on your organization’s alloca-
severe consequences for noncompliance. As trea-
surer, it is your responsibility to read, understand, and
• Educate members of your organization about
comply with policies and procedures outlined in this
financial policies and procedures, especially re-
handbook, as you will be held accountable.
quired documentation needed for payments and
As the organization’s financial officer, it is your duty
• Transition new treasurer, providing all records and
to ensure organization funds are being used for legiti-
information prior to resignation.
mate, organization sponsored activities and business.
• Vote on how the collective interest earned on Or-
Treasurers must verify documentation is not forged or
ganization Fund Accounts should be spent. Organi-
falsified by examining receipts, invoices, statements,
zation Fund Advisory Board meeting is held via an
bills, letters of agreement, contracts, etc. prior to sub-
online vote in the fall.
For either account to be considered active, the organi-
zation must be registered with the Office of Registered
OBTAINING AN ORGANIzATION FUND Organization for the academic year and the treasurer
ACCOUNT must have completed the treasurer’s quiz on Compass
An Organization Fund Account is an account specifi- prior to account information being shared or an ac-
cally established for use by a registered organization. count being assigned.
This section discusses the how to manage this account
and specific policy information. Two types of Organiza- An RO Account or Charity Account can be requested
tion Fund Accounts exist: by the organization’s treasurer following completion
of the mandatory Compass workshop. An email must
An RO Account is an Organization Fund Account spe- be sent to firstname.lastname@example.org with the subject line AC-
cifically established for use by registered organizations COUNT NUMBER REQUEST. The following informa-
to manage income and expenses associated with the tion is required in the body of the email:
• Organization Name (Exactly as registered – No ab-
A Charity Account is a separately requested Organi- breviations)
zation Fund Account established for registered orga- • Type of Account (RO or Charity)
nizations and used solely for charity and philanthropic • Treasurer Name
fundraising events intended to benefit others. • Treasurer University Email (...@illinois.edu)
• Date you completed Compass training
Once the account number is established, the treasurer organizations, departments, or offices on campus and
will be notified of their assigned account number via applying for money from funding sources on campus.
email from the Illini Union Office of Registered Organi- Whether fundraising for your organization or fundrais-
zations. It may take up to 10 business days to receive ing to benefit others, University policies and proce-
an account number. dures for revenue generating events must be followed.
If your organization already has an established Organi- Any event that involves collecting money on Univer-
zation Fund Account (RO or Charity), the treasurer can sity premises must be approved by the Illini Union Of-
obtain the account number (if not passed down by the fice of Registered Organizations whether the event is
previous treasurer) by calling, emailing, or stopping by a fundraiser for your organization or to benefit others.
the Illini Union Office of Registered Organizations. This For University auditing purposes, the office keeps track
is pending the organization is in good standing. of all events in which financial transactions occur on
University property and verifies that all money is de-
posited into appropriate accounts following the event.
HOw yOUR ACCOUNT mAy BE USED If a fundraiser is not cleared with the Office of Regis-
Registered Organizations use their accounts for things tered Organizations, subsequent requests will not be
such as food, t-shirts, supplies, events, meetings, or- approved until the appropriate proof of deposit from the
ganization travel...the list could go on and on. There fundraiser is submitted.
are some restrictions on what the money in the Orga-
nization Fund Account can be used for, as outlined in If a fundraising event is held at an off-campus location,
the Student Code. the organization does NOT need approval by the Illini
Union Office of Registered Organizations AND money
Expenditures from the Organization Fund must be for a can be deposited anywhere. However, if University
lawful purpose and, in general, must: property is utilized for any aspect of the event, ALL
1. Be for payment for services rendered, or for money collected/generated from the off campus event
material received, must then be deposited into the appropriate Organiza-
2. Be related to the educational goals and tion Fund Account (RO or Charity).
objectives of the University,
3. Not accrue or inure to the benefit of an indi-
vidual or individuals, except as payment for FUNDRAISING
services rendered, Fundraising for your Organization
4. Not be for the purchase of alcoholic bever- Registered Organizations have the ability to fundraise
ages, or to enable or facilitate by any means on campus. There are set procedures for your organi-
the purchase of alcoholic beverages by any zation to follow for planning these events:
5. Not be for the purchase of weapons (as • Submit a Space Request Form to 284 Illini Union
defined in subsection 1-309(b)), or to enable for event approval by Illini Union Office of Registered
or facilitate by any means the purchase of Organizations. Some events may require consultation
weapons by any person, and with the Assistant Director.
6. Not be for the purchase of materials by,
through, or from the University for resale to • The Event Budget Form outlining the financial dy-
others. namics of the event such as cost, items being sold,
anticipated income, etc. must also be submitted with
the Space Request Form.
REVENUE GENERATING EVENTS • After the event is approved, the Space Request Form
Many organizations have fundraisers to support is directed to the appropriate office that handles sched-
their function and activities. Some fundraising op- uling for the specific space requested.
tions include collecting initiation fees and/or dues
from members; charging admission for events; selling • Collect revenue at/for event and deposit ALL money
merchandise and services; ticket sales; and seeking into the RO Account at the Cashiers Office in Henry
donations of goods, services, or money from outside Administration Building after the event.
vendors. Other ways to subsidize the cost of activities
may involve engaging in co-sponsorship with other
• Submit a copy of the deposit slip to the Registered Or- • Collect revenue at/for event and deposit ALL money
ganizations Office to complete the financial audit per- into Charity Account at the Cashiers Office in Henry
formed by the University. Fundraisers must be cleared Administration Building.
within two business days following the event.
• Submit a copy of the deposit slip to the Registered Or-
• Initial expenses associated with the event can be paid ganizations Office to complete the financial audit per-
beforehand or reimbursed afterwards from the RO Ac- formed by the University. Fundraisers must be cleared
count. However, the entire amount collected from the within 2 business days (M-F) following the event.
event must first be deposited into your RO Account.
Then, you can submit a voucher to reimburse or cover • The entire amount collected from the event must first
initial expenses related to the event. be deposited into your Charity Account. Then, you can
submit a voucher to reimburse or cover initial expens-
• Organizations holding multiple-day fundraisers must es related to the event.
still deposit money within two business days for each 1. Initial expenses associated with the event
day they are fundraising. can be paid beforehand or reimbursed
afterwards from the RO Account. (This will
RO Account Requirements allow you to give more money to the charitable
• All money generated using University property, fa- organization if you choose.)
cilities, and/or services for use by your organization 2. Initial expenses can be reimbursed from the
MUST be deposited into your RO Account. Charity Account only after the deposit is made.
(This reduces the amount that you will donate
• Funds that are already in your RO Account cannot be to the charitable organization.)
used for charitable donations.
• The remaining money must be donated within 30
• Money collected from dues and initiation fees can be days of the event, bringing the account balance to
deposited anywhere – an outside bank account or RO zero. Submit Voucher accompanied by a typed Letter
Account. of Donation for the specified charity/organization to
the Registered Organizations Office to remit payment.
• All funds deposited into Organization Fund Accounts Letter must include:
must be handled in accordance with University policy. 1. Name and address of the organization to
receive the donation
2. Name and address of the RO donating
CHARITABLE DONATIONS the funds. If more than one registered
Fundraising to Benefit Others organization sponsored the event, include this
(Community Organization, Charity, another RO) information for all involved.
Adhere to the steps below when money is collected or 3. Name, dates, and description of the event
generated to benefit others using University property, that raised these funds.
facilities, and/or services: 4. Amount of money generated for donation.
5. Signature of either the president or the
• Submit a Space Request Form to 284 Illini Union treasurer of the sponsoring organization.
for event approval by Registered Organizations Office. 6. Indicate on the voucher that you want to
Some events may require consultation with the Assis- include documentation to be mailed with the
tant Director. check. You must provide the Letter of
Donation to be mailed with payment.
• An Event Budget Form must also be submitted with
Space Request Form when money is being generated Charity Account Requirements
or collected at the event. When requesting an event to • All money generated using University property, facili-
benefit a charity, it must be clearly stated that the pur- ties, or services to be donated to others MUST be de-
pose of the event – whether a sale, concert, tourna- posited into the Charity Account.
ment, etc. – is to raise funds to benefit others.
• Funds that are already in the RO Account cannot
• After the event is approved, the Space Request Form be used toward charitable donations. You must use a
is directed to the appropriate office that handles sched- Charity Account set up specifically for such transac-
uling for the specific space requested. tions.
• All funds deposited into Organization Fund Accounts Cash/Coins
must be handled in accordance with University policy. 1. Sort all cash according to denomination with bills
facing the same direction. Strap together when pos-
Deposits into RO or Charity Account must be made at
2. Label all wrapped cash and coins with the name of
the Cashiers Office (Room 100) in Henry Administra-
your organization and the account number (1-90xxxx).
tion Building between the hours of 9 a.m.- 4 p.m., Mon-
day-Friday. Deposit slips, bill straps, coin wrappers,
3. Do not wrap money for amounts other than specified
and small envelopes are available at the office for your
4. If you have coins, but not enough to roll, place loose
Provide the appropriate Organization Fund Ac-
coins in an envelope to prevent loss.
count number (regular or charity) for which you wish
to make the deposit. Enter FOAPAL: 1-90 _ _ _ _-
389005-307900-199000. [Chart =1, Fund= 90+your
BUNDLE CASH AS FOLLOwS:
4-digit account number, Organization=389005, Ac-
$500 in twenties (25 bills)
$500 in tens (50 bills)
$500 in fives (100 bills)
The Cashiers Office requires that the following proce-
$50 in ones (50 bills)
dures are followed when making deposits:
Checks wRAP COINS AS FOLLOwS:
1. All checks must be deposited within two weeks of $10 in fifty-cent pieces (20 coins)
the check date. $10 in quarters (40 coins)
$5 in dimes (50 coins)
2. Travelers checks are treated the same as regular $2 in nickels (40 coins)
checks and should be included in the check total. $.50 in pennies (50 coins)
3. Calculate the total amount of the deposit. When de-
positing multiple checks, include an adding machine
tape of the check total with the deposit. USING yOUR FUND ACCOUNT
As the financial officer, you protect the interests of the
4. Checks are to be endorsed at the time of receipt. organization by confirming appropriate amounts have
Endorse all checks with the following: been spent for legitimate, organization-sponsored ac-
• Name of the organization. If the check tivities and business. You must verify that all documen-
is made payable to a charity, write the name tationbeing submitted for payment is original and not
of the charity and then the name of the falsified or forged.
organization below it.
• Account number of the organization (1- Funds from your Organization Fund Account can only
90xxxx) on the back. be accessed through submission of a voucher form to
the Illini Union Office of Registered Organizations. The
5. All checks should be reviewed for the following: voucher system allows you to pay bills and reim-
• Date – not over two weeks old or post-dated burse individual(s), authorize automatic payments/
• Payee – should be U of I, if not it must be transfers to other University accounts, or request
properly endorsed a cash advance.
• Amount – numeric amount must agree with
written line – bank will accept the written line if
they don’t agree
• Signature – checks must be signed
• Checks must be drawn on a U.S. bank or
have a U.S. clearing bank. International or
postal money orders are acceptable if in U.S.
ORGANIzATION FUND ACCOUNT NUmBERS PAymENT DELIVERy mETHODS:
Provide the appropriate Organization Fund Account Direct Deposit: Checks will be issued as a direct
number (regular or charity) from which you want to deposit only for students, faculty, and staff. OBFS
spend. requires that individuals sign up for direct deposit to
reduce the number of checks processed and mailed
For paying bills, reimbursing individual(s) or request- as well as expedite the reimbursement process. To
ing a cash advance, enter FOAPAL: 1-90 _ _ _ _- access and/or change your direct deposit informa-
389005-142900-199000 on the voucher. [Chart =1, tion, log into your Enterprise account.
Fund= 90+your 4-digit account number, Organiza-
tion=389005, Account=142900, Program=199000]. mail to: Checks will be mailed directly to the payee
when processed. Treasurer must provide addi-
For automatic payment/debit purchases/services, tional copies of any documentation to be mailed
enter FOAPAL: 1-90 _ _ _ _- 389005-xxxxxx-199000 with the check.
on the voucher. The department you are doing busi-
ness with will provide the xxxxxx Account number. Pick-up: Checks can be obtained by either the pay-
ee or the treasurer at the Cashiers Office (Room
Vouchers 100) at Henry Administration Building within 5 busi-
The treasurer is the only person authorized to sign ness days of submission. Treasurer mUST include
vouchers for the organization. The president’s signa- an additional copy of the voucher for all pick-up
ture is only required as a co-signer when the treasur- requests. The original will remain on file with OBFS
er is the payee. Vouchers and a checklist for how to and the copy will be included with the check and
complete vouchers are available online at http://www. used to verify payee or treasurer identity at the time
union.illinois.edu/involvement/RO/forms.aspx. of pick-up.
Vouchers and supporting documentation (contract, let-
ter of agreement, invoice, bill, receipt, and bank/credit Pay Bills or Issue Reimbursements
card statement) must be submitted to the Office of By submitting a voucher, a check can be processed
Registered Organizations in 284 Illini Union. Vouchers for the payee indicated on the voucher (a vendor, in-
will be reviewed for approval by the Illini Union Office of dividual, or another organization). After a voucher is
Registered Organizations and forwarded to OBFS for submitted and approved by the Registered Organiza-
processing. tions Office, OBFS confirms the available balance and
issues a check, as long as there are sufficient funds in
When the treasurer submits a voucher to pay bills, re- the RO Account to cover the costs.
imburses an individual, or get a a cash advance, OBFS
confirms that there are sufficient funds to cover costs As a general rule, supporting documentation needed
prior to remitting payment. A check will not be pro- for reimbursements must be original, paid, itemized,
cessed unless requested amount is available in orga- receipts with proof of payment by payee. All vouchers
nization’s RO Account. must be accompanied by an original invoice, bill, state-
ment, itemized receipt, contract, or letter of agreement
It is the treasurer’s responsibility to maintain a copy as official documentation for payment. Additionally, if
of all vouchers and documentation for financial trans- you are reimbursing an individual, proof of payment by
actions associated with the RO Account. All originals payee is required to illustrate that individual actually
remain on file with OBFS and are not accessible once incurred and paid the charges they are seeking reim-
they are submitted. Effective record keeping will allow bursement for.
you to track the account balance, record any debits
and credits to the account, and maintain a log of all The first time a non-UIUC affiliate is being paid via
payments for the books. a university-issued check, they will need to com-
plete a Vendor Information Form. This form is avail-
Vouchers must be filled out legibly with complete and able online at http://www.obfs.uillinois.edu/common/
accurate information. Incomplete vouchers hold up the pages/DisplayFile.aspx?itemId=917070.
payment process as they will be returned to the trea-
surer to make appropriate corrections and resubmit.
The completed form must be submitted with the
voucher. This will allow the payee to be established as
a vendor within the university accounting system – a CLEARING CASH ADVANCES
requirement for them to receive payment through the Cash advances can be cleared by indicating all
University. funds were used, partial funds were used, or more
than the cash advance was used.
Once the vendor has been entered into the university
accounting system, they will receive a unique Vendor Used All Funds: All requested funds were used.
Banner Number (denoted as @...). For all subsequent Submit itemized receipts totaling the amount of the
payments to that entity, their Vendor Banner Number cash advance to the Office of Registered Organi-
should be input on the vouchers. When in doubt, con- zations.
sult with the Illini Union Office of Registered Organiza-
tions to confirm whether or not the payee has a Vendor Used Partial Funds: Only a portion of the re-
Banner Number. In order to process any payment to an quested funds were used. You must deposit the
outside vendor, the organization must be prepared to unused portion of cash advance back into the
provide the Vendor Banner Number. Organization Fund Account at Henry Administra-
tion. Submit appropriate receipts for the portion of
the cash advance used and a copy of your deposit
Make photocopies of all receipts for your records, as
slip to the Illini Union Office of Registered Organi-
the originals must be submitted with the voucher. You
may need these copies later if you want to reimburse
individuals for any portion not covered by SORF allo-
Used more Than Cash Advance: All requested
funds were used and then some. Submit to the
Illini Union Office of Registered Organizations,
CASH ADVANCES itemized receipts for all expenses incurred and a
An organization can request money from their RO Ac- voucher to reimburse the individual who provided
count made payable to an individual to pay for items. the additional funds.
Vouchers must be submitted to request a cash ad-
vance. An advance may be used to cover items such
Regulations for Receipts
as trip expenses, organization events, supplies, etc.
• The location/place where the purchase was made
The money must be used for the purposes for which
must be identified on the receipt.
it was originally intended. The cash advance request
may not exceed the current balance of the RO Account.
• All small pieces of original supporting documenta-
tion (receipts, boarding passes, name tags, etc.) must
To receive a cash advance, the treasurer must submit
be taped to a clean 8 ½ x 11 sheet of paper. Stapled
a completed voucher to the Office of Registered Orga-
documents and scraps of paper hanging over sides will
nizations with payee information and a description of
NOT be accepted.
how the cash advance will be used. That information
should be listed in the Invoice Information section of
• When submitting more than 3 receipts, you must add
all receipts on an adding machine and submit the add-
ing machine tape with the voucher. An adding machine
The treasurer and the payee are both responsible for
is available at the Illini Union Office of Registered Or-
these funds. Cash advances must be “cleared” no lat-
ganizations (284 Illini Union).
er than 90 days after the event/activity occurred. After
the cash advance has been used, a voucher must be
• If you are only reimbursing specific items from a re-
submitted to the Office of Registered Organizations to
ceipt, you must submit an adding machine tape with
clear the cash advance.
the “new” receipt total of specified items, including the
correct amount of tax.
An organization is allowed to have only one outstand-
ing cash advance at a time. Organizations requesting
• If the vendor has a liquor license, such as most gro-
a cash advance with an outstanding one from the last
cery and discount stores, full service restaurants, etc.,
24 months may have their cash advance request de-
itemized receipts are required that clearly identify the
items purchased. If an alcohol purchase is included on
a receipt, the amount of the alcohol and its tax must Letters of Agreement
be subtracted from the amount payable from the RO Letter of Agreement – The Letter of Agreement is a
Account document that can be used as a contract between an
organization and a provider of services such as DJs,
• Proof of payment is needed for reimbursement re- lecturers, referees, judges, performers, and bands.
quests over $250. If possible, always try to pay with The document must be completed by both parties.
a credit card or check. If secondary documentation Submit original agreement to the Office of Registered
is needed, bank and credit card statements and can- Organizations with a voucher requesting payment from
celled checks are easy to provide, whereas secondary the Organization Fund Account. If using SORF allocat-
documentation for cash payments may be harder to ed funds, you must also submit a SORF Expenditure
provide. Request Form.
Authorize Automatic Payments and Transfers Letter of Donation – When donating money to a chari-
Use a voucher to request an automatic payment to a table organization, a typed letter of donation from the
University office, department, or another registered or- Registered organization to the specific charity or orga-
ganization. nization must be submitted with the voucher in order to
Funds will be transferred from your Organization Fund
Account to that unit’s account. Common automatic
payments/transfers include catering, facility rental and mANAGING yOUR FUND ACCOUNTS
staff, technology equipment, audio/visual equipment, Finances can be dependent on leadership and opera-
and print services, to name a few. tion of an organization by officers from the previous
year. Maintaining healthy finances will ensure a strong
When you place an order with a University department, future for your organization by allowing you to recruit
you must provide authorization for them to process the members, plan activities, and develop your organiza-
charges to your Organization Fund Account for pay- tion’s vision without significant financial constraints.
ment. Funds are transferred electronically from the Or-
ganization Fund Account to the specified department. As you assume your treasurer responsibilities, it is
However, they do not check to see if you have suffi- in your best interest to check your organization’s
cient funds before they process the transaction. If you financial status on all accounts immediately to see
do not have funds in the account to cover costs, your where your organization stands. For Organization
organization will become encumbered. Fund Accounts, an Account Information Request Form
is used to make an inquiry regarding your RO or Char-
If a department does not have the ability to debit ity Account activity. Treasurers can submit Account
your Organization Fund Account, request an invoice Information Request Forms as frequently as neces-
or billing statement from that department. Obtain the sary. Balance information can be provided as well as
FOAPAL (department’s account number) for the trans- transaction statements. Presidents can also request
fer of funds. Submit the bill, along with a voucher, to the account information, however only balance information
Illini Union Office of Registered Organizations for pay- is provided to them.
ment to be transferred into the appropriate department
budget account. Account Information Request Forms can be completed
in the Illini Union Office of Registered Organizations
Transfer of Funds and are ready for pick-up the next business day af-
Funds may be transferred to another account within ter 1pm. The person picking up the form must present
the Organization Fund, provided that such transfer their I-Card.
does not violate any University statutes or policies or
this Code and does not provide the recipient organiza-
tion with funds obtained in a manner otherwise prohib-
ited to the recipient organization. The voucher should
indicate transfer information in the Invoice Information
section. You must have the full FOAPAL string.
Reconciling Statements Notice will be provided to the Illini Union Office of Reg-
Treasurers are directly responsible for financial man- istered Organizations that there are insufficient funds
agement, compliance, and debt of their organization. in the account to pay for the requested purchase. The
Maintaining copies of all financial documentation is es- Illini Union Office of Registered Organizations will no-
sential for reconciling transactions. Appropriate man- tify the treasurer of the charge and of the insufficient
agement of financial accounts requires that treasurers fund balance. The organization will have 30 days to
confirm all transactions associated with the account to deposit sufficient funds into the Organization Fund Ac-
ensure the University or bank records match financial count to generate a positive balance and cover all ex-
records kept for the organization. penses incurred.
When reconciling transactions, it is especially impor- If, at the end of the 30 day cycle, the Organization
tant to pay attention to any transfers or automatic pay- Fund retains a negative balance, the organization will
ments made to a University department to confirm that be encumbered. The organization will not be in good
the amount you contracted to pay is the amount that standing with the University. Privileges will be revoked
was debited. Any entity that is given authorization, will including use of University facilities, ability to fundraise,
process payment from your Organization Fund Ac- access to equipment, discounts on services, eligibility
count regardless of the balance, which can cause the for SORF funding, and use of an Organization Fund
organization to be encumbered. An encumbrance will Account.
negatively impact the status of the registered organiza-
tion and will result in charges being assessed to the In addition to the organization being encumbered,
person who authorized any charges that resulting in any remaining debt will be charged to the personal
the organization’s negative account balance. account of the student who authorized the charge
that put the organization in a negative balance.
The simple budgetary principle of reconciling state- This financial burden will also negatively impact the
ments will ensure you have accurate records of ac- student’s standing with the University, the ability to reg-
count activity, maintain an accurate account balance, ister for classes, the ability to graduate, and the ability
and confirm all deposits to and payments from the to receive transcripts.
account. Report any discrepancies immediately to
the Illini Union Office of Registered Organizations.
Submitting forged and/or falsified documents is against
University Codes and will not be tolerated. Doing so
All tax and legal matters relating to organization activi-
can jeopardize registered organization status and
ties are the sole responsibility of the registered organi-
the individuals involved will be held accountable to
zation. Registered organizations are not authorized to
University and legal statutes. Subsequent investiga-
use the University’s Employer Identification Number
tions by University and law enforcement agencies
(EIN), non-profit status, or tax-exempt status. Funds
can result in appropriate sanctions. Further, dem-
deposited in the Organization Fund may not be used
onstrated falsifications cause personal and profes-
for donations to, gifts to, or support of charitable
sional challenges in relation to enrollment, career
organizations, except with the special approval of the
and professional placement, and future aspirations.
Chancellor. Currently, the Assistant Director in charge
of the Illini Union Office of Registered Organizations
TREASURER RESPONSIBILITIES approves and supervises contributions to recognized
As treasurer of your organization, you are responsible charitable organizations.
for maintaining a positive balance in the Organization
Fund Account. If there are not enough funds in the Or- Tax Information
ganization Fund Account to cover expenses, the orga- As outlined in the Student Code, Article 2 – General
nization will be held financially accountable for delin- Policies and Procedures, Part 3: Registered Organiza-
quencies. The organization can be encumbered and as tions and Organization Fund, all tax and legal matters
such, will not be able to operate on campus until all relating to organization activities are the sole respon-
debts are paid. sibility of the registered organization. Registered orga-
nizations are NOT authorized to use the University’s
Employer Identification Number (EIN) or tax-exempt
Each organization must apply for their own individual chapter, you may need to consult with them prior to ac-
EIN and/or tax-exempt classification through the Inter- cepting tax-deductible donations.
nal Revenue Service if they plan to manage an out-
side bank account. An EIN serves as a Social Security
Number for a group or organization. Keep in mind, your DORmANT ACCOUNTS
organization is responsible for understanding all re- Any account in the Organization Fund assigned to an
quirements and obligations for filing reports to the IRS. organization that does not re-register for a period of at
The Office of Registered Organizations will not provide least four years will be closed. Any funds in the ac-
any advisement related to tax information. count at the time of closure will be transferred to the
Organization Fund Administrative Account. Each year,
Employer Identification Number the income generated from the Administrative Account
An EIN is merely a unique identifier for the organiza- shall be used to help cover the direct expense of the
tion, similar to an individual’s SSN. Applications for an fund operation. Excess interest will be retained in the
EIN can be retrieved at http://www.irs.gov. Obtaining Administrative Account. Should such an organization
an EIN does not mean a registered organization is a then re-register after its account has been closed, it
non-profit organization or has tax-exempt status. may petition the Organization Fund Advisory Board to
have its funds re-established. This is discussed further
Non-Profit Status in the next section.
An organization is NOT considered to be a non-profit
by the IRS unless they apply for such status. The IRS
has established eligibility criteria for varying kinds of
non-profit organizations. IRS Publication 557
OUTSIDE BANk ACCOUNTS
An Outside Bank Account is a checking account set
(http://www.irs.gov/pub/irs-pdf/p557.pdf) provides a
up and managed by a registered organization at a lo-
description of the various types of 501(c) non-profit or-
cal bank in Champaign-Urbana. The organization as-
sumes all responsibility involved in managing the ac-
count including securing an Employee Identification
Number (EIN) and filing appropriate documentation
An organization can apply for tax exempt status with
with the IRS. The Illini Union Office of Registered Or-
the IRS at http://www.irs.gov. Applications are reviewed
ganizations will not advise organizations on managing
to determine whether or not an organization meets the
requirements of the Internal Revenue Code for tax-ex-
Recognition of exemption requires separate applica-
tions for charitable organizations versus other tax ex-
empt organizations. Sometimes, a chapter of a larger
national organization may be covered as a subsidiary
under the parent organization’s tax-exempt status. If
you have a larger affiliate, you may want to ask if you
are covered under their tax exempt status.
General tax information, resources, and annual report-
ing requirements can be found at
Registered organizations are NOT authorized to ac-
cept tax-deductible donations on behalf of the Univer-
sity. When soliciting donations from outside sources, it
is your obligation to inform potential donors that their
contributions are not tax deductible. Organizations that
have 501(c)(3) charitable organization status are eligi-
ble to receive tax-deductible contributions through their
organization, not the University. If you have a parent
Each fall all treasurers are asked to vote as part of an
electronic process regarding the allocation of OFAB
funds. At least 60 treasurers must vote. In 2010, trea-
V. ORGANIzATION FUND surers voted to fund the following:
ADVISORy BOARD Permanent equipment for free use/check out by
• $ 3600 for the purchase of 3 laptops
• $ 2000 for the purchase of 2 LCD projectors
• $1500 for the purchase of additional pop-up
The Organization Fund Advisory Board (OFAB) funds • $1000 for the purchase of additional tables
items and/or services which will benefit all or a large • $ 500 for the purchase of 8 additional power
number of registered student organizations. OFAB cords and VGA cables for projectors
consists of five students, two faculty or staff and two • $100 for additional extension cords
non-voting staff. The student members are elected by
the treasurers of registered organizations at the annual
treasurers meeting; the faculty and staff are appointed Additional Purchase
by the Vice Chancellor for Student Affairs. • $10,000 for CollegiateLink software purchase
and management. CollegiateLink is the
OFAB funds come from half of the collective interest software and support system used for
earned from all of the organization fund accounts. At organization registration and the SORF
the annual treasurers vote, OFAB presents expendi- funding application process.
ture proposals to the treasurers of all registered student
organizations. As a group, the treasurers may vote to Illini Union Subsidies
spend some or all of the money on any number of the • $7,000 for audio/visual and multimedia
proposals or they may choose to send the money back equipment rental discounts in campus
to the organizations whose accounts helped generate facilities for organization sponsored
the funds. programs/events (to include the Illini Union,
academic facilties, and programming venues.
• $10,000 for printing/photocopying discounts
ADVISORy BOARD at the Illini Union ReSOurce Center
The Organization Fund Advisory Board’s functions in-
clude the following:
• Develop policies and rules of practice regarding the
allocation of funds in the surplus distribution account
to registered organizations as described in § 2 309(e),
subject to section VIII-1 of the Campus Administrative
Manual and this Code,
• Hear appeals by registered organizations that have
had actions taken against them and make recommen-
dations to the Chancellor or the Chancellor’s designee,
whose decision shall be final,
• Distribute an annual report of its activities to all regis-
tered organizations with accounts in the Organization
• Advise the appropriate University or campus official(s)
on all aspects of the Organization Fund.
Election information can be found on the Student Elec-
tion Commission website: https://netfiles.uiuc.edu/ro/
VI. STUDENT ORGANIzATION Questions about the election process can be directed
to IllinoisSEC@gmail.com. Questions about SORF
RESOURCE FEE (SORF) can be directed to email@example.com.
Board member Office Hours
Each student Board member holds a minimum of two
office hours each week in Illini Union Room 285H with-
The Student Organization Resource Fee was estab- in the ReSOurce Center area. During these hours, they
lished in 1978 to support programs and activities of are available to assist organizations with questions
Registered Student Organizations (ROs). SORF is a about the SORF process including submitting SORF
mandatory (but refundable) $6 fee collected each se- funding requests, clarifying fundable and non-fundable
mester from all students at the University of Illinois at items, completing documentation required to access
Urbana-Champaign. SORF allocation, and other questions. Once estab-
lished by the Board, office hours are publicized on the
Fee money is available for allocation to Registered SORF website at http://www.union.illinois.edu/involve-
Student Organizations that apply for funding from the ment/sorf. Office hours are subject to change over the
SORF Board. Fundable categories include contractual course of the semester.
services including transportation and lodging expens-
es, film, equipment, rentals (facility, equipment, and SORF has a full time program advisor and account
services) and publications/communications. Organiza- technician dedicated to their operations. Contact infor-
tions can also apply for financial support to offset the mation for the SORF office staff:
costs of off-campus travel for educational, competi- 284 Illini Union
tive, performance, and service experiences that are 1401 W. Green St.
relevant to the organization’s mission. The Board is Urbana, IL 61801
responsible for reviewing funding requests from Reg- Phone: 217-244-2357
istered Student Organizations. SORF proposes their Fax: 217-244-4294
funding recommendations to the Vice Chancellor for Email: firstname.lastname@example.org
Student Affairs for final approval.
Programs and services are available to students un- POLICy COmPLIANCE
less they receive a refund of the SORF fee. Students It is the responsibility of all Registered Student Orga-
who receive a SORF refund will NOT be reimbursed for nizations to read and understand policies and proce-
any expenses paid for him/herself or fellow students. dures of the University of Illinois, Office of Registered
Similarly, reimbursement will not be made to a parent/ Organizations, and SORF. Organizations that receive
guardian, relative, fellow student, friend, etc. that paid SORF funding must be in compliance with policies,
on behalf of a student that received a SORF refund. procedures, and processes at all times. Those found to
be in violation of any policy of the University of Illinois,
Office of Registered Organizations, or SORF will be
SORF BOARD held responsible for return of any and all funds they
The SORF Board is comprised of 11 voting members. received during the time they were in violation of these
Three staff representatives are appointed by the Vice policies. Furthermore, any organization that attempts
Chancellor for Student Affairs and may be re-appointed to defraud or mislead these entities will be turned over
for up to three consecutive terms. Eight student mem- to the Office for Student Conflict Resolution for review,
bers, at least two of which graduate/professional sta- and could be held criminally liable for any funds re-
tus, are elected by the student body during the annual ceived under false pretenses.
spring election administered by the Student Election
4. Application is presented by the pre-reviewer to the
entire SORF Board at the allocation meeting, along
IN ORDER TO APPLy FOR SORF FUNDING: with their recommended funding decision. With prior
• Registered Student Organizations must be cur- arrangement, a representative from the RO may pres-
rently registered with the Office of Registered ent information or clarify their application at the begin-
Organizations through CollegiateLink. ning of the allocation meeting.
• Organization must have President/Primary 5. The SORF Board votes whether or not to fund the
Contact, Treasurer, and three Authorized Agents request. The Board may choose to fund the total re-
registered within the CollegiateLink database. quest, reduce the amount requested, deny any or all
parts of the request, and/or place specific restrictions
• Organization Treasurer must have passed both on funding based on their guidelines, restrictions, and/
the Treasurer and SORF training quizzes in Com- or standards.
pass with 100% score.
6. SORF’s recommendation with explanation is submit-
• Organization must have a positive or zero bal- ted to the Vice Chancellor for Student Affairs. Organi-
ance in its RO account. zation treasurers can view the SORF funding recom-
mendation on CollegiateLink, but no recommendation
• All SORF funding requests must be submitted by is final until approved by the Vice Chancellor.
the organization’s currently registered treasurer.
7. Vice Chancellor reviews SORF’s recommendation,
agreeing with or overturning SORF’s funding decision.
FUNDING PROCESS 8. RO treasurer submits completed packet to the Of-
Submitting a SORF application does not automatically fice of Registered Organizations consisting of SORF
imply that funding will be allocated towards the request. Expenditure Request, Voucher, and all necessary
With over 1,000 ROs on campus, the amount of money supporting documentation outlined in documentation
requested from SORF exceeds available funding. This checklist. Failure to submit completed packet within 60
constraint prevents the SORF Board from funding re- days of the funded event/activity/purchase will result
quests in full. Organizations must be able to contribute in forfeiture of the SORF allocation. Note: if event is
financial resources toward a request. The overall finan- altered in any way, the treasurer needs to complete a
cial position of the SORF fee may result in the inability Request for Adjustment by emailing email@example.com
to fund all eligible requests. as soon as changes have occurred.
SORF Funding Process Timeline 9. Packet is reviewed and approval authorized for
1. The SORF application, which can only be submitted transfer of SORF allocation into the RO Account to be
by the treasurer of an organization, must be submitted used for specified items/expenses granted by SORF.
by the appropriate funding period deadline at 4pm. It is
the treasurer’s responsibility to thoroughly and clearly 10. Payment will be process as indicated on the vouch-
explain requested items in the application. Detailed er (pick-up, mail, or direct deposit). If RO is required
application instructions are on the SORF website un- to contribute the difference not covered by SORF, the
der Resources: http://union.illinois.edu/involvement/ Office of Business and Financial Services (OBFS) will
sorf/Default.aspx verify that funds are available in RO account to cover
expenses before processing payment. Payment will
2. Funding request is pre-reviewed by a student mem- not be processed if there are insufficient funds to cover
ber of the SORF Board. Pre-reviewers may contact or- total expenses.
ganization officers for clarification of the application as
needed. It is pertinent to respond to inquiries regarding
the application. Failure to respond to pre-review ques-
tions will negatively impact SORF’s funding decision.
3. Standard review is conducted by all SORF Board
Objective Criteria FUNDING GUIDELINES AND
SORF Board members embrace the principles of hon-
esty, fairness, integrity, and viewpoint neutrality. They
Funding guidelines refer to requirements for funding in
do not make arbitrary decisions. SORF considers each
each specific category that must be met for SORF to
application independently, evaluating each on its own
consider a funding request. Funding restrictions refer
merit. When making its decision, the Board considers
to items or requests that SORF will NOT fund.
a number of factors including:
• Events must be free for all UIUC students and open to
all members of the UIUC community (students, faculty,
SORF FUNDING CATEGORIES
• Level of accessibility of the event to University stu- All funding requests are expected to relate directly
dents to the organization’s mission and goals. Submis-
sions for funding should fall into one of the follow-
• The range of experiences the program can provide ing categories:
• Program expenses compared to the number of stu- • Contractual Services: Professional services
dents served or impacted by the event/activity provided by an individual or group. Such requests
for payments may include, but are not limited to
• If similar activities are offered free through University speakers, lecturers, musicians, comedians, theater
departments, programs, or services performers, referees, judges, and on-site athletic
• Whether requested equipment is available for free or
rent by other sources at reasonable cost (departments, • Publications/Communications: Publications
Office of Registered Organizations, Organization Fund may include magazines, journals, newspapers, or
Advisory Board, etc.) newsletters. Communications may include posters,
flyers, newspaper ads, or other forms of promo-
• Whether the organization has sought out co-sponsor- tion.
ships and/or collaborative efforts with other groups or
organizations • Permanent Equipment: Any equipment to be
used by the organization that is non-perishable
• Organization is contributing significant financial re- and can be properly stored for use over time.
sources and not relying solely on SORF funding
• Rentals: Facility, equipment, or service rentals
• Compliance with SORF guidelines and restrictions related to organization events/activities.
• Film: Costs for the viewing rights to show a film
at an event.
• Travel: Costs to offset transportation, lodging,
and registration at off-campus activities. These
activities may involve, but are not necessarily lim-
ited to, educational experiences, service projects,
performances, and/or competitions.
General Guidelines • Students who receive a SORF refund will NOT be re-
• Any request under $100 for the entire application will imbursed for any expenses. Similarly, reimbursement
not be considered. Similarly, if the SORF Board re- will not be made to a parent, guardian, relative, friend,
duces a request to less than $100 during deliberations etc. that paid on behalf of a student that received a
(based upon restrictions, reasonable cost estimates, SORF refund.
etc.) the request will also be denied.
• Any organization that is granted SORF funding MUST
• Proposed programs, services, and activities should submit all required documentation within 60 days of the
be directed primarily toward the student community be- funded event/activity/purchase date. Failure to meet
cause SORF funds are collected from students. this deadline will result in a forfeit of the organization’s
• All events and activities must be free for all UIUC stu-
dents. If an organization plans to collect money in any General Restrictions
way, the organization must email firstname.lastname@example.org. • No organization shall receive more than 5% of total
remaining SORF funds in a year except when overrid-
• Each organization must submit a realistic estimate of den by a unanimous vote of the Board members pres-
the specific costs involved for each funding category ent.
for which they are submitting a request. • Any request under $100 for the entire application will
not be considered. Similarly, if the SORF Board re-
• Each organization shall be expected to share ex- duces a request to less than $100 during deliberations
penses for funded programs, services, and activities (based upon restrictions, reasonable cost estimates,
through its own resources. etc.) the request will also be denied.
• Programs, services and activities must occur within • Allocation cannot be used to fund a different item or
the range of calendar dates established for each fund- expense not included on original SORF application.
ing period. Requests for funding outside the funding
period will not be considered. Refer to Application • Projects, activities, or services found in violation of
Deadlines. state law and/or university rules, regulations, policies
and procedures, or activities will not be funded.
• Any events or activities funded or partially funded by
SORF must be indicated in all advertising, publicity, • The purchase of lethal weapons or ammunition, to-
newspaper ads, etc. associated with the event or ac- bacco or tobacco products, illegal or illicit substances
tivity by saying: “FUNDED BY SORF.” A copy of these or devices is not fundable by SORF.
materials must be submitted along with the SORF Ex-
penditure Request Form when collecting on a SORF • SORF will not fund the purchase of any alcoholic bev-
Allocation. erages, or any activity or communication that incorpo-
rates a reference to alcoholic beverages or promotes
• Organizations must have an established Organiza- or is supported by an alcoholic beverage manufacturer,
tion Fund Account (commonly referred to as an RO distributor, sales organization or vendor.
Account) with a positive balance prior to submitting
a funding request to SORF. Funding requests will be • SORF does not fund costs of litigation against the
denied for all organizations that do not have an estab- university, of its employees in fulfillment of their duties,
lished RO Account or have a negative balance in their or against its students.
account on the application deadline of the appropriate
funding period for which the organization is applying. • SORF does not fund any court actions.
Similarly, vouchers will not be processed for organi-
zations choosing to cover costs that exceed SORF • All events and activities must be free for all UIUC stu-
allocation if their RO Account has a negative balance dents. If an organization plans to charge admission to
or insufficient funds. an event or activity in which they are requesting SORF
funds for, SORF will not fund that specific event or ac-
• Gift-related or promotional items showing recognition Contractual Services Guidelines
or appreciation such as plaques, scholarships, awards, • Applications requesting contractual service fees that
trophies, medals, gift cards, prizes, donations, door exceed a specified amount may require a biography or
prizes, participation prizes, etc. are not fundable. resume of the individual/group and a publicity plan for
marketing the event.
• SORF does not fund party supplies, decorations, or
arts and crafts. • If requested in an application, SORF may fund a por-
tion of travel expenses and/or lodging accommoda-
• SORF does not fund payments to invest in, or provide tions for individual(s) who come to the University to
capital for any business or commercial enterprise, or speak or perform.
intended to generate a profit.
• Any events or activities funded or partially funded by
• Events or activities that are outside of the funding SORF must be indicated in all advertising, publicity,
period or that have already occurred prior to funding newspaper ads, etc. associated with the event or ac-
request will not be funded by SORF. tivity by saying: “FUNDED BY SORF.” A copy of these
materials must be submitted along with the SORF Ex-
• Telephone or electronic facsimile charges are not penditure Request Form when collecting on a SORF
• Food is not fundable, unless it is integral to the pur- Contractual Services Restrictions
poses and goals of the organization. • Payments to a member or members of a campus or-
ganization for services rendered to that organization
SORF wILL NOT FUND EVENTS OR • Retroactive salary payments or wages for non-univer-
PROGRAmS: sity personnel
• In which admission is charged to UIUC students.
• Contractual services with University of Illinois faculty
• Not open to the entire university community. or staff members
• Which raise money for charity or an RO. • Contractual services with University of Illinois stu-
• That are purely social in nature.
• Payment for personal coaches defined as the same
• Involving proselytizing. individual leading the same group in multiple work-
shops/activities similar in nature.
• Considered to be fundraising projects, events, or
activities, including supplies/costs associated with • Meals for any individual(s) providing contractual ser-
• Intended for electioneering or lobbying efforts,
activities, fund drives, or campaigns. SPECIAL NOTE REGARDING
Per University guidelines, professional entertainers
(musicians, artists, comedians, theater perform-
ers) whose contracts are more than $2,500 must
be co-sponsored by Assembly Hall, Krannert,
StarCourse, or Illini Union Board (Student Code
Section 2-507). Requests for exception must be
made to the Coordinating Committee on Entertain-
ment Events. SORF will not reimburse any ex-
penses for a performance artist that is not cospon-
sored by one of the groups above.
• Postage (unless publications are paramount to the
ImPORTANT NOTE REGARDING PAymENTS
TO FOREIGN NATIONALS:
• Personal or classified ads (SORF will fund display
Per current University guidelines, SORF is unable
to provide funding towards honorarium, speaker’s
fee, or performance fees towards visiting foreign
• Decorations, arts, or crafts to design signage for or
nationals. To view a table of documentation and
status requirements for funding, please view the
OBFS guidelines for payments to foreign nationals
• Upon application review, SORF may choose to grant
funding towards the cost of individual equipment pur-
chased by an organization. However, this amount will
not exceed $5,000 per item.
Publications/Communications Guidelines • While SORF may provide funding toward the pur-
• Registered Student Organizations may submit fund- chase of equipment, the equipment is the property and
ing requests to SORF for publications (journals, maga- responsibility of the organization.
zines, newspapers, etc.) that are directly related to the
purpose and goals of the organization. • A maximum of $30 worth of office supplies (paper,
staplers, pens, etc.) can be requested by new orga-
• Registered Student Organizations may submit fund- nizations which have been in existence less than one
ing requests to SORF for communications (copies, fly- year of the date of submission of the SORF application.
ers, newsletters, DI ads, etc.) that are used for adver-
tisement of specific events/activities that are directly Equipment Restrictions
related to the purpose and goals of the organization. • Equipment purchases for housing units including fur-
All advertising, publicity, newspaper ads, etc. funded niture and home improvement projects.
(or partially funded) by SORF must have printed on it:
“FUNDED BY SORF.” An original copy of such com- • Equipment intended to be used for resale for fund-
munications must accompany the appropriate SORF raisers or other purposes.
Expenditure Request form before it will be processed.
Failure to do so will result in withdrawal of your SORF • Equipment considered as weaponry including fire-
allocation. arms, ammunition, knives, etc.
• SORF will not pay for ads placed in any newspaper • Equipment designed specifically for use with alcohol-
other than the Daily Illini unless the request receives ic beverages or illegal substances.
the unanimous approval of the SORF Board for alter-
native placement of the ad. • Equipment considered as party supplies, decorations
or arts and crafts.
• Communications designed to honor, thank or con- • Equipment to be used as gifts, prizes, or donations.
gratulate an individual or group.
• Equipment regarded as costumes, uniforms, or T-
• Communications designed to publicize a fundraising shirt.
event or to raise funds directly for the organization or
to benefit others.
• Costs for design work for logos, letterhead, program
• Communications in a language other than English
(unless the English equivalent is printed as well).
Rental Guidelines Film Restrictions
• Rentals only apply to costs associated with actual • Films for events that are not directly related to the
events and competitions. purpose and goals of the organization.
• Upon application review, SORF may choose to grant • The purchase of actual film reels, DVDs, or other
funding towards the cost of rentals. SORF may fund products should be applied for under the permanent
on-campus and off-campus rentals differently. equipment category, as the product will become the
property of the organization.
• While SORF may provide funding toward the rental,
any damages or incidentals are the responsibility of the • Facility, equipment, and projectionist costs should be
organization. applied for within the rental category.
Rental Restrictions Travel Guidelines
• Facility rentals for retreats on University or non-Uni- Registered Student Organizations may submit funding
versity property. requests to SORF for travel expenses including trans-
portation, lodging, and registration/admission fees for
• Facility rentals for practices or rehearsals. members of an organization to participate in events
that directly pertain to the purpose and goals of their
• Facility rentals outside the Champaign-Urbana area organization.
for events or competitions.
• Costumes or props for events that are not directly CATEGORIES OF TRAVEL ELIGIBLE FOR
related to the purpose and goals of the organization. SORF FUNDING:
• Competitive – Event for which the primary pur-
Film Guidelines pose is for students to apply knowledge or skills in
• Upon application review, SORF may choose to grant a competitive manner in pursuit of recognition.
funding towards the cost of film rights/viewing privileg-
es. • Educational – Event for which the primary pur-
pose is for students to gain knowledge or insight
• While SORF may provide funding toward film costs, that will enhance the out-of-class experience such
obtaining a valid film license or proof of permission to as a conference, field trip, or other cultural experi-
screen a film is the responsibility of the organization. ence.
• SORF may fund facility, equipment, and/or projection- • Performance – Event for which the primary pur-
ist costs associated with showing the film. Organization pose is for students to demonstrate skills or abili-
must apply for these expenses under Rental Funding ties for an audience in an informative or entertain-
Category. ing manner.
• The event or activity at which the film will be shown • Service – Event for which the primary purpose
must be directly related to the purpose and goals of the is for students to volunteer assistance where the
applying organization. primary beneficiary is a community in need.
• SORF grants funding towards the cost of film rights
to enable organizations to screen films at events and • SORF funds only one mode of transportation per trip.
• All automobile travel (personal, rental, or chartered)
• It is the responsibility of the organization to obtain the will be funded on a per mile per automobile basis.
necessary permissions and licenses to screen the film.
• SORF may provide funding for ticketed travel (air-
See Section X: Policies and Guidelines, Motion plane, train, bus) directly related to the trip.
Picture Policy, pages 48-49.
•SORF may provide funding for lodging accommoda-
tions directly related to the trip.
• SORF may provide funding for registration/admission
fees directly related to the trip.
ImPORTANT NOTE REGARDING TRAVEL
TO INTERNATIONAL DESTINATIONS:
• SORF may fund transportation expenses and lodg-
Per University guidelines, registered student orga-
ing accommodations for individuals/groups that come
nizations seeking SORF funding to travel outside
to the university to provide contractual services for an
of the United States are required to register with
RSO. Organization must submit funding requests for
the University of Illinois Study Abroad Office. As a
such travel related expenses under the Contractual
result, groups who do not complete all steps and
Services Funding Category.
actions outlined by the Study Abroad Office will
not be eligible to receive funding and/or funding
• If there is a monetary prize or award associated with
an event or activity that your organization is requesting
SORF funds for, the organization must choose either
Please note, that the steps and actions that are
utilizing SORF funding or receiving the award. Organi-
required by the Study Abroad Office are outlined
zations cannot receive both. If the organization choos-
below (as of January 17, 2009). Questions regard-
es the cash award, the organization must inform SORF
ing this process can be directed to the Short-Term
about forfeiting the allocation.
Programs Coordinator, Steven Dale at sedale@
illinois.edu or 217-333-4922.
• SORF will not fund traveling in which the primary fo-
1. All groups must designate one person from their
cus of the travel is entertainment, community building,
RO that is participating in the travel to serve as the
personal networking, career fairs, proselytizing, group
“Group Leader”. This individual will be the contact
retreats, and/or lobbying.
person communicating with the Study Abroad Of-
• Membership, league or association dues, even if re-
quired to attend a conference or competition.
2. The Group Leader will complete a Student
Group Reporting Form and submit it to the Study
• Travel costs for an individual or organization engaged
Abroad Office, indicating all travelers participating
in lobbying, class work requirements or job searching.
in the activity including advisors and/or professors.
• Rental car fees or vehicle insurance.
3. All Group Leaders will be required to attend a
Group Leader Orientation provided by the Study
• Associated transportation costs such as gasoline,
parking, tolls, fines, taxis, travel to/from airport, train or
4. Once the Student Group Reporting Form is
submitted by the Group Leader, the Study Abroad
• Incidentals associated with lodging such as telephone
Office will send an email out to all travelers in the
or facsimile charges, internet, room service, snack bar,
group, outlining any additional steps and pre-de-
safe/lockboxes, parking, etc.
• Incidental travel not on original application.
5. All travelers will be required to complete the on-
line forms and attend the Health and Safety Orien-
• Applications requesting travel expenses and/or lodg-
tation provided by the Study Abroad Office.
ing accommodations for individuals/groups provid-
ing contractual services will be denied if requested in
6. All travelers will be required to purchase supple-
the Travel category. Organization must apply for such
mental insurance coverage via the University
items under the Contractual Services category.
approved carrier of Cultural Insurance Services
International (CISI). The Study Abroad Office helps
SORF Guidelines for International Travel
facilitate the purchase of this insurance and will
• International travel must be integral to the mission
bill your student account for the insurance and the
and goals of the organization.
• A detailed travel itinerary must be provided at the time
of application for SORF funding.
• Any organization submitting funding requests for in- 2. Treasurer must review online Treasurer’s Workshop
ternational travel must be registered with the Study at https://compass.illinois.edu, and complete the Trea-
Abroad Office at the time of their SORF application. surer’s and SORF quizzes with a score of 100%.
Failure to complete any forms and training require-
ments set by the Study Abroad Office will result in for- 3. Organization is required to have an established RO
feit of your SORF allocation for the entire trip including Account with a zero or positive balance.
insurance, airfare, lodging, and registration fee. Funding requests must be submitted by the announced
application deadlines. Late requests will not be accept-
• Specific application deadlines have been set for in- ed.
ternational travel to allow organizations to complete
registration process and training requirements set by Submission of a SORF application does not guarantee
Study Abroad Office. Funding requests that are sub- that money will be allocated. It is the responsibility of
mitted after posted deadlines will be denied. See the the organization to read, understand, and comply with
Application Deadlines for more information. SORF deadlines, policies, procedures, and processes.
Because SORF operation is subject to change, it is
• International Travel Guidelines cover all travel to des- highly recommended that applicants read SORF infor-
tinations outside the United States (including Canada mation before submitting a funding request. Informa-
and Mexico). Organizations must complete the steps tion can be found at http://union.illinois.edu/involve-
outlined by the Study Abroad Office whether the pur- ment/sorf/default.aspx.
pose of the travel is an educational experience, service
project, performance, competition, or other reasons.
In addition to the Guidelines and Restrictions, the
SORF Board establishes standards for which funding COmmON mISTAkES IN COLLEGIATELINk
will be allocated at the first meeting of each year. The APPLICATIONS:
Board has the authority to keep, amend, or create new • CollegiateLink will not submit any application in which
criteria to determine how funding is dispersed. Stan- any response contains over 1000 characters (letters
dards are used as guiding principles to ensure a fair and spaces). Organizations should limit answers to
process in the allocation of resources. Standards also below this limit. Mission statements, itineraries, biogra-
allow organizations insight into SORF’s expectations, phies, and other information that exceeds this limit can
be provided during the pre-review period.
specifically maximum allocations for each funding cat-
egory. Lastly, standards maintain the sense of partner- • CollegiateLink will not allow funding requests to be
ship requiring ROs to contribute their portion of funding created if an organization does not have an account set
to finance an event or activity. up in the database. Accounts will be set up if the organi-
zation has created an RO account during the process of
Standards will be affected by the overall financial posi- registering an organization with the Office of Registered
tion of the Board and the number of eligible applications Organizations. Please note these are not the same as
that are received. Standards may change from year to University Fund Accounts, they are simply accounts that
year or meeting to meeting and therefore should never must be set up in the CollegiateLink system in order to
be assumed. Once established by the Board, stan- process funding requests.
dards are publicized for organizations to view.
• Applications that are submitted in the wrong funding
period will not be considered for funding allocation.
APPLICATION PROCEDURES • Funding requests that are submitted in the wrong
Only currently registered treasurers are authorized to funding category may be denied allocation by the
submit funding requests to SORF on behalf of their or- Board.
ganization. The following is necessary prior to submit-
• The organization and its officers must meet all eligibil-
ting a funding request to SORF:
ity requirements (including Compass training, account
balance requirements, and CollegiateLink registration)
1. Organization needs to be in active status with the in order to receive a funding allocation.
Office of Registered Organizations.
How to Apply time of the SORF application deadline in order to be
SORF requests must be submitted through Colle- considered for funding. The 2011-12 SORF Allocation
giateLink. The treasurer can submit a funding request calendar is at the end of this section.
by following the steps outlined below:
Canceling, Changing, and Appealing Funding
1. Log into CollegiateLink (http://illinois.collegiatelink. Decisions
net) using your Net ID & AD password. If an organization needs to cancel all or part of an
event/activity/purchase funded by SORF: Organiza-
2. Once logged in, you are automatically taken to your tions should inform SORF immediately of any cancel-
personal Home page. lations for which funds were allocated by emailing the
following information to email@example.com:
3. In the Browse Organizations or Jump To text box,
type your organization name and select “Go.” 1. Subject line: FORFEIT SORF ALLOCATION
2. Organization’s name
4. Go to “Finance” and move your cursor over the down 3. Treasurer name and email
arrow to get more options. 4. President name and email
5. Funding period of the request
5. Select “Create a Funding Request.” 6. Funding category
7. Short description of the event/activity/purchase
Complete instructions for applying for SORF in Colle- 8. Amount that organization is forfeiting and why
giateLink are available in the Resource section of the
SORF webpage. If an organization would like to change the date,
time, location, or performer/speaker at a SORF
Deadline and Allocation Schedule funded event/activity: Organizations that need to ad-
• There are 10 funding periods in which registered stu- just non-monetary information about a funded event/
dent organizations can submit funding requests to the activity/purchase can request to do so by emailing the
SORF Board for review. following information to firstname.lastname@example.org:
• Allocation meetings are held in the Illini Union and are 1. Subject line: REQUEST FOR ADJUSTMENT
open to the public. 2. Organization name
3. Treasurer name and email
• Funding requests must be submitted by the an- 4. President name and email
nounced time and date deadline. 5. Funding period of the request
6. Description of the original request
• Events/activities being applied for must occur with- 7. Changes the organization would like to make and
in the announced dates associated with the selected why
deadline. Allocation meetings are held in the Illini Union Requests for Adjustment must be made as soon as or-
and are open to the public. ganization has made a change from what was originally
funded. Notification must happen before event occurs.
• Late applications will not be reviewed. Events/activi-
ties that occur in whole or in part outside of the select- If an organization would like the Board to reconsid-
ed funding period are ineligible for funding. er a funding decision or would like to change the
monetary amount of SORF funding for an event/
• The event/activity deadline of the last two funding pe- activity/purchase: The only process for appeal is for
riods of the academic year extends through summer the organization to submit another application for the
break and into the beginning of the following academic event/activity/purchase. The Board will review the new
year to allow groups to obtain funding for events in this application and consider whether to fund the request,
date range. and will consider the reasoning provided by the organi-
zation for resubmitting the request.
• Requests involving international travel over Thanks-
giving Break, Winter Break, Spring Break, and the Applications of this type should still be submitted in the
summer must be filed during or before the funding peri- current funding period and not the period of the origi-
ods specified in the allocation schedule. Organizations nal request. These applications may be submitted if the
must also be linked with the Study Abroad Office at the event/activity/purchase would not fall inside the
announced date range for the selected funding period, • SORF is required to compensate the original person
with the request that the Board make an exception to or account that paid the expense. If a name appears
this guideline in order to consider the resubmitted ap- on a receipt other than the name of the person whom
plication. the organization is requesting to be reimbursed, SORF
will require secondary documentation showing that in-
Submission of a new application is also required if an dividual actually paid the expense. For example if a
organization needs to adjust the monetary amounts re- parent or friend’s credit card is used to pay for an ex-
lating to a previous funding allocation, or if an organiza- pense, documentation is required from the parent or
tion would like to include an additional item or expense friend, and the payment will be paid directly to the par-
that was not included in the original funding request. ent or friend.
Forfeiture of SORF Allocations • If expenses are paid from an organization’s outside
Along with organization-initiated cancellation of SORF bank account, the account must be set up as a vendor
allocations, organizations that do not abide by SORF in the University Banner system in order for reimburse-
policies and procedures risk having their SORF alloca- ment to be processed. A Vendor Information Form must
tion revoked. be completed and submitted with required documenta-
tion. Once a Banner Vendor Number is assigned, al-
SORF-initiated forfeits will automatically result from: ways include that number on future paperwork in order
for payment to be processed to the outside account.
• Failure to submit a completed SORF packet for reim-
bursement within 60 calendar days of the event/activ- • Students who receive a SORF refund will NOT be re-
ity/purchase. imbursed for any expenses. Similarly, reimbursement
will not be made to a parent, guardian, relative, friend,
• Failure to respond within 10 business days to any etc. that paid on behalf of a student that received a
inquiries from the Office of Registered Organizations SORF refund.
regarding problematic issues related to SORF expen-
ditures and/or reimbursement requests. • Any organization that is granted SORF funding MUST
submit all required documentation within 60 calendar
• The acceptance of any monetary award at an event days of the funded event/activity/purchase date. Fail-
or activity for which an organization is receiving SORF ure to meet this deadline will result in a forfeit of the
funding. In the event that an organization receives a organization’s SORF allocation.
monetary prize at such an event, the organization must
choose between accepting the award and receiving the • The Office of Registered Organizations may at any
SORF allocation. Organizations should notify SORF of time request backup documentation related to SORF
the cancellation of their request if they will be accepting expenditures. The organization treasurer will be con-
a monetary award. tacted by email. It is the treasurer’s responsibility to
respond to any questions the Office of Registered Or-
• Any non-compliance with University of Illinois, Office ganizations may have about SORF expenditures in a
of Registered Organizations, or SORF policies, proce- timely manner. The treasurer will have 10 business
dures, or processes. days to attend to problematic issues. Failure to do so
will void processing the expenditure and funding will
• Any misrepresentation of event/activity/purchase in- be forfeited.
formation. This can include dates, times, locations,
monetary amounts, or performers/speakers that differ • The Office of Business and Financial Services is
from the original funding allocation, unless the organi- moving toward direct deposit to reduce the number of
zation has taken the necessary steps to notify SORF checks that are processed and mailed to UIUC stu-
of these changes. dents. OBFS requires that students enroll in Automat-
ed Clearing House (ACH), an electronic transfer sys-
Collecting on SORF Allocations tem that facilitates direct deposit transactions into your
SORF allocations are NOT automatically transferred bank account of choice. If you are an employee of the
into the RO account. The organization’s treasurer must University or receive financial aid, you should already
initiate the payout process following policies and pro- have an account set up with the University.
cedures set by the Office of Business and Financial
Services and SORF.
• Be cautious before incurring expenses through online
SUPPORTING DOCUmENTATION purchases/buying (PayPal, Travelocity, Hotwire, etc.).
DEFINITIONS Often, online businesses do not provide adequate doc-
1. Proof of Purchase: Documentation showing umentation of a purchase and secondary documenta-
that items were purchased. Must include a paid tion is required. Organizations need to check with the
itemized receipt, invoice, bill, contract, letter of business before ordering as to the type of receipt/in-
agreement, UIUC student account summary, etc. voice they will be receiving.
All purchases require an invoice, bill, or contract.
• Non-itemized receipts will not be accepted. Invoices
2. Proof of Payment: Documentation verifying must indicate exactly what was purchased and the
that amount and payment was made by a specific method of payment. If purchaser’s name does not ap-
individual or organization that is seeking reim- pear on receipt, backup documentation verifying proof
bursement. Must include an account balance sheet of payment must be provided. Invoices that show a bal-
from RO account, copies of the front and back of ance due cannot be reimbursed without proof of pay-
a cleared check from a bank, or a bank/credit card ment.
statement showing the card holder’s name, ac-
count number, and the charge matching the proof • Itemized counter receipts, or generic receipts (the
of purchase. type that are not pre-printed with a vendor’s name and
address) must be submitted with back-up documenta-
3. Proof of Attendance: Documentation proving tion such as a credit card statement or canceled check.
that members of an organization were in atten-
dance at a program/activity. Must include nam- • All small pieces of supporting documentation (re-
etags, handouts, booklets, agendas, itineraries, ceipts, boarding passes, name tags, etc.) must be
rosters, or schedules distributed by the hosts of taped to an 8 ½ x 11 sheet of paper. Stapled docu-
the event/activity. Must also include pictures taken ments and scraps of paper hanging over sides will not
at the event/activity with students’ names. be accepted.
• Contact the Office of Registered Organizations for
General Documentation Requirements guidance in advance if there are any questions about
• Submission of a SORF Expenditure Request, Vouch- documentation requirements.
er, and original supporting documentation will release
the transfer of approved SORF allocation into the RO Contractual Services
Account while simultaneously allowing payment to be • In general, the organization must submit an original
remitted to the payee as indicated on the voucher. signed letter of agreement, SORF Expenditure Re-
quest, a completed Voucher, as well as a copy of all
• SORF will only release payment of the amount that publicity materials (to verify acknowledgment of SORF
was allocated by the SORF Board for the specified as a supporter of the event) to the Office of Registered
expense. If the cost exceeds the amount allocated Organizations. In addition, copies of publicity materi-
by SORF, there must be sufficient funds in the orga- als for the event must be included featuring the phrase
nization’s RO Account to cover the expense. If there “FUNDED BY SORF.” The service provider or outside
is a negative balance or insufficient funds to cover the agent may want to use their contract for the event, but
remaining expense, Office of Business and Financial the contract will not be with the University of Illinois.
Services will NOT process the voucher to remit pay- The contract must be between the RO and the service
ment. provider (artist, agent, etc.), never the University of Il-
• SORF will only cover items approved by the SORF
Board on the original application. No exceptions. • It is possible that payment can be made BEFORE or
AFTER services are rendered. Once you are allocated
• Do not pay expenses with cash. The Office of Busi- funding, work with SORF to discuss payment process,
ness and Financial Services requires secondary docu- especially if your organization has multiple funding
mentation such as a credit card statement, bank state- sources for the event.
ment or canceled check provided by the bank.
• Full payment for contractual services must be pro- Permanent Equipment
cessed through the University Fund Account. The Uni- • Payment can be made directly to vendor listed on
versity is required to report payees earned income to invoice or as a reimbursement. For payment of equip-
the IRS. ment items, provide an original bill/invoice with infor-
mation to include: 1) name and address of vendor/
• If the individual/group has never been paid by the Uni- business 2) item(s) and amount to be paid. SORF will
versity before, a Vendor Information Form must also pay at most the amount that was granted to the organi-
be completed and submitted with required documents. zation for specified item(s).
The Vendor Information Form allows the University
to assign a Banner Vendor Number to that individual/ • If the vendor/business/payee has never been paid by
group in order for payment to be processed. the University before, a Vendor Information Form must
be completed and submitted. This allows the University
• It is NOT permissible to reimburse an RO’s outside to assign a Banner Vendor Number to that individual/
bank account for payment of contractual services. group in order for payment to be processed.
However, if your organization received funding from
other University sources and they do the contracting, • For reimbursement of equipment items, provide an
it is allowable to reimburse a department or unit affili- original, paid itemized receipt with proof of payment by
ated with the University. The organization must provide payee in order to receive the money granted by SORF
a letter of agreement/contract and proof of payment towards the equipment purchase. SORF will pay at
by that department/unit. These documents must ac- most the amount that was granted to the organization
company completed SORF Expenditure Request and for specified item(s).
Voucher. SORF will pay at most the amount that was
granted to the organization for specified item(s). Rental
• Payment can be made directly to vendor listed on
Publications/Communications invoice or as a reimbursement. On-campus/University
• All advertising, publicity, newspaper ads, etc. funded rentals are typically debited from the Organization Fund
(or partially funded) by SORF must have printed on it: Account by the department/facility providing services;
“FUNDED BY SORF.” An original copy of such com- therefore payment will be made as a reimbursement to
munications must be included with required documen- the organization. Proof of payment can be verified with
tation before payment will be released. Failure to do so an invoice and supplemented with an account balance
will result in withdrawal of your SORF allocation. sheet, showing charges were deducted from the RO
• Payment can be made directly to vendor listed on in-
voice or as a reimbursement. For payment of publica- • If the charges were not automatically debited from
tions/communications items, provide an original bill/in- RO Account, provide an original bill/invoice with in-
voice with information to include: 1) name and address formation to include: 1) name and address of vendor/
of vendor/business 2) item(s) and amount to be paid. business 2) item(s) and amount to be paid. SORF will
SORF will pay at most the amount that was granted to pay at most the amount that was granted to the organi-
the organization for specified item(s). zation for specified item(s).
• If the vendor/business/payee has never been paid by • For payment of off-campus/non-University rental
the University before, a Vendor Information Form must items, provide an original bill/invoice with information
be completed and submitted. This allows the University to include: 1) name and address of vendor/business
to assign a Banner Vendor Number to that individual/ 2) item(s) and amount to be paid. SORF will pay at
group in order for payment to be processed. most the amount that was granted to the organization
for specified item(s).
• For reimbursement of publications/communications,
provide a paid, itemized receipt and proof of pay- • If the vendor/business/payee has never been paid by
ment by payee. These documents must accompany the University before, a Vendor Information Form must
completed SORF Expenditure Request and Voucher. be completed and submitted. This allows the University
SORF will pay at most the amount that was granted to to assign a Banner Vendor Number to that individual/
the organization for specified item(s). group in order for payment to be processed.
• For reimbursement of off-campus/non University Mileage beyond the intended destination or departing
rental items, provide an original, paid itemized receipt from locations other than Urbana-Champaign, IL will
with proof of payment by payee in order to receive the be subject to review and may be denied. Mileage will
money granted by SORF towards the rental. SORF will not be paid as a lump sum to the organization. Each
pay at most the amount that was granted to the organi- driver must submit MapQuest for mileage reimburse-
zation for specified item(s). ment.
Film • Ticketed travel (train, plane, bus): Provide E-ticket
• Payment can be made directly to vendor listed on confirmation with flight itinerary that includes traveler’s
invoice or as a reimbursement. For payment of film name, dates, departure and arrival locations, and tick-
rights/viewing privileges, provide an original bill/invoice et price. Receipt must be supplemented with proof of
with information to include: 1) name and address of payment by payee. One original boarding pass, ticket
vendor/business 2) item(s) and amount to be paid. stub, or luggage tag is required as proof that travel was
SORF will pay at most the amount that was granted to taken for intended purpose that money was allocated
the organization for specified item(s). toward.
• If the vendor/business/payee has never been paid by • Fees (conference, registration, admission, tour-
the University before, a Vendor Information Form must nament, competition): Provide paid, itemized receipt
be completed and submitted. This allows the University of fees with proof of payment by payee. For sport-re-
to assign a Banner Vendor Number to that individual/ lated fees, documentation may include verification on
group in order for payment to be processed. business/organization/university letterhead showing
RO’s name, date of event, and amount paid in full by
• For reimbursement of films rights/viewing privileges, organization.
provide an original, paid itemized receipt with proof of
payment by payee in order to receive the money grant- • Lodging (hotel, hostel, host family, dorm): Provide
ed by SORF towards the film rights/viewing privileges. an original hotel check-out slip or receipt on business
SORF will pay at most the amount that was granted to letterhead showing room number, dates stayed, num-
the organization for specified item(s). ber of nights, and charges paid. Receipt must be sup-
plemented with proof of payment by payee.
• Each traveler must provide the Office of Registered • Additional International Travel Documentation
Organizations with proof that travel was made for its Requirements: The Study Abroad Office bills each
intended purpose with documentation such as a board- individual student’s account for CISI insurance and
ing pass, e-ticket, ticket stub, or luggage tag. the processing fee. Provide a copy of the student’s
account showing CISI insurance charges were pro-
• Each traveler must provide proof of attendance such cessed to the account to obtain SORF allocation for
as a conference brochure, nametag, handouts, itiner- international travel insurance. SORF will pay at most
ary, a sports schedule, roster, picture, or other docu- the amount that was granted to the organization for
mentation that proves an event took place, and the in- specified item(s).
• Payment will only be made as a reimbursement for
travel related items. Provide an original, paid item-
ized receipt with proof of payment by payee in order
to receive the money granted by SORF towards speci-
fied travel related item(s). SORF will pay at most the
amount that was granted to the organization for speci-
• Automobile travel (personal, rental, chartered):
Gas receipts are not necessary. A MapQuest or Google-
Maps printout with starting and ending location, route,
and mileage is required. Mileage will be verified. SORF
will only reimburse mileage to and from the event.
Student Organization Resource Fee (SORF)
2011-2012 Application and Allocation Schedule
Allocation meetings held in Illini Union Room 277 within the Student Organization Complex.
Go to http://illinois.collegiatelink.net to submit a SORF funding request.
Fall 1 2011 Spring 1 2012
Application Due: Thurs, August 25 @ 4pm Application Due: Thurs, January 19 @ 4pm
Allocation Meeting: Thurs, September 8 @ 5pm Allocation Meeting: Thurs, February 2 @ 5pm
Event/Activity Dates: Event/Activity Dates:
September 15, 2011 – May 13, 2012 February 9, 2012 - May 13, 2012
Fall 2 2011 Spring 2 2012
Application Due: Thurs, September 15 @ 4pm Application Due: Thurs, February 9 @ 4pm
Allocation Meeting: Thurs, September 29 @ 5pm Final date to apply for international travel during
Event/Activity Dates: spring break. Must be linked with SAO by 2/9/11.
October 6, 2011 - May 13, 2012 Requests submitted after this date for international
travel during spring break will be denied.
Fall 3 2011 Allocation Meeting: Thurs, February 23 @ 5pm
Application Due: Thurs, October 6 @ 4pm Event/Activity Dates:
Final date to apply for international travel during March 1, 2012 - May 13, 2012
Thanksgiving and winter break. Must be linked
with SAO by 10/6/10. Requests submitted after this Spring 3 2012
date for international travel during breaks will be Application Due: Thurs, March 1 @ 4pm
denied. Allocation Meeting: Thurs, March 15 @ 5pm
Allocation Meeting: Thurs, October 20@ 5pm Event/Activity Dates:
Event/Activity Dates: March 22, 2012 - May 13, 2012
October 27, 2011 - May 13, 2012
Spring 4 2012
Fall 4 2011 Application Due: Thurs, March 22 @ 4pm
Application Due: Thurs, October 27 @ 4pm Final date to apply for international travel over the
Allocation Meeting: Thurs, November 10@ 5pm summer. Must be linked with SAO by 3/22/11.
Event/Activity Dates: Requests submitted after this date for international
November 17, 2011 - May 13, 2012 travel over the summer will be denied.
Allocation Meeting: Thurs, April 5 @ 5pm
Fall 5 2011 Event/Activity Dates:
Application Due: Thurs, November 17 @ 4pm April 12, 2012 - September 13, 2012
Allocation Meeting: Thurs, December 1 @ 5pm
Event/Activity Dates: Spring 5 2012
December 8, 2011 - May 13, 2012 Application Due: Thurs, April 12 @ 4pm
Allocation Meeting: Thurs, April 26 @ 5pm
May 3, 2011 - September 13, 2011
Appropriate SORF documentation MUST be submitted within
60 days of funded event/activity.
Failure to do so will result in FORFEIT of SORF allocation!
Reference the SORF webpage (http://www.union.illinois.edu/involvement/sorf) for specific information on
Guidelines, Restrictions, Standards, Application Procedures and Collecting on SORF allocation. 37
Processing Space Requests
With any space request that is processed, you can
drop off the form at the Illini Union Office of Registered
Organizations (284 Illini Union) and then allow the Illini
VII. EVENT PLANNING Union Office of Registered Organizations to forward
the request through campus mail along to the next of-
fice. However, if your event is happening within two
weeks of the day you are making your request, you
are responsible to advance your own Space Request
after it has been reviewed by the Illini Union Office of
Registered Organizations. This practice is commonly
RESERVING SPACE referred to as a “walk.” These completed forms will be
Any time an organization wants to hold an event, ac- available by 1 p.m. on the following business day and
tivity, or meeting, the event must first be approved by once picked up, can be delivered to the appropriate
the Illini Union Office of Registered Organizations. The reservation office.
process begins with a Registered Organization submit-
ting a Space Request Form to the Illini Union Office Please note that special events may require consulta-
of Registered Organizations. Space requests can be tion with staff from the Illini Union Office of Registered
found online at http://union.illinois.edu/involvement/ Organizations. Additionally, space request forms may
rso/forms.aspx. No space requests are available in the not be signed on the spot under any circumstances.
Office of Registered Organizations”
Organizations will indicate on the Space Request Form wHO CAN SUBmIT SPACE REQUESTS?
a detailed description of the proposed event including The registered organization’s president, treasurer,
the desired space, date, and time for the event. The Illi- and authorized agents #1, #2, and #3 are the only
ni Union Office of Registered Organizations will review people who can submit space requests for the
the request and provide event approval if applicable. organization.
Special events may require a consultation with the As-
The chart on the next page outlines time requirements
Campus reservations offices are responsible for as- for obtaining space on campus, after the space request
signing appropriate and available space for events. form has been approved.
Once event approval has been provided, the sponsor-
ing organization can take the Space Request form to
the appropriate reservations office for reserving space
and/or request a meeting with the office managing that
space to further discuss the event. Be sure to provide
detailed event information in the “Remarks” section of
the Space Request Form.
Meeting rooms are generally available free of charge,
but any equipment and staff assistance required for the
program may result in user fees being assessed to the
sponsoring organization. Some facilities do have user
fees based upon the management of that facility. Some
fees that are associated with multimedia equipment
can be avoided if organizations rent equipment from
Event Services in room 129 of the Illini Union.
Event Space Reservation Office minimum Time Required for
Academic Classroom Facilities Management & Sched- 48 hours
ulding, 901 W. Illinois St., Urbana
Illini Union Event Services, 129 Illini Union, 48 hours
1401 W. Green St., Urbana
Illini Union Rec Room Lower level, Illini Union, 1401 W. 48 hours
Green St., Urbana
Campus Recreation (ARC, CRCE, ARC Member Services, 201 E. 48 hours, but can be up to 2 weeks
outdoor fields, Illini Grove) Peabody Dr., Champaign during peak times
Ice Arena 108 Ice Arena, 406 E. Armory, 48 hours
Armory 190 Armory, 505 E. Armory, Cham- 48 hours
Residence Halls Area office of selected residence 48 hours
Washington “Frat” Park Champaign Park District, 706 Ken- 3 weeks
wood Rd., Champaign
Quad/Anniversary Plaza, week- 284 Illini Union, Illini Union Office 48 hours
days 8 a.m.-5 p.m. of Registered Organizations, 1401
W. Green St., Urbana
Quad/Anniversary Plaza, week- Facilities Management & Sched- 48 hours
days 5-11 p.m., weekends ulding, 901 W. Illinois St., Urbana
Space Requests for Academic Buildings: Class- Space Requests for Illini Union: Meeting Rooms
rooms, Lecture Halls and Theatres (**Foellinger & 1. Submit a completed Space Request Form with the
Gregory Hall Auditoriums) NOTE: Lincoln Hall is closed signature of an authorized agent for that Registered
for renovations until further notice. Organization to the Illini Union Office of Registered Or-
1. Submit a completed Space Request Form with the ganizations.
signature of an authorized agent for that Registered
Organization to the Illini Union Office of Registered Or- 2. The space request will be available for pick-up the
ganizations. next business day after 1pm, or our office will mail it
2. The space request will be available for pick-up the
next business day after 1pm, or our office will mail it 3. Should you choose to walk the form, take it to the
for you. Illini Union Event Services Office, 129 Illini Union to
consult with an Event Services staff member to iden-
3. Should you choose to walk the form, take it to the tify the appropriate and available facility for the event.
Office of Facility Management and Scheduling (FMS) They will confirm your exact reservation with you.
at the Admissions and Records Building, (901 W. Il-
linois). The forms are put in a drop box on the first floor. Space Requests for Illini Union Rec Room: Bowling,
An email confirmation will be sent when a reservation Billiards, Game Room and Snack Counter
is ready. 1. Submit a completed Space Request Form with the
**When reserving Foellinger or Lincoln Hall Auditori- signature of an authorized agent for that Registered
ums, you must complete a pre-event consultation with Organization to the Illini Union Office of Registered Or-
the Foellinger Manager to discuss appropriateness and ganizations.
availability of facility as well as facility/staffing charges,
multimedia/tech requests and event dynamics. 2. The space request will be available for pick-up the
next business day after 1pm, or our office will mail it
3. Should you choose to walk the form, take it to the 3. Should you choose to walk the form, take it to the Ar-
Illini Union Rec Room (Illini Union Lower Level-quad mory Track & Floor Office at The Armory, Room 190, to
side) They will confirm your exact reservation with you. consult with a reservations staff member to identify the
appropriate and available facility for the event. They
Space Requests for Campus Recreation: ARC, will confirm your reservation with you.
CRCE, Outdoor Fields, Illini Grove
1. Submit a completed Space Request Form with the 4. When reserving the Armory Track, you may need
signature of an authorized agent for that Registered to complete a pre-event consultation with the Armory
Organization to the Illini Union Office of Registered Or- Manager to discuss availability of facility as well as
ganizations. event dynamics.
2. The space request will be available for pick-up the Space Requests for Residence Halls: Multi-purpose
next business day after 1pm, or our office will mail it rooms and spaces in Residence Halls
for you. Multipurpose rooms and space in Residence Halls are
only available to residents of University Housing facili-
3. Should you choose to walk the form, take it to the ties. Please visit www.housing.illinois.edu for more in-
Member Services, 170 ARC, to consult with a reserva- formation about securing space for your event.
tions staff member to identify the appropriate and avail-
able facility for the event. They will confirm your reser- Space Requests for washington Park: 245 E.
vation with you. **To reserve Illini Grove, you must also Chalmers, Champaign
complete a Special Events Checklist with the Division This space is owned by the Champaign Park District
of Campus Recreation. and has a different procedure than reserving
4. Some Campus Recreation facilities require 2 weeks 1. Submit a completed Park Permit Agreement, which
to process space requests. is available in the Illini Union Office of Registered Or-
Space Requests for Campus Recreation: Ice Arena
1. Submit a completed Space Request Form with the 2. A member of the Illini Union Office of Registered
signature of an authorized agent for that Registered Organizations will provide a letter of approval to the
Organization to the Illini Union Office of Registered Or- Champaign Park District. The letter is mailed to them,
ganizations. as well as other campus offices to notify them of the
2. The space request will be available for pick-up the
next business day after 1pm, or our office will mail it 3. The Champaign Park District will contact the person
for you. listed on the form regarding the event.
3. Should you choose to walk the form, take it to 108 4. A minimum of three weeks is required for this pro-
Ice Arena, 406 E. Armory Ave, Champaign to consult cess.
with a reservations staff member to identify the appro-
priate and available facility for the event. They will con- Space Requests for Anniversary Plaza, weekdays
firm your reservation with you. 8a-5p: Red brick area between the Quad grass and
the Union building
Space Requests for Armory Track: Quad, weekdays 8a-5p: concrete area south of Illini
1. Submit a completed Space Request Form with the Union patio surrounding Anniversary Plaza
signature of an authorized agent for that Registered 1. Submit a completed Space Request Form with the
Organization to the Illini Union Office of Registered Or- signature of an authorized agent for that Registered
ganizations. Organization to the Illini Union Office of Registered Or-
2. The space request will be available for pick-up the
next business day after 1pm, or our office will mail it 2. Within 48 hours, the Illini Union Office of Registered
for you. Organizations will send an email to the contact person
notifying of assigned and reserved space on Anniver-
sary Plaza. Save this reservation and bring a copy to
the event with you, just in case.
Space Requests for Anniversary Plaza, weekdays Anniversary Plaza
5p-11p, weekends: Red brick area between the Quad Providing a forum for student expression is vital to the
grass and the Union building learning environment of the University. As a state in-
Quad, weekdays 5p-11p, weekends: concrete area stitution, the University of Illinois adheres to the pro-
south of Illini Union patio surrounding Anniversary tections guaranteed by the First Amendment to the
Plaza Constitution of the United States. Free speech, free
1. Submit a completed Space Request Form with the expression, and peaceable assembly are basic to the
signature of an authorized agent for that Registered exchange of ideas and beliefs. Academic progress and
Organization to the Illini Union Office of Registered Or- freedom flourish when the rights of free expression are
ganizations. assured, particularly at an institution of higher educa-
2. The space request will be available for pick-up the
next business day after 1pm, or our office will mail it In accordance with the Campus Administrative Manu-
for you. al, Anniversary Plaza (the space formally designated
by red bricks between the Illini Union and the Quad)
3. Should you choose to walk the form, take it to the Of- has been designated as a public forum due to its high
fice of Facility Management and Scheduling (FMS) at visibility to the student body, easy access, and its lo-
the Admissions and Records Building, (901 W. Illinois). cation as being less likely to disrupt or obstruct Uni-
The forms are put in a drop box on the 1st Floor. An versity activities and functions (when activity occurs
email confirmation will be sent when a reservation is there). Anniversary Plaza is approximately 30’x25’ in
ready. size. A sample of programming events that typically
occur in Anniversary Plaza include, but are not limited
Space Requests for Courtyard Café to, speeches, rallies, protests, demonstrations, vigils,
The Illini Union Courtyard Café was created to provide large scale educational displays, and visits by local
students with a unique service having three distinct and national political figures.
purposes throughout the week.
Although the University can place time, place, and
During the day, the Courtyard is a place to visit infor- manner restrictions on expression, this is done without
mally, watch television or attend a noon-time program. regard to the views expressed during the program and
On Thursday, Friday, and Saturday nights, the Court- any restrictions must be viewpoint neutral and serve a
yard becomes a student nightclub, featuring profes- legitimate University purpose.
sional and student entertainment. On other nights,
events such as lectures, debates and performances Adjacent to Anniversary Plaza is the Illini Union/Quad
are presented. crosswalk. This pedestrian crosswalk space is utilized
by Registered Organizations and is more appropriate
Registered Student Organizations do have the option for basic events like information tables/distribution,
to hold events in the Courtyard Café on dates that it fundraising, and event publicity. While not formally oc-
is not in use. Questions should be submitted to the curring on Anniversary Plaza, this space follows the
Courtyard Café staff at email@example.com. Like same policies and basic reservations process as the
all campus spaces, a space request form must be sub- programmed events on Anniversary Plaza.
mitted before the space can be reserved.
Registering to use the Illini Union/Quad for Tabling
Grassy Areas Organizations who want to have space reserved for
Organizations who want to utilize grassy space for events such as information distribution and fundraisers
their event have several options. The lawns in front of shall submit a Space Request Form to the Illini Union
the following building may be reserved: Henry Admin- Office of Registered Organizations. These types of
istration, English, Noyes, and Davenport. Additionally, activities are simple in nature and do not necessarily
the South Quad and the Bardeen Quad are available. constitute formal programming. Upon processing the
The Main Quad is not a reservable space. To secure Space Request Form, if the Registered Organization is
grassy space for your event, simply fill out a space in good standing, space may be assigned to the group
request form and list which space your organization for their event. Groups utilizing space for this type of
would like to reserve. Please note: nothing may be put event shall not use the formal Anniversary Plaza lo-
into the ground in these spaces. Organizations will be cation, but may setup tables adjacent to Anniversary
held responsible for any damage caused to the space. Plaza.
While amplification is not permitted with these types Governing the Use of Anniversary Plaza” below for
of reservations, small radios may be utilized so long specific information regarding time). Amplifying equip-
as the volume level is maintained at a volume that is ment for musical instruments is not permitted.
reasonable and does not inhibit another group from
conducting their event. A Request for Use of University Premises and Facili-
ties form (Space Request Form) is available from the
Registering to use Anniversary Plaza Office of Registered Organizations, 284 Illini Union or
Organizations that want to host formal programs includ- online at www.union.illinois.edu/involvement/RO/Spa-
ing but not limited to demonstrations, rallies, speeches, ceRequestForm.pdf.
concerts, vigils, and film screenings on Anniversary
Plaza must submit a Space Request Form to and re- If you have a question about whether your organiza-
ceive prior approval for the proposed event from the tion’s proposed event needs to be registered with the
Illini Union Office of Registered Organizations. Approv- Illini Union Office of Registered Organizations, you
al is contingent upon the organization being in good should contact the Office at (217) 244-2357 for clari-
standing and may include a meeting with the Direc- fication.
tor. Upon being allocated the space for the proposed
event, the sponsoring organization must adhere to the Rules Governing the Use of Anniversary Plaza
Student Code and follow the “Anniversary Plaza Reg- 1. All policies and procedures governing the use of An-
istration Rules” and abide by all “Rules Governing the niversary Plaza remain consistent with the University
Use of Anniversary Plaza.” of Illinois at Urbana-Champaign Student Code and the
Campus Administrative Manual.
Registered organizations who want to sponsor these
types of events may do so as long as the event does 2. Due to the size and limits on its use, reservations of
not disrupt or interrupt the regular and essential opera- Anniversary Plaza for programming purposes are re-
tion of the University; interfere with the rights of others; stricted to one organization/event at a time.
and/or destroy property. Registration of such events
through the Illini Union Office of Registered Organiza- 3. Anniversary Plaza may be reserved by Registered
tions is encouraged, as it will help ensure that there is Organizations, university departments, and students/
an orderly scheduling of facilities, the opportunity for faculty/staff for programming that is sponsored by their
adequate preparation for the event, and that the dem- respective unit. Priority for use of Anniversary Plaza is
onstration and/or rally is conducted in a manner appro- given to Registered Organizations. Non-University en-
priate to the University community. tities are prohibited from reserving Anniversary Plaza.
Failure to properly register the event and receive event 4. All Registered Organizations must submit a space
approval may result in sanctions being imposed upon request form for the use of Anniversary Plaza. In order
the sponsoring organization. No multi-media services to meet the potential needs that each organization has,
will be provided by the University if the event has not all space request forms must be received by the Illini
been previously approved and scheduled. Union Office of Registered Organizations in a timely
The registration of the demonstration and/or rally is
further requested to avoid the problem of competition 5. Events may require a meeting with the Assistant Di-
for space. This process serves as a means to facili- rector to discuss logistics and approval.
tate the coexistence of students’ rights to speak and
the rights of others to access academic programs and 6. Amplified sound (voice only) is permitted Monday-
scheduled functions of the University. Since the Anni- Friday between the hours of Noon-1pm and after 5pm,
versary Plaza is a popular programming space, if more and is subject to approval on the weekends. Ampli-
than one event is planned for the same area, priority is fied sound may be approved between 5-11pm and on
given to Registered Organizations who registered their weekends but is subject to approval by the Illini Union
assembly with the Illini Union Office of Registered Or- Office of Registered Organizations and the Office of
ganizations. Facility Management and Scheduling.
Sound equipment may be used on Anniversary Plaza 7. All events that are held in Anniversary Plaza may
but is regulated to prevent interference with academic not impede pedestrian traffic nor disrupt the functions
programs or other scheduled events (see “Rules of the University.
8. An authorized agent of the sponsoring organization functions (when activity occurs there). Auditorium Ter-
must be present at the event and be available for con- race refers to the formal space located at the ground
sultation, discussion, and assistance if needed. level north of the library vestibule between the risers/
stairs approaching the library overlook and back of
9. A reservation made by a Registered Organization Foellinger Auditorium.
may not be turned over to another organization, indi-
vidual, or non-university affiliate. Although the University can place time, place, and
manner restrictions on expression, this is done without
10. Sponsoring organization is expected to manage regard to the views expressed during the program and
the event in a manner that upholds the ideals of the any restrictions must be viewpoint neutral and serve a
University’s community. legitimate University purpose.
11. Any reasonable request made prior to or during the Included in the Auditorium Terrace programming capa-
program by campus administrators must be addressed bilities is the ability for Registered Organizations to con-
immediately as these types of requests are in refer- duct basic events like information tables/distribution,
ence to campus operational needs, university policies, fundraising, and event publicity. While there are differ-
and public safety. ent restrictions and limitations for formal programs and
information-based distribution, the same policies and
12. Per the Campus Administrative Manual (http:// basic reservations process are in place for all events
www.cam.illinois.edu/viii/VIII-5.htm), Quad Noise may that occur on Auditorium Terrace. A sample of pro-
only be amplified from 12-1pm. Noise must be kept at gramming events that could be supported on Audito-
a reasonable volume at all other times and is subject rium Terrace include, but are not limited to, speeches,
to the discretion of the Office of Registered Organiza- allies, protests, demonstrations, vigils, and large scale
tions. educational/awareness displays.
13. Organizations are only able to reserve Anniversary Auditorium Terrace has been equipped with outdoor
Plaza one time per semester. speakers and a microphone jack for use with programs
that require amplified sound. Amplified sound is re-
Failure for an organization and/or individual to abide stricted to a single microphone and projection of voice
by any of the above rules or policies may result in their only through the installed equipment. Consistent with
removal from Anniversary Plaza and/or prohibition the University’s policy on amplified sound, the equip-
from reserving the space in the future. Any questions ment is programmed to operate from 12-1 p.m. only.
regarding student use of Anniversary Plaza or its reg-
istration may be directed to the Illini Union Office of Steps for Reserving and Using Auditorium Terrace
Registered Organizations in the Illini Union. for Tabling/Information-Based Purposes:
1. Groups seeking to use the Plaza for tabling or pro-
Auditorium Terrace Background gramming purposes initiate the approval process by
Providing a forum for student expression is vital to the submitting a Space Request Form to Illini Union Room
learning environment of the University. As a state in- 284:
stitution, the University of Illinois adheres to the prote a) For fundraising events, an “Event Budget
tions guaranteed by the First Amendment to the Con- Form” must accompany the Space Request
stitution of the United States. Free speech, free ex- Form and all revenue generated must be
pression, and peaceable assembly are basic to the deposited into the Organization Fund Account
exchange of ideas and beliefs. Academic progress and at Henry Administration Building.
freedom flourish when the rights of free expression are b) For information tables, a basic description
assured, particularly at an institution of higher educa- of the type of information being distributed
tion. shall be indicated on the Space Request Form.
In accord with the Campus Administrative Manual, the 2. If the organization is registered and in good stand-
Auditorium Terrace Public Engagement Area, herein- ing, event approval will be provided by the Office of
referred to as the Auditorium Terrace, has been desig- Registered Organizations and space approval will be
nated as a public forum due to its high visibility to the completed by the appropriate reservations office de-
student body, easy access, and its location as being pending on the day and time of the event.
less likely to disrupt or obstruct University activities and
3. Information tables may be reserved through the Of- Room Usage Fee Assessed Equipment
fice of Registered Organizations upon receipt of the Reservations
reservation confirmation. Foellenger $75 Per day Handled
through the Of-
Auditorium fice of Facilities
TECHNOLOGy Managment and
ROs are assigned a U of I NetFiles account (www.cites. Lincoln Hall $75 Per day Handled
through the Of-
illinois.edu/netfiles) to host their organization website. Theatre fice of Facilities
The website is originally established under the presi- Managment and
dent’s NetID; however, the president can add additional
NetIDs to edit/administer/modify the RO webpage. In- All other $50 Per day Handled
formation regarding access, edits, and modifications to ITS rooms Classroom
thewebsite is available online, http://www.union.illinois. Technologies
The Illini Union Office of Registered Organizations is Although CITES does not always have the resources
able to assist with providing access to members of to provide operational or technical assistance, it can
registered organizations. All other questions should be be provided in certain circumstances. Please contact
directed to CITES: http://www.cites.illinois.edu/netfiles/ CITES as early as possible if assistance may be re-
quired. The fee assessed for our assistance varies with
Requests for Codes and ITS Usage the level of specialized support required. For example,
The Integrated Teaching Systems (ITS) are available the rate charged for a CITES Classroom Technologies
for use by instructors and departments for all events operator is typically $25 per hour during regular busi-
that fit within the academic mission of the university. ness hours and excluding overtime.
This includes but is not limited to, catalog listed cours-
es, seminars, guest lectures, faculty candidate pre- Registered Student Organizations (RSOs) or stu-
sentations, and dissertation defense. CITES considers dent-sponsored events
other uses of the classrooms to be “special events.” A Many ROs wish to make use of the ITS equipment
number of special events take place on campus every in campus classrooms. Although students are not al-
day of the year. When these events require audiovisual lowed to have the ITS access codes, the group can
support in the campus-managed classrooms, CITES is enlist a faculty or staff person to serve as an audiovi-
often involved. sual operator. The appropriate staff person needs to
be a full-time UIUC employee and one who is willing to
Instructors may request codes for ITS classrooms when learn how to operate the ITS equipment, stay in the ITS
they provide information about their course through the classroom for the duration of the event, and properly
ClassTech online request form. This includes profes- secure the equipment when complete. The usage fee
sors, instructors, lecturers, and teaching assistants. will also be assessed.
When a request is made by a UIUC staff person that
is not a course, or by a non-UIUC staff person, CITES If CITES Classroom Technologies staff are available,
will inquire about the nature of the event. Codes will not they may also serve as an operator if requested. Con-
be issued to UIUC students or individuals not affiliated tact CITES for more details about rates.
with the university.
ROs should also inquire about the use of the projec-
Individuals not affiliated with UIUC (e.g. visiting speak- tion systems provided through the Illini Union Office of
ers) and UIUC students are not allowed to possess ITS Registered Organizations.
A usage fee is assessed when special events make
use of the resident audiovisual equipment in the class-
room (ITS). The fee is assessed each time the equip-
ment is used and on a daily basis. The usage fee is
$50. However, for Foellinger Auditorium and Lincoln
Hall Theatre, the cost is $75 per use.
SPECIAL EVENTS For more detailed questions, contact iurso@illinois.
University premises and facilities are available for edu or call the Illini Union Office of Registered Organi-
use by individuals or organizations for purposes relat- zations to set up an appointment.
ing directly to the University’s regular educational or
research programs. Any individual(s) or organization i.Risk management and Insurance
wishing to use University premises or facilities for any Depending on the type of event your organization is
other purpose must obtain approval from the appro- planning, it is possible you will need to obtain a certifi-
priate campus authorities. Questions relating to such cate of insurance for event approval. This is something
usage should be directed to the Office of Facility Man- that the Assistant Director of the Illini Union will con-
agement and Scheduling. sult with Risk Management about. Risk Management
will then review policies before final event approval is
Campus authorities may grant permission to use Uni- given.
versity premises and facilities to these organizations
when the use is generally compatible with the Univer- Sale of Food
sity’s teaching, research, and public service missions. Organizations who are selling food on University prop-
erty must complete the Food Safety training and quiz
Many registered organizations sponsor events deemed in Illinois Compass. This should be completed by
to be “special events.” These are events that require member/s of your organization who are preparing food
extra set up, extra approval, may have risk associat- and overseeing its sale on University property. This
ed with them, or have unusual circumstances. These training only needs to be completed once per academ-
events will be discussed with the Assistant Director of ic year. To enroll in this training, please email iurso@
the Illini Union initially, and then the organization may illinois.edu and list Food Safety training as the subject
be invited to share plans with an ad-hoc group known of the email. No food sales will be approved until food
as the special events committee. training has occurred.”
Policy on Vehicles on University Property FUNDING RESOURCES
Use of University grounds, other than streets, park- It is important to make sure you have a budget and plan
ing lots, and designated loading areas, by motorized of action for finances associated with hosting an event
vehicles is extremely limited, and certain restrictions prior to making any financial commitments. Funding
apply. Aside from vehicles from F&S, no vehicles are sources are available to assist with costs of events and
allowed on Anniversary Plaza. Certain vehicles may be activities hosted by registered student organizations.
allowed at Area 51 (concrete area between Engineer-
ing Hall and Everitt Lab) with appropriate time given for Each funding source has its own set of guidelines, re-
approval. strictions, application procedures, funding and alloca-
tion processes that must be adhered to. These entities
University Catering are not the primary source of funding for an event, but
Depending on where you are planning to hold an rather they help subsidize programming costs by cov-
event, certain facilities may have a specific food/bever- ering a portion, percent, or flat amount of a total cost.
age policy that must be followed. For example, in the
Illini Union, University Catering services must be used Student Cultural Programming Fee, Program Coordi-
when holding an event there. To schedule catering for nating Council, and Center on Democracy in a Multira-
events at the Illini Union and other locations on cam- cial Society are funding sources managed by other de-
pus, call (217) 333-0126 or email universitycatering@ partments on campus. Student Organization Resource
illinois.edu. Fee is administered and operated out of the Illini Union
Office of Registered Organizations.
Your event venue may not have specific requirements
on catering, but will require them to be approved by
the University’s Office of Risk Management. That of-
fice maintains an updated list of vendors who have the
appropriate insurance and are able to have events on
Student Cultural Programming Fee (SCPF)
The purpose of the SCPF is to provide direction and al-
location of resources for culture-specific programming
for African American, Asian American, Latina/o, and
Native American programs and activities. The goal is to
advance further cultural awareness, encourage diver-
sity, educate the University of Illinois community as a
whole, and provide a forum for the development, explo-
ration, and improvement of cultural programs. No more
than 80% of a program’s budget will be funded. Each
organization shall be expected to share expenses for
funded programs, services, and activities through its
own resources. Applications that have indicated other
sources of funding will receive greater consideration.
guidelines.asp for funding Guidelines and Restrictions
and an application.
Program Coordinating Council (PCC)
PCC is a centralized mechanism for requesting sup-
port from Student Affairs units so that an organization
does not have to approach each individual unit, such
as Campus Recreation, The Career Center, Counsel-
ing Center, Illini Union, McKinley Health Center, Office
of the Dean of Students, Office of Inclusion & Inter-
cultural Relations, Office of Minority Student Affairs,
University Housing, and The Vice Chancellor for Stu-
dent Affairs. The goal of PCC is to fund large-scale
educational events of interest to as many students as
possible. PCC will accept proposals that improve the
quality, style, and content of student life at UIUC pri-
marily if it addresses a major policy or programmatic
issue. Please note, due to its very restricted budget
PCC should be considered a funding source of last
resort. Typically, funding does not exceed $1,000.
lines.asp for funding Guidelines and Restrictions and
Student Organization Resource Fee (SORF)
The Student Organization Resource Fee was estab-
lished in 1978 to support programs and activities of
Registered Student Organizations (ROs). SORF is a
mandatory (but refundable) $6 fee collected each se-
mester from all students at the University of Illinois
at Urbana-Champaign. Extensive information about
SORF is in Section VI of this handbook and can be
found at http://union.illinois.edu/involvement/sorf/De-
• 15 tents and canopies
• 43 tables
• 3 cameras and camcorders
• 2 cameras
VIII. RESOURCE CENTER • 1 camcorder
• 2 boomboxes
• 9 walkie talkies
• 11 cash boxes
• 8 extension cords
Only authorized agents (president, treasurer, and
PURPOSE authorized agents #1-3) may check out equipment on
The ReSOurce Center is located in Illini Union Room behalf of an organization.
285, behind the Illini Union Office of Registered Orga-
LCD PROJECTORS AND LAPTOPS
The mission of the ReSOurce Center is to provide ser- The ReSOurce Center also has laptops and LCD pro-
vices and resources that are affordable and accessible jectors available for check-out to registered student
to registered student organizations, students, UIUC organizations free of charge. This equipment can be
departments, and guests. accessed via Event Services, 129 Illini Union. Reser-
vations can be made by stopping by their office or call-
ing 217.333.0691. Please note Event Services is not
AVAILABLE SERVICES open on Saturday or Sunday.
The ReSOurce Center offers printing services and
rental services of various items. For our printing COPyRIGHT INFORmATION
services,they offer printing in both black and white and The following guidelines will be used to assist our staff
color, printing in 20 different colors of various sizes in determining the minimum standard of educational
from 8.5” x 11” to 11” x 17.” They also offer stapling, fair use for copying materials protected by copyright.
hole punching, double sides printing, as well as ac- According to the Copyright Act, the following copying
commodations for booklet and pamphlet printing. They purpose is considered “Duplication Requiring Permis-
also provide paper folding as a service. For handbills sion” of the Copyright holder:
and smaller posters, we also have available five paper
1. Repetitive Copying: classroom use of photocopied
cutters in the ReSOurce Center.
material in multiple courses or successive years will
normally require advance permission from the copyright
Most print jobs can be done with a 24 hour turnaround owner.
2. Copying for Profit: those requesting the service
For specific pricing, please call 217.333.1065. should not charge students more than the actual cost of
photocopying the material.
Only authorized agents (president, treasurer, and au-
thorized agents #1-3) may authorize copies on behalf 3. Consumable Goods: the duplication of works that
of an organization when using the organization ac- are consumed in a classroom, such as standardized
tests, exercises and workbooks, normally require per-
mission from the copyright owner.
4. Creation of Anthologies as Basic Text material
EQUIPmENT CHECk-OUT for a Course: creation of collective work or antholo-
The ReSOurce Center offers equipment for registered gies by photocopying a number of copyrighted articles
student organizations to borrow for events. To the and excerpts to be purchased and used together as a
right is the breakdown of the current inventory located basic text for a course will in most instances require the
permission of the copyright holders. Such photocopying
in 285 Illini Union. Because this equipment was pur-
is more likely to be considered as a substitute for the
chased using University Fund Accounts of registered purchase of a book and less likely to be deemed fair
student organizations, only ROs are able to check out use.
Registered Student Organizations are able to apply for
space in the SOC each spring as tenants frequently
change toward the end of the academic year. Organi-
IX. STUDENT ORGANIzATION zations that currently hold office and cubicle space in
COmPLEX (SOC) the SOC must meet a required minimum percentage of
“space checks” where one of the desk attendants with-
in the Office of Registered Organizations sweeps the
complex several times throughout the day, recording
which organizations are present and using their space
during the hours of operation. Organizations that do
The Student Organization Complex (SOC) located in not use their space for the minimum requirements may
Illini Union Room 280 houses 55 Registered Student receive a probationary status and possibly face evic-
Organizations offices tion from the SOC. In that event, their space is then
made available for applicants to interview to use the
The mission of the SOC is to enhance the contributions space.
of organizations by providing space for many different
groups to work, mingle and collaborate. Space checks will be conducted Monday through Thurs-
day, 9:00am-9:00pm and Friday, 9:00am-6:00pm.
Within the Student Organization Complex there are:
• 9 large organizational offices The Illini Union Board is responsible for allocating
• 46 office cubicles space in the SOC. Because the number of offices
• 58 cabinets is limited, stated guidelines will allow space to be
• 106 mailboxes given to those organizations that most need the
• Photo Copy Machine space.
• Vending machines
• Conference Room 277 and 285F, available exclusive- If your organization is interested in applying for a space
ly for RSOs please contact the Illini Union Board Office at 217-333-
• Long tables for meetings 3663, or the IUB Vice President for Policy (Anil Hus-
• Illinois Student Senate and Student Trustee offices sain – firstname.lastname@example.org).
located at the east end of the SOC
HOURS If your organization is interested in any of these re-
Academic year 2011-2012 sources or if you have any questions or concerns
Monday – Thursday: 8:30am – 11:00pm please contact the Student Programs & Activities Of-
Friday: 8:30am – 6:00pm fice at 217-244-2357.
Saturday: 1:00pm – 6:00pm
Sunday: 1:00pm – 11:00pm
Monday – Friday: 9:00am-5:00pm
Saturday and Sunday: Closed
Note: When classes are not in session, this schedule
may be altered.
The Student Organization Complex is located in the Il-
lini Union in Room 280. It is on the second floor, south
side of the building, quad side. It is conveniently lo-
cated down the hall from the Office of Registered Or-
ALCOHOLIC BEVERAGES POLICy
The Student Code outlines some strict policies regard-
ing registered organizations and alcohol. While it is not
impossible for your organization to have an approved
X. POLICIES AND event with alcohol on-campus (such as a reception or
meal) it must be planned months in advance so the ap-
GUIDELINES propriate approvals may be granted. Registered orga-
nizations may never use their fund account to pay for
Other regulations regarding registered
SANCTIONS OF REGISTERED organizations and alcohol:
ORGANIzATIONS As stated in the Student Code (symbolized by
Like students who attend the University, registered or- §) 1-306(c), all University of Illinois at Urbana-Cham-
ganizations can be sanctioned should they violate the paign students and registered organizations are subject
Student Code, state, federal, or municipal laws. The to the alcoholic beverages policies stated in §§ 1-306
process is outlined in the Student Code. to 1-308. Both individual students and registered orga-
nizations may be subject to disciplinary action for viola-
1. A registered organization may be sanctioned for one tions of these policies (See § 1-301(d)). In addition, the
or more of the following causes: following regulations apply to registered organizations:
a. Knowingly sponsoring, urging, or engaging
in actions by individuals or organizations that 1. Registered organization events supported in part by
violate University rules or regulations, alcoholic beverage distributors, manufacturers, and
including this Part. retailers must be conducted in compliance with proce-
b. Knowingly sponsoring, urging, or engaging dures and guidelines available from the Office of
in actions on campus by individuals or Registered Organizations.
organizations that violate local, state, or
federal law. 2. Consistent with § 2-406(a), in promoting sponsored
c. Knowingly sponsoring, urging, or engaging programs, a registered organization may not use ma-
in actions that substantially disrupt or interfere terials that: 1) advertise the availability of alcohol, or
with the normal operation of the University or 2) contain information associated with solicitation for
with the lawful activities of organizations or profit (for example, coupons, discounts, or commercial
individuals authorized to use University advertisements).
3. Events involving the use of alcohol at registered or-
2. No registered organization may be sanctioned ex- ganization sponsored programs should subscribe to
cept by action of the appropriate University authority the philosophy of responsible and legal use of the bev-
after notice and opportunity for hearing in accordance erages. Functions with alcohol should neither encour-
with procedures adopted by the Senate Committee on age any form of alcohol abuse nor place emphasis on
Student Discipline or the Faculty Advisory Committee. quantity and frequency of use.
3. The sanctions may include but are not limited to one 4. A registered organization may not use University re-
or more of the following: warning; probation for a speci- sources to advertise or promote any event, the sole or
fied time; suspension of registered organization status primary purpose of which is the illegal consumption or
for a specified time; revocation of registered organiza- overconsumption of alcohol. Such events include, but
tion status. are not limited to, “bar crawls” and “happy hours.” If an
event is challenged by the Office of Registered Orga-
nizations as a violation of this subsection, the burden
is on the registered organization to prove that its sole
or primary purpose was conduct other than the illegal
consumption or overconsumption of alcohol.
CAmPUS CHALkING POLICy Due to space limitations, only 31 copies are allowed. In
The use of water-soluble chalk, easily removed by cases of multiple flyers relating to the same topic, only
rain, for the purposes of promoting events, encourag- a combination of 31 is allowed.
ing participation in student elections and expression of
current issues is permissible on University sidewalks. 2. Other General Campus Bulletin Boards: Universi-
Chalking is prohibited: ty organizations, campus boards, registered (student,
faculty, staff) organizations, registered campus-com-
1. On University property including, but not limited to, munity organizations, and Religious Workers Associ-
all vertical surfaces, buildings, walls, planters, doors, ation members may post materials on other general
trash receptacles, steps, fountains, benches, tables, campus bulletin boards. In order to allow all users a fair
signs, poles, columns, bus stops, light posts, and trees. and equal chance for space on the boards and provide
maximum service to the readers of the boards, poster
2. Underneath any covering where chalk would not be size may be restricted. Posters must include the name
washed away by rainfall. of the sponsoring organizations, the date of the event,
and the place of the event. Posters should only be
placed on general University bulletin boards and Il-
liosks. They should not be placed on doors, walls,
windows, trees, sidewalks, or trash cans. Improperly
The Student Code outlines the campus flyering policy:
posted materials will be removed at the violator’s ex-
Any individual may post and distribute leaflets, hand-
pense. Any legal ramifications regarding posters are
bills, and other types of materials intended to provide
the responsibility of the individual or group posting the
information about sociopolitical or educational issues
notice. All non-current materials will periodically be re-
and events, without prior approval, under the following
moved and disposed of. Questions regarding general
campus bulletin boards should be directed to the Office
of the Registrar. Certain buildings, due to the nature
of the activities within them, are governed by separate
Such materials must not advertise the availability of
policies (including but not limited to those listed in § 2
alcohol, information associated with solicitation for
profit (i.e., coupons, discounts, commercial advertise-
ments), or the promotional materials of candidates for
3. Cement kiosk: The large, circular cement kiosk
non-campus elections. Their content and display must
located between the southwest end of the Illini Union
also be consistent with the provisions of §§ 2 405 and
and Henry Administration Building may be used to post
flyers. This kiosk is cleaned by Facilities and Services
on a weekly basis.
1. Residence Halls: Registered student organizations
(RSOs) and not- for-profit community service organiza-
1. Distribution of such materials inside University build-
tions may seek approval for postings in central areas of
ings, other than residence halls (see § 2-406), is per-
the Residence Halls, such as main lobbies and main
mitted in common areas (e.g., foyers, vestibules, or
lounges. Postings will be approved at the Department
hallways), provided that such distribution does not im-
of Residential Life, 300 Clark Hall. The Posting Autho-
pede traffic flow or disrupt University business such as
rization Request form is to be completed and one copy
classes, laboratories, meetings, or office work. The in-
of the flyer/poster is be provided for determination of
teriors of classrooms, auditoriums, museums, theatres,
lecture halls, offices, gymnasiums, retail shops, and
dining or social reception halls, as well as mailboxes,
Postings will be denied if:
are not considered “common areas” for this purpose.
• Names of for-profit agencies/businesses is refer-
enced on the posting
Distribution outside the entrances to University build-
• Event/Meeting is at a location where alcohol may be
ings is permitted so long as it does not impede traffic
flow. For most campus buildings, the Office of the Reg-
• Flyer is larger than 8 ½ x 14
istrar is responsible for implementation and enforce-
• Location listing is ambiguous or not listed at all
ment of this policy and questions regarding it should be
• Flier references an event that is by invitation only (i.e.
directed to that office.
all events with approved postings shall be open to all
Undergraduate Residence Hall Students)
Certain buildings, due to the nature of the activities • “Anything of value” cannot be awarded for
within them, are governed by separate policies (in- participating/winning;
cluding but not limited to those listed in § 2-503(a). • Event is held in the “normal place of
For those buildings, appropriate restrictions as to time, operation” of the sponsoring organization.
place, and manner for distributing materials may be es-
tablished by the agency responsible for the building. If you need further information about these rules,
These may include, for example, requiring prior per- please visit: lllinois Department of Revenue, Title 86:
mission to distribute inside the building, or restricting Revenue, Part 435 - Charitable Games Act
distribution to designated areas only. http://www.iltax.com/LegalInformation/regs/part435/
(Compiled website database with all pertinent informa-
Buildings hosting performance or athletic activities, tion regarding Charitable Games, including: introduc-
such as Assembly Hall, Foellinger, Huff Hall, Krannert tions, definitions, licenses, operation, restrictions, limi-
Center, or Memorial Stadium, do not allow distribution tations, and criminal and civil penalties.)
of such materials past the turnstile or ticket-collection
point during those activities. The agencies in charge
of these buildings are responsible for implementation
mOTION PICTURE COPyRIGHT
and enforcement of this policy and questions regarding INFORmATION
it should be directed to them. Appeals relating to this Registered Organizations often submit space and
policy may be made to the Dean of Students. event requests for showing a film on campus. It is im-
portant to understand that when showing a film for an
2. Those distributing such materials are expected to event, there are strict federal laws about film licensing
refrain from littering and may be held responsible for and screening films for a public audience, such as an
costs incurred as a result of littering. “Distribution” event. Films that you rent at a video store are licensed
here is defined as individuals handing such materials for private use, meaning they are licensed for the rent-
to other individuals who may accept them or refrain er to watch at home with friends or family, but not for
from receiving them. Leaving a stack of materials to a renter to screen at an event or for a larger audience.
be picked up, or placing materials on vacant lecture To be able to legally screen a film for an event or for a
hall seats, etc., is considered littering, not distribution, larger audience, your organization will need to obtain
under these rules. permission in the form of a film license (from an agency
that is legally permitted to license and grant permis-
3. Those distributing such materials should be aware sion to publically screen films) or from a waiver from
that nothing in this policy in any way relieves them of the film’s studio (which is typically only granted with
personal responsibility for violation of any civil laws. smaller independent or international studios).
If your registered organization is interested in screen-
ing a film, you will need to contact a licensing agency to
Gambling activities, events, and gaming equipment
purchase the rights to show the film. The license may
in which participants will pay a participation fee and/
often cost anywhere from $250-$950 depending on the
or have the chance to win prizes – including charita-
title of the film you wish to show. This license, however
ble/fundraiser activities that incorporate casino/poker
expensive, will protect your RO from a potential copy-
nights, gambling-type activities and sports gambling
right infringement. The University Library does have
such completing basketball brackets – are not permit-
public performance rights for certain films. Please visit
ted on University property.
their website for complete instructions regarding these
Registered organizations may hold these events off-
performancerights.html). Should your organization find
campus, but are subject to the rules set forth by the
a movie that has public performance rights through the
Illinois Department of Revenue.
University Library, you must include proof along with
your space request. A print-off from the online catalog
Registered organizations may sponsor card playing
events (to include Texas Hold ‘Em style tournaments)
under the following conditions:
On the next page are some suggested film agencies
• No participation/entry fee or donations are
where you may be able to purchase a license and also
collected from participants;
rent a copy of the film you wish to screen:
• No prizes are awarded for participating/
access to and treatment in the University programs
and activities. Complaints of invidious discrimination
Swank motion Pictures prohibited by University policy are to be resolved within
1-800-876-5577 existing University procedures.
This agency represents most major studios and also
has a large number of pre-release films available, or
films that are not out on DVD and still in theaters, as CONTRACTS
well as a lot of older favorites. Any organization entering into a contract is doing so
on its own accord. Because registered organizations
Criterion Pictures do not have a relationship with the University, the Illini
1-800-890-9494 Union Office of Registered Organizations is not able to
http://www.criterionpicusa.com/ assist with contracts, nor is it able to provide a contract
This agency also represents most major studios and
has pre-release films available.
This agency represents mostly documentary films and All registered organizations are able to have web space
films about social change movements. through NetFiles. Publishing web sites, backing up crit-
ical files, and collaborating with colleagues both on and
Please note, when you submit an Event Request Form off campus is fast, simple, and secure with NetFiles.
for a film screening, it will not be approved until you can
produce a valid film license (such as from an agency The Illini Union Office of Registered Organizations can
above) or proof of permission to screen a film. assist with NetFiles accounts for the following issues:
• President cannot login to administrative
For more information on films and copyright infringe- directory;
ment law, check out: • Directory does not exist;
http://www.swank.com/college/pdf/SwankCopyright. • Establish permissions for additional users to
pdf. access administrative directory.
Please contact email@example.com if you are having
trouble accessing NetFiles.
All registered organizations must agree to comply with If you would like face-to-face training on NetFiles,
the University’s policy of non-discrimination, which is CITES Training Services offers an introductory course
highlighted in the Student Code: for both students and faculty/staff. For more informa-
tion or to sign up for the course, please see the CITES
1. The commitment of the University to the most fun- Training Services page (http://training.cites.illinois.
damental principles of academic freedom, equality of edu).
opportunity, and human dignity requires that decisions
involving students and employees be based on indi-
vidual merit and be free from invidious discrimination
in all its forms. COPyRIGHTS AND TRADEmARkS
It is a common misconception that registered organiza-
2. It is the policy of the University not to engage in dis- tions are officially part of the University of Illinois (see
crimination or harassment against any person because Section I – Introduction). No registered organizations
of race, color, religion, sex, national origin, ancestry, are allowed to use any official logo or trademark of the
age, marital status, disability, sexual orientation includ- University. Organization websites, publications, and
ing gender identity, unfavorable discharge from the mil- apparel should be free of trademarked items. Trade-
itary, or status as a disabled veteran or a veteran of the mark and copyright infringement are offenses that can
Vietnam era and to comply with all federal and state be sanctioned according to the Student Code.
nondiscrimination, equal opportunity, and affirmative
action laws, orders, and regulations. This nondiscrimi-
nation policy applies to admissions, employment, and
From the Student Code: one of the usual authorized sponsors. Fund raising,
No registered organization shall be permitted to use regardless of the purpose or benefactor, is not an ap-
the name of or any symbol identified with the Univer- propriate reason in itself to allow cosponsorship.
sity, or to conduct its affairs in such a manner as to im-
ply to anyone dealing with it that it is an official agency
or part of the University. Each registered organization
shall be required to include in its articles of incorpora- RAFFLES
tion, or association, in its bylaws, or its constitution and Raffles are permitted pending the sponsoring RO has
its contracts or agreements with others, a provision secured the appropriate University approvals (via the
clearly stating that it is not an official agency or a part Space Request Form process) and secured the req-
of the University, and disclaiming the responsibility of uisite Raffle Permit from the city in which the drawing
the University for its acts and liabilities. will be held.
For raffles held in Champaign, permits may be applied-
PROFESSIONAL ENTERTAINERS for in Champaign at the City Clerk’s Office, 102. N. Uni-
Registered organizations may choose to sponsor versity.
events that feature professional entertainers. If that
person is being paid more than $2,500, the Student For raffles held in Urbana, permits may be applied for
Code has certain restrictions in place: in Urbana at City Clerk’s Office, 400 S. Vine. Please
note, the Quad is in Urbana.
1. Events involving professional performers shall be
defined as those entertainment events open to the stu- Raffle permits require a fee to be paid to the city and
dent body and/or general public in which the perform- the permit asks basic questions about the nature and
ers appear before an audience and are paid or normal- type of raffle being conducted. Once the raffle permit
ly receive pay for their services. Such entertainment has been secured, the Office of Registered Organiza-
events shall include theatrical productions, closed- tions will need the Raffle Permit Number to be included
circuit television, athletic events, arena spectaculars, with the space request form.
artists, and the like that utilize professional musicians,
singers, dancers, athletes, or comedians. It shall not in-
clude any event in which the total fees paid or normally
paid for the performers’ services, including expenses,
are less than $2,500. It shall also not include dances,
film showings, banquets, or lectures, regardless of any
fees that may be involved.
2. Sponsorship of events involving professional per-
formers as defined above shall be restricted to the As-
sembly Hall utilizing its premises, Krannert Center for
the Performing Arts utilizing its premises, Star Course
and the Illini Union Board utilizing either of the above,
or other facilities as approved by the Office of the Reg-
istrar. Under exceptional conditions, University organi-
zations, campus boards, registered organizations, or
related organizations may cosponsor events involving
professional performers with one of the above-men-
tioned authorized agencies in accordance with the
limitations of section VIII 1 of the Campus Administra-
tive Manual. Such cosponsorship, as well as all agree-
ments related to that cosponsorship, shall be at the full
discretion of the authorized agency except that at least
50 percent of all financial interests shall remain with the
authorized agency. To qualify for cosponsorship con-
sideration, an organization must be able to show that
its cosponsorship would enhance the value or facilitate
holding the event in a way that cannot be achieved by
XI. EXAmPLES OF FORmS
The next few pages contain examples of forms commonly used by Registered Organizations. These include:
• Account Information Request Form
• Documentation Checklist to Access SORF Allocation
• Event Budget Form
• Foreign National Tax Information Form
• International Travel by a Student Group Reporting Form
• Letter of Agreement
• Letter of Donation
• Organization Fund Disbursement Voucher
• Request for Use of University Premises and Facilities
• SORF Expenditure Request
• Vendor Information Form
These forms can be found online at http://union.illinois.edu/involvement/rso/forms.aspx.
order for the University to assign them a Banner Ven-
dor Number. The Banner Vendor Number should be
used on subsequent transactions involving that par-
ticular vendor. Similarly, if the vendor has been paid
XII. GLOSSARy OF by the University before, they should already have an
assigned University Banner Vendor Number.
Cash Advance – An organization can request a check
for cash from the Organization Fund Account/RO Ac-
count made payable to an individual to pay for items.
Money must be used for purposes it was originally in-
Account Information Request Form – All Organi- tended for. Requested amount may not exceed current
zation Fund Account (RO and Charity) transactions balance of organization’s account. NOTE: Checks will
are tracked in Banner, the University software system be issued as a direct deposit for students, faculty, and
which is only accessible by authorized staff. To make staff.
an inquiry regarding an account, treasurers must com-
plete an Account Information Request Form and submit Cashiers Office – Located in Room 100 of Henry Ad-
it to the front desk in the Office of Registered Organiza- ministration Building, the Cashiers Office manages
tions (284 Illini Union). The request will be processed deposits and the disbursement of checks from the Or-
and the transaction sheet can be picked up the next ganization Fund Accounts. All deposits into the RO Ac-
business day (M-F) after 1:00 p.m. The treasurer must count or Charity Account must be made at the Cashiers
show his/her ID when requesting or picking up account Office. Additionally, check requests that are processed
information at the Office of Registered Organizations. from the RO Account with the delivery method marked
Account information will not be shared with any organi- as “pick-up” can be obtained at the Cashiers Office by
zation member other than the treasurer. the treasurer or payee. NOTE: Checks will be issued
as a direct deposit for students, faculty, and staff.
Authorized Agent – An authorized agent is the presi-
dent, treasurer, and three other named members listed Charity Account – A Charity Account is a separate
registered with the Office of Registered Organizations. account established for registered organizations that
While the treasurer is the ONLY authorized agent that is used solely for charity and philanthropic fundraising
is permitted to manage financial matters, other autho- events intended to benefit others. All money deposited
rized agents can conduct business matters on behalf of into Charity Accounts must be donated to the specified
the RO (check out equipment, submit space requests, charity within 30 days of the fundraising event, clearing
and authorize copies at the ReSOurce Center). event and leaving the account with a zero balance.
Automatic Payment/Transfer – An organization can Clearing a Cash Advance/Activity – Clearing essen-
authorize automatic payment from their RO Account to tially means that the money needs to be accounted
a University department to pay for services provided or for with documented proof that the money was used
reimburse a department for making a purchase on be- for intended purposes. To clear a cash advance, you
half of their organization. WARNING – You must have must submit paid itemized receipts to the Registered
sufficient funds in your account prior to authorization. Organizations Office for the portion of the money you
If a negative balance is created in the RO Account, the used. Any unused portion must be deposited into your
amount will be charged to the treasurer’s student ac- RO Account, providing a deposit slip of that transaction
count using their UIN. to the Office of Registered Organizations. Fundraisers
are cleared by submitting a deposit slip of the transac-
Banner Vendor Number & Vendor Information Form tion to the Office of Registered Organizations. Charity
– A vendor is an individual, group, or business that has events require an additional step, which involves do-
agreed to provide goods or services for a registered nating to the intended organization within 30 days of
organization. Payment to a vendor requires that they the fundraising event, leaving a zero balance.
be assigned a Banner Vendor Number before receiv-
ing payment from the University. This number serves
as a “tracking” number beginning with @ followed by
a sequence of numbers for that particular vendor. The
vendor must complete a Vendor Information Form in
Contractual Services – Fee associated with profes- Letter of Agreement – The Letter of Agreement is a
sional services provided for an organization. Such document that can be used as a contract between an
services may include, but is not limited to speakers, organization and a provider of services such as DJs,
lecturers, musicians, comedians, theater performers, lecturers, referees, judges, performers, and bands.
referees, judges, and on-site athletic trainers. Note: The document must be completed by both parties.
when contractual services are partially funded by Submit original agreement to the Office of Registered
SORF, proper documentation must be submitted Organizations with a voucher requesting payment from
and payment must be made out of the RO Account. the Organization Fund Account. If using SORF allocat-
An outside bank account will NOT be reimbursed ed funds, you must also submit a SORF Expenditure
for payment of contractual services. Request Form.
Encumbrance – Each organization and its treasurer is Letter of Donation – When donating money to a chari-
responsible for maintaining a positive financial status table organization, a typed letter of donation from the
with their Organization Fund Accounts. When an ac- RO to the specified charity or organization must be
count is overdrawn and has insufficient funds to cover submitted with the voucher in order to remit payment.
expenses, an organization will become encumbered.
The organization is faced with the financial burden of Office of Business and Financial Services (OBFS) –
removing the debt from their Organization Fund Ac- OBFS supports the business and financial operations
counts. If the RO Account remains delinquent/negative of the University and assists units in their daily opera-
30 days past notification by the Office of Registered tions. Once vouchers and SORF expenditure request
Organizations, the debt is billed to the treasurer’s stu- forms are approved through the Registered Organiza-
dent account using their UIN. tions Office, they are sent to OBFS payables depart-
ment for checks to be processed for payment.
Event Budget Form – The Event Budget Form out-
lines the financial dynamics of the program including Office of Registered Organizations – The Office of
the items being sold, cost, anticipated income, and Registered Organizations is located in Room 284, on
event budget. This form must be submitted to the Office the south end (Quad side) of the Illini Union. This Of-
of Registered Organizations along with corresponding fice is the drop-off site for paperwork including vouch-
Space Request Form for fundraising activities. Organi- ers, space request forms, budget event forms, account
zation must indicate whether money is being collected information request forms, and SORF. Other business
via the sale items, admission/participation fee, or raffle handled in this office includes pick-up of monthly state-
ticket sales. If raffle tickets are being sold, organization ments and account transaction sheets, submission of
must obtain a permit from the city in which the drawing display case applications, and complimentary notary
will be held. services. SORF business operations including student
Board member offices, allocation meetings are housed
Foreign National – Tax and immigration laws can com- here. An adding machine is available for use when re-
plicate payments or reimbursements to an individual quired to submit totals on an adding machine tape with
that is classified as a foreign national/not a U.S. citizen. deposits and vouchers.
Certain documentation, specific to the individual’s visa
type is needed to remit payment. Please note, because Outside Bank Account – Should an organization
of additional paperwork and requirements involved, re- choose to have a bank account in their organization’s
imbursements or payments to foreign nationals may name at a local bank in the Champaign-Urbana area,
take longer to process. Plan ahead if you are paying or the organization assumes all responsibility involved in
reimbursing individual(s) considered Foreign Nation- managing the account. This account may NOT be used
als. Refer to link for more information: http://www.obfs. for money collected on University premises or gener-
uillinois.edu/obfshome.cfm?level=1&path=foreign&xm ated using University premises, except for money
ldata=foreign1 collected for dues. Should your organization choose
to open such an account, you must have your own
Invoice – A bill for services rendered or goods deliv- Employee Identification Number (EIN) to do so. Reg-
ered. An invoice serves as back-up documentation istered organizations are NOT authorized to use the
needed to access funds from Organization Fund Ac- University’s EIN or tax-exempt status.
count or seek reimbursement from SORF.
Organization Fund Account/University Account – appropriate reservation office that assigns the space
Accounts (RO and Charity) specifically established for being requested. If you choose to do a walk-thru, you
use by registered student organizations. All money col- must notify the front desk assistant when submitting
lected using University property, facilities, or services the request form so that they can attach the required
must be deposited into the appropriate University ac- form for a walk-thru. Forms indicated as walk-thru can
count at the Cashiers Office, Room 100 in Henry Ad- be picked up within 2 working days of submittal (M-F)
ministration Building. after 3 p.m.
Organization Fund Advisory Board (OFAB) – The Student Organization Complex (SOC) – The SOC is
Organization Fund Advisory Board operates as a located in Room 280, on the south end (Quad side)
“council of treasurers” to provide financial overview of the Illini Union, down the hall from the Registered
and recommendations on the use of the earned inter- Organizations Office. This area, including office space
est from the Organization Fund Accounts. and mailboxes, is managed by Illini Union Board.
Raffle Permit – If raffle tickets are being sold as part Student Organization Resource Fee (SORF) –
of a fundraising event, you must obtain a permit from SORF is a mandatory fee collected from all students
the city in which the drawing is being held. If in Cham- each semester at the University of Illinois at Urbana-
paign, obtain permit at City Clerk’s Office, 102 N. Uni- Champaign. A Board of 8 elected students and 3 ap-
versity Street, Champaign, IL and if in Urbana, obtain pointed staff determine how fees are allocated. SORF
permit at City Clerk’s Office, 400 S. Vine Urbana, IL. fees fund the operation of Student Legal Service and
Permit number is needed when submitting Event Bud- Tenant Union. The remaining amount is available for
get Form. ROs to apply for funding in support of their programs
ReSOurce Center – The ReSOurce Center is located
in Room 285, on the south end (Quad side) of the Il- Study Abroad Office Student Group Form – This re-
lini Union, adjacent to the Registered Organizations porting form is used by the Study Abroad Office (SAO)
Office. The center offers a full-service copy center for as part of their registration process for ROs that are
the University community with discounted rates for participating in international travel. Form must be sub-
registered student organizations. Copies can conve- mitted to the Study Abroad Office at the time of the
niently be charged to your RO account if your account organization’s SORF request. There are specific dead-
has enough money to cover the copying charges. The lines for international travel over Thanksgiving break,
ReSOurce Center is also the point for reserving and winter break, spring break, and summer. See applica-
picking up equipment such as walkie-talkies, porta- tion and allocation schedule for details.
ble stereos, pop-up tents, tables, cash boxes, receipt
books, chalk, and admission/raffle tickets. Multimedia SORF Expenditure Request Form – This form must
equipment including laptops, LCD projectors, and mi- be submitted along with voucher and supporting doc-
crophones is available for ROs and should be reserved umentation in order to access your SORF allocation.
and picked up at Event Services Room 129, located on Once submitted, SORF allocation will be transferred
the first floor on the north end of the building (Green into your RO Account and payment will be processed
Street side). to payee. A separate form is required for each individ-
ual/group/business person seeking reimbursement or
Space Request Form – Commonly referred to as the receiving payment.
Space Request Form, the “Request for Use of Univer-
sity Premises and Facilities UIUC” form is needed to Voucher – Form needed to access money in Organi-
get permission to hold an event on University property. zation Fund Account to pay bills, reimburse individuals
Completed forms must be submitted to the Registered or departments, authorize automatic payment, or re-
Organizations Office (284 Illini Union) for approval pri- ceive a cash advance.
or to space being assigned. Once the space request is
approved, it is sent via campus mail to the appropriate
office that handles scheduling for the specific space
requested. An organization may choose to do a walk-
thru of the space request form. This means the group
requesting the space literally walks the form to the
Office of Volunteer Programs
XIII. RESOURCES AND
CONTACT INFORmATION RESERVATIONS AND EVENT
Office of Facility management and Scheduling
(Area code, unless otherwise noted, is 217.) firstname.lastname@example.org
ILLINI UNION CONTACTS http://campusrec.illinois.edu
Illini Union 244.3440
Illini Union Office of Registered Organizations Campus Recreation-Ice Arena
Facilities and Services-Public Functions
Student Organization Resource Fee (SORF) 333.0697
email@example.com University Housing-Residential Life
ReSOurce Center 333.7111
resourcecenter.aspx Champaign Park District
Illini Union Board
Organization Fund Advisory Board Office of Registered Organizations
http://www.union.illinois.edu/services/meeting_rooms/ Office of Business and Financial Services
Illini Union Rec Room 333.6583
aspx Cashier’s Office
Organization Fund Accounts.....................................13
Organization Fund Advisory Board...........................21
A Paying Bills...........................................................17-18
Account Information Request....................................19 Posting Policy.......................................................50-51
Alcoholic Beverage Policy.........................................49 Professional Entertainment.......................................53
Cash Advance...........................................................18 R
Chalking Policy..........................................................50 Raffles.......................................................................53
Changing Officers........................................................9 Receipts....................................................................18
Changing Organization Name.....................................9 Registration Process.................................................10
Charitable Donations.................................................15 Relationship with University of Illinois.........................4
Charity Account.........................................................12 ReSOurce Center......................................................47
CollegiateLink.............................................................7 Revenue Generating Events.....................................13
Copyrights and Trademarks......................................52 Sanctions of Registered Organizations.....................49
D Student Code..............................................................6
Depositing Money......................................................16 Student Organization Complex (SOC)......................48
Dormant Accounts.....................................................21 Student Organization Resource Fee (SORF)...........23
Employer Identification Number................................21 Guidelines................................................24-31
Examples of Forms..............................................54-73 Student Programs and Activities.................................6
Fundraising..........................................................14-15 Tax-Exempt Status....................................................21
G Vehicles on Campus Property...................................45
Gambling Policy.........................................................51 Vendor Information Forms.........................................17
Letters of Agreement.................................................19
Motion Picture Policy............................................41-52