Registered Campus Organization (RCO) Funding

Funding Policies

• RCOs are not funded; rather funds are allocated to specific RCO-initiated events, activities, and programs. Funding is not available for general operating expenses or lump sums.
• Funds may only be used for the event, activity, or program to which they were allocated.
• Funds may not be carried forward beyond the date of the event, activity, or program to which they were allocated.
• Funds may not be transferred from one event another.
• Funding allocations for food and beverages will be contingent upon the actual number of participants, verified from an attendance list.

Payment Requirements

• Attendance list must include participant name, email, school, status. [template]
• A copy of the event’s publicity, such as a flyer or email.
• Receipts which include the vendor name, an itemized list of purchased items, and clearly indicate proof of payment.
• Invoices which include the vendor’s name and business address, itemized list of items to be purchased, cost of each item, and terms of payment.
• Requests for payments needed by a particular date must be submitted at least five weeks in advance to ensure that the check will be available by the date needed.
• All receipts, invoices and payment requests must be submitted no later than 30 days of your event(s).

Funding Requests

To submit a funding request, log into Group Portal and navigate to: Money > Budgeting > Create Budget Request. [video] If your school-specific student government has recommended that you apply for funds administered by Student Life, you will need to upload the student government’s recommendation into the budget request.

Payment Requests

To submit a payment request, log into Group Portal and navigate to the approved budget request and then click on "Request Payment". Please upload all required documents: attendance list, itemized receipts and/or invoices, and copy of event publicity. All payment requests must be submitted within 30 days of the event.

Please submit all reimbursements through Group Portal's budget request.

Please note:

• All reimbursements must be processed through MyExpense.
• Scan or turn in all original receipts. Receipts must show proof of payment and a zero balance due.
• If requesting reimbursement of food, lease provide itemized receipt and a list of attendees.
• Gift card purchases are NOT reimbursable.

Reimbursement Forms

Performance/Speaker Payment Agreement Form
If you were awarded funding for the payment of speakers or performers, this form is required for each individual or organization that will be paid by the University. Additionally, if the payee has NOT been paid by UCSF a W9 (see below) is also required.

Declaration of Missing Receipt & Proof of Payment Form
Did you lose a receipt? No need to worry, just fill out the above form and submit it with your reimbursement request.

Reimbursement for Cash Payment Form
Would the vendor only accept cash? Was a proof of payment receipt not given to you? We know some vendors only accept cash for all transactions, so we created this form as your proof of payment. Please fill out the necessary information and submit it with your reimbursement request.

W9 Form
Any individual, organization, business, etc. is required to fill out a W9 if they have not been paid by UCSF. If they have been paid, but many years have past since their last payment, we recommend filling out a new form to insure their information is current and updated.