Appropriations

Student Government Appropriations occurs twice every year. As the body tasked to ensure the fair distribution of Appropriations money, the Appropriations Council optimally distributes funding to student organizations for what they need most through the SG Appropriations Process.


Key Dates for Spring Break 2021 - Fall Break 2021 Cycle

We have created a public Google calendar to add to your Google Calendar to help guide you through the process.

Phase I

Wednesday, January 13, 2021, at 8AM EST

  • Spring 2021 Appropriations Packet Release
  • Online SB21-FB21 Appropriations Application Opens

Monday, January 25, 2021, 5PM – 7PM EST

  • Appropriations Help Session (virtual over Zoom)

Thursday, January 28, 2021, 5PM – 7PM EST

  • Appropriations Help Session (virtual over Zoom)

Monday, February 1, 2021, 5PM – 7PM EST

  • Appropriations Help Session (virtual over Zoom)

Wednesday, February 3, 2021, at 5PM EST

  • W9 forms must be turned in
  • Receipts due to remove from Ineligibility List

Wednesday, February 3, 2021, at 11:59PM EST

  • Online SB21-FB21 Appropriations Application Closes
  • Appropriations Interview Sign Up Closes
  • Online Quiz Closes

Wednesday, February 3, 2021, at 11:59PM EST

  • Appropriations Interview Sign Up Closes

Saturday, February 6, 2021, 9AM – 5PM EST

  • Appropriations Interviews (virtual over Zoom)

Sunday, February 7, 2021, 9AM – 5PM EST

  • Appropriations Interviews (virtual over Zoom)

Monday, February 8, 2021

  • Appropriations Council Deliberations

Tuesday, February 9, 2021

  • Appropriations Council Deliberations

Friday, February 12, 2021

  • Initial Funding Notification (pre-Senate approval)

Sunday, February 14, 2021, at 11:59PM EST

  • Deadline to submit a Notice of Error

Wednesday, February 17, 2021

  • Second Reading of Appropriations Bill and Senate Approval

Monday, March 1, 2021

  • Notification of Final Amount Appropriated

Monday, March 22, 2021

  • Estimated Check Pick-Up Date (please note that this date is subject to change)

If you have any have questions during the process, email Deputy Treasurer Harrison Andrews at sgappropriations@ncsu.edu.  This is a peak period for Appropriations in which we receive a large volume of emails, please allow some time for a response.


Important Resources & Documents

Reoccurring Resources

Resources & Documents for the Spring Break 2021 – Fall Break 2021 Cycle

Resources & Documents for the Fall Break 2020 – Spring Break 2021 Cycle


Deadlines & Forms for Previous Cycles

Receipts from Spring Break 2020 – Fall Break 2020 are due to the Student Body Treasurer by March 9, 2021  

  • To turn in receipts, use this form
  • To return any unspent Appropriations funds, use this form

Receipts from Fall Break 2019 – Spring Break 2020 are due to the Student Body Treasurer by September 1, 2020

  • To turn in receipts, use this form
  • To return any unspent Appropriations funds, use this form

Receipts from Spring Break 2019 – Fall Break 2019 are due to the Student Body Treasurer by October 18, 2019

  • To turn in receipts, use this form
  • To return any unspent Appropriations funds, use this form

Receipts from Fall Break 2018 – Spring Break 2019 are due to the Student Body Treasurer by August 30th, 2019

  • To turn in receipts, use this form
  • To return any unspent Appropriations funds, use this form

Frequently Asked Questions

If you have a question that is not answered in this section, please contact Deputy Treasurer Harrison Andrews at sgappropriations@ncsu.edu.

1) What is Appropriations?
Appropriations is the process for Student Organizations at North Carolina State University to apply for funding from Student Government. These funds are to help student organizations provide experiences and resources for students.

2) What time frame am I applying for?
The current cycle you are applying for, Spring Break 2021 – Fall Break 2021, the Appropriations funds will be spent between March 21, 2021 and October 22, 2021. All Appropriations cycles use the fall/spring break divisions.

3) When will I get my money?
Appropriations checks are usually dispersed on the first day of classes after we return from a break. For example, for the Spring Break 2021 – Fall Break 2021 cycle, the checks will be dispersed on or around March 22, 2020 (please note this date is subject to change because of the ongoing effects from the COVID-19 pandemic).

4) What are the key dates for this cycle?
The key dates for the Spring Break 2021 – Fall Break 2021 cycle are as follows:

  • Spring 2021 Packet Release: Wednesday, January 13th at 8AM EST
  • Appropriations Guide Video release and accompanying Online Quiz opens: Wednesday, January 13th at 8AM EST
  • Online Appropriations Application opens: Wednesday, January 13th at 8AM EST
  • Appropriations Help Sessions (virtually over Zoom): January 25th, January 28th, & February 1st
  • Online Appropriations Application closes: Wednesday, February 3rd at 11:59PM EDT
  • Mandatory Application Interview (virtually over Zoom): February 6th-7th
  • Appropriations Council Deliberations: February 8th-9th
  • Initial Funding Notification (pre-Senate approval): Friday, February 12th
  • Deadline to submit a Notice of Error: Sunday, February 14th at 11:59PM EST
  • Final Funding Notification (Senate Approved): Monday, March 1st
  • Estimated Check Distribution for the Spring Break 2021 – Fall Break 2021 cycle: March 22nd (note: this is subject to change)

5) What are the different request category types?
There are five different categories: Start-Up Funding, Equipment, Event, Fundraising, and Promotional.

  • Start-Up Funding Request – This category is for Student Organizations that have recently registered as a Student Organization or has reformed after being nonexistent for two years or more. This funding can only be received one time and the maximum request allowed is $300. Student Organizations requesting only Start-Up Funding will not be required to interview.
  • Equipment Request – This category is for expenses related to supporting a Student Organization with equipment and supplies for their activities. This can include but is not limited to: uniforms, athletic equipment, outdoor equipment, materials, and supplies for projects.
  • Event Request – This category is for expenses related to a Student Organization’s effort to host or attend an event. This can include but is not limited to: conference fees, event expenses, venue expenses, decorations, tournament fees, and entry fees.
  • Fundraising Request – This category is for Student Organizations that need financial assistance on supporting fundraiser(s) to sustain the organization financially for semesters to come.
  • Promotional Request – This category is for expenses related to a Student Organization’s promotional, marketing, or advertising expenses. This can include but is not limited to: general use items like stickers, t-shirts, signage, flyers, etc.

6) Who can request Start-Up Funding?
Any new organization that has recently registered as a Student Organization or has reformed after being nonexistent for two years or more can request for Start-Up Funding.

7) Who can request Equipment, Event, Fundraising, and/or Promotional?
Any registered campus organization can use one or multiple of these types of requests. See the detailed breakdown of each request type in the Appropriations Packet.

8) What/Where is the Appropriations Packet?
The Appropriations Packet is an in-depth explanation of the Appropriations process and where you will find all the resources necessary to complete the Appropriations process. It can be located at go.ncsu.edu/sgappropriations under “Important Resources & Documents.”

9) What does the interview entail?
The interview is a chance for the organization to explain the request in detail and its importance. This also allows the Appropriations Council to meet organizations and clear up any questions about the requests.

1) What are Mandatory Eligibility requirements?
All the following items are considered to be mandatory to fulfill your group’s eligibility requirements:

  • Watched the Appropriations Guide Video and received at least an 80% on the accompanying Online Quiz.
  • The Student Organization is registered and in good standing with the Office of Student Involvement. Registration status can be found online at getinvolved.ncsu.edu.
  • Turned in receipts from all previous Appropriations or verified it with Student Body Treasurer.
  • The Student Organization does not discriminate on the basis of race, sex, religion, creed, national origin, physical disability, or sexual orientation. If there are any concerns regarding discrimination by or against a Student Organization, please contact the Office of Student Involvement.
  • Additionally, the Student Organization must be in good standing as described in the Student Body Statutes, in the Treasury Policies and by Council regulations. The Student Organization must also meet the standards in the Appropriations Packet regarding non-dependency on Appropriations funding.

2) What are some other requirements to obtain funding?
After satisfying the mandatory eligibility requirements, you have to satisfy the following requirements to successfully obtain appropriations.

  • Enter the Full Name of the Organization (Strictly No Abbreviations)
  • Submit the Appropriations request online before deadline
  • Verify the accuracy of the budget or edit the budget before end of editing deadline
  • Request for Appropriations Interview time slot
  • Attend Interviews at your specified times

3) My group satisfied all Mandatory requirements except one. Is there any way I can get Appropriations?
No. Even if you miss one mandatory requirement, you will be removed from the current Appropriations process.

4) How to check if my group is an active registered student organization?
Registration status can be found online at getinvolved.ncsu.edu.

5) Where can I get help with my W-9 form?
Please direct questions about filling out the W-9 form to Student Body Treasurer Garrison Seitz (sbt@ncsu.edu).

6) Where do I find blank W-9 forms?
Blank W-9 forms can be found online: http://www.irs.gov/pub/irs-pdf/fw9.pdf.

7) What if I am unsure if my Student Organization has turned in a W-9 in the past?
Please contact Student Body Treasurer Garrison Seitz (sbt@ncsu.edu).

8) What is the deadline for submitting W-9 forms?
Required W-9 forms must be submitted by Wednesday, February 3rd at 5PM EST to receive funding. W-9 forms should be turned into the Treasury Branch Office in the Student Government Suite (Office 4251E, Talley Student Union).

1) What is a budget?
A Budget is an estimate of your revenues and expenses during a particular period of time.
Example: If you are filing your Appropriations request during the Spring 2021 cycle, you are basically requesting money from Appropriations for funds to be spent between Spring Break 2021 and Fall Break 2021 (March 21st – October 22nd, 2021). So in the budget, you need to list the estimated revenues and expenses for your organization during that time frame.

2) What is a balanced budget?
In your budget, the total revenue and expense values should match exactly.

3) What is a line item budget?
While filling your request, you need to list the revenues and expenses as detailed line items and NOT as a sentence/statement describing the whole event.

4) What is the difference between revenues and expenses?
Revenue: Any form of income to your student organization. It can be your own funds, donations, funding from Student Government Appropriations, other student fee-funded organizations, and other private sources.
Expense: The cost/money spent on items or events conducted or sponsored by your student organization.

5) Does my budget need to be balanced strictly?
Yes. Your revenue and expense figures should match exactly!

6) If I don’t know the actual prices, can I estimate higher?
No. This is called “Budget Inflation” and the Appropriations Council would find that. If you don’t know your actual prices, do research online to find the best rates or use the rates from the previous year.

7) What is the Matching Rule?
We can only match funds that the clubs themselves possess. This rule is in place to reinforce the financial sustainability of your student organization.
Example: If you request $1000 from SG Appropriations, you should possess $1000 of your own funding.

8) What is the $750 Rule?
We only recognize up to $750 of the funding from other student fee-funded organizations at NC State University.
Example: Assume that you get $1200 from UAB and $400 from IRC. So your total funding from fee-funded organizations is $1600. But for SG Appropriations, the Appropriations Council will only consider your total fee-funded organizations amount to be $750 in the revenue column for Matching purposes (See Matching Rule above). That being said, you need to list the total money obtained from all fee-funded organizations in full to balance your budget.

9) I am a new student organization. How much can I apply for?
Option-A: Since you are a new student organization, you can apply for $300 Start-Up funds where you do not need to show matching funds.
Option-B: You can apply for up to $2500 in funding just as all other organizations. However, in this case, you need to show matching funds to the amount you request from SG Appropriations.

Example for Option-B: You can apply for $300 Start-Up funding, $200 for promotional funding, and $300 for event funding. You do not need to show matching funds for your $300 Start-Up request. However, for the remaining $200 promotional funding and $300 event funding requests, you need to show your own funds of minimum $500.

10) I made an error in the budget and submitted my request. I cannot edit it now. When can I edit it again?
Bring your corrected budget during interviews.

11) What is a speaker stipend?
If you are planning to bring a speaker to an event, all expenses related to the speaker (travel, accommodation, food, gifts, etc) will fall under the speaker stipend. The maximum amount that can be appropriated to Speaker Stipend is $500 no matter how many speakers attend your event or how costly it is to manage your speaker. Additionally, honorariums cannot be funded.

12) What are the limits for Gas Expenditure and Lodging costs?
Due to current University restrictions because of the COVID-19 pandemic, Student Government cannot fund travel or lodging expenses for the Fall Break 2020 – Spring Break 2020 cycle.

13) Are there some items you do not fund?
Yes. The following are some of the items to consider.

  • Salaries for advisors;
  • Materials/funding to be directly donated to non-university students (note: Funding for philanthropy events in which proceeds are donated is allowed);
  • Trips required by or for a class;
  • Clothing items (unless they will be used exclusively as a fundraiser, i.e. selling t-shirts in the brickyard to raise money, OR they are required uniforms);
  • Food that is solely for the organization’s meetings and holds no relevance to the organization’s purpose;
  • Operational expenses (photocopying, postage, etc.);
  • Alcoholic beverages, illegal substances and tobacco; and
  • Events purely social in nature.

14) What if I need help creating a budget?
If you need any help creating a budget, you can attend a Virtual Appropriations Help Session, the dates and times for these are listed below. Additionally, you can contact Deputy Treasurer Harrison Andrews (sgappropriations@ncsu.edu) for help.

Dates, Times, and Locations for the optional Appropriations Help Sessions

  • Monday, January 25, 5:00PM – 7:00PM EST, Virtually over Zoom
  • Thursday, January 28, 5:00PM – 7:00PM EST, Virtually over Zoom
  • Monday, February 1, 5:00PM – 7:00PM EDT, Virtually over Zoom

1) What is an Appropriations Interview?
An interview is a process by which the Appropriations Council gets to meet the group in person and ask questions pertaining to their request. It is more like a discussion to get to know more about your request which might be missing from the online request.

2) Do all groups need to attend interviews?
No. If you have applied for Start-Up funding only, you will not need to schedule an interview. All other groups which have filed their request under other request types will need to interview.

3) We are a new Start-Up organization but we applied for both Start-Up funding and another type of funding request. Do we need to attend interviews?
Yes. During the interview, the Appropriations Council will only question the group pertaining to the non-Start Up funding request. However, the Council can ask questions in general about the group and their total request.

4) What is the usual agenda of an interview slot?
You will be asked to provide a very brief description about your group and will be asked to provide details specific to your various request categories. In the end, the Appropriations Council will ask some questions to clarify themselves or regarding matters not evident in the Appropriations request.

5) How long is the interview?
Normally, the appropriations interview lasts between 15 and 20 minutes. However, the time shall be mentioned while signing-up for interviews and may subject to change.

6) Can I bring updated copies of my budget to interviews?
Yes, If you made an error during the application. Send your corrected budget to sgappropriations@ncsu.edu and bring the new budget to interviews.

7) Can I make a presentation in my interview?
Yes. You should email the sgappropriations@ncsu.edu email account the day before your scheduled interview time with your presentation files. Note: Interview times will not be extended to accommodate your lengthy presentation at any instance. So prepare accordingly.

8) My presentation is a little lengthy. Will you extend my interview time?
No. You will be requested to finish your interviews within your time slot and no extensions shall be provided. We have multiple interviews happening each day so we need to stay on schedule.

9) What would happen if I did not schedule an interview time?
You will not be accommodated for interviews and will receive $0 as initial funding and with the reason – “Absent for Interviews”.

10) What happens if I miss my interviews? Will I receive a new time?
No. If you miss your interviews, you will receive $0 in initial funding and with the reason – “Absent for Interviews”.

11) How are interviews going to look this cycle because of COVID-19?
Due to the ongoing COVID-19 pandemic, all Appropriations Interviews will take place over Zoom. The Zoom link will be sent via email to you before your interview time. Please join the Zoom about 5 minutes before your scheduled interview time.