Surplus and Transfer Requests
Surplus Requests
Certain I-Fee funded organizations, including ASUO-Recognized Student Organizations and department-based programs, are eligible to request funds from the I-Fee Surplus account. This five-step process allows qualifying organizations to seek financial support for expenditures beyond what their organization was allocated during ASUO’s annual budget process.
Transfer Requests
ASUO-Recognized Student Organizations are financially accountable to the line item descriptions identified in their annual budget. Should an organization wish to spend their funds for a purpose not outlined in their current budget, they will need to request to transfer funds internally. They may also need to request the creation of a new line item within their budget.
Participation in the Surplus and Transfer Process does not exempt an organization from financial processing timelines or policies. Any requests which result in surplus allocations to ASUO-Recognized Student Organizations or funds transferred within an ASUO-Recognized Student Organization’s budget must adhere to financial policies and timelines. Student Organizations may not initiate spending unless/until they have sufficient funds available in a relevant line item of their budget.
Any requests which result in surplus allocations to ASUO-Recognized Student Organizations or funds transferred within an ASUO-Recognized Student Organization’s budget must be spent prior to June 30 (fiscal year-end).
The request process is coordinated by Student Senate with the assistance of Student Organization Financial Support.
You can also contact us on Teams @asuofinance.
How to Request Surplus Funds and Initiate Internal Transfers
STEP ONE: Discuss Request with an ASUO Officer
Required for:
- ASUO-Recognized Student Organizations requesting or transferring more than $999
- Department-based program requests (these requests must also be approved by an authorized DFC Officer)
Requestor must meet with an ASUO Senator to review and discuss their request. It is the requestor’s responsibility to coordinate this meeting. During the academic year, this step must occur before 6:00 p.m. on a Friday for placement on the following week’s Senate agenda.
STEP TWO: Submit a Request
Officers from ASUO-Recognized Student Organizations and department-based programs are eligible to submit requests. Only ASUO-Recognized Student Organizations may request internal transfers. Once received, Student Organization Financial Support will review submissions. Requests with insufficient or unclear data will be returned to the sender for correction. Requests submitted by ineligible organizations or individuals not listed as officers within their organization will be rejected. During the academic year, this step—including any revisions necessary to correct data errors—must occur before 6:00 p.m. on a Friday for placement on the following week’s Senate agenda.
Surplus and Internal Transfer Request Form
STEP THREE: Testify in Support of Request
A representative from the requesting organization or department is expected to attend an ASUO Student Senate hearing to discuss the request. A Student Senator will notify requestors by email when their request is scheduled. Requestors are welcome to arrange to attend the hearing via a virtual platform. During the academic year, Student Senate meets weekly on Wednesdays at 7:00 p.m. Requestors should be prepared to speak in support of the request at the date and time outlined in the email. Requestors are welcome to bring supplemental information, supporting documentation, and representatives from their organization to the hearing. Failure to appear or make alternative arrangements with Student Senate will result in the postponement of the request.
STEP FOUR: Receive a Senate Ruling
At the hearing, Student Senate may vote to support, deny, modify, or table (postpone) an organization's request. Senate action in support of a request is communicated post-meeting to the ASUO President, who will review Senate's decision. This may take several days to a week’s time. Requestors are welcome (not required) to reach out to the ASUO President with information in support of their request.
STEP FIVE: Final Action
Requests which have been approved by Student Senate and the ASUO President are transferred to Student Organization Financial Support, who bears responsibility for executing the fund transfer. Fund transfers take approximately five working days to appear in an organization's account. Once the funds appear in an organization's account, an officer from the organization may initiate a spending request.
Any senate action denied or vetoed by the ASUO President will pend for five days. In the event that Student Senate overrides the action vetoed by the president, this action will be communicated by Senate directly to Student Organization Financial Support, who bears responsibility for executing the fund transfer. Fund transfers take approximately five working days to appear in an organization's account. Once the funds appear in an organization's account, an officer from the organization may initiate a spending request.
Return Incidental Funds to Surplus
ASUO-Recognized Student Organizations or department-based programs funded by the Incidental Fee whose plans and expenditures have changed such that they will no longer need the incidental funds in their budget which were allocated for a specific purpose may return the excess funds to Senate Surplus. Once any incidental funds are returned, the funds may no longer be recouped by the organization.
Hours
M 9:00 a.m.–5:00 p.m.
T 9:00 a.m.–5:00 p.m.
W 9:00 a.m.–5:00 p.m.
TH 9:00 p.m.–5:00 p.m.
F 9:00 a.m.–5:00 p.m.