Organization Budget Allocation Process

The purpose of the Organization Budget Allocation process is to support the activities and initiatives of Recognized Student Organizations which contribute to community development, diversified experiences, and enhanced student life at William & Mary. This funding is allocated by the Student Assembly Organization Budget Allocation Committee throughout the year; organizations may submit budget requests on a quarterly basis, so long as the requests are made no later than the deadline preceding the anticipated event/activity. This new process was implemented for organization budget allocations starting with the 2022-2023 academic year.

Upcoming Deadlines

Funding deadlines
For Events/Spending between:	Organizations must submit requests no later than:
August 26 - October 13, 2024	Friday, April 14, 2024 (11:59pm eastern)
October 14 - December 6, 2024	Friday, September 20, 2024 (11:59pm eastern)
January 22 - March 16, 2025	Friday, November 8, 2024 (11:59pm eastern)
March 17 - May 2, 2025 (including summer conferences)	Friday, February 14, 2025 (11:59pm eastern)
Fall 2025 (late August - mid October)	Friday, April 11, 2025 (11:59pm eastern)
October 2025 - May 2026	Dates will be announced in Summer 2025

Learn More About the Organization Budget Allocation Process

It is important that organization leaders take time to learn about the process and guidelines to ensure they are submitting their requests correctly and complying with all guidelines and expectations. To assist and support organization leaders, the Undersecretaries for Finance are available through information sessions and one-on-one coaching upon request or during office hours.

Student Assembly and Student Leadership Development are hosting several information sessions throughout the semester. Both the 101 and 201 information sessions are REQUIRED. Check TribeLink Events for details. NOTE: There are two different information sessions, make sure you are attending the correct session.

Organization Budget Allocation Process 101: Learn How to Request a Budget

These information sessions will go over the process of requesting a budget, the funding guidelines (i.e. approved/restricted expenses, expectations, etc.), and tips and hints for filling out the budget request submission. This is the first step in requesting a budget allocation and must be completed prior to submitting a budget request. In order to be eligible to submit a budget request, and organization must attend this session. Only the representative attending on behalf of an organization is authorized to submit a budget request on behalf of that organization. Attendance is required once per funding year cycle (Q1-Q4)

Organization Budget Allocation Process 201: Learn How to Spend your Budget

These information sessions will go over the process of spending the organization's budget allocation. Topics covered in this session will include how to submit purchase requests and order items, contracting, and additional organization requirements. This should only be completed by organizations that have received a budget allocation. Organization financial managers/primary contacts may attend as many times as they would like; it is required at minimum once per academic year.

Office Hours

Office Hours will be scheduled at the beginning of each month and will be held in Sadler Center Room 283. Check TribeLink Events for specific dates and times of office hours. During office hours members of the Student Assembly Department of Finance will be available to answer questions and provide assistance/coaching to organizations to maximize the effectiveness of your budget requests.

Resources

TribeLink How to Guides

This resource will walk organization leaders through the process of submitting their Budget Allocation Request through the TribeLink finance module.

This resource provides step by step instructions for submitting a Purchase Request to secure goods and services using an allocated budget.

Organization Budget Allocation Process - Important Information/Guidelines Handout

This resource will provide organization leaders with process details such as guidelines (approved and prohibited expenses, restrictions and limitations), expectations for organizations, and the timeline.

Budget Pre-Planning Guide

This resource will help the organization with some pre-planning work that will make submitting the budget request a more efficient and effective process.

Organization Requirements and Resources

Organizations receiving funding from OBAC to hold events must complete the following requirements; failure to comply with requirements may result in the loss of future funding.

Organizations must advertise the event in TribeLink Events - here is a how to guide to help you list the event in TribeLink
Organizations must track attendance at the event in TribeLink - here are two resources to help you manage the event and track attendance using the mobile check-in app
Organizations must submit an After Action report within two weeks of the completion of the event

Contacts

[[e|safinance, Student Assembly Finance]] can be contacted with any questions about the process or the guidelines.

[[tribelink, TribeLink]] can be contacted with any questions about navigating TribeLink to submit the organization budget allocation request.