More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

EVENT FUNDING TIMELINE

Below is the calendar for due dates of A.S. Funding

Applications are due 5 full A.S. working weeks before your event. Please look at the deadline table to ensure you apply for funding on time. 

A.S. Office of Student Organizations Mission Statement:

The Office of Student Organizations manages all processing of AS Funding. The Office of Student Organizations is dedicated to providing equitable funding across all CSI registered student organizations while also upholding advocacy for the needs of student organizations across our campus. Under the Office of Student Life, the Office of Student Organizations places the wellbeing of Student Organizations as the center of its operations.

To maintain eligibility for funding, your student organization must satisfy a minimum of one funding principle. The funding principles are as follows:

• Appeals to a wide audience of undergraduate students

• Works to advance student interests

• Enhances student wellness

• Educates through positive learning outcomes

• Contributes to the UC San Diego community

The contents of the 2026-2027 A.S. Funding applies solely to all Undergraduate and Combined CSI-Registered Student Organizations. 

In order to receive A.S. Funds, student organizations must satisfy the following requirements:

• Undergraduate students comprise more than 50% of the principal membership.

• Registered and in Current Status with the Center for Student Involvement (CSI) for the 2026-2027 academic year.

Disclaimer

Please be aware that funds are limited. If funding is exhausted within a certain quarter, there is no guarantee more funding will be added.

A.S. reserves the final judgment in funding decisions. Any organization hosting events found in violation of Federal law, State law, local law, mandates or any University policy will be denied funding. 

A.S. FUNDING CHANGES

As the Funding Guide is updated, all past versions become null and void and current versions are available on https://as.ucsd.edu. 

Important Notes on the 2026-2027 A.S. Funding Guide

No part of this guide is intended to be up to interpretation. If you are unsure on any part of the guide, please contact the AVP of Student Organizations for clarification (avpstudentorgs@ucsd.edu). Below is some important information and common mistakes seen when applying for A.S. funding.

• The phrase “A.S. working days” will refer to a standard day of the working week, excluding all weekends, holidays, and academic breaks. 

• All Programming deadlines listed on the Event Funding Timeline are final unless otherwise stated in an official email from the A.S. Office of Student Organizations or a Listserv email from the Center for Student Involvement. 

The Office of Student Organizations Fund the Following Categories:

• Programming Funds (On-Campus Events).

  • Capped annually at $8,000 per student org, has specific limitations, all events must have a Triton Activity Planner (TAP)

• Competition & Conference Funds

  • Capped annually at $3,000 per student organization

• Operating Funds

  • Capped annually at $250 per student organization

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

PROGRAMMING FUNDS ($8,000 per Org per Year)

What are Programming Funds?

Programming funds are granted for in-person events that are open to the entire undergraduate student body at UC San Diego. Some examples of events that have received programming funds include general body meetings, study jams, concerts, speaker events, and cultural shows. 

To better allocate funds to student organizations throughout the 2026-27 Academic Year:

Each student organization is eligible for a total of $8000 in programming funds for the entirety of the 2026-27 academic year, defined as Week 0 of Fall Quarter 2026 up until the end of Finals Week of Spring Quarter 2027 

The maximum funding allocation per event is $5000. To request an exception, see Student Organization Funding Maximum Policy. A maximum of $200 of the total approved amount can be allocated towards flyers or promotional materials:

Events funding is granted up to a maximum of $10.00 per expected student attendee and $5,000 per event.

TRITON ACTIVITY PLANNER (TAP)

A Triton Activities Planner (TAP) must be submitted for any on-campus event utilizing A.S. Programming Funds. If a TAP is not submitted, or if an event is canceled on TAP, A.S. funding for the event may not be used and will be returned to A.S. Further, VC-SACL Divisional Business Services is unable to process reimbursements for events without a completed TAP. 

Please visit tap.ucsd.edu to complete your TAP. If you have any questions regarding the TAP process, please contact your CSI Student Organizations Advisor.

DON’T FORGET – You must begin a TAP  with proof of venue reservation confirmation at a minimum of 21 days prior to your event date and submit for review no later than 14 days prior to your event!

What are the requirements to receive Programming Funds?

1. The applying student must be a principal member of the organization.

2. List the estimated number of students attending your event, that does not exceed the room set-up.

3. Price estimates for all items. (If you seek funding for tip/tax, it must be listed and provided by the vendor. Tips for delivery services will be limited to 15%).

4. Room confirmation/temporary hold clearly showing the following:

   1. Name of event

   2. Name of Student Organization

   3. Date and time of event

   4. Room capacity

      1. Confirmation or proof of temporary hold that the room is reserved for said date and time. Failure to attach room confirmation / proof of temporary hold will lead to an application denial. 

5. The Organization must use a A.S. Sponsor Logo for event marketing and use the A.S. Check in form at check in.(Found here: https://bit.ly/ASOrgResources)

6. Your event must be open and accessible to all UCSD undergraduate students in all ways.

7. Event guests must only be UC San Diego Students, Staff, Alumni, or Faculty.

8. Your event must not charge any fee to UCSD affiliates.

9. Only UC San Diego Undergraduates may receive A.S funded items.

Should your expected attendance be higher than the room capacity listed, A.S. will only fund your student organization for the room capacity. For example, if your event will have 300 students, but your room only holds 50, A.S. will only fund your event for an expected 50 students. 

Your event cannot charge admission, attendance fees, mandatory donations, or any other required fiscal contribution towards UC San Diego Students. No money given to your student organization by A.S. can go toward permanent items. Failure to comply with these rules will lead to automatic denial of funding and penalization for student organizations found in violation.

ITEMS AND SERVICES A.S. FUNDS

• Food[1][2]

• Activity-Oriented Items [2][3]

  • Arts and Crafts:

    • Temporary items that will be distributed to students and/or disposed of after an event

      • Examples:

        • Dye, canvas, art paper, blank bags, blank t-shirts for arts and craft, wood blocks, beads, string

    • Workshops

      • Workshop Materials such as Wood or Metal.

      • A.S. will not fund permanent tools.

• Marketing Materials[4] ($200 per event max)

  • Flyers (no Geisel or ETS printing)

  • Posters

    • Under no circumstances can posters that are printed with A.S. funding be sold.

• Venue Fees

  • Room Rental Fees

  • Event Services

    • Examples include:

      • Table, chair, and tablecloth rentals.

      • Equipment rentals that enhance the experience of an event.

      • UCEN Tech Fees.

      • Professional services, including the hiring of an A.S. approved vendor.

      • Security Fees.

    • Photography Services:

      • A.S. Funding for photography services may only be exclusively granted toward the Triton Photo Studio: https://tritonphoto.ucsd.edu/book/index.html

• Performance Agreements

  • Speaker/Performance Agreements

• Price estimates for performance agreements must include a clear description of the activity the performer is agreeing to alongside a quote.

  • A.S. will not fund lodging fees

[1] While Food will be funded based on funding requests, the Office of Student Organizations reserves the right to deny overspending (i.e. reasonable serving sizes correlated to # of attendees, requesting 80 servings for 20 attendees).

[2] Student organizations must purchase a quantity equal to their expected attendance, and must distribute ALL items to event attendees. 

[3] Events requesting items under ‘Arts and Crafts’ must clearly outline the activity in Part B - Event Information in the Programming Funds Application. Note: any damages and cleaning charges would be billed.

[4] Physical Flyers, Posters, and Digital Posts must contain the A.S. Sponsored logo on the design. It must be located on the primary face of the asset and cannot be hidden. Logos can be found here: https://bit.ly/ASOrgResources 

ITEMS AND SERVICES A.S. DOES NOT FUND

• Apparel, Non-essential items or services and Gifts and giveaways

• Chemicals, Flammable Items, or Purchase/rental of firearms

• Decorations, Flowers/Plants, Paint (house paint or canned paint)

• Reusable Items, Reusable name tags, Stamps or postage, Styrofoam

Purchase Fees

• “Rush” Delivery Charges, Membership Dues, Fines/Violations

• Parking Permits and Reserved Spaces

• Scholarships

Event Fees

• Events that charge admission fees to UCSD Affiliates or Vendor Fees

Event Locations

• Anything off of UCSD Campus Main (including Off-Campus, Birch Aquarium, Medical Campus, Hillcrest campus, Challenge course, Park & Market, Chula Vista satellite campus, etc.)

• Events away from easily accessible foot traffic

Vendor/Services

• Alcohol, Services/Labor provided by UCSD Students, Third-party legal or financial services, or Website hosting.

Times:

• A.S. will only fund events occurring within the academic year (no funding given towards breaks) and will not fund “Finals Week” events across Fall, Winter, and Spring Quarter.

Student Organization Funding Maximum Policy

Flagship Event Funding

What is a Legacy Event?:

A unique Registered Student Organization Event that supports at least 200 student attendees that is being held (annually), within the same quarter each year. Legacy events get access to various funding opportunities intended to support student life. 

Eligibility 

• An org may only request 1 event per year to be considered legacy

• The event must have been held in a specific quarter for 2+ years

• Must be in good standing (Met attendance expectations on prev. events)

• No previous major policy violations in past funding cycles

• Demonstrated Impact

  • Strong and Consistent Attendance with Campus-Wide Engagement

• Financial Responsibility

  • History of accurate budgeting and post-event reporting

How to apply for an event to be considered for Legacy Event Funding

Organizations must apply with the Office of Student Orgs. Flagship Events must be detailed via to avpstudent@ucsd.edu in tandem with applying for a programming fund application. You can file  25 to 180 days prior to the event occurring. Details should include aspects such as the amount of years that the event has been running, attendance trends, past budgets and funding sources, and a statement on how this event impacts campus life.

Benefits of Legacy Event Funding Status

• Flexibility in the A.S. Attendance Form

  • Legacy events are allowed to use a different form of attendance verification other than the A.S. Attendance Form. Must be cleared with AVP of Student Orgs when the org applies to have an event be considered legacy.

• Increased Support for Special Appeals

  • Flagship events that have shown a continuous and consistent impact on UC San Diego Student Life will be more likely to be considered for A.S. Funding Maximum or Non-Affiliate appeals.

• Expanded Programming Fund Categories

  • Flagship Events can receive up to $300 in marketing materials such as flyers/posters

  • Flagship Events can receive up to $400 for decor within following limitations:

    • Decor focused around Art, Cultural, or Thematic Displays

    • Decor that would increase attendee engagement  

    • Decor relevant to increasing attendee engagement

      • Subject to A.S. for Final decisions on Decor approval

  • Event Memorabilia

    • Branded Event Souvenirs

• Pens, Pencils, Stickers, Booklets, Lanyards, Etc.

• Each student organization may only fund items in the ‘Event Memorabilia’ category up to a maximum of $2.50 per expected attendee. 

Reminder on Qualifications

Legacy Events are supported due to their high impact on student life and proven responsibility with funding. Organizations found in violation of policies with legacy requirements or other programing requirements will be suspended from applying to A.S. Funding until A.S. decides otherwise.

Special Appeals – Funding Maximum & Attendance Appeal Exceptions:

• Each quarter, A.S will provide the opportunity for organizations to request adjustment to their programming funds maximum and non-affiliate attendance requirements.

Funding Maximum Appeals [1]

• In the case that an Organization decides they would like to use more than their $8,000 per academic year funding limit or more than their $5,000 per event funding limit, they must request a Funding Maximum Appeal

  • In order to file an appeal, a Student Organization must make a presentation that details the following factors:

    • The EXACT increase of funding limitations in regards to their programming fund limits or an event limit.

      • Appeals will not be accepted for “Rough Estimates”. It is fine to be slightly off in certain circumstances but appeals must be as exact as possible.

    • A breakdown of where these funds will go towards.

    • A detailed description of why the increase of funds is necessary for your organization.

    • Proof of an organization working towards external funding resources. (sponsorships, fundraising, etc.)

    • Presentations will be collected by Week 4 of the quarter where the A.S. Finance Committee will review all appeal submissions in accordance with the Office of Student Organizations. 

Non-Affiliates Attendance Appeal [2]

• In special circumstances, organizations may request that their event is open to non-UCSD Affiliates(Students, Faculty, or Staff) WITH specific and strict guidelines. The following guidelines include:

  • The event has a REALISTIC expected attendance of 200+ UCSD students to appeal.

    • This requires the organization to primarily market to and support UCSD undergraduate students.

  • The event charges at least $5 per non-UCSD Affiliate Attendee OR pays a flat rate charge rate post event at $5 x non-affiliate that will be sent back to A.S.

  • That an organization’s event does not have an inherent risk to public safety.

  • An explanation of why the event’s public attendance would positively impact campus and its community.

    • An ideal example would be an event that has previously impacted UCSD Students with documented proof, now attempting to appeal to the public, to do such things as bringing more sponsors on campus, highlighting the academic accomplishments of UC San Diego, or showing how such change can help support the organization financially in the future.

• Please note that all appeals are up to A.S. for Final say. The Associated Students Finance Committee will vote to approve or deny appeals based on the following factors:

  • Necessity of Increase

  • Demonstrated Exploration of Alternative Funding Sources

    • Has the student organization invested significant effort into finding alternate funding sources? 

  • Student Organization A.S Funding History

    • Does the student organization have a track record of adhering to A.S Funding Guidelines?

    • Does the student organization have a track record of reaching expected attendance?

  • Value Given to UC San Diego Students

    • What funding maximum for this student organization would deliver the most value to students?

    • Would this event prioritize the impact given towards UCSD undergraduates?

• Adjustment requests should specify all of the following that apply to the student organization for the quarter following appeals:

  • Adjustment requests for the $8,000 annual programming funding maximum

  • Adjustment requests for the $5,000 event funding maximum 

    • The event attendance must exceed 500

• No late or make-up appeals will be considered.

Notes on Programming Funding Allocations:

• Funding for student organizations is not guaranteed as they are distributed on a first-come, first-serve basis. 

• Funding is based solely on the expected number of UCSD undergraduates attending the event. 

• Repeated or significant failure to meet expected attendance will be met with penalization.

Attendance Verification:

• To ensure accurate attendance reporting, A.S mandates organizations to fill out PEEFS (Post-Event Evaluation Forms) and distribute the A.S Event Attendance Verification Form to all attendees. The attendance verification form can be found at https://forms.gle/d6YW4iVwPnwRLKw26 , and the QR code can be found at https://drive.google.com/file/d/1qwRI-n-3Gi1xCzjVKyNXX_JG5KOqhYgP/view?usp=sharing

• Associated Students Attendance Verification Form

  • This form must be distributed to all attendees of an A.S funded event. The form must be distributed physically through QR code display or by distributing the link to attendees.

• All responses must be solicited during the event. 

New Student Organization Amnesty 

The Office of Student Organization understands that the process of applying to A.S. funding is complex, especially for Organizations applying for their first time. Student Organizations applying to A.S. funding for their first time will be given eligibility amnesty (meaning any punitive actions for missing eligibility requirements will be forgiven) if attendance records are not met.

PRICE ESTIMATES (PRICE QUOTES AND INVOICES):

A price estimate is any written documentation from a vendor stating the cost of the good or service. Price estimates should be as detailed as possible, displaying the exact price for each of the goods or services as well as the vendor’s information. Price Estimates must be attached to a funding request. 

Acceptable forms of price estimates include but are not limited to:

1. An email invoice from vendor

2. Formal itemized documentation or receipt from vendor (e.g., PDF)

3. Photos of the menu with prices and selected items marked or circled in the image (Using this option will not account for tax).

FUNDING REQUEST PROCESS

Applying for Programming Funds:

1. Visit https://finance.ucsd.edu

2. Hover over the finance tab on the top and select Apply for Funding

3. From this site, hover over the finance tab and select login

4. Enter your Student SSO information

5. Enter all information as requested including details about your event and items you are requesting for funding. Upload room confirmation documentation and all supporting price estimates for each item.

6. Submit your application by the deadline listed in ‘Event Funding Timeline’

Multi-Day Event Applications:

A.S. understands that some events last several days. Please request each day as if it is a separate event. All documents must have the correct date listed for the event. All other rules apply.

SYSTEM ERROR DISCLAIMER:

1. No late funding requests will be accepted unless there is a verified system error. 

2. If you believe you are encountering a system error, please contact the AVP of Student Organizations at avpstudentorgs@ucsd.edu 

Programming Funding Appeals Process:

Should you be dissatisfied with a funding application rejection or reduced allocation, you may be eligible to appeal the decision. Only programming funding requests can be appealed. If you have any questions, please contact the A.S. Office of Student Organizations at avpstudentorgs@ucsd.edu.

You can file an appeal via the Original Application on the Finance Site

Appeals will not be reviewed under the following circumstances:

1. If your event has been postponed from the date listed in the initial request.

2. If your initial funding deadline was missed.

3. If your funding request is for $5.00 or less.

PAYING FOR YOUR EVENT

Vendor payments:

In many cases, an off-campus vendor who is operating on campus, cannot be reimbursed. Instead, these vendors require purchase orders to be submitted. If you or your vendor has any questions on payment, your Student Life Business Office (VC-SACL Divisional Business Services) Fund Manager can answer all questions. All vendor payments made through your VC-SACL Divisional Business Services Fund Manager require an official order/invoice from an approved vendor to your Triton Activities Planner (TAP) event.

• Food Services

  • Food orders can be drop-off, pick-up or delivery. Food orders may be reimbursed or processed by your VC-SACL Divisional Business Services Fund Manager depending on the vendor.  (Please contact your VC-SACL Divisional Business Services Fund Manager).  Food orders exceeding $1,000 are recommended to be purchased through your VC-SACL Divisional Business Services Fund Manager, but can be reimbursed.

  • All service vendors (any type of service other than food) require a Purchase Order and must be selected from the university’s approved vendor list. These expenses cannot be paid out of pocket or reimbursed. Your Fund Manager must submit a Purchase Order on your behalf, regardless of whether you have approved funding or choose to pay yourselves.

• Non-Food Services (party rentals, photographers, etc.)

  • All university-approved service vendor purchases of any dollar amount require a purchase order.

If your organization is approved for funding and chooses to pay for an order yourselves (non-service) or use a non-approved food vendor, a reimbursement form must be submitted within 14 days after the event. Reimbursements not submitted by the 14-day deadline will be denied.

Any reimbursement must be submitted by a Principal Member. Principal Members must be registered for payment through either Concur (current student workers) or PaymentWorks (non-student workers).

It is highly recommended that at least one Principal Member is registered for payment to avoid delays. Please reach out to your Fund Manager for the registration link.

DESCRIPTION OF FUNDING STATUSES

When logged into the A.S. finance website ( https://finance.ucsd.edu), you can view the status of your application as it moves throughout the review process. The following are statuses you may see on your application and their explanations.

• Submitted: Application has been successfully submitted for review.

• Under Review: Under initial review by the Student Organization Funding Advisory Board (SOFAB).

• Changes Needed: Changes are needed to the application for approval. Details about what exact changes are needed will be stated.

• Final Approval: Final approved by the AVP of Student Orgs

• Denied: Denied after review by SOFAB and AVP of Student orgs

• Appeal Under-Review: Appeal is under review by the AS Finance Committee. 

Admission Fees and the Sale of Items:

Per UC policy, A.S. cannot fund events that charge admission fees to UCSD students in any form. Furthermore, event attendees cannot feel obligated or pressured to donate funds in order to attend or while attending an event. Student organizations are prohibited from charging any fees, even if the fee will be later refunded. Student organizations may not, under any circumstance, sell items or services that A.S. Programming Funds were used to purchase. 

Change of Item/Service:

A.S. will not adjust the amount of money given to an organization if they switch goods.  A.S. understands that the items funded may not be the exact same ones listed in your funding application. If the item change is comparable, such as two foods being interchanged, there is no issue switching which item is purchased. However, if the new item is not comparable to the original one, such as changing between a food item and a vendor rental, your organization must submit new documentation or vendor prices to A.S. All requests and documentation relating to non-comparable goods should be emailed to avpstudentorgs@ucsd.edu.

Performance Agreement Fees:

Performance Agreements are funded as contracts rather than reimbursements or purchase orders. When student organizations violate any portion of A.S. Funding Policies, A.S. cannot rescind Performance Agreements as they are contracts from the University. Therefore, when a student organization has used A.S. funds for performance agreements and violated a specific portion of A.S. Funding Policies, the student organization’s funding will automatically be rescinded for the rest of the academic year

Event Changes:

Once funding has been approved, items must remain within the category in which they were approved. Any adjustments require approval directly from AS.

The only exception is for internal university expenses (e.g., AV Tech, facility fees, FM keys or irrigation). Your organization may reallocate funding to cover these expenses, provided that pending orders have not yet been paid or processed, without needing AS approval.

No Show:

Student Organizations that fail to host the event without warning to A.S., CSI, and VC-SACL Divisional Business Services prior, will be suspended from A.S. Funding for the year

Event Advertising:

Any event that receives A.S. funding must be advertised to the UC San Diego undergraduate population. This may constitute emails, chalking classrooms, library walk, social media ads, etc. If A.S. feels as though your student organization did not make a good faith effort to advertise, further funding may be rescinded from your student organization. Any printed/digital/online promotional materials must show the A.S. Sponsored logo in a clear and visible location. The A.S. Sponsored Logo can be located at this link: https://bit.ly/ASOrgResources

• IF an organization has a digital post with the AS Logo, then they may request to do a collaborative post via the Office of Student Organizations Instagram to help highlight the event and push it to a wider audience. No generative AI graphics/illustrations will be accepted and/or reposted by the office.

Co-Hosted Events:

Student organizations cannot submit multiple Programming Funds applications for an event - even if an event is located at multiple locations throughout the day. . There must be one leading student organization per day for a co-hosted event. The leading student organization must submit the A.S. programming funds application,  create, complete, and submit the TAP,  request the space reservations, and be the point of contact for A.S. All funding will be awarded to the leading student organization. Failure to abide by these principles may result in penalization for all student organizations involved in the co-hosted event. All other funding rules still apply. Please contact your VC-SACL Divisional Business Services Fund Manager and CSI Student Organization Advisor for help with co-hosted events.

Awareness Events:

These events are hosted with the specific intent of raising awareness for a cause or philanthropy. Students at these events must not feel pressured to donate. A donation box may be present, but it cannot be near the entrance or high traffic areas. An event cannot convey that it is a philanthropy with its name or advertising (ex: Fundraising for XYZ). These may not have an admission fee.

These events can receive Programming Funds from A.S. The money received does not need to be repaid after the event. However, any funding given to an awareness event must be used for non-permanent goods going directly back to UC San Diego students. 

Pure Philanthropic Events:

A Pure Philanthropic event is anything that doesn’t fit into the prior criteria. If the event pressures students to donate, the event has an active donation box at the door, has an admission fee or charges students to participate in the activities at the event then it will not be eligible for funding.

Probation and Penalizations:

If a student organization is found in violation of these policies, A.S. reserves the right to penalize a student organization and remove its ability to receive further A.S. funding

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

WHAT ARE OPERATING FUNDS?

Operating Funds for the 2026-2027 academic year are $250 per student organization, which all registered student organizations receive to purchase items not covered by Programming Funds. There is a limit to the amount of Operating Funds available (first come, first served basis). 

Please note:  Operating Funds are reimbursement only. If the item you wish to purchase is not listed above, it is highly recommended that you reach out to your Fund Manager prior to purchasing to ensure it qualifies.

Operating Funds are limited to the following items:

• Flyers, posters, banners, tent covers, blue tape, yarn, string, zip ties

• AS Graphic Studio and Triton Photo Studio

• Facebook, Instagram, Snapchat ads/filters

• Print materials not specifically denoted such as brochures, pamphlets, and other printed items

• Adverts in the Center for Student Involvement’s Get Involved Magazine

• Pop-up tents and tablecloths

• Any software/program (monthly subscriptions only) that assists your organization with its operations: Adobe, Zoom Webinar License, etc.

Examples of items ineligible for Operating Funds: Apparel, annual/yearly subscriptions, website domain, power tools, laptops and other general items that could be used by sole individuals.

FUNDING REQUEST PROCESS

Contact your Fund Manager at https://slbo.ucsd.edu/fund-management/team/index.html for assistance accessing the operating funds and making purchases.

OPERATING FUNDS POLICIES

• Any costs exceeding your operating funds must be covered by your own student organization’s funds.

• Printing using the Geisel Library Print Station will not be covered

• The deadline to apply for 2026-27 is Friday, April 23rd,2027

The Interest Free Programming Loan Has been Retired. 

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

What is a Competition and Conference Fund?

Competition and Conference funds are made available to student organizations looking to participate in events outside of UC San Diego. Student organizations can receive Competition and Conference funding for any number of events throughout the year. The maximum amount of funding you can receive for all events during the 2026-2027 academic year is $3,000. Funding is on a first come, first served basis.

Guidelines of Competition and Conference Funds

• Competition and Conference funds cover the following categories:

  1. Competition Registration Fees

  2. Conference Registration Fees

  3. Lodging Fees

  4. Travel Insurance

  5. Transportation from a third-party vendor (ex. Airfare, bus)

• A.S. will not provide funding to student organizations attending events that occur in part or in whole during Winter Break, Spring Break, or summer vacation. All travel must be completed by the final day of each quarter. See the administrative calendar on UC San Diego Blink for more date information: https://blink.ucsd.edu/instructors/resources/academic/calendars/2026.html

• A.S. funds may not be used for lodging expenses in single family homes, Air B&Bs, Bed and Breakfasts, condominiums, apartments, or any other home-sharing or peer to peer rental services.

• Student organizations seeking reimbursement for travel must use a third-party vendor. A.S. will never pay for any travel expenses involving student drivers in any capacity.

All charter bus arrangements must be made through the VC-SACL Divisional Business Services. If you are using a chartered bus contact the VC-SACL Divisional Business Services before making arrangements. These expenses will never be handled through reimbursement and instead will be handled via purchase order by your VC-SACL Divisional Business Services Fund Manager. 

Additional Tournament and Competition Funding Information and Policies:

All travel for tournament and competition must happen within the contiguous United States, Alaska and Hawaii. 

The individual who signed (including an electronic signature) the Tournament and Competition request form may be personally subjected to A.S. funding penalties if it is determined that information provided on the request form was misrepresented.

COMPETITION & CONFERENCE FUNDS REQUEST PROCESS

If your organization meets the prior guidelines and you are a Principal Member, follow the steps below to apply. 

1. Go to the Finance Website at finance.uscd.edu. In the drop-down menu, select apply for funding and login with your SSO.

2. Select Create New Competition and Conference Application to create the request

3. Attach Vendor Documentation for ALL items and costs that you are requesting. This includes price estimates or website screenshots for all information such as travel insurance, lodging, and competition/conference fees.

4. Attach any other information about the event your organization is attending. This includes invitations, event websites, etc.

5. Submit your competition and conference application no later than 25 A.S working days prior to the first day of the conference/competition  at 11:59 PM. If that date falls on a non A.S. working day, it must be submitted by last Friday prior to the 25-day deadline at 11:59 PM. No exceptions will be made to this deadline no matter what. Should you miss this deadline, your application is denied.

What to do if your funding is approved:

Pre-Travel:

All traveling members must review the following website: getinvolved.ucsd.edu/one-stop/events/travel.html

1. Determine a principal member group leader and finalize who is participating

2. Register for the event and begin making authorized purchases (save all receipts)

3. Complete and submit the Conference/Competition Request Form available at https://slbo.ucsd.edu/fund-management/student-organizations/tournament-competition/index.html  no later than 7 days prior to the event start date. Reimbursements not submitted by the deadline will be denied. If you have any questions, please reach out to your Fund Manager prior to submitting your reimbursement so they can review the correct process with you.

   1. Individual or Group Waivers

   2. Travel Insurance Certificate

   3. Original receipts for approved items and expenses

4. Payee Set-up Process:

   1. All students who are non-UCSD employees must register in PaymentWorks to be reimbursed.  If not already registered, please contact your Fund Manager to receive a registration link.

   2. Current and former student employees must assign their Fund Manager as a delegate in Concur to be reimbursed.

• For any questions about what these documents are or how to submit them, please contact your VC-SACL Divisional Business Services Fund Manager BEFORE the deadlines.

Post-Travel:

1. Provide group leader with final itemized receipts including proof of payment for each purchase

2. Calculate final reimbursement amounts for each payee based on the amount funded

3. Your VC-SACL Divisional Business Services Fund Manager will review and approve your final submission to close out your request, and contact the group leader as needed.

4. A PEEF (Post Event Evaluation Form) must be submitted to A.S. within ten A.S. working days of the tournament and competition ending.

Additional Tournament and Competition Funding Information and Policies:

• All travel for tournament and competition must happen within the contiguous United States, Alaska and Hawaii. 

• The individual who signed (including an electronic signature) the Tournament and Competition request form may be personally subjected to A.S. funding penalties if it is determined that information provided on the request form was misrepresented.

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

This section is currently retired

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

Addendum

A.S. and College Council Elections: Events receiving A.S. funding may not be used to support any candidate. 

Authority: Programming Funds, Competition and Conference Funds, Operating Funds, and Annual Event Funds fall under the regulation of the A.S. 

Availability of Funds: Please be aware that A.S. has a limited source of funding. Funding may be denied due to budget exhaustion.

FAILURE TO ABIDE BY ANY POLICY STATED IN THE A.S. FUNDING GUIDE JEOPARDIZES FUTURE FUNDING REQUESTS

Resources

CENTER FOR STUDENT INVOLVEMENT (CSI)

The CSI Advising Team supports student organizations in a variety of ways including advice on organization registration, event planning, the Triton Activity planner, university policies, goal setting, and more! The Center for Student Involvement is located on the 3rd Floor of Price Center East. Visit CSI’s website https://getinvolved.ucsd.edu/org-toolkit/index.html for more information.   

VC-SACL Divisional Business Services

VC-SACL Divisional Business Services Fund Managers can help with event purchases, expenses, and reimbursements. If a vendor has questions on how or when they will be paid by the University, please check with your VC-SACL Divisional Business Services Fund Manager before responding. VC-SACL Divisional Business Services Fund Managers can assist with:

• Reimbursements for out-of-pocket expenses (Payment Request Form)

• Payments to on-campus and off-campus pre-approved vendors

• Travel-related expenses

• Access to Operating Funds

• Recharge forms for making on-campus purchases at the Bookstore and Imprints

• Deposits to and withdrawals from student org on-campus accounts for event-related purposes

• Providing available balances in Gift and Student Organization on-campus accounts that can be used for on-campus events

VC-SACL Divisional Business Services Contacts

• Jason Avalos, Registered Student Orgs A-F, jmavalosmorfin@UCSD.EDU

Schedule a meeting: https://calendly.com/javalosm

• Alma Gallegos Osorio, Registered Student Orgs G-O, agg024@ucsd.edu

Schedule a meeting: https://calendly.com/agg024

• Kevin Antonelli, Registered Student Orgs P-Z, kantonelli@ucsd.edu

Schedule a meeting: https://calendly.com/kantonelli

Visit https://slbo.ucsd.edu/fund-management/student-organizations/index.html for more information

OTHER ON-CAMPUS RESOURCES

• College Councils: Contact your college’s Dean of Student Affairs

• Student promoted Access Center for Education and Services (SPACES) (spaces.ucsd.edu)

• Student Sustainability Collective (studentsustainability.ucsd.edu)

• University Centers Advisory Board (UCAB) for tech fee subsidies (ucab.ucsd.edu/TechFeeWaiver.aspx)

• Vice Chancellor for Equity, Diversity, and Inclusion (https://diversity.ucsd.edu/centers-resources/funding.html)

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

CENTER FOR STUDENT INVOLVEMENT (CSI)

The CSI Advising Team supports student organizations in a variety of ways including advisement on organization registration, event planning, the Triton Activity planner, university policies, goal setting, and more! o The Center for Student Involvement is located on the 3rd Floor of Price Center East. Visit CSI’s website https://getinvolved.ucsd.edu/org-toolkit/index.html for more information.   

STUDENT LIFE BUSINESS OFFICE (SLBO)

SLBO Fund Managers can help with event purchases, expenses, and reimbursements. If a vendor has questions on how or when they will be paid by the University, please check with your SLBO Fund Manager before responding. SLBO Fund Managers can assist with:

• Reimbursements for out-of-pocket expenses (Payment Request Form)

• Payments to on-campus and off-campus pre-approved vendors

• Travel-related expenses

• Access to Operating Funds

• Recharge forms for making on-campus purchases at the Bookstore and Imprints

• Deposits to and withdrawals from student org on-campus accounts for event-related purposes

• Providing available balances in Gift and Student Organization on-campus accounts that can be used for on-campus events

SLBO Contacts

• Jason Avalos, Registered Student Orgs A-F, jmavalosmorfin@UCSD.EDU

Schedule a meeting: https://calendly.com/javalosm

• Alma Gallegos Osorio, Registered Student Orgs G-O, agg024@ucsd.edu

Schedule a meeting: https://calendly.com/agg024

• Kevin Antonelli, Registered Student Orgs P-Z, kantonelli@ucsd.edu

Schedule a meeting: https://calendly.com/kantonelli

Visit https://slbo.ucsd.edu/fund-management/student-organizations/index.html for more information

OTHER ON-CAMPUS RESOURCES

• College Councils: Contact your college’s Dean of Student Affairs

• Student promoted Access Center for Education and Services (SPACES) (spaces.ucsd.edu)

• Student Sustainability Collective (studentsustainability.ucsd.edu)

• University Centers Advisory Board (UCAB) for tech fee subsidies (ucab.ucsd.edu/TechFeeWaiver.aspx)

• Vice Chancellor for Equity, Diversity, and Inclusion (https://diversity.ucsd.edu/centers-resources/funding.html)

More Accessible Funding Guide Doc Here: https://docs.google.com/document/d/1p-3w0j9jK3gQ4tb0S1gxf8ozba1lTRGvTCiB1ZDlKjM/edit?usp=sharing

We strive to be dependable student representatives for you and your organization. If you or your student organization has any questions about the rules set here, suggestions for the funding guide, or just wants advice on events in general, please do not hesitate to reach out. 

Finally, we sincerely thank all of the hardworking officers who lead our student organizations. Your dedication to creating opportunities for students to find their community on campus is truly appreciated and does not go unnoticed.

Best of luck with all your endeavors in the 2026-27 year!

All the best, 

Chris Kreins

Associate Vice President of Student Organizations