Step-by-Step Process
to Apply for 
UOFC Funding

I.        Registration
II.       UOFC Bylaws
III.      UOFC Funding Application
IV.      Receipt Submission Policy
V.       Check Pick-Up
VI.      Contact Information

I.    REGISTRATION

1. Click on “Registration with YCDO” or go to https://apps.students.yale.edu/uor/newOrg.do.
2. Sign in with your Yale Net ID and password. 
3. Proceed with filling out the application.  
4. Get a TAX ID # to start a new independent bank account in the name of the new organization.
5. Once your organization is registered with the YCDO, your organization’s name will appear on the Official List of Undergraduate Organizations (https://apps.students.yale.edu/uor/RegisteredOrganizations).

• Check to make sure your organization’s name is on this list.
• Click on “Check to See” on the UOFC homepage or go to https://apps.students.yale.edu/uor/RegisteredOrganizations.
• Search through the site for your organization’s name. If it appears on the list and you are registered with YaleStation, then your organization will be eligible for UOFC Funding.

Registration with YaleStation

1. Click on “Registration with YaleStation” or go to http://yalestation.org/groups/register.
2. Proceed with filling out the application.  
3. Once confirmed, you will have your YaleStation site, which will be www.yalestation.org/~[your_organization’s_alias].

***Once your organization is registered with the YCDO and YaleStation, you can proceed with applying for UOFC Funding.*** 

1. Organizations can be awarded up to $600 per semester or $1200 for the whole year.
2. New organizations are limited to $300 maximum per semester.
3. New organizations, organizations that have not applied in the past two (2) years, or organizations that are applying for $1200 or more must come to a mandatory interview with the UOFC board. 
4. Restrictions to UOFC Funding include honoraria, prizes, publicity give-aways, student travel, etc.   

III. UOFC FUNDING APPLICATION

After being registered with both the YCDO and YaleStation and having read the UOFC Bylaws, you can proceed with applying for UOFC Funding.

Online Application

1. Go to your organization’s YaleStation website (www.yalestation.org/~[your_organization’s _alias]).
2. If your organization’s YaleStation website is wired to “redirect” to your own www.yale.edu website, then click “abort re-direct.”
3. Then click on the “Finance” Tab located on the left side of the screen. Make sure that you have filled out the “Member” and “Calendar” sections of the YaleStation website.
4. Follow the directions of the application closely.
   
   ***NOTE: For the “Expenses” section, you must list ALL expenses, even if the UOFC cannot fund them. This is so that your UOFC liaison can better represent your group at the UOFC Funding Meetings. Also, make sure to itemize ALL expenses. Follow the examples in the application.

   For the “Comment” section, you should include the dates and short explanations of the events that have been / will be hosted throughout the semester. In this section, you can also include other pertinent information that can help your UOFC liaison better represent your organization.***

5. “Submit” the application and go back to UOFC homepage (www.yalestation.org/~ycc/~uofc) to fill out the Receipt Submission Form.

Alternate Application

1. If the online application does not work, then click on “How to Apply to UOFC” on the UOFC homepage.
2.  Copy and paste the format into Word.  
3.  Fill in the appropriate information.   
4.  Email the application as an attachment to the UOFC Chair, Rose Jia, at rose.jia@yale.edu by the UOFC Funding application deadline.  

IV. RECEIPT SUBMISSION POLICY

All receipts with the Receipt Submission Form substantiating UOFC Funding must be submitted by the Semester Receipt Submission Date (set by the UOFC Chair). If UOFC funding is not substantiated, your organization will lose eligibility for funding for the subsequent semester.

Receipt Submission Form

1. The Receipt Submission Form is found on the UOFC Homepage. It is in a word and pdf format.
2. Open the document.
3. Fill in the appropriate information.  
4. Write the date of the UOFC Funding Meeting, not the date of the Funding Deadline.   
5. If some receipts are missing, you must note in the column “Reason No Receipt” the reason your organization is unable to provide the appropriate receipts to substantiate UOFC funding.   
6. Attach the appropriate receipts to the Receipt Submission Form.   
7. Put both the receipts and the Receipt Submission Form in an envelope with the following information clearly marked on the outside
   
   --Organization’s name
   --UOFC Meeting Decision Date UOFC
   --Liaison name
   --Organization’s contact name (Treasurer / Business Manager)
   --If there is a check inside, note: “check included”
   
8. Submit the envelope to the Receipt Submission Box in SSS 110 (located on Grove St. and Prospect St.). Office hours are Monday through Friday, 9am to 5pm.
   

Reimbursement Receipts

Reimbursement receipts are receipts for expenses that have been incurred before the UOFC Funding Decision was made. These receipts correspond with the “Reimbursement” expenses listed in your organization’s UOFC Funding application.

Reimbursement receipts must be submitted to the Receipt Submission Box by 5pm the day of the UOFC Funding Meeting.

Anticipated Receipts 

Anticipated Receipts are receipts for expenses that have not yet been incurred by the time the UOFC Funding Decision is made. These receipts correspond with the “Anticipated” expenses listed in your organization’s UOFC Funding application that were funded by the UOFC.

These receipts must be submitted by the Semester Receipt Submission Date.   

V.   CHECK PICK-UP

Letters

After reviewing the application, your organization will receive an Award, Reject, or Table Letter.

1. Award: this means your organization was awarded a specific amount for specific items. It includes how much was funded, what was funded, check pick up times, receipt submission policy, and other pertinent information.  
2. Reject: this means your organization was not funded because of a series of factors. For example, not enough information, not completely itemized, or did not comply with the Receipt Policy, etc.  
3. Table: this means your organization provided information, but not enough for us to make a decision on your application. Thus, the UOFC would need some clarification and will keep the application on hold until the following UOFC meeting. (For the Last UOFC meeting, applications will not be tabled.)

Check Pick-Up Times

Those who received an award email will have the check pick-up dates included in the letter. They are usually the Sunday following the UOFC Funding Meeting.

Organizations must pick up checks no later than the second Check Pick-Up date after they were awarded funding. For example, if you were awarded at the February 14^th Funding Meeting, your organization would need to pick up the check on Sunday, February 20^th. You will have until the following check pick-up date (March 27^th) to pick it up. If your organization does not do so, your check will become null & void.

Anyone can come pick up the check as long as the person who filled out the UOFC application emails the UOFC Chair 12 hours in advance with the name of the person who will pick up the check.

Make sure to bring a photo ID to the Check Pick-Up.