It is essential to keep in mind that the more specific and detailed a budget you prepare, the better your chances are for receiving the funding you require without delay. Descriptions such as "Transportation: $75" or "Supplies: $50" are insufficient.
To make this process easier, the UOFC has developed a list of standardized categories for you to use as well as a standard expense and income chart to fill out. Below are samples of the charts. Note that all expenses, even those not eligible for UOFC funding, should be included. The column headings should be the same in each submitted budget, no matter what the specifics.
EXAMPLE APPLICATION:
COMPLETE NAME of ORGANIZATION
(i.e. Yale Undergraduate Public Works Association or Public Works Association, Yale Undergraduate)
Contact
John Smith
john.smith@yale.edu
436-0000
Funding Request
Amount Requested: $375.00
Amount Already Awarded: $0.00
Total Income: $815.00
Total Expenses: $905.00
Organization Information
Group Membership: ___ (i.e. how many people actually attend meetings, not how many signed up)
Bank Information
Bank Name: Fleet Bank
Account Number: 1234567890
Current Balance: $10.00
| Anticipated/ Reimbursement |
Expense Category | Description | Vendor | Itemization of Costs | Total Cost |
| Anticipated | Guest Transportation | Round-trip trainfare Baltimore-New Haven for Professor Williams | Amtrak | Each way is $52.50 | $105.00 |
| Anticipated | Furniture Rental | Rental fee for tables and chairs | Cunningham & Upson | 4 tables@$5 ea. 30 chairs@$1 ea. |
$50.00 |
| Anticipated | Office Supplies | Pens Markers Tapeand Paper | Staples | 45 pens@$5 12 Markers@ $2 3 rolls of tape@ $5 Paper@$3 |
$15.00 |
| Reimbursement | Food and Refreshments | For our firstmeeting | Naples | 3 pizzas@$15 ea. | $45.00 |
| Reimbursement | Student Transportation | Trip to NYC | Metro-North | 45 tickets@$10 ea. | $450.00 |
| Reimbursement | Kitchen Supplies | Paper Plates | Shaw's | 50 plates@2.50/25 5 boxes of utensils@ $3 ea. |
$20.00 |
| Reimbursement | Photocopying | Flyers for advertisements | RIS | 625 pgs. @$.04 ea. | $25.00 |
| Reimbursement | Capital Equipment | Label Machine tobe stored in Master's Office (letter attached) | Office Depot | 1@$50 | $50 |
| Reimbursement | Awards | Awards for best speakers | Barnes& Noble | 5 trophies@$30 ea. | $150 |
| Total | - | - | - | - | $905.00 |
| Income Source | Current or Anticipated? | Amount |
| Membership Dues ($5 ea.) | Current | $450.00 |
| Ticket Sales | Anticipated | $200.00 |
| Bank Account | Current | $45.00 |
| Parent's Weekend Bake Sale | Anticipated | $20.00 |
| English Department | Anticipated | $100.00 |
| TOTAL | C-$495 A - $320 | $815.00 |
Events (Include ALL events of the semester, including those that have not yet been decided, scheduled, or finalized.)
(describe what goes on in these events, how many people attend, etc.)
General Non-Event (weekly meetings, etc.)
2004-9-25: First greeting meeting (First gathering of the organization. About 50 students plus 5 alums showed up. This meeting was an introduction to our organization, what we did in the past years, what we're going to do in the future, etc. The alums talked about...)
2004-10-23: Parents Weekend (We put on a show for the Freshmen and their parents...)
Comments
What you feel the UOFC should improve or change.
What you had trouble with in the application process.
Questions you might have about the UOFC process or things that your liaison can answer.
Additional information about your organization that can help your liaison better represent your organization.
Standard Expense Categories:
please note that these are not all eligible for funding from the UOFC - however, we request that you include these in your application
In addition, you may wish to include a brief description of your activities. Below is a list of typical points of information you should address when submitting your budget to the UOFC. This list is not, obviously, an exhaustive one - every organization's projects vary:
Guest transportation and/or guest housing
Income