Program – Any event (e.g., speaker, concert, conference, theater performance, cultural affair) that enhances the out-of-class experience provided by members of the Penn State community for students at Penn State – University Park
UPAC will only consider funding programs that are open to the all University Park students. Policies regarding program funding can be found in Section 3.2 of the UPAC Requestor Handbook. Here are the steps required to request funding from UPAC to host a program:
1. Register your Program
Prior to filling out a UPAC program funding request form, requestors must start with the program registration. The first step is to reserve space or register your program through Penn State’s 25Live event scheduling website. Next, you may be prompted to set up a meeting with a program adviser in 125 HUB. Some events (like off-campus events) may not need this meeting.
2. Fill out and Submit your Program Funding Request
Once you’ve completed program registration, start your request online within OrgCentral. You must be an organization’s president or treasurer to complete this request, so be sure that you are appropriately signed in. Click on the three lines at the top left of the screen and click on the setting gear next to your organization’s name. From the dropdown, click on the “Finance” tab. Next, click on the blue “Create Request” button in the top right of the screen and select the “UPAC Program Funding Request” process from the options provided. Follow the instructions on the request form and hit the blue “Submit” button at the very end.
UPAC will consider funding program expenses including honoraria fees, equipment, facility costs, publicity materials, costumes, props, and more. On your OrgCentral form, you’ll find areas to list honoraria, honoraria transportation, honoraria lodging, facility expenses and setup costs, and additional expenses.
On your program funding request form, list the name and full price of every item you plan on requesting from UPAC. Make sure that you follow the instructions on the form, answer all questions as fully as possible, and include all necessary information in the description of each line item. Once you’ve completed your OrgCentral program funding request, go ahead and submit it! If we have any points we need to clarify, we’ll return the request to you for revision or send you an email.
3. Receive an Allocation Decision and Seek Reimbursement
It typically takes about four weeks for a budget to be processed and brought up for review. After that time, you’ll receive an email from firstname.lastname@example.org with an RSVP request to one of our allocation meetings. At your meeting, you’ll discuss your program and budget with a Sub-Committee of about five-to-seven members with a Sub-Committee Chair leading the meeting and one adviser guiding the group. After your meeting, you should hear back with an email from email@example.com containing your allocation confirmation with the Committee’s allocation decision. A copy of your allocation will be sent to the Associated Student Activities (ASA) office in 240 HUB within two to three business days, when allocated funds will be placed into your restricted “10” account. From there, you can seek reimbursement or purchase orders for your program’s expenses from the ASA office. Any other instructions will be listed on your UPAC allocation letter.
Organization Inventory Form
If you are requesting costumes or props, you’ll need to submit an Organization Inventory Form and proof of University-approved storage space in order for funds to be released for those items. Fill out the Organization Inventory Form through OrgCentral.
If you have questions regarding obtaining University-approved storage space to store your equipment, you can contact firstname.lastname@example.org or stop by 208 HUB to talk about available storage spaces.
The 10% Rule
One policy that commonly affects program funding request allocations is the 10% Rule. UPAC Requestor Handbook policy 3.2.2. states, “Requestors are responsible for a MINIMUM of ten percent (10%) of their total program cost.” In other words, UPAC can only cover up to 90% of the total cost of a program. The 10% not covered by UPAC may be covered by non-UPAC-fundable expenses such as an admission fee or food. For more information on the 10% Rule, watch the video below.