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Student Government  ›  Director of Finance  ›  Frequently Asked Questions

Frequently Asked Questions

Below you can access some frequently asked questions that typically come from students about financial management for their organizations.

Accessing Additional Funding

Most requests will be reviewed in the next biweekly supplemental funding meeting with the schedule of meetings found on the JFC website. If not reviewed in that meeting, it will be reviewed in the next meeting. Once reviewed you will be notified of the committee's decision after it has been approved by the Funding Approval Board, which is typically by the end of the next week.

The Supplemental Funding Board is a last resort funding option for organizations that have no other options for funding. If your organization has a gift account or extra agency funds that could cover the request, it will likely not be approved. Requests that are typically approved have to abide by the and might include additional travel costs, new event supplies and other unexpected expenses. 

There is not a set amount of money that is given out in each request. Requests are analyzed on a case by case basis and things like head count, club impact and past spending will impact how much the board will fund. If a request is seen as reasonable but too large, the board might fund a request partially.
If your request is something that will stay with your organization for at least three years, it is a capital request. Any other request will be deemed a supplemental request. If you are unsure, email the Director of Finance or JFC Vice Chair.

When submitting a request it is important to fill out the form with as much detail as possible including a detailed budget outlining how you will spend the money you are requesting. A good request will include clear justification for funds and a clear outline of how and why you need the funds now. It is suggested to join the  call* from 12:45 to 1:15 during the Supplemental Funding meeting to answer any questions the board might have about your request. Meeting with your JFC advisor can also help as they can advocate for your request during the meeting.

*(link accessible for 2025-2026 school year)

You will hear from the JFC Vice Chair once your request has been approved and they will have instructions on how to access these funds. The process will likely include filling out a spreadsheet shared with you by the JFC Vice Chair that will have you log each individual expense associated with the approved funds. The expenses must equal or be less than the requested amount. Once the funds are logged you will notify the JFC Vice Chair and they will approve the transferring of the funds to your agency account by SIT Finance.

Student Organization Tiers & Spending

The JFC changed its funding model to improve efficiency, flexibility, and fairness in allocating student organization funds. The new tier system provides predictable baseline funding, reducing waste and helping organizations plan better. A supplemental funding process allows for adjustments throughout the year, ensuring funds align with actual needs as leadership within organization changes. This structure is intended to simplify budgeting, encourages engagement through advisor meetings, and distributes funds more equitably, especially as the number of organizations grows. Overall, the changes make funding more adaptable, transparent, and fair while better supporting evolving student needs.
As opposed to requesting a new line item budget each year, each organizations’ standing in a tier level provides the certainty in an annually fixed amount of funding, with the optionality throughout the year for supplemental funding and capital funding to be requested when necessary. All clubs, barring extenuating circumstances, are projected to receive a decrease in funding in the tier allocation system, with the expectation that additional allocations from the supplemental funding from next year will cover costs.
The intent behind the fiscal tiers is for most organizations to remain within their tiers for sustained times, ensuring stability and predictability in funding. However, every two years, organizations can apply for a tier increase if they have consistently utilized their allocated funds and demonstrated a growing financial need. Conversely, organizations may be moved down a tier annually if a significant portion of their funds remains unused or their financial needs decrease.
Your spending practices are a direct reflection of your organization’s fiscal responsibility. Repeated violations of best practices are documented and can diminish the JFC’s trust in your organization. This loss of trust may negatively impact the outcome of future funding requests or appeals. If you are concerned about your recent spending, we strongly recommend meeting with your JFC advisor to discuss strategies for maintaining responsible fiscal habits moving forward.

Yes, an organization can request to move up a tier beyond what the JFC has proposed, but it must demonstrate the capacity to effectively utilize the higher fiscal tier. This process will become available through the End of Year Report first, and organizations would have to meet the following requirements. (Note: As per the first requirement, this process will not be available until AY 26-27)

  • The organization has successfully spent >95% of their allocated tier for two consecutive
    fiscal years
  • They have an organization-specific budget-tracking system
  • They have met with their JFC Financial Advisor at the frequency required by their tier
  • They have successfully navigated the supplemental funding system at least once
  • They have a clear written statement for the reason demonstrating that their current tier
    and available supplemental funding does not meet their needs
  • They can demonstrate how the last two years of expenses have all aligned with the
    mission of their organization
  • They are not on Tier 2 Probation
Organizations with approved exceptions are eligible to move up in $5,000 increments pending the above is also true.

 

In this new move a substantial amount of special allocations will be moved to supplemental funding. Both GSA and Senate will retain a small portion of special allocations processes to fund opportunities brought by individuals and non-student government recognized organizations.

SIT Financial Management FAQs

Access the full SIT Student Org Resources FAQ 

A donation is a contribution where the donor does not receive anything in return. Donations can be made by card online through the university's Giving site. If a donor wants to make a bank transfer or send cash/check, please reach out to the Office of Student Involvement and Traditions’ Finance Team.

Sponsorships can provide much needed support for events and programs at Carnegie Mellon. This support also provides recognition for the corporate sponsor and when handled correctly, can also be counted as gifts to the University.

To receive a sponsorship, please connect with The Office of Student Involvement and Traditions’ Finance Team to go over the potential tax implications, determine if your sponsorship can go into your Gift account, and help you with any paperwork needed to receive the funds.

If you are listed as an officer in your organization’s webpage, you will be able to navigate to the Money/Accounting Book section of your page once you are in “Manage” mode. From here you can navigate to the current fiscal year operating budget for your organization, as well as the list of accounts that hold individual transactions. Please see the attached graphic on how to read the Accounting Book.

Historical budgets can be found here.

Student organizations can set meetings with the Office of Student Involvement and Tradtions' Finance Team to use our office pcards to purchase goods/services, hazardous materials, or travel. You can also visit the Student Involvement and Traditions Office, typically on Thursday from 1-4pm during the fall and spring semesters, for open purchasing hours. Open purchasing hours are first come, first serve.

Each year about 30 organizations are approved by student government to hold a pcard or travel card based on their historical volume of spending and fiscal responsibility. Organizations who'd like to hold a pcard or travel card must apply. The application cycle is in the fall.

We estimate that expense reimbursements are processed 4-6 weeks after they are approved by your authorized signer. This is due to the processing and approvals required within the Office of Student Involvement and Traditions as well as Accounts Payable. These times may increase during peak volume periods like the end of the academic year.

If a student is employed by the university, their reimbursement will be sent as a check in the mail unless they've previously opted into direct deposits. Students who wish to receive reimbursements via direct deposit should complete the direct deposit form and email it to the Office of Student Involvement and Traditions' Finance Team.

If a reimbursee is not employed by the university, they will receive an online form asking them how they'd like to receive payment. They may choose check or direct deposit, and then will be asked to provide the respective information.