Using Funds for Student Activities

This list of FAQs helps answer the most common questions students have concerning the funds received for a student organization, event or promotion. As a member of the Student Activities Budget Advisory Committee (SABAC), we provide updated information about eligible expenses, submitting a request to purchase items, submitting a travel request and more!

  • Funds can be used for items to promote the registered student organization, department, a program/event, or travel.  Travel must be related to the purpose and/or functions of that organization and provide direct benefit not only to the individual student(s) traveling, but also a greater benefit to the broader student body and the university.
  • Eligible travel expenses include registration, lodging, and transportation.  Transportation can include airfare, vehicle rental, and ridesharing services. Parking and meals are ineligible expenses.
  • Events must take place on campus, be open to all KSU students and be promoted on Owl Life.
  • Promotional items, giveaways, food, equipment rental, vendor services, security, and speaker fees or honorariums are some eligible expenses for a program/event.
  • First, RSOs must submit a purchase request within Owl Life to utilize annual and supplemental funding. Refer to the Purchase Request user guide for more information. Log into Owl Life Plan your event or travel, being sure to get quotes/estimates and all details for your event/travel. RSOs will not receive funding directly. SABAC will manage the approved funding and make purchases on behalf of the RSO.
  • All supplemental requests must be submitted in Owl Life.
  • RSO’s can submit a request for annual funding in March and the deadline to submit is noon on the last Friday in March.
  • Travel requests must be submitted at least 30 days prior to the departure date.  It is recommended that supplemental funding travel requests be submitted at least two months prior to the travel date.
  • Speaking requests must have a signed lecture agreement on file.  The agreement review process can take up to 6 weeks.  It is recommended for speaker requests to be submitted at least 90 days prior to the event date.
  • Within 24 hours after receiving the budget approval notification in Owl Life, an RSO can submit a purchase request to utilize the approved funds.
  • Requests for funding can be denied for lack of completeness with answering questions, late submissions, or requesting ineligible items.
  • Complete the Start-up Fund request form in Owl Life.
  • Submit a purchase request for travel expenses at least 30 days prior to your departure date. Complete the Travel Form in Owl Life.
  • It is rare for members of an RSO to purchase SABAC approved items using personal funds.  Members should not make any personal out of pocket purchases without written instructions to do so by SABAC.  First, submit a purchase request for the approved item.  Once approved, SABAC may inform you, in writing, to purchase the item(s) out of your personal funds and the steps you need complete to receive your reimbursement.
  • No, you are not required to be present at the meeting.  However, it is encouraged for you or a representative from your RSO to be present to answer any questions.  If SABAC has questions and there is no representative to answer, SABAC will assess your request on the submission which may impact the recommended approval amount.
  • If you or a representative from your RSO choose to come to the meeting, they should be knowledgeable about the request, provide any updates or supporting documentation.  It is encouraged to prepare a PowerPoint presentation summarizing your request with the details.
  • Be familiar with the SABAC Protocol Manual and if your request is an eligible expense. Plan and submit requests at least 30 days in advance of the event/travel date.  SABAC funds are meant to serve the entire KSU student community, and RSOs are encouraged to seek additional funding outside of SABAC.