The Undergradaute Student Association Logo

printout letterhead



FALL 2021 SA EQUIPMENT GRANT GUIDELINES, RULES AND PROCEDURES

  1. PURPOSE:

    The primary purpose of the Equipment Grant is to fund the purchase of equipment that clubs were unable to purchaseduring the 2020 – 2021 Covid limitations and shutdown. The purchases should positively benefit the club, as well asenrich the quality of UB undergraduate student life, through the educational, cultural and social experiences that clubsprovide to the University at Buffalo. All grants considered by the committee are also subject to the approval of the SASenate through a budget adjustment.

  2. ELIGIBILITY AND REQUIREMENTS FOR CONSIDERATION:

    Any club recognized by the University at Buffalo Student Association Inc. that spent less than $3000.00 from their 2020– 2021 club budget may apply for the Equipment Grant. Those clubs seeking grants must submit their request(s) throughthe SA Website prior to the deadline date. All Clubs must also provide official quotes and estimated costs from vendorsfor the equipment as part of their request. Failure to include vendor estimates for all equipment requested may disqualifyyour request for a grant. The amount should not exceed the maximum allocation amount of $5000.00. In order to submitthe best possible request, the committee strongly encourages clubs to consult and review their grant request with the SATreasurer before the submission due date.

  3. APPROVAL:

    Funding of the grant is at the discretion of the SA Equipment Grant Committee with the overall goal of allocating thesefunds in an equitable and fair way to all SA clubs that submit a request. The SA Equipment Grant Committee reservesthe right to deny any application for any reason. Any grant requesting the following items will be automatically rejected:

  4. COMMITTEE GUIDELINES

    1. In considering whether a grant is approved, the SA Equipment Grant Committee may consider the following factors,including but not limited to, number of students affected, fiscal controls for the equipment, storage of equipment,dollar amount of grant request, the degree of impact of purchase, and the club’s beginning budget.
    2. Purchases for consideration must enhance the quality of the experience that clubs provide to University at BuffaloUndergraduate students.
    3. The SA Equipment Grant Committee may fund all, part, or none of the requested grant amount.
    4. The Committee may place conditions on any grant award based upon rules and guidelines not included inthis document. All conditions stipulated by the SA Equipment Grant Committee and/or SA Treasurer mustbe satisfied to receive and use the grant.
    5. The maximum grant amount that may be awarded by the committee to any one grant request is $5,000.00.The committee will consider multiple grants submitted by a single club only if those requests are forseparate and distinct equipment purchases, upgrades, or replacement of existing equipment.

  5. GRANT DISBURSAL AND CONDITIONS
    1. University at Buffalo Student Association Inc. reserves the right to rescind a grant upon the occurrence of any of the following: breach of application guidelines or rules, violation of contractual provisions, financial impropriety, or violation of SUNY, UB or SA policies and procedures.
    2. Clubs must abide by these rules and regulations and all other University at Buffalo Student Association Financial and Club Rules Regulations and Policies.
    3. Funds can only be used for indicated purchases as they are described in the club's application and conditioned in the Equipment Grant Approval Letter (if granted). Clubs are required to submit proper documentation of any and all expenditures. Failure to comply with grant conditions will result in grant forfeiture, any balance due would then come from the Club’s account.
    4. The disbursal of all grants shall be handled through the University at Buffalo Student Association Inc. encumbrance/request purchasing system, and follow all SA policies and procedures.
    5. All expenses for awarded grants for Fall grants must be completed by January 28th, 2022. This includes the delivery of and payment for the purchase.
    6. Any funds that remain unused by the Equipment Grant closing date January 28th, 2022 for grants given to Fall purchases will be returned to the Equipment Grant Budget.
    7. Grant Timeline:
Wednesday, September 8th, 2021 Grant requests made available 
Friday, October 1st, 2021 by 4:00pm Grant Request Deadline
(late applications will not be considered)
Friday, October 15th, 2021 Final Grant Approval Letters Sent Out
(Letters will contain the potential Senate Meeting Date for the budget
adjustment approval, as well as, the potential date for when the clubs will
have access to the grant funds)
Friday, January 28th, 2022 Deadline for when the approved equipment must be purchased by
following all SA financial policies and procedures.

 

If you have any questions regarding the completion of this application, please contact the SA Treasurer at for assistance. Any incomplete or misinformation on this application may cause your grant application to be rejected, all decisions made bythe SA Equipment Grant committee are final and not subject to appeal. The SA Equipment Grant Committee reserves the right to reject any application.

 

Enter your Contact Info

Please choose your club from the list!
Invalid Input
Invalid Input
You must enter a valid UB email address that ends in "@buffalo.edu"
Please enter a valid US phone number in the format of: (123) 456-7890

Attach a typed description to this application of the equipment and intended usage that you wish to have funded by this grant.

  • List all of the expected expenditures on the worksheet provided. Also attach real, primary estimates of any expenditure. (If you need further assistance with this please contact the SA Treasurer to ensure accuracy.)
  • Indicate the total amount of funds you are requesting from University at Buffalo Student Association Inc. Equipment Grant.
    (The amount should not exceed the maximum allocation amount. Failure to comply with this could result in the application being automatically rejected without further review.)
Invalid Input
Invalid Input

Expenditure worksheet:

Estimated equipment other sources of funding description (ie: ticket sales, fundraising, club budget, etc.)


Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input

Estimated Equipment Cost:

Please include the following information:

  1. Include cost of each piece of equipment (especially if sold separately)
  2. Cost of shipping
  3. Cost of instillation if any
  4. Any other additional cost that the club may incur with the purchase of this equipment.

Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input

Amount Requested from SA Equipment Grant (Total Expenditures – Total Other Funding Source) =

Invalid Input