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Student Organization Resource Fee


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Guidelines & Restrictions


Please read the Guidelines and Restrictions carefully before applying for SORF funding, spending allocated funds, and submitting an expenditure request

  1. Applicant Eligibility (who can apply)
  2. Policy Compliance
  3. Applying for SORF funds (how the process works)

    1. General Application Guidelines
    2. Deadlines
    3. Confirmation
  4. Allocation Process (how the SORF board makes its decisions)
  5. Objective Criteria
  6. Reconsideration (to request funding changes)
  7. Processing Expenditures (how to use your SORF funds)
  8. General Guidelines and Restrictions (applies to all requests)

    1. General Guidelines
    2. General Restrictions
  9. Specific Guidelines and Restrictions by Funding Category

    1. Honoraria and Payment for Professional Services
    2. Communications (copying, advertising, etc.)
    3. Equipment
    4. Travel


Purpose Statement


The SORF Board has as its primary purpose the responsible allocation of funds generated by the Student Organization Resource Fee to registered organizations to support their activities and events. Such activities and events should benefit the members of the organizations and support the educational mission of the university.

  1. Applicant Eligibility


    1. With the exception of Student Legal Service and the Tenant Union, only Registered Student Organizations (RSOs) may apply for and receive SORF funds.
    2. All RSOs seeking SORF funds must register yearly with the Registered Student Organizations Office. Any student organization that is not registered will not be considered for SORF funding.
    3. The treasurer of the registered student organization must attend the mandatory Treasurers Workshop in order for SORF funds to be released to the organization. Sign-up sheets for the Treasurers Workshops are located in the Student Organization Complex, Illini Union room 280.

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  2. Policy Compliance


    It is the responsibility of all Registered Student Organizations to read and understand all the policies and procedures of the University of Illinois, the SORF Office and the Registered Student Organizations Office. Organizations that receive SORF funding must be in compliance with all policies and procedures at all times. Organizations found to be in knowing violation of any policy of the University of Illinois, the SORF Office or the Registered Student Organization Office will be held responsible for reimbursement of any and all funds they received during the time they were in violation of these policies. Furthermore, any organization that attempts to defraud or mislead the University of Illinois, the SORF Office or the Registered Student Organizations Office will be turned over to the Student Judicial Affairs for review, and could be held criminally liable for any funds received under false pretenses.

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  3. Applying For SORF Funds


    1. General Application Guidelines

      1. All applications must be complete and submitted online by the appropriate deadline.
      2. Apply online at http://www.union.uiuc.edu/involvement/sorf/application.aspx
      3. Each organization is limited to three applications per semester.
    2. Deadlines

      1. Application deadlines are available in Illini Union room 284 and on the SORF Web page under Application & Procedures Calendar.
      2. Any application submitted past 5pm the day of the current deadline will be held until the following deadline.
    3. Confirmation

      1. Each application will be assigned a confirmation number at the time of submission. (If not received, call the SORF office).
      2. The application number can be used to refer to the application and funding decision throughout the year.


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  4. Allocation Process


    1. It is the responsibility of your organization to clearly and thoroughly explain your request on the application. It also is the responsibility of organization treasurers to answer any inquiries the SORF Board may have in a timely manner. These inquires will often, but not always, be made by email. It is the treasurer’s responsibility to check email frequently so prompt answers can be given to questions requested by the SORF Office.
    2. The SORF Board will meet to discuss each application and recommend specific funding allocations to the Vice Chancellor for Student Affairs.
    3. The SORF Board may recommend the total request for funds or it may deny any or all parts of the request. It may also reduce the amounts requested, as well as place specific restrictions on the funding.
    4. Requests reduced to less than $100 during deliberations (based on restrictions, reasonable cost estimates, etc.) will not be considered.
    5. Upon approval from the Vice Chancellor for Student Affairs, SORF will notify organizations of their funding status via email to the treasurer.


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  5. Objective Criteria


    The SORF board will consider the following criteria when applicable in making funding decisions:

    1. Whether the event is free for all UIUC students and open to all members of the UIUC community.
    2. Whether required equipment is available for free or for rent by other sources, i.e. university departments, RSO office, OFAB at a reasonable cost.
    3. How many students are impacted by the event.
    4. Whether the organization is providing significant financial resources to the program and not relying solely on SORF funding.
    5. Whether the organization has sought out cosponsorships or collaborative efforts with other groups or organizations.
    6. Level of accessibility of the event to university students.
    7. Whether these activities are offered free through university departments or programs.
    8. Whether the program is fundamental to the success of the organization related to the mission of the organization.


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  6. Reconsideration


    1. A new application is required for changes in funding.
    2. Changes to an event (e.g., change the date of an event or change a speaker) require completion of a Request for Reconsideration form available online.


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  7. Processing Expeditures


    1. General

      1. SORF will reimburse an organization for an expense or expenditure only after the event has occurred.
      2. A completed SORF Expenditure Request form must be submitted to the SORF Office for each payee.
      3. SORF will reimburse only items approved by the SORF Board on the original application. No exceptions.
      4. Reimbursements totaling over $1,000, with the exception of travel, will be paid directly by the SORF office to the vendor. Equipment costing over $500 must be ordered by the SORF Office.
      5. SORF Expenditure Requests and proper documentation must be submitted by the posted deadlines (see SORF Application and Allocation schedule) in order for the expenditures to be processed. Expenditure Requests submitted late will not be processed even if SORF has allocated the funds.
    2. Documentation Requirements for Reimbursement

      1. Invoices and receipts must be original (receipt, invoice, bill, canceled check, letter of agreement, contract, etc.) and attached to an Expenditure Request form. SORF cannot accept photocopies, faxes or packing slips as documentation. Invoices that are printed on a computer printer, or printed from a Web page must be accompanied by secondary documentation such as a copy of the front and back of a cleared check from the bank or a credit card statement showing the card holder's name, account number and the charge.
      2. Do not pay SORF funded expenses with cash. The university often requires secondary documentation such as a credit card statement, bank statement or canceled check provided by the bank.
      3. SORF must reimburse the person or account that paid the expense. If a name appears on a receipt other than the name of the person whom the organization is requesting be reimbursed, SORF will require secondary documentation showing that individual actually paid the expense.
      4. Itemized counter receipts, or generic receipts (the type that are not pre-printed with a vendor’s name and address) must be submitted with back-up documentation such as a credit card statement or canceled check.
      5. Non-itemized receipts will not be accepted. Invoices must indicate exactly what was purchased and the method of payment. If purchaser's name does not appear on receipt, backup documentation verifying proof of payment must be provided. Invoices that show a balance due cannot be reimbursed without proof of payment.
      6. Before travel reimbursements are made, the organization must provide proof that travel was made for its intended purpose. The organization will have to provide the SORF Office with a conference brochure or itinerary, a sports schedule showing the event took place, or additional receipts that prove an event took place, and the organization participated.
      7. Be cautious before incurring expenses through an E-Business. Often, E-Businesses do not provide organizations with adequate documentation of a purchase and secondary documentation is required. Organizations need to check with the business before ordering as to the type of receipt/invoice they will be receiving.
      8. The SORF Office may at any time request backup documentation on a reimbursement. Typically, the organization treasurer will be contacted by email. It is the treasurer’s responsibility to respond to any questions the SORF Office may have about an expenditure request in a timely manner.
      9. Contact the SORF Office for guidance in advance if there are any questions about documentation requirements.
      10. SORF will not reimburse outside University organization accounts. Expenses from these accounts will only be reimbursed to the organization's University account.


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  8. General Funding Guidelines and Restrictions

    (applies to all requests)

    1. General Guidelines

      1. Programs, services and activities should be directed primarily toward the student community because SORF funds are collected from students.
      2. Each organization shall be expected to share expenses for funded programs, services and activities through its own resources.
      3. Programs, services and activities must occur within the range of calendar dates established for each funding period. See the Application and Allocation Schedule (available online and in the SORF Office). Requests for funding outside the funding period will not be considered.
    2. General Restrictions

      1. The minimum allocation is $100; if the SORF Board reduces a request to less than $100 during deliberations (based upon restrictions, reasonable cost estimates, etc.) the request will not be considered.
      2. After allocation of funds to the Student Legal Service and Tenant Union, no organization shall receive more than 5% of total remaining SORF funds in a year except when overridden by a unanimous vote of the Board members present.
      3. SORF WILL NOT FUND:

        1. Projects, activities or services found in violation of state law and/or university rules, regulations, policies and procedures or activities
        2. Items or expenses not included in the original SORF application
        3. Purchase of beer, wine or other alcoholic beverages, or any activity or communication which incorporates a reference to alcoholic beverages or promotes or is supported by an alcoholic beverage manufacturer, distributor, sales organization or vendor
        4. Gifts, prizes or donations
        5. Payments to invest in, or provide capital for any business or commercial enterprise, or intended to generate a profit
        6. Telephone or electronic facsimile charges
        7. Food, unless such is integral to the purposes and goals of the organization
        8. Purchase of:

          1. Lethal weapons or ammunition
          2. Tobacco or tobacco products
          3. Illegal or illicit substances or devices
        9. Costs of litigation against the university, of its employees in fulfillment of their duties, or against its students.
        10. Any court actions (with the exception of cases through Student Legal Service).
        11. Events or programs:

          1. Where admission is charged to UIUC students
          2. Not open to the entire university community
          3. Which raise money for charity
          4. Which are purely social events
          5. Which are proselytizing in nature
          6. Fundraising projects, events, activities or equipment
          7. Electioneering or lobbying efforts, activities, fund drives or campaigns


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  9. Specific Guidelines and Restrictions by Funding Category


    1. Honoraria and Payment for Professional Services Category

      1. Honoraria Guidelines

        1. All payments to individuals or groups for professional services must be paid directly by the SORF Office to the individual or organization performing the service after the event has occurred. This includes, but is not limited to: speakers, lecturers, musicians, comedians, theater performers, referees, etc. SORF will not reimburse an RSO or member of an RSO for payment of an honoraria or professional service.
        2. Before payment will be made to the individual or organization, the organization and the payee must complete a “Letter of Agreement.” Letter of Agreement forms are available online and at the SORF Office. Contact the SORF Office in advance for payment of speakers that are not U.S. citizens.
        3. In cases where SORF funds a percentage of the honorarium, documentary proof of the organization's financial contribution must be provided at the time of submission of the Expenditure Request Form, i.e. a canceled check.
      2. Honoraria Restrictions (SORF WILL NOT FUND)

        1. Payments to a member or members of a campus organization for services rendered to that organization
        2. Retroactive salary payments or salaries of non-university personnel
        3. Honoraria to university faculty or staff members
        4. Honoraria to university students
    2. Communications Category

      1. Communications Guidelines

        1. All advertising, publicity, newspaper ads, etc. funded (or partially funded) by SORF and/or for events or activities funded (or partially funded) by SORF must have printed on it: “FUNDED BY SORF” (or the equivalent). An original copy of such communications must accompany the appropriate SORF Expenditure Request form before it will be processed.
        2. All printing orders in excess of $500 require at least four (4) bids, secured by the RSO and one bid must be University Printing Services. All printing companies must sign a form indicating they pay prevailing wages and use soy-based ink.
        3. Printing orders in excess of $1,000 must be ordered through the SORF office and will not be reimbursed directly to the group or individual member. For all orders done by the SORF Office, it will take approximately two weeks to process payment from the time an expenditure request and proper documentation are submitted.
        4. Without the unanimous consent of the SORF Board, newspaper ads may be placed only in the Daily Illini (DI). SORF will not reimburse ads placed in any newspaper other than the Daily Illini.
        5. Communications Funding Guidelines (how much SORF will normally fund)

          1. Copies/Flyers - 10¢ each/first 100; 5¢ each thereafter
          2. Newsletters - 20¢ each
          3. DI Ads - $40.00 each
      2. Communications Restrictions (SORF WILL NOT FUND)

        1. Communications designed to honor, thank or congratulate an individual or group
        2. Communications designed to publicize a fundraising event or to raise funds directly
        3. Costs for design work for logos, letterhead, program covers, etc.
        4. Communications in a language other than English (unless the English equivalent is printed as well)
        5. Postage (unless publications are paramount to the RSO’s mission)
        6. Personal or classified ads (SORF will fund display ads only)
    3. Equipment Category

      1. Equipment Guidelines

        1. Please see the SORF Accountant in advance of ordering any permanent equipment.
        2. Individual equipment items over $500 funded by SORF must be purchased through the SORF Office.
        3. Individual equipment items over $500 funded by SORF are considered to be university property and must be stored on university premises. Location must be indicated on application. Such items will be inventoried with the university and may not be disposed of without the approval of the SORF Office.
        4. Office Supplies (paper, staplers, pens, etc.) max. of $30.00/year (available only to organizations which have been in existence less than one year).
        5. Reimbursement of Equipment Purchase/Rental under $499 can be reimbursed directly to the 1-9 Student Organization account, to an individual who purchased the equipment or directly to the vendor upon submission of a final invoice.
      2. Equipment Restrictions (SORF WILL NOT FUND)

        1. Equipment purchases for housing units
        2. Equipment for resale for fundraisers or other purposes
        3. Firearms and ammunition
        4. Equipment designed specifically for use with alcoholic beverages or illegal substances
        5. Furniture
    4. Travel Category

      1. Travel Guidelines

        1. SORF may fund travel expenses including transportation, lodging, and event fees for members of an organization to attend events including (but not limited to): conferences, conventions and competitions which directly pertain to the purpose and goals of their organization. SORF will allocate and reimburse on a per traveler basis for plane tickets and registration fees.
        2. SORF may fund travel expenses for individuals who travel to the university to speak or perform for an RSO.
        3. Due to the unique nature of student organization travel, SORF Guidelines and Restrictions supercede University Travel Regulations in cases where they are in conflict.
        4. Lodging: SORF will reimburse original, itemized receipts for the actual cost of accommodations, not to exceed the maximum SORF lodging allocation.
        5. Transportation SORF normally funds

          1. Automobiles, rented or personal, will be funded at $.485 per mile per automobile for up to 3 automobiles. No receipts necessary for reimbursement. Map printout showing route and mileage is required.
          2. Rental vehicles will be funded at the $.485 per mile rate. SORF cannot fund insurance for rental vehicles per University Policy.
          3. SORF cannot fund fuel charges or any other accrued transportation fees (tolls, parking, fines, etc.)
          4. Chartered bus (all charters must be approved and processed through the SORF Office in advance with bids provided to the SORF Office by the RSO).
        6. For Reimbursement of Transportation, follow the appropriate procedure below.

          1. Automobile travel: Complete the travel section on the SORF Expenditure Request. Gas receipts are not necessary but a printout of the route and mileage is necessary. Mileage submitted to the SORF Office will be verified. SORF will only reimburse mileage to and from the event. Mileage beyond the intended destination or departing from locations other than Urbana-Champaign, IL will be subject to review and may be denied. An Expenditure Request must be submitted for each individual who drove.
          2. Chartered bus: Contact the SORF Office when SORF funds are approved for charter bus service. Charter buses must be approved by University Purchasing before services are contracted (through SORF Office); payment will be made directly by SORF Office to the bus service.
          3. Air travel: Complete the travel section on the SORF Expenditure Request and attach itemized original receipt/boarding pass (proof of travel for intended purpose is required for reimbursement). Refer to documentation requirements (Section VII.B.1 of the SORF Guidelines)
      2. Travel Restrictions (SORF WILL NOT FUND)

        1. Meals included in travel either to or from the university. (The cost of meals will be deducted from the conference fee at the rate of $6 for breakfast, $6 for lunch, and $18 for dinner.)
        2. League or association dues, even if required to attend a conference or competition
        3. Travel costs for an individual or organization engaged in lobbying, class work requirements or job searching
        4. Rental vehicle insurance
        5. Rental car fees for drivers under age 25
        6. Telephone charges
        7. Incidental travel not on original application
        8. Parking
        9. Gasoline
      3. International Travel

        1. SORF will not fund international travel to countries where the U.S. Department of State and/or the Centers for Disease Control and Prevention have a travel warning or mandatory evacuation order in effect at the time of the SORF application.
        2. If between the time SORF has allocated funding for international travel and the organization leaves for the trip, a travel warning or mandatory evacuation is issued for that country by the U.S.Department of State and/or the Centers for Disease Control and Prevention, the trip will not take place using any university funds, including SORF. However, SORF will reimburse the amount allocated for plane tickets. Therefore, the organization should be prepared to incur other financial obligations that will not be reimbursed by SORF if the trip is canceled.

          1. In order for SORF to reimburse its portion of the plane tickets, the unused plane tickets must be submitted to the SORF Office with an Expenditure Request. Plane tickets become the property of the SORF Office and cannot be redeemed at a later date for travel.
        3. If a mandatory evacuation order is issued while an organization receiving SORF funds for their international travel is in that country, students who are in the country are required to contact the nearest U.S. Embassy or Consulate for guidance and to leave the country by the most expedient means available.
        4. The documents listed below must be completed and submitted to the SORF Office by the deadline when the SORF funding application is submitted. SORF funding for international travel will be declined if the following documents are not submitted by the appropriate deadline.
        5. Approval Form for Proposed International Travel Program for Health and Safety Risk Factors (available on the SORF Web site).
        6. Acknowledgement of Risks and Release of Responsibility (available on the SORF Web site). Each organization member who will be traveling internationally must complete this form.
        7. All students traveling abroad must have insurance for their time abroad that covers health, emergency medical evacuation, and repatriation of remains. Such plans are available from http://www.gatewayplans.com, but other plans may be substituted if the coverage is the same. Proof of this insurance coverage will need to be provided for each traveler.
        8. SORF may fund international travel insurance that covers health, emergency medical evacuation, and repatriation of remains, but will not fund life insurance.
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