{"id":6,"date":"2018-07-19T09:24:19","date_gmt":"2018-07-19T13:24:19","guid":{"rendered":"http:\/\/alumni.virginia.edu\/student-initiative-fund\/?page_id=6"},"modified":"2025-06-02T14:00:23","modified_gmt":"2025-06-02T18:00:23","slug":"terms-and-conditions","status":"publish","type":"page","link":"https:\/\/uvaalumni.org\/student-engagement-fund\/terms-and-conditions\/","title":{"rendered":"Funding Terms &#038; Conditions"},"content":{"rendered":"<h2>General Requirements<\/h2>\n<ul>\n<li>Applications must be submitted at least 30 days prior to your event, in order to be considered.<\/li>\n<li>Any University-affiliated organization is eligible to apply, so long as the project\/event to be funded is targeted to UVA undergraduate students. Applications from graduate students will be considered if the program\/event is open and marketed to undergraduate students as well.<\/li>\n<li>Funding will not be granted for the use of: honoraria\/speaker fees, travel\/lodging, transportation\/gas, alcohol, or prizes and awards (e.g. gift cards, trophies, etc). We generally do not fund t-shirts, unless they are integral to the event or program.<\/li>\n<li>Funded events and activities should be open to all students (i.e., not for internal events such as CIO bonding events, initiations, meetings, etc.).<\/li>\n<li>Please see the <a href=\"https:\/\/uvaalumni.org\/student-engagement-fund\/frequently-asked-questions\/\">Frequently Asked Questions<\/a> for other funding parameters and guidelines.<\/li>\n<\/ul>\n<h2>Recognition of the Alumni Association<\/h2>\n<p>As a reflection of support, all marketing materials for your event are required to include the Student Engagement Fund logo, whenever possible. Marketing materials include, but are not limited to, emails, flyers, t-shirts, websites, programs, and\/or social media posts. A variety of logo options will be sent to you in an email once your funding request is approved.\u00a0 Please note that the logo images cannot be altered in any way including size ratio, coloring, cropping, or covering.\u00a0 The only exception is changing an image to black and white for situations where the entire marketing graphic or print-out will be in black and white. Alternatively, if logos are not appropriate for a particular marketing piece (e.g. they were made before your funding was confirmed), you may instead include the following text on a printed piece or social media caption: <em>Sponsored by the UVA Alumni Association\u2019s Student Engagement Fund<\/em>.<\/p>\n<p>Recognition at the actual event or program can include making an announcement, including our logo on a PowerPoint slide, and\/or displaying our banner. We have two banners available for student groups and you can coordinate a pick-up by emailing <a href=\"mailto:studentengagementfund@virginia.edu\">studentengagementfund@virginia.edu<\/a>. Please follow the Alumni Association\u2019s social media accounts (Facebook, X, and Instagram @uva_alumni), and tag\/mention us in posts about your funded event or program. Failure to follow recognition guidelines could result in your organization\u2019s inability to receive future funding.<\/p>\n<h2>Disbursement<\/h2>\n<p>Once your application has been approved, you can begin making purchases for your event. The <a href=\"https:\/\/uvaalumni.org\/student-engagement-fund\/post-event-evaluation\/\">Post-Event Documentation form<\/a> will allow you to select your option for reimbursement:<\/p>\n<ul>\n<li><em>UVA Fund Account Transfer \u2013 <\/em>If your organization has a UVA Fund account, we will transfer the money directly to that account after all receipts have been received. (You can visit the Fund\u2019s website to <a href=\"https:\/\/uvaalumni.org\/uvafund\/open-an-account\/\">open a new account<\/a> for your organization).<\/li>\n<li><em>Direct Deposit<\/em> \u2013 A reimbursement can be sent to the purchaser\u2019s outside bank account (the organization\u2019s or an individual\u2019s) via direct deposit. More instructions are available once you complete the <a href=\"https:\/\/uvaalumni.org\/student-engagement-fund\/post-event-evaluation\/\">Post-Event Documentation form<\/a>.<\/li>\n<\/ul>\n<p>You can expect to receive reimbursement within 14 days of submitting the Post-Event Documentation form (and direct deposit form, if applicable).\u00a0 If your organization does not have the funds to pay for items upfront, you can request that the Student Engagement Fund pay an invoice directly or make a purchase on your organization\u2019s behalf. These requests must be emailed to <a href=\"mailto:studentengagementfund@virginia.edu\">studentengagementfund@virginia.edu<\/a>, with the subject line \u201cEarly Disbursement: [Your Organization Name]\u201d <em>at least 14 days<\/em> before the payment is due.<\/p>\n<h2>Post-Event Documentation<\/h2>\n<p>The UVA Alumni Association requires each funded organization to <a href=\"https:\/\/uvaalumni.org\/student-engagement-fund\/post-event-evaluation\/\">submit a post-event report<\/a> <em>within 30 days <\/em>of your event, including:<\/p>\n<ul>\n<li>A description of the event<\/li>\n<li>Number of attendees<\/li>\n<li>Any issues or areas for improvement encountered<\/li>\n<li>Documentation of how the Student Engagement Fund was recognized<\/li>\n<li>Photos from the event (optional)<\/li>\n<li>Final budget report<\/li>\n<li>Proof of purchases (see below)<\/li>\n<\/ul>\n<h2>Proof of Purchases<\/h2>\n<p>In order to receive reimbursement, you must provide proof of purchase in your post-event documentation (i.e. receipts).\u00a0 Reimbursements will <em>only <\/em>be given for expenses that were outlined in your original funding application, unless indicated otherwise. Please note that:<\/p>\n<ul>\n<li>Receipts should be compiled into one PDF file and can include scanned paper copies, screenshots, and copies of invoices. (If uploading invoices, please be sure the balance shows \u201c$0.00\u201d or otherwise indicates that it has been paid).<\/li>\n<li>All receipts must clearly show the following: purchase date, vendor, items purchased, cost-per-item, tax\/tip (if applicable), and total cost.<\/li>\n<li>Screenshots from bank accounts or credit card statements will not be accepted.<\/li>\n<\/ul>\n<div class=\"alert alert-primary\" role=\"alert\">\n<p><strong>Note:<\/strong> Organizations who receive early disbursement are still required to submit a post-event documentation report within 30 days of their event or program.\u00a0 Failure to do so will result in your organization\u2019s inability to receive funding for one year.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>General Requirements Applications must be submitted at least 30 days prior to your event, in order to be considered. Any University-affiliated organization is eligible to apply, so long as the project\/event to be funded is targeted to UVA undergraduate students. Applications from graduate students will be considered if the program\/event is open and marketed to [&hellip;]<\/p>\n","protected":false},"author":535,"featured_media":0,"parent":0,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-6","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Funding Terms &amp; Conditions - Student Engagement Fund<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/uvaalumni.org\/student-engagement-fund\/terms-and-conditions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Funding Terms &amp; Conditions - Student Engagement Fund\" \/>\n<meta property=\"og:description\" content=\"General Requirements Applications must be submitted at least 30 days prior to your event, in order to be considered. 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