RIO FUNDING

SPRING 2017 IMPORTANT DATES AND DEADLINES! 

ONLINE APPLICATION .

NOTE:  If your RIO received funding for Fall 2016 and did not turn in your Post Activity Report for your Fall event that was funded by ASUH then you will not be considered for funding for Spring 2017.

If you have any questions regarding the RIO Funding process and application, please email asuhrio@hawaii.edu

Listed below is a timeline of events and deadlines pertinent to the Spring 2017 RIO Funding cycle:

 

APPLICATIONS DUE DATE:

+ Thursday, February 2, 2017 4:00pm 

 

MANDATORY RIO WORKSHOP:

*A representative must attend one of the following workshops 

+ Tuesday January 31, 2017 from 4:30-6:30 pm location Campus Center 307

+ Wednesday February 1, 2017 from 5:00 pm - 6:30 pm location Campus Center 309

Workshop sign up here!

 

 RIO INTERVIEWS:  

After filling out the RIO application form you should be redirected to the RIO Interview Sign Up.  Only sign up for one time slot per RIO even if requesting for multiple events.

+ Friday February 3, 2017 4:00-7:00 pm location Hemenway 211

+ Sunday February 5, 2017 10:00-4:00pm location CC310 

 

AWARD PACKETS AVAILABLE AT THE ASUH OFFICE (CAMPUS CENTER ROOM 211A):

+ Monday March 2, 2017 at 8:30 am

 

DEADLINE TO PICK UP AWARD PACKETS: 

+ Friday March 17, 2017 at 4:00 pm in the ASUH Office

 

AWARDED RIOs DEADLINE FOR VENDOR INFORMATION FORM: 

+ Friday March 17, 2017 at 4:00 pm in the ASUH Office

 

AWARDED RIOs DEADLINE FOR ALL OTHER FUNDING MATERIALS: 

+ Wednesday May 3, 2017 at 4:00 pm in the ASUH Office 


RIO FISCAL FUNDING PROCEDURES 

You can find the documents and resources needed to apply for direct payment or reimbursement for your SPRING 2017 ASUH RIO Funding below. RIOs will be processed by office staff members Jared or Malia.They can both be reached through the asuh@hawaii.edu email, just make sure to put "ATTN: _____" in the subject line. Turn in your forms as early as possible so that any errors can be fixed before the deadline. 

ASUH FISCAL FUNDING PROCEDURES PACKET: An overall guide containing examples and explanations of what each payment type requires.

POST FUNDING ACTIVITY REPORT - an online evaluation form of the event held/attended by the RIO. Must be filled out within a week that the event is held.

COMMUNITY SERVICE LOG - an online log for RIOs to fill out completion of their mandatory community service hours. Two hours of service are required for every $100 dollars awarded. Please complete community service by the end of the semester. 


DIRECT PAYMENT

If your organization has been approved for direct payment, please follow-up with the appropriate office staff member to ensure all necessary documents are turned in a timely matter for the creation of a purchase order. 

To initiate direct payment, a quote or order from a vendor must be submitted along with a W-9 (if purchasing from a business or organization) or WH-1 TAX FORM (if purchasing services from an individual).


REIMBURSEMENT 

A reimbursement packet will be required for each individual/organization looking to be reimbursed, reimbursement is the preferred method of payment. The reimbursement documents required include:

1. REIMBURSEMENT REQUEST FORM  

  a form requesting reimbursement for money that was spent on goods related to the Senate Act allocation. Please note that the signature line must be signed by a representative who has the power to authorize the reimbursement on behalf of the person being reimbursed. You CAN NOT endorse yourself as the payee.

 

2. WH-1 TAX FORM or W-9 TAX FORM 

 the WH-1 is to be filled out by individuals who are seeking reimbursement. Please note that we do not allow dorm addresses. The W-9 is to be filled out if it is an organization seeking reimbursement.

 

3. RECEIPT LOG and COVER SHEETS FOR RECEIPTS 

Please list any and all relevant costs incurred for your reimbursement on the receipt log and support it by attaching receipts to the cover sheets. Do NOT staple receipts on receipt logs. All receipts must be itemized and have the pertinent information as outlined in the ASUH Fiscal Funding procedures.

If items were purchased before the event date, please create a letter stating the reason why items were purchased ahead of time.

 

5. CLARIFY LINE ITEMS FORM (if necessary) 

If the receipt lists items that may not be easily deciphered, fill out this form to clarify what was purchased.

 

6. ADDITIONAL SUPPORTING DOCUMENTS  

Examples can be found in the fiscal funding procedures packet above. If items were purchased with a credit card, provide a front scan of the credit card blacking out all digits except the last four as well as a copy of the bank statement with the relevant purchases highlighted.

If items were purchased with a check, please provide a copy of the cancelled check (can be requested from your bank) and a copy of the bank statement with the relevant purchases highlighted.

If travel was involved, please provide the itinerary, booking confirmation, and boarding passes (if flight was already taken).

 

7. FLYER OF EVENT

 A flyer of your event or message that was used to promote the time and location the event was held. According the ASUH RIO funding rules, the flyer must contain the ASUH logo and indicate the event was co-sponsered by ASUH. If a conference was attended, please provide a flyer of the conference.