Grant Funding FAQ

Before applying for grants, consider the following recommendations in order to write the best possible grant application.

• Wait to commit to performers, venues, etc. until funding is secured. SAO Grant awards are tentative and are dependent on the group’s completion of requirements.
• Apply as far in advance as possible. Applying 2-3 grant cycles in advance will allow you to reapply if denied.
• Have an advisor review a draft of your proposal and budget for feedback prior to submission.
• Understand your financial obligations as a student group and complete the SAO Grant Training course as soon as possible if you think your group may apply for an SAO grant during the year.

New RSOs or RSOs that have made changes to their group's official name and need to update their W-9 are encouraged to submit the document submission form prior to submitting a proposal. This can be done after funding has been tentatively awarded, however, doing it prior to applying allows the Grants Team to get a head start on setting groups up as a vendor with the University. This is often what takes the most time in getting groups paid.

Student groups should apply for funding as early as possible to ensure that there is funding available for their event. We recommend a minimum of two grant cycles (deadlines) before your event date in order to receive funding prior to your event. Please review the grant application deadlines. SAO grants will not be awarded for events that have already taken place. Due to the volume of grants we receive, we cannot make exceptions to our deadlines.

Ensure that you are reviewing all grant criteria ahead of time and answering all questions to the best of your ability. Be sure to emphasize how your group's program or event promotes student development, enhances diversity, and/or benefits the campus community in your application. Additionally, make sure your application explains your event in clear and concise detail. Your budget should give a full picture of the entire event, not just what you expect the grant to fund. Your proposal and budget should align and explain to the committee exactly what you are planning. Remember, the grant committee may not know anything about your group or your event.

Assume that the people reading your proposal have no prior knowledge about your group, program, or event. More details in your proposal makes it easier for the committee to understand the value of your event. In the interest of viewpoint neutrality, the SAO Grants committee only uses information included in the application.

Your proposed budget should also be detailed and complete. This includes documenting all anticipated event expenses, even those not covered by SAO grants, and anticipated income above and beyond SAO grants needed to cover the anticipated event expenses. Groups are encouraged to ask vendors for quotes prior to completing the budget. The information provided in the application and budget should align.

The financial section of your application should be as specific and accurate as possible. Groups are encouraged to adequately estimate the costs of their event to make sure their group is covered for funding. This can include contacting vendors for quotes prior to applying, however this is not required. Additionally, make sure that the information in the financial section reflects the information found elsewhere in the application.

Supplies that are specific to the event (i.e. equipment rental, food, honorariums, etc.) are considered programming expenses and can be funded by SAO grants. Supplies that the group can use beyond the event (i.e. games, audio equipment, uniforms/apparel, etc.) are considered operational and are not eligible for funding.

Prizes or giveaways (i.e. gift cards, awards, thank you gifts) also cannot be funded by SAO grants.

A full list of allowable and unallowable expenses is found in our Allowable and Unallowable Expense Document.

No, meeting expenses are considered operational. SAO grant funding is intended to support activities, programs, and special events that promote student development.

A full list of allowable and unallowable expenses is found in our Allowable and Unallowable Expense Document.

The amount student groups can receive per event depends on a number of factors that can be found in the SAO Grants Eligibility Table. There are a variety of different grant initiatives, each of which has different criteria. Each grant initiative has a maximum award amount per event, and groups can receive funding from multiple initiatives for a single event.

Registered student groups may receive up to $10,000 per year. For partnership events, the award amount is split evenly between the groups when totaling the award amount for the year.

Some ways that groups have done this in the past include membership dues, fundraisers, other grants, and partnerships. See our Funding Page and Related University Grants for more information and ideas.

Yes, your group can apply again, as long as the event takes place within the upcoming application deadline requirement . SAO grants will not be awarded for events that have already taken place or are scheduled outside of the deadline’s range of dates. We recommend applying at least 2 cycles in advance to allow your group a chance to reapply for SAO grants, if needed. Student Activities Advisor is happy to meet with any group and provide feedback from the Grants Review Committee to help improve your proposal.

Yes, your student group services advisor is more than happy to meet with you, answer questions, and review your application prior to submitting. Student groups are also free to reach out to the SAO Grants Assistant who can answer any questions that you have.

Registered Student Organizations (RSOs) will have their check ready for pickup or has been mailed to them up to 6 weeks after their application is approved. It will take 3-4 weeks to receive funding for RSOs that choose the ACH option after all requirements have been completed. Initial ACH set-up may be an additional 6 weeks before payment can be processed.

Campus Life Programs (CLPs) will receive their grant award through EFS transfer within 2-3 weeks of submitting their Statement of Agreement.

Prior to applying, first time primary applicants must complete the SAO Grants Training Course. Groups that are new applicants are required to schedule a pre-event meeting with their assigned SAO advisor as a contingency of their award. All groups must submit a completed Statement of Agreement. Each classification has its own Statement of Agreement, so please fill out the correct form when submitting.

Awarded groups should also utilize the appropriate grant logo(s) in promoting the event. These are found on the Grant Recipient Files page.

Due to the current Coca Cola contract with the University any beverage served at events funded by SAO Grants must be a Coca-Cola Products. Exceptions to this rule are beverages made on site or provided by a licensed caterer. A list of Coca Cola products for groups to use can be found on the Coca-Cola Brand Sheet. Student groups should reach out to the SAO Grants Assistant for approval before applying for alternate beverages.

Yes, student groups should be keeping all event receipts. Itemized receipts and/or paid invoices will be required for your post-event form. Only PDFs, JPEGs, or PNGs will be accepted. Please review the Acceptable Documentation resource prior to submitting your post-event form. Student Groups should also review record retention requirements for student groups and create a sustainable system for recording, retaining, and passing on information to future officers.

The SAO Grants Committee will review your entire application and may give feedback on your group’s proposal and budget. Based on their review, the committee may decide not to fund your full request, make your award contingent on completing a pre-event meeting, or deny your application altogether. Failure to complete any contingencies by the pre-event deadline will result in the student group’s grant being forfeited. This feedback and requirements will be communicated via their award notification email.

It depends. Events may be pushed back with the approval of the SAO Grants team, but not into the next fiscal year which ends June 30 each year. Please reach out to saogrant@umn.edu to confirm the updated date for eligibility and to update our records.

No. Decisions made by the committee are final. We recommend applying two cycles ahead of time to allow groups to reapply.