Please read this in full, rules and regulations have changed for this year.

In order to receive project funds, you must:

1. Advertise your event widely on campus.
2. Include the AGS logo on all advertising materials (provided at the bottom of this document).
3. Create a poster for the event (again, AGS logo must be included).
4. Have a sign-in sheet for your event. This is required in order to be reimbursed. A copy of our sign-in sheet template can be found here: sign-in sheet
   1. This must contain: event title, name, date, signature, and UCI net ID (if applicable)
5. Save all relevant receipts and documentation.
6. Review relevant SGSM policies to ensure your event is compliant.
   1. Please note: there are very limited scenarios where SGSM will reimburse purchases that are gifts (such as gift baskets, prizes, gift cards, etc.). If you are interested in purchasing gifts, please follow the gift card policy.
7. Complete this form following your event.
   1. Attach all relevant receipts/invoices to this form. There is a button near the bottom left of the form where you can upload them.
   2. Also attach the poster for your event (with AGS logo) AND your sign in sheet.
8. Please note: you will be reimbursed after your event. You must pick up your check in person from the Student Government Student Media (SGSM) office in the student center. This check should be available within 3 business days of receiving confirmation that your DocuSign reimbursement request has been approved.

In order to receive gift cards, you must:

1. Request them using this form. This must be completed at least two weeks prior to your event.
2. Remember that the lowest denomination allowable for gift cards is $25.
3. Remember that gift cards can only be purchased for the following vendors: Amazon, Starbucks, Target, and UCI Dining.
4. Make sure you follow SGSM policies and procedures (which can be found here).

If you are requesting food reimbursements:

• Ordering from UCI Catering. See https://ucicatering.catertrax.com/index.asp
• Ordering from a University-approved vendor for drop-off ONLY or student pick-up. Drop-off location is ONLY allowed at the Flag Poles, no exceptions. See https://food.uci.edu/catering-alcohol/off-campus-caterers/
• Ordering from a NON-University-approved vendor for student pick-up ONLY. This includes items from grocery stores, big box, and NON-University-approved businesses. Students assume all risk & liability with regards to using a non-approved-University vendor, i.e. handling of perishable items. NOTE: All beverages must be available on the university-approved food vendor list or part of the University’s beverage contract (Pepsi), e.g., cannot give out Red Bull or Coca-Cola products. Boba must be purchased through Aramark or from a university-approved food vendor.
• NOTE: Aramark/UCI Catering is the only approved caterer at UCI for set-up and service. If UCI Catering is not available or able to provide the service for an event being outdoors, a Carve Out may be requested to contract with an off-campus vendor, such as a food truck. ALL must be approved by SGSM first. Only UCI Catering is allowed in Student Center-operated spaces.

How will I be reimbursed?

You will be reimbursed with a check. You will need to pick up your check in person from the SGSM office. It is not possible to have your funds directly deposited.

What forms of payment can I use for my event?

Credit Card, Check, and Cash are acceptable forms of payment. The payment method must be stated on the receipt. Please note that Venmo/Zelle/peer-to-peer (P2P) payment is not an approved form of receipt or payment.

What is the difference between a fee and honorarium?

A fee is associated with a formal contract while honorariums are informals tokens of appreciation. Though we can reimburse fees we can reimburse honorariums.

Do I have to order from UCI catering?

UCI Dining has the first right of refusal for all catering and dining services. If UCI Dining is not available to fulfill your order then an off-campus approved vendor may deliver food. If students wish to obtain food not on the approved off-campus  vendor list, they are responsible for picking up the food themselves. No delivery will be allowed to campus.

Be aware that students on your team handling food must be trained. Please review the food permit requirements here: https://food.uci.edu/catering/

I want to give out prizes like laptops. How do I get reimbursed?

Tangible items are not permitted, the value of items given away at events can not exceed $5. If your group decides to go with gift cards, there are restrictions. Gift cards can only come from the following vendors: Amazon, Starbucks, Target, and UCI Dining.

Please also note that the allowable gift card amount is $25 per card.

My group includes members that are undergrads. Does that matter?

That is ok, but in order to be reimbursed by AGS, you will need to show that more than 50% of attendees are registered graduate students at UCI. This is done using your sign in sheets.

THIS IS FUNDING FOR GRADUATES ONLY!