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

In order to receive project funds, you must:

1. 1. Advertise your event widely on campus.
   2. Include the AGS logo on all advertising materials. Logos will be provided to you once the application has been reviewed and approved.
   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
      • This must contain: event title, name, date, signature, and UCI net ID (if applicable). All sign-in sheets must have wet signatures and must use the template provided.
   5. Save all relevant receipts and documentation.
      • Itemized receipts we will accept for reimbursements must contain the following: Vendor Name, Date, Items, Final Amount, Payment Method
   6. Review relevant SGSM policies to ensure your event is compliant.
      • Note: SGSM has very limited circumstances under which gifts (e.g., gift baskets, prizes, and giveaways) may be funded. The only gift-related expense that may be approved is gift cards, which must be requested in the application and in accordance with SGSM policy.
   7. After your event has taken place, you will have 30 days to submit your documents for reimbursement
      • Use this link to submit your reimbursement: AGS Project Funds Check Request
      • Attach all receipts/invoices, sign-in sheets, and required documents as stated on our website. Awardees who do not submit the appropriate paperwork will not be reimbursed, and funding will be forfeited.
   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

If you are requesting funding for a gift cards, please see the requirements below:

• All gift cards are allowed a value of $25 only.
• Gift cards from permitted vendors are as follows: Amazon, Starbucks, Target, UCI Dining, and the UCI Bookstore.
• All gift cards will require the recipient to fill out a copy of the verification sheet for reimbursement. A copy of the verification sheet can be found here: SGSM Documents

If you are requesting food reimbursements:

• Ordering from UCI Catering: https://ucicatering.catertrax.com/index.asp
• All events must use UCI Catering when possible through the Regents Policy 5402. Students have the option to use an approved off-campus caterer (https://food.uci.edu/catering/) to deliver at parking structures ONLY. Approved off-campus caterers are not permitted to provide service on campus and are only limited to delivery of food.
• Students who do not wish to use UCI Catering or an approved off-campus campus caterer for delivery will need to pick up all food themselves and bring it on campus.
• For students having food at their events, please make sure to obtain food permits if needed. You will find information on UCI food permits here: Apply for a Food Permit Here
• Students are not permitted to sell food funded through AGS Project Funds.

How will I be reimbursed?

If there are multiple purchasers for the event, you must submit a separate check request and supporting documentation for each individual being 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 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, The UCI Bookstore, 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!