budget note AY 22-23

updated August 26, 2022

Budget proposals are due September 23, 2022!

Welcome back students! The Senate Executive team is beyond excited to support your passions and projects this upcoming year. But with that, let’s review some logistics and FAQs.

Overview of the Budget

Unlike AY 2021-2022, we do not have “roll-over” funds from 2020 when the pandemic limited any student programming. However, we do have $30,000. While this may seem like a lot, remember that this number has to cover caucus activities, drinks at pub, prom (!), end-of-year celebrations, and any emergency costs.

Non-Caucus Budget – $19,500

Rep Budgets

For MDiv, MA, and PhD reps to organize events for their class.

Special Projects Fund / Co-Sponsorship

These funds are available for students with programming ideas independent of caucuses or for caucuses that need more money for a specific event. To organize an independent program, submit a one-page proposal to discuss with the co-chairs and appropriate administrators.

Community Events

For the Ministers of Fun to plan study breaks and community events, such as prom.

Student Senate

For logistical costs, such as Zoom subscriptions, snacks for Senate meetings, and emergencies.

Student Beverage Co-op (Pub)

For bartending needs (alcoholic and non-alcoholic) at pub and prom.

Caucus Budget – $10,500

At the moment, the spreadsheet shows that $700 is allotted to each caucus. This number is simply a placeholder; it represents the average if $10,500 is split evenly among fifteen caucuses.However, each caucus has different needs, affecting their proposed budget.

How to create your Caucus Budget

There are obviously many ways to create a budget; this is just one idea to get your group started.Budgets are due September 23, 2022.

Questions to discuss:

What are your expenses:

  • Does your caucus intend to remain active this academic year?
    • If not, please inform the executive team so we may adjust the budget accordingly.
  • Approximately how many members are in your caucus?
  • What events does your caucus host?
    • Weekly meetings, once-a-semester study break, public panels, etc?
  • What are the costs associated with these events?
    • Food, technology, transportation, honorariums, etc?
  • Does your caucus host an end-of-the-year celebration or commission?
    • How many students are graduating?
    • What might be the costs per student? (e.g., stolls, pins, etc.)
  • Does your group have subscriptions?
    • e.g., website and domain costs
    • Senate already pays for Zoom, which can be shared!

Where can you cut costs?

  • Food!
    • Are there members that can purchase snacks wholesale?
    • Are you paying for delivery services?
    • Can you organize a potluck instead?
  • Be sustainable!
    • Ask members to bring/donate plates, cups, silverware to events
    • Can you make your announcements digital instead of printing?
    • Feel free to submit anything to the senate website

Do you still need more money?

  • Are there other sources of funding from the community that you can receive?
    • e.g., the AAPI caucus received a grant that covered most, if not all, of last year’s Arts Showcase


Create a table estimating the date, item, and cost. Example:

SeptemberBrunch for new members$100
NovemberPaint and sip study break$300
FebruarySpeaker honorarium$150
AprilStoles (5 graduates)$50

In addition to the spreadsheet, please submit 3-4 sentences to the treasurer explaining your caucus’s goals and plans to spend the budget. Nothing is set in stone; this is just helpful to ensure we are dividing the budget appropriately and equitably. 

Example: We estimate there will be ten active members in the Interfaith Justice Caucus this academic year. We host monthly meetings (six total), sometimes inviting an external speaker. Some speakers may volunteer their time, while others may need an honorarium. At the end of the year, we plan to purchase customized stoles for our four graduating members.

How to Spend Money

The first day to spend money is September 1, 2022.

The last day to spend money is April 30, 2023.

Option 1: Preferred

Purchase your items from a vendor that can provide an invoice approximately two weeks in advance. Send the invoice to the treasurer who will complete the purchase and keep a copy of the receipt.

Option 2:

Purchase your items on a personal credit card and keep the receipts (an image is fine). Send the receipt to the treasurer who will submit this information to Alberta McCants. Alberta will request a reimbursement check from Union’s business office on your behalf. You will also need to fill out a W-9 and sign it so that they can be paid by the seminary for their purchases.

Reimbursement may take a few weeks, and that may introduce financial stress for those who use their personal credit cards. Therefore, we highly recommend option 1.

Stay within your budget!

The treasurer cannot reimburse you for expenses without a receipt or for expenses beyond your budget! If you are spending beyond your group’s budget, please ensure you have co-sponsors or have applied for alternate sources of funding!

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