Registered Student Organization Funding

Allocation & Internal Audit

The Allocation & Internal Audit Committee (AIA) is a group of 11 elected undergraduate students responsible for distributing the Student Activity Fee (SAF) and ensuring proper use of allocated funds. All financial policies, rules, and regulations for student organizations are maintained and enforced by AIA to:

1- Ensure fairness among allocations to various groups;

2- Curtail or prevent abuse of SAF monies; and

3- Ensure compliance with all University & SP&E policies and all applicable local, state, and federal laws.

Registered Student Organization Purchasing

AIA Liaisons assist with purchases for Registered Student Organizations. They are trained to process:

  • AIA Purchasing Card

    A credit card to be used for the purchase of "goods." Purchased "goods" are tangible items like promotional items, program supplies, etc. AIA Liaisons will be able to assist student organization's in making approved purchases by using their Bentley Purchasing Card (p-card) via online stores or in-person transactions (pending mutual availability).

  • External Donations

    A payment to an approved 501(c)3 non-profit who's mission aligns with that of the student organization. To submit an External Donation request, please submit a Student Organization Support Form. All payments must be made with a check or electronic funds transfer (direct deposit). Donations cannot be made via a giving link or credit card.

  • Falcon Catering Expense

    At the conclusion of an event that utilized Falcon Catering, report an expense to AIA by uploading the final invoice provided by Falcon Catering with an AIA Payment Request Form submission via your organization's budget.

  • Student Reimbursement

    A currently enrolled Bentley student pays for a student organization expense with personal funds and is requesting to be reimbursed for the items purchased with pre-approved organization funding. A reimbursement can also be issued to currently enrolled Bentley student who uses their personal vehicle to drive for an approved student organization related purpose and is requesting to be reimbursed for mileage.

  • Student Service Provider Payment

    Payment to a currently enrolled Bentley student who has been approved by SP&E to provide compensated services to a student organization. Student organizations wishing to hire a current student as a student service provider must first have the potential Student Service Provider apply to SP&E via the Student Organization Support Form. All Student Service Providers must also have a fully executed contract with all required signatures in order to receive payment. Contract signatures can be requested by submitting a Student Organization Support Form.

  • Supplier Payment

    A "supplier" is a person or business that provides services or goods. Payment for their services or goods will be paid via a check or direct deposit. While "goods" can be paid via an AIA purchasing card, all "services" must be paid paid via a check or direct deposit. Suppliers must be established in Bentley's Workday system before payment can be made for "services." All suppliers must have a fully executed contract with all required signatures in order to be permitted to perform their services and receive payment. Contract signatures can be requested by submitting a Student Organization Support Form.

The AIA Payment Request Form can be accessed and payments can be requested by:

Log into your CampusGroups account

Open your organization page

Click the "Budget" button on your dashboard

Click "Request Payment" on the appropriate budget line

Budget Request Timeline

Annual fiscal year budget requests open early February

AIA will send an email to all RSO Presidents and Treasurers with the timeline of the upcoming academic year budget request process

Requests are due around the end of February

Once the deadline has passed, any new requests will be heard once AIA returns from their summer recess at the start of the fall semester.

Review occurs March through April

So long as a budget is requested by the deadline, each request is reviewed equally and equitably. All funding decisions are at the discretion of AIA.

Budget approvals communicated early summer

Once budgets have been approved and communicated, access to utilize funding for the upcoming academic year will open August 1.

Am I able to request funding after the annual budget request deadline?

Once the formal budget request season has concluded, there are three ways to request or move funding:

Appeals

Minimal financial increases for an event or a small-scale event that was not included or approved during the initial budget request.

Formally request an appeal, reallocation, or new funding by submitting an
AIA Payment Request Form

    aia funding request form

    To contact AIA, email GA_AIA@bentley.edu