Handbook for Student Organization Leaders & Advisors
Dawson Hall Room/Table Reservations
If you need to reserve a room or table inside Dawson Hall, submit a request. Allow three business days for processing. Business days are M-F, 8 a.m.-5 p.m. when classes are in session. Your reservation is not confirmed until you receive a confirmation email from success@uga.edu.
Campus Reservations
If you need to reserve a space outside Dawson Hall, work with Campus Reservations.
Dawson Hall Flyer Policy
All posters MUST be approved and put up by the Student Success and Advising Center. Any unauthorized posters will be removed. View the policy.
General Information
Annual Re-registration & Allocation Request Process
The deadline for re-registration and allocation requests was May 7, 2023 (the last day of finals) for the 2024-2025 academic year.
Information for the 2025-2026 academic year allocation process will go out mid-spring term in 2025.
Step 1: UGA Re-registration for Current Student Organizations (2024-2025)
Step 2: FACS Student Organization Recognition (2024-2025) Note: email your organization's constitution with the form.
Step 3: FACS Organization Leadership and Website Information Update Form (2024-2025)
Step 4: End of the Year Student Organization Feedback (2023-2024)
Step 5: FACS Student Activity Fee Allocation Request* (2024-2025)
Step 6: UGA Agency Account Request* (What is an agency account?)
*Steps 5 and 6 are only necessary for organizations that intend to request Student Activity Fee funding from FACS or want to open an agency account through the Student Affairs Business Office (SABO). Requesting funding is not required of all FACS student organizations. Steps 1-4 are required of all organizations. Student Activity Fee Allocation Requests submitted after May 7, 2024 will not be considered.
Reimbursements
UGA prefers Student Organizations to make purchases with their own money and then submit their receipts and documentation for reimbursement.**
To submit reimbursements for student allocated funds, please complete the following steps and submit to the Student Success and Advising Center in 112 Dawson Hall in person to Ryan Burke or email at rb@uga.edu.
Before purchasing anything with your Student Activity Fee funds, please review the Student Affairs Student Activity Fee Guidelines and consult Ryan Burke if you have any questions about allowable expenses.
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Complete the vendor registration information at https://suppliers.uga.edu which includes the address where you will receive payment. Student Affairs has a guide available for registering as a supplier as an individual.
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Provide a written description of the business purpose of the expense. (i.e. what was purchased, what was it purchased for, and how did it benefit the organization or members).
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Complete and submit a reimbursement form. You will need your organization's Department ID/account number -- please ask Ryan if you do not know yours.
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Complete and submit a non-employee payment form. You will need to include your supplier number on the form.
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If submitting multiple receipts for reimbursement, all can be included in one non-employee payment form, but documentation for each event must be provided.
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Complete and submit a justification for food purchase form if food was included in the expenses.
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If food is included, you must provide a list of people who were invited to the event and ensure that the total is under per diem (cost per person) per UGA policy. Please review the UGA Food Purchasing Policy.
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Submit original, itemized receipt(s). An original can be presented to the SSAC Office Manager Ryan Burke in 112 Dawson Hall or a scan can be emailed to him. Please make sure all numbers are legible.
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Provide a flyer, email, or other posting of the event that includes date, time, and name of organization.
Note: Examples of how to complete the non-employee payment form and justification for food purchase form are shown in the FACS Handbook for Student Organization Leadership and Advisors.
If you have an agency account, all support will be with the Student Affairs Business Office (sabo@uga.edu) in the Tate Center. Ryan Burke can only assist with using your Student Activity Fee Funds, not any other funds.
Purchases made using SAF funds are exempt from sales tax. Visit the Student Affairs website for information on how to obtain Tax Exemption Forms.
**If you are making a very large purchase with SAF Funds (ex. Venue rental), please coordinate with Ryan Burke (rb@uga.edu) in the SSAC in Dawson Hall 112, because some local vendors may allow payment request via invoice. You must seek approval from Ryan Burke before agreeing to invoice an expense because we must make sure it is an allowable expense.
For help planning a student organization event, refer to this event planning flyer for some helpful tips.