Senate Act Funding
Thank you for your interest in Senate Act funding. This opportunity was created to allow the ASUH Senate to fund programs, services, and support for our undergraduate students at the University of Hawaiʻi at Mānoa.
If you have any questions regarding the Senate Act Funding process, please email asuh@hawaii.edu.
INTRODUCING BILLS FOR ACTS
Any member on the ASUH Senate that is not the President may introduce draft legislation (called "measures") to be reviewed and approved. One of the types of measures that can be introduced in the ASUH Senate is a Senate Bill. A Senate Bill is a funding proposal, and if approved, becomes enacted as a Senate Act, or Senate Act legislation. The ASUH is then able to fund said program or event with the codified Senate Act.
Approval of Senate Bills by the ASUH Senate can be as quick as 2 weeks, or take as long as a few weeks, depending on the significance of the requested amount and event/program requesting for funding. The Senate Bill, if approved, is then codified when the minutes of the meeting that the Bill was approved at has been reviewed by the Senate. The codified Senate Bill officially becomes a Senate Act.
Senate Acts may fund any programs, services, support, or events that the ASUH allows. Funding for Registered Independent Organizations (RIOs), student scholarships, student research, etc. is reviewed and approved through ASUH's other sources of funding, and cannot be funding separately through this Senate Act process. To see ASUH's funding processes for scholarships, awards, and RIO Funding awards, please click here.
REQUEST FOR A SENATE ACT PROPOSAL
To make a proposal for a Senate Act, you can contact one of the Senators or Executive Members for endorsement through our contact form. A list of senators can be found here. A reference of Senate Acts that have been passed for the Current Senate can be found here.
Contact asuh@hawaii.edu to get in touch with the Senate.
Click here to learn how a Bill becomes an Act.
LEARN WHO YOUR REPRESENTATIVES ARE
Click here to see who your current Senators are.
Click here to see past funding.
FOR ALL SENATE ACT FUNDING AWARDEES
SENATE ACT FUNDING FISCAL PROCEDURES
Documents for the fiscal funding procedures regarding senate acts can be found on this page.
Following the codification of the Senate Act and the event/program that was funded, Fiscal Processing (reimbursement/payment) of the organization or individual will take place. This process will take a lot of time due many steps that are required of the funded
organizers, ASUH, and the Fiscal Office. Delays within the fiscal process may occur depending on the proper completion of the documents required for the reimbursement/payment process.
CLICK HERE FOR THE ASUH FUNDING PROCEDURES
To fulfill your funding, the following documents must be submitted to the ASUH Office for the organization or each individual being reimbursed by: TBA
REIMBURSEMENT
A reimbursement packet will be required for each individual/organization looking to be reimbursed. Reimbursement is the preferred method of payment. The reimbursement documents required include:
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A form requesting reimbursement for money that was spent on goods related to the Senate Act. Please note that the signature line must be signed by a representative who has the power to authorize the reimbursement on behalf of the person being reimbursed. You CAN NOT endorse yourself as the payee.
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The WH-1 is to be filled out by individuals who are seeking reimbursement. Please note that we do not allow dorm addresses. The W-9 is to be filled out if it is an organization seeking reimbursement.
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RECEIPT LOG and COVER SHEETS FOR RECEIPTS
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Please list any and all relevant costs incurred for your reimbursement on the receipt log and support it by attaching receipts to the cover sheets. All receipts must be itemized and have the pertinent information as outlined in the ASUH Fiscal Funding procedures.
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If items were purchased before the event date, please create a letter stating the reason why items were purchased ahead of time.
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CLARIFY LINE ITEMS FORM (if necessary)
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If the receipt lists items that may not be easily deciphered, fill out this form to clarify what was purchased.
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ADDITIONAL SUPPORTING DOCUMENTS
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Examples can be found in the fiscal funding procedures packet above. If items were purchased with a credit card, provide a front scan of the credit card blacking out all digits except the last four as well as a copy of the bank statement with the relevant purchases highlighted.
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If items were purchased with a check, please provide a copy of the cancelled check (can be requested from your bank) and a copy of the bank statement with the relevant purchases highlighted.
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If travel was involved, please provide the itinerary, booking confirmation, and boarding passes (if flight was already taken).
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FLYER OF EVENT
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A flyer of your event or message that was used to promote the time and location the event was held. According the ASUH RIO funding rules, the flyer must contain the ASUH logo and indicate the event was co-sponsered by ASUH. If a conference was attended, please provide a flyer of the conference.
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DIRECT PAYMENT
If your organization has been approved for direct payment, please follow-up with the appropriate office staff member to ensure all necessary documents are turned in a timely matter for the creation of a purchase order.
To initiate direct payment, a quote or order from a vendor must be submitted along with a W-9 (if purchasing from a business or organization) or WH-1 TAX FORM (if purchasing services from an individual).