View All Pages

What Goes in a Budget

Budgets are for recurring yearly expenses/annual costs. They are submitted in C-term for the following fiscal year (July-June).

 

Use the following guidelines to decide what to put in Budget Requests:

  • Must follow all SGA Bylaws and University Policy
    • You can find a summary of the SGA Bylaws here and University Policy here
  • Line items must be either 
    • In your FY25 or FY24 budget 
    • Approved as a funding request in FY25 or FY24
    • See Current and Legacy SGA Financial Data on the Financials Database in the General Module
  • Only annual costs
    • If this is the only year that your club will pay an expense or you will not pay it again until two years from now it does not belong in your budget  
  • Budgets may NOT include costs for
    • External performers
    • Singular vendors over 10k
    • Events over $10k
    • Trips over $250/person inclusive of SGA funded items (ex. transportation, lodging, registration, etc)
    • Non Chartwells food
  • You may increase no more than 5% per line item if estimating for inflation

 

FY26 (academic year 2025-2026) Budget Format

  • Your club’s budget will be made up of one or more Budget Requests
    • Each request will have a type
    • You will also need to provide some info such as a short description of the request and whether it comes from a previous budget or FR
  • Each of these Requests will have one or more Budget/Line Items to detail the costs in this category
    • Not the same types as Budget Requests
    • Each of these line items will have a type

 

Budget Request Types

  • Event - Off Campus (Off Campus event you are hosting)
  • Event - On Campus (On Campus event you are hosting)
  • Competitions - Off Campus (Matches, Tournaments, etc)
  • Competitions - On Campus (Matches, Tournaments, etc)
  • Conference & Trips - Off Campus (National & Regional Conferences, Trips Off Campus)
  • Equipment & Supplies (New Equipment, Maintenance, Software, Printing Material, etc)
  • Apparel (Annual Apparel Item)
  • Operational Expense (Fees & Group registration costs, Licensing, Coaches Fees, etc)
  • Other
    • before using "other" as an option email sgaappropchair@wpi.edu with the item you are looking to classify. If multiple clubs need the same item we will add it as an option instead of using "other"

Info Requested for Each Budget Request (Bold are required fields)

  • Event/Expense Description [Short Answer]
    • Event/Expense Start Date [Date]
    • Event/Expense End Date [Date]
    • Expected number of undergraduate participants [Number]
  • Was this passed in a previous budget or Funding Request? [Dropdown with comment; Previous Budget - FY25, Previous Budget - FY24, Previous FR - put F.# in comments]
  • Upload one (1) pdf of all invoices related to this budget request. [File Upload]
  • Feel free to leave any additional information here: [Short Answer]

Budget/Line Item Types 

  • Coaches Fees
  • Competition Fees
  • Lesson Fees
  • Registration Fees
  • Software
  • Space Rental
  • Trainings
  • External Artist/ Speaker
  • A/V (non LNL)
  • LNL
  • Food
  • Police
  • EMS
  • Facilities
  • Apparel
  • New Equipment
  • Equipment Maintenance
  • Expendable Supplies
  • Reusable Supplies
  • Lodging
  • Marketing and Advertising
  • Programming
  • Transportation
  • Annual Dues
  • Other (Expense)
    • before using "other" as an option email sgaappropchair@wpi.edu with the item you are looking to classify. If multiple clubs need the same item we will add it as an option instead of using "other"