University Park Allocation Committee Requestor Handbook

Revised July 2025

University Park Allocation Committee

Established 1996 – The Pennsylvania State University

208 HUB-Robeson Center – University Park, PA 16802 – (814) 863-8951

Table of Contents

1. General Information
   • Mission Statement
   • Contact Information
   • Meetings
     • General Allocation Review
     • Leadership Team Review
     • Standing Allocation Review
     • Policy Review
   • Minutes
   • Terminology
   • Important Points of Contact
2. Funding Restrictions
   • Repercussions of Violating Policy
   • Maximum use of UPAC and SFB funds
   • Limitations on SIF fund use
   • Items that will not be funded
   • Additional Funding Limitations
   • Students Ineligible for Funding
3. General Allocation Requests
   • General Information
     • Deadlines
     • Miscellaneous Expenses
     • Addenda
   • Programs
     • Guidelines
     • The 10% Rule
     • Speaking/Performing Artist Fees
     • International Speaking/Performing Artist Fees Recipients
     • Facility and Equipment Rental
     • Clothing / Costumes / Apparel/Set Design/Props
     • Food Expenses
     • Program Materials / Programs / Receptions / Awards / Prizes / Decorations
     • Publicity
     • Ticket Sales
     • Dates of Events
   • Travel
     • Guidelines
     • Travel Experience Categories
     • Travel Procedures and Regulations
   • Equipment
     • Subscription Based
   • Media Production
   • Operational
     • Staffing Expenses
     • Telephone Expenses/Fax Machine Availability
4. Standing Allocation Requests
   • Current Standing Allocations
   • Attaining Standing Allocation
   • Losing Standing Allocation Status
   • Budget
   • Speaking/Performing Artist Fees Caps for Organizations with Standing Allocation Status
   • Collaboration
5. Accessing funds allocated by UPAC
   • Requestors with Associated Student Activities accounts
   • Requestors without ASA Accounts
6. Appealing Committee Decisions
   • Grounds of an Appeal

1. General Information

1.1.  Mission Statement 

The mission of the University Park Allocation Committee (UPAC) is to objectively and effectively allocate a portion of the Student Initiated Fee (SIF) income towards events, travel experiences, equipment, and other items requested by student organizations or individuals that will ultimately enhance student life, add value to the out-of-class experience, and/or improve the educational climate at the University Park campus. 

1.2.  Contact Information 

UPAC can be contacted via the following methods: 

• Telephone: 814-863-8951 
• Email: upac@psu.edu 
• Mail Address: 208 HUB-Robeson Center, University Park, PA, 16802 
• Web Address: https://upac.psu.edu 

1.3. Meetings 

Meetings of the full committee and sub-committees of the University Park Allocation Committee shall be conducted according to the Modern Rules of Order. 

UPAC will conduct weekly meetings normally held each Tuesday and Thursday evening during the fall and spring semesters. All committee members are expected to be at assigned meetings in their entirety. Additional meetings may be scheduled, as circumstances warrant, by members of the Leadership Team. 

1.3.1. Types of Reviews 

1.3.1.1. General Allocation Review 

This is the most common type of review that UPAC schedules. Allocation requests may be “fast-tracked” or “committee-reviewed”.   

Fast-tracked requests are of a simple nature, are reviewed by the UPAC Chair or their designee, and are approved or denied with or without adjustments. The UPAC Chair reserves the right to review budget requests as a “fast track” review, should the budget meet the following criteria: 

• The requesting organization has previously submitted a budget to UPAC. 
• The allocation does not exceed $15,000. 
• The budget has clear funding allocation caps based on UPAC policies. 

Any budget that does not meet the above criteria will be scheduled for a full review with an allocation team. 

Committee-reviewed allocation requests may be more complex in nature and are reviewed by a sub-committee known as an Allocation Team. Each allocation team may meet as a sub-committee with a sub-committee Chair leading the meeting and an advisor providing guidance as needed. 

Agendas are set for each allocation team and distributed to the committee members and scheduled requestors by the Thursday prior to the meeting in question. At least one (1) representative from the requesting organization is responsible for attending all scheduled allocation review meetings. It is suggested that the student(s) who know the most about the requests attend the allocation meeting. 

Requestors are able to present their request to the sub-committee and answer and ask questions. All decisions regarding general allocation requests are made during the sub-committee reviews. Decisions are reached by a majority (50% + 1) vote of the committee members present, with the sub-chair voting in the event of a tie. 

Recommendations are voted on from most generous to least generous, as determined by the sub-chair. 

1.3.1.2. Leadership Team Review 

In cases when a funding request cannot be fast-tracked, but the Chair advocates for full funding based on UPAC Policy, the funding request may be reviewed by the UPAC Leadership Team. 

In these cases, the Leadership Team acts as an allocation team with the Chair acting as the Sub-Chair, the Sub-Chairs acting as voting Sub-Committee members, and at least one advisor present. No member is required to act as a member of the Student Contact Team, and no representative from the requesting organization is required to attend the review. 

In these cases, the Leadership Team may make one of two decisions: 

• Fully fund the allocation request based on UPAC policy, OR 

• Review the allocation request under the guidelines of a general allocation 

After discussion among the Leadership Team, the leadership team will vote on whether to fully-fund the request based on UPAC policy. Quorum for voting on a Leadership Team review is four (4) of the six (6) leadership team members present. A unanimous vote of the Leadership Team is required to fully-fund the allocation request; otherwise, the request will be reviewed under the guidelines of a general allocation review. 

1.3.1.3. Standing Allocation Review 

Standing allocation reviews are scheduled during any part of the weekly meeting by UPAC on an as needed basis, normally during the spring semester. Exceptions may be granted at the Chair’s discretion. The full committee with the Chair leading the meeting and at least one (1) advisor providing guidance are required to perform a standing allocation review. All members of UPAC are expected to attend standing allocation reviews. 

Agendas are set for standing allocation reviews and are distributed to the required attendees and committee members at least one (1) week prior to the meeting. At least one (1) representative from the requesting organization is responsible for attending all scheduled allocation review meetings to provide support for the information submitted by the organization. 

Standing allocation reviews will begin with the Chair, committee members, advisors, requestor representative(s), and members of the public gallery taking their seats. The Chair will convene the review and introduce the requestor(s). A presentation from the requestor(s) will be provided, followed by a period of committee/requestor question and answer. The committee will then discuss the standing allocation request. Finally, the requestors and gallery will be asked to leave, allowing for a closed recommendation and voting session. 

The Chair has the discretion to adapt the meeting process and schedule to best suit the committee’s and requestor’s needs. 

1.3.1.4. Policy Review 

Any student paying the Student Initiated Fee at University Park may research and generate policy recommendations for the UPAC Requestor Handbook. 

The Leadership Team will review all policy proposals, correct factual errors in the background, and suggest additional changes. Any changes that the author declines may be written as an addendum to the policy by a Leadership Team member. 

The Leadership Team will assign a contact person for each policy change submission. If the policy is found to violate Student Fee Board policy, the author will be notified in writing. 

UPAC holds two sessions of research and generation of policy recommendations per academic year. The first session takes place in the Fall semester where the Leadership Team will internally generate policy proposals. The second session of policy review takes place in the Spring semester where any member of UPAC and the student body can propose policy recommendations. All policy recommendations from the Fall and Spring semesters will then be proposed and voted on in the official Spring policy review. 

Suggested policy changes will be reviewed at the first available policy meeting. The author will be notified no less than twelve (12) academic days in advance of the meeting. 

To change policy, UPAC must conduct a full committee meeting. In rare cases where it is not possible to convene the entire committee, it will be the responsibility of the Leadership Team to establish protocol. Quorum to convene a full committee meeting for the purpose of adopting policy is two-thirds (2/3) of the current general committee roster. The general committee roster cannot be edited within 24 hours of the beginning of the full committee meeting. If the meeting is held on a Tuesday night, minimum for quorum for Policy and Standing Allocation reviews is two-thirds (2/3) of those members listed on the official UPAC roster who regularly attend Tuesday night meetings. 

Changes to UPAC policies and procedures, approved by the full committee, will be effective at the beginning of the following academic year unless otherwise determined by the committee. 

Policy reviews are scheduled during any part of the weekly meeting by UPAC on an as needed basis. The full committee with the Chair leading the meeting and at least one (1) advisor providing guidance as needed are required to perform a policy review. All members of UPAC are expected to attend policy reviews. 

Agendas are normally set for policy reviews and are advertised via the UPAC website at least one (1) week prior to the meeting. The author of the policy recommendation is expected to attend the policy review. 

Policy reviews will begin with the Chair, committee members, advisors, author(s), and members of the public gallery taking their seats. The Chair will convene the policy review and introduce the representative(s). A brief presentation and explanation from the representative(s) will be provided, followed by a period of UPAC/representative question and answer. The committee will then open the floor to brief comments from the gallery followed by a committee discussion of the policy proposal. Finally, the committee will issue final recommendations and then vote via anonymous balloting (e.g., paper, Discover, forms). If the person proposing the policy change is a member of the UPAC committee, they are permitted to vote on the policy change. 

The committee may opt to vote in a different format: by a member making a motion, receiving a second to that motion, and achieving a majority vote (50% + 1) in favor. 

The Chair has the discretion to adapt the meeting process and schedule to best suit the committee’s and proposing representative(s) needs. 

1.4. Meeting Minutes 

All meeting minutes are made available via the UPAC website, after notification of allocation is provided to the requestor. To discuss the minutes, please contact the UPAC Staff Assistant to make an appointment with the Chair. If the Chair is not available, an Advisor may be able to assist you. 

1.5. Terminology 

UPAC defines the following terms as: 

• Academic Day: any day University Park classes are in session. This does not include study days, final days, weekends, holidays and/or the days between semesters. 
• Academic Year: the time period beginning the Monday after Summer Session II commencement in August through the Sunday of Summer Session II commencement in August the following year. The order of semesters in an academic year is Fall, Spring, May-mester, Summer Session I, and Summer Session II. 
• Addendum: request for an addition to an already approved UPAC budget request to cover unforeseen expenses not in the original budget. 
• Bid: see “quote”. 
• Costume: A costume is defined as the clothes worn by a performer to appear to be a different person.  
• Equipment: refers to a set of tools or other objects used to aid the organization in completing their primary purpose 
• Program Equipment: supplies or materials that encompass a collection of tools or items utilized to accomplish a specific goal within the framework of a designated program 
• Speaking/Performing Artist Fees: payment for a professional service for which no traditional market price exists. Examples include, but shall not be limited to, speaker fees and performance/DJ fees (riders not included). Speaking/Performing Artist Fees do not include non-performing DJ’s. 
• Personal Networking: making contact and becoming acquainted with individuals or groups for individual or personal Examples include, but shall not be limited to, career fairs, resume sessions, and job/internship interviews. 
• Professional (in relation to field trips): A person who has in the past or currently is working in an industry and has expertise in a particular area. 
• Program: any event (e.g., speaker, concert, conference, theater performance, cultural affair) that enhances the out-of-class experience provided by members of the Penn State community for students at Penn State – University Park. 
• Quote: documentation specifying the details of item(s) or service(s) that is provided that at a minimum includes the price, quantity, and item/service 
• Requestors: 

• • Recognized Student Organizations: recognized through the Student Affairs – Office of Student Leadership and Involvement. 
  • Non-recognized student organizations: groups of 10 or more students in a student organization that operates under a specific Penn State department. 
  • Independent student: any full-or part-time registered University Park student currently assessed the Student Initiated Fee. Independent students may request UPAC funds for the travel category of funding. 
  • Organizations with Standing Allocation Status: a category of requesting organization that serves some type of campus-wide programming need that contributes to the well-rounded experience of all University Park students. 

• Total Program Costs: the total expenses for execution of the program. Total program costs include but are not limited to the amount being requested from UPAC, expenses covered by any donations (community and in-kind), and expenses covered by student organization contributions. Total program costs do not include expenses incurred for items already owned by the student organization. 
• Travel: any activity in which students leave the University to attend or participate in an experience not provided by Penn State students or faculty. All travel must accomplish an organizational function and/or improve a service offered to all students by bringing materials and information back to University Park. 
• Travel Eligibility Fall-Spring: Students must be currently enrolled in University Park classes during the semester in which they are traveling. Students who have graduated and are no longer enrolled in classes are not eligible for funding. 
• Travel Eligibility Summer: Students must be enrolled in University Park summer courses for the semester they will be traveling or registered for the upcoming fall semester at University Park. Students who have graduated and are no longer enrolled in classes are not eligible for funding. 
• University Approved Storage: Secured location approved by Penn State that stores UPAC-funded equipment. This excludes private residences and areas with open access (classrooms, etc.) 

1.6. Important Points of Contact 

The following are points of contact that may be helpful as reference throughout the UPAC process. 

• ASA (Associated Student Activities): this office serves as the financial (banking, accounting, paymaster) office for student organizations. All allocations to registered student organizations will be processed through this office. The office is located at 240 HUB-Robeson Center. They can be contacted via phone at: 814-865-1947. They can be contacted via email at: asaoffice@psu.edu 
• Events Management: This office handles reservation for spaces on campus, and setup for spaces in the HUB-Robeson Center. The office is located at 125 HUB-Robeson Center. They can be contacted via phone at: 814-865-7973. They can be contacted via email at: hubevents@psu.edu. 
• Student Leadership & Involvement: This office serves as the primary point of contact for all registered student organizations at University Park. This office monitors and assists student organizations with maintaining their status, training new officers, accessing student organization resources, and providing a variety of leadership and service programs. The office is located at 103 HUB-Robeson Center. They can be contacted via phone at: 814-863-4624. They can be contacted via email at: studentorg@psu.edu 
• RSO Event Consultation (REC): This meeting is the starting point for all registered student organizations that would like to have a program/event at University Park. They assist organizations through the process from start to finish with planning and executing an event. The office is located at 125A HUB-Robeson Center. They can be contacted via phone at: 814-865-9273. 
• Student Affairs Marketing: This office provides publicity, marketing, advertisement, and ticketing materials for student organizations. This office facilitates ticketing for UPAC-funded programs as well as marketing materials for events and programs at University Park. The office is located at 203 Boucke Building. They can be contacted via email at: sacommunications@psu.edu. 

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2. Funding Restrictions

2.1. Policy Violations 

UPAC reserves the right to audit any UPAC allocation. If the audit results in potential Code of Conduct violations, the organization may be referred to the Office of Student Accountability and Conflict Response. Any imposed penalties will be recorded internally and kept for three years. 

Failure to respond to or failure to provide adequate information relating to a UPAC-funded equipment audit bars the organization of equipment funding and program equipment funding for at least 1 calendar year as determined by the Leadership Team. 

2.2. Maximum Use of UPAC Funds 

2.2.1 Maximum Program Funding Amounts:  

The total amount of funding from all UPAC funds cannot exceed ninety (90%) of total program costs. Organizations with Standing Allocation status, who receive SIF funds, can combine funds with UPAC allocated organizations to increase funding in any given category if total SIF funds do not exceed ninety (90%) of total program cost. 

2.2.2 Maximum Travel Expenses: 

UPAC funding is capped at $5,000 per year for Student Organization Travel and $500 per year for independent student travel. Travel is also capped by category at 75% of transportation, $65 per student per night in lodging, and $100 per student for registration fees. Students are permitted to use UPAC funding for a travel experience up to three (3) times per academic year. 

2.2.3 Maximum Equipment, Media, & Operational Expenses: 

UPAC reserves a $5,000 per academic year funding cap for Equipment expenses, $10,000 per academic year on Publication and Broadcast Media requests, and a $50 per academic year cap on Operational Funds. 

2.3. Limitations on Student Initiated Fee (SIF) Fund Use 

The information in this section is an excerpt from the Student Fee Board (SFB) handbook. The official SFB handbook is the governing document and is available from student affairs at the following web page: studentfee.psu.edu 

8. FUNDING [Student Fee Handbook] The range of activities, recreation, services, and facilities that can be funded is broad. The unique needs of a particular campus may suggest a funding priority at one location but not at another.

8.1. LIMITATIONS OF FEE USE [Student Fee Handbook] 

1. Funding CANNOT be discriminatory, arbitrary, or capricious. 
2. Viewpoint neutrality must be followed when allocating any Student Fees. Based on court decisions, allocating boards must make decisions that are viewpoint neutral, which is defined as decisions that are not based on religious, political, or personal views. Furthermore, all viewpoints, including those that are controversial, must have an equal chance of receiving funding. However, it is not required that all groups be funded equally or that opposite views have to be funded. The same criteria used for other events, such as student interest and involvement, can be used to determine funding amounts for potentially controversial programs. 
3. No person or sponsoring organization may make a profit from a SFB-sponsored event. 
4. With approval from the sponsoring organization and the allocating body, a separate group may sell a commodity or raise funds at a SFB-sponsored event. A registered student organization may conduct approved fundraising activities at SFB-supported events provided the main purpose of the activity being supported by the fee is not fundraising and the event is free and open to the University community. A student who attends said event and does not donate must be able to gain the same experience from said event as someone who donates to the fund-raiser and attends said event. All proceeds from the fundraiser must benefit a charity or philanthropy as defined by the IRS, and in the case of a US-based organization, has 501c3 tax-exempt status or is a recognized student organization of The Pennsylvania State University. The registered student organization wishing to raise funds at an event supported by the Student Fee, but sponsored by another registered student organization, must have the permission of the sponsoring registered student organization to raise funds at the event. The sponsoring registered student organization of the event will have the final determination in the selection of the group to conduct the fundraising activity. All fundraising activities must be approved in advance by the Campus Allocation Committee and follow the procedures outlined in Policies and Rules for Student Organizations. 
5. Requestors must use SFB funds in the manner for which they were allocated.
6. Activities sponsored by the SFB must be open to all University students at the campus that is funding the event. When funding events, campuses and allocation committees should consider the balance of accommodating fee-paying students and possibly accommodating guests. In determining whether to make an event open to guests, campus allocation committees will be mindful of risk management issues, being welcoming to adult learners and their family members, and other students with varying needs. 
7. Student Fees shall not be used to backfill expenses from the general funds budget, nor should the Student Fee be used to replace what is currently funded through the general funds. 
8. Any organization receiving funds directly from the SFB may not request additional funds from a Campus Allocation Committee. 
9. Individual chapters recognized by the Interfraternity Council, Multicultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council are eligible for funding only when the event is open to the entire University population. 
10. Money may be used for wages (preferably for students) and, in the case of services, salaries. In some cases, wages for professional staff may be appropriate when student employees with appropriate time and/or experience are not available. Approval for use of activity fee money for specific salaries must be given by the appropriate student fee/allocation board and must be endorsed by both the Vice President for Student Affairs and the President for decisions at University Park and by the chief student affairs officer and the chancellor for decisions at a Commonwealth campus. 
11. Co-sponsorships: CCSG, GPSA, and UPUA have the option of using portions of their budget to co-sponsor. Co-sponsorship, as pertaining to fixed allocation funds, is the ability to host an event or initiative in conjunction with another student organization, entity, or off-campus establishment (i.e., the Borough Council). 
12. CCSG, GPSA, or UPUA, must take part in the planning of any event for which they are a co-sponsor. Organizations must go before these student governments and ask them to cover specific expenses of their program. 
13. Co-sponsorship does not apply to events jointly funded by UPUA, GPSA, and CCSG. 
14. The facility fee shall be used for projects on University-owned properties. If a campus would like to utilize income from the facility fee for a project at a non-University-owned location, the campus committee responsible for allocating the fee (or appropriate campus leadership) must seek an exception from the Vice President for Student Affairs (or designee) prior to incurring such expenses. 
15. At the Commonwealth Campuses, fee funding for intercollegiate athletics should be limited to start-up funding for new teams for a maximum of three years and for equipment with shared usage between recreational/intramural programs. Additional consideration should be given when funding facilities that support athletics, including the extent to which these facilities are available for informal/formal recreational use. 

2.4. Items that will not be Funded 

The information in this section is an excerpt from the SFB handbook. The official SFB handbook is the governing document and is available from student affairs at the following web page: studentfee.psu.edu 

8.2. ITEMS THAT WILL NOT BE FUNDED [Student Fee Handbook] 

1. Appropriations in furtherance of a political campaign or activity by any candidate or candidate’s staff for political office 
2. Appropriations to a legislative lobby or to a registered student organization whose primary purpose is to influence legislation. 
3. Grants-in-Aid and scholarships. 
4. Salaries and stipends may only be funded by the SFB. 5. Donations or charitable contributions of money or products. 
5. Funding of philanthropic activities where the primary purpose is fund-raising. 
6. Retroactive expenses (events held prior to submitting the request for funding or events where funding has been committed before being notified of approval). 
7. Membership dues for fraternities or sororities. 
8. Programs and activities that are for academic credit and/or are considered an essential component of a class (not attending or participating could have a negative effect on a student’s grade in the course). 
9. Hiring of legal services or providing bail bond funds. 
10. This does not include funding for a Student Legal Services office, which is available to all fee-paying students at University Park 
11. Honoraria for Penn State faculty or staff speaking about his/her area of expertise 
12. Purchase of a specific gift for a specific person or items used to raise funds. This means that promotional items for events, door prizes, and participation prizes that are distributed randomly are allowable expenses to purchase with the Student Fee. 
13. Personal, non-contractual gain of any student, faculty member, staff member, or any other person. 
14. Purchase of or reimbursement for the purchase of alcoholic beverages. 
15. Purchase of or reimbursement for the purchase of tobacco products including, but not limited to, cigarettes, cigars, chewing tobacco, nicotine pads, juuls, and vapes. 
16. Any religious ceremony or worship service, except when such activity is for educational purposes. 
17. Any activity, material, or program whose primary purpose is recruitment or increased membership in the sponsoring group. 
18. Elections held by university-recognized student governments are not considered to be recruitment. 
19. Events/initiatives meant to recruit candidates to run or those indicating how to run or how to vote in these elections can be funded by the student fee. Funding for student government elections should be limited to $2,000 per organization. 
20. All expenditures must be in compliance with University Policies and Rules and Policies and Rules for Student Organizations. 
21. The Pennsylvania State University prohibits discrimination and harassment against any person because of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, gender identity, or veteran status. Discrimination or harassment against faculty, staff, or students will not be tolerated at The Pennsylvania State University 

2.4.1. Additional Funding Limitations 

The following items will not be considered for funding by UPAC: 

• All medications, including off-the-shelf and over-the-counter medications, with or without a prescription.
• Expenses for advisor, staff, and faculty travel.
• Health insurance, travel insurance, or health provider expenses.
• Group membership to a national organization.
• UPAC will not consider funding any person that is requesting compensation for a product or service they provide if said person is also a member of the organization requesting funding.
• Videographers, photographers, and/or any other related costs, to the affirmed are not eligible for UPAC funding unless adequate proof that these resources are integral to the success of the event, and whose primary purpose is to enhance the University Park student’s experience gained from the event.
• Per University policy, faculty and staff may not receive payment for services if it falls within their scope/area of expertise.
• UPAC will not consider funding for promotional items, door prizes, or participation prizes (e.g., water bottles, mugs, pens, shirts).
• Purchase of or reimbursement for the purchase of tobacco products, including, but not limited to: cigarettes, cigars, chewing tobacco, nicotine pads, Juuls, and vapes.
• UPAC will not fund dangerous machinery, or items in the creation, maintenance, or operation of a weapon. This includes but is not limited to firearms, ammunition, knives, axes, explosives, chainsaws, and/or equipment that can cause bodily harm. Items in violation of University policy will not be considered for UPAC funding.
• Items for purchase or rental that are already available to the organization for free through the university such as unless said items are mission/event-critical and the organization could not succeed without them. The resource list can be found here (link, create word doc or page on website)
• Photobooths can only be eligible for funding if the organization provides proof that none are available to rent through UPUA AND provides adequate proof that a photobooth is essential to the success of the program.
• Unmanned aerial vehicles (e.g. drones) are not fundable due to the complexities associated with operating drones, both at the university and in the state of Pennsylvania, unless said item is mission critical and appropriate documentation can be provided.
• UPAC will not fund any vehicles unless deemed mission-critical to an organization and approved by the Student Leadership and Involvement department (e.g., personal vehicles, passenger vehicles, trucks, trailers, skateboards, etc.).
• Equipment and travel expenses where the primary purpose is community building. 

2.4.2. Students Ineligible for Funding 

Requestors who are not assessed the University Park Student Initiated Fee during the semester of their experience or the following fall for summer requests are not eligible for UPAC funding. 

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3. General Allocation Requests

General allocation requests consist of the following types of requests: Program, Travel, Equipment, Print & Broadcast Media, and Operational Expenses. 

UPAC has the final say in determining what type of allocation request a funding request most accurately falls under. 

3.1.  General Information 

3.1.0.1 Complete Submissions: 

A budget request must be submitted via Discover and must contain all required items for the request including supporting documentation, at minimum 40 academic days prior to the event date or departure date as needed. 

3.1.0.2 Priority of Funding Decisions: 

UPAC may follow a first come, first served procedure when scheduling requests for review. Requests will be considered in the order received by UPAC as the first order of priority.  

Requests will be considered in the order approved for review by the Chair as the second order of priority. Incomplete requests will not be scheduled until the Chair has determined that all required items have been submitted to UPAC. 

3.1.0.3 Required Documentation: 

 All required documentation submitted with the request must be in the form of US dollars and may not be converted from other currencies by the requestor. All quotes must come from service providers, speaking/performing artists, websites, or stores from which equipment is being purchased, and must be submitted in PDF, JPEG, and/or PNG format. 

3.1.0.4 Retroactive Expenses & Financial Commitment: 

Do not commit yourself financially (by purchasing or signing agreements, etc.) until written notification of UPAC funding has been received. No retroactive events or expenses will be considered for funding or reimbursement from UPAC. This includes the purchasing of any travel related expenses, equipment related expenses, and/or program related expenses. 

3.1.0.5 Fiscal Year Expenses: 

All allocated funds must be expensed in the academic year in which they were allocated. Any requests for reimbursement must be submitted no later than May 31st in order to be processed prior to the close of the financial fiscal year. Any unused funds will be returned to UPAC. 

3.1.0.6 Departmental Reimbursement: 

A University Department may incur expenses for which they expect to be reimbursed only after a requestor has been notified of funding by UPAC. The University Department must submit a list of incurred expenses plus a copy of the respective receipts to the sponsoring student organization in care of the Associated Student Activities Office (ASA) located in 240 HUB-Robeson Center. The department will be reimbursed by the sponsoring student organization. For independent requestors and non-recognized student organizations, the department may submit the request for reimbursement directly to the UPAC staff assistant. 

3.1.1. Deadlines 

3.1.1.1 Complete Requests: 

All requests must be complete to be accepted for review. After deadlines have lapsed, late and/or incomplete budgets may be denied at the discretion of the Chair, and that request may not be resubmitted for funding.  If budgets are submitted incomplete in order to meet the deadline, UPAC has the authority to deny them, at our own discretion.  

3.1.1.2 40 Academic Days: 

A deadline of forty (40) academic days prior to the experience date applies to all program and travel requests.  

3.1.1.3 Last Academic Day: 

The deadline of the last academic day of the fall semester applies to all other requests. https://upac.psu.edu/deadlines  

3.1.2. Miscellaneous Expenses 

UPAC does not fund miscellaneous expenses. All expenditures being requested must be submitted as individual line items that fall underneath a category already outlined in the Discover budget request. These items must also be supported with proper quotes/documentation. UPAC reserves the right to categorize any requested item as a miscellaneous expense as they see fit. 

3.1.3 ADDENDA 

UPAC can consider an addendum request to cover unforeseen expenses on an approved UPAC budget. Requestors must submit a justification to UPAC that explains the costs and the rationale for the needed adjustments. Addenda for allocations will only be considered for price changes, quantity changes, vendor changes, and similar item substitutions. Requests for additional items or expenses will not be considered. 

Organizations with Standing Allocation status are not allowed to submit addendum requests. 

3.1.3.1 Equipment Addenda 

Once notified of equipment allocation results, requesters have twenty (20) academic days to purchase their approved items. After twenty (20) academic days, the organization will assume full responsibility for any price changes, vendor changes, quantity increases, or similar item substitutions. 

3.1.3.2 Program Addenda 

UPAC requires that notification of any changes to the event be submitted in writing at least ten (10) academic days before the start date of the event. Regardless of price change, UPAC will continue to cover up to 90% of total program expenses. Failure to meet the ten (10) academic day deadline will result in the organization taking responsibility for any increases in price.  

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3.2.  Programs 

Organizations must reserve appropriate space at  http://25live.collegenet.com/pro/psu and schedule and complete an RSO Event Consultation (REC) meeting at http://bit.ly/SchedPR-C prior to submitting an on-campus Program Funding Request. 

Program requests must include appropriate materials, including but not limited to quotes for the Speaking/Performing Artist Fees, venue confirmation, and all items to be purchased or rented. UPAC encourages, if applicable, including documentation and quotes for non-requested or non-fundable items to be submitted with your program request. 

3.2.1. Guidelines 

3.2.1.1 Definition 

UPAC defines a program as any event (e.g., speaker, concert, conference, theater performance, cultural affair) that enhances the out-of-class experience provided by members of the Penn State community for students at Penn State – University Park. 

3.2.1.2 Program Accessibility 

UPAC will not consider funding for events that are not open to and marketed to the entire University Park student body. 

3.2.1.3 Council Co-Sponsorship 

The Student Fee Board and UPAC limit funding of events sponsored by the Interfraternity Council (IFC), Panhellenic Council (PHC), National Pan-Hellenic Council (NPHC), or Multicultural Greek Council (MGC) to those that are open to the entire student body and are held in locations other than fraternity houses or sorority suites. 

3.2.1.4 Collaboration with Units/Departments 

UPAC will not fund events in which the organization is not an active planner. An active event planner consists of a high degree of involvement with developing the program and being involved with the logistical side of event planning (finding performers, booking venues, etc.). Organizations who submit budgets in which a University department, unit, office, or advisor is the primary planner and in which the organization does not have an active role will be barred from funding for up to one (1) academic year at discretion of the Leadership Team. UPAC still encourages collaborative efforts with departments, units, offices, advisors, etc., but the organization must be taking a primary, active role in planning their experience, not just providing money. 

3.2.1.5 10% Rule 

Requestors are responsible for a MINIMUM of ten percent (10%) of their total program cost and must have this minimum available in their ASA account. 

3.2.1.6 University Security/EMS Expenses 

UPAC will fully fund any university police/EMS services needed for an event, regardless of if it was included in the initial budget request. Student organizations are expected to include the quote in their initial budget request if they know these services are needed at the time of their submission.   

3.2.1.7 Event Enhancement Cap 

UPAC will fund up to $15,000 per program for event enhancement expenses. This is considered any equipment rental or purchase that is solely for decorative or entertainment purposes. This can include, but is not limited to items such as bounce houses, one-time use items, decorations, etc. Items such as speaker/performer fees, facility rental, and sound, stage, and lighting do not fall under the event enhancement expenses. 

3.2.2. Speaking/Performing Artist Fees  

No student group may be funded for more than $25,000 in Domestic Speaking/Performing Artist Fees or $30,000 for International Speaking/Performance Fees during an academic year. This cap is inclusive of all expenses, including any necessary transportation or lodging expenses. The additional $5,000 cap for international performers is designed to assist with ONLY international taxes, and does not allow organizations to bring in additional performers outside of the $25,000 domestic performer cap. Because of this overall performer cap, UPAC encourages organizations to work with all-inclusive contracts when possible. 

Regardless of group collaboration, no Speaking/Performing Artist Fee recipient may receive more than $25,000/$30,000 in Student Fees per event.   

One (1) day events are eligible for any number of Speaking/Performing Artist Fee recipients not to exceed $25,000/$30,000 regardless of the number of cosponsoring requestors.  

When requesting funds for Speaking/Performing Artist Fees, the detailed program schedule should include the expected performance time for each Speaking/Performing Artist Fees recipient.    

3.2.2.1 Limitations of Speaker/Performer Fee Use  

When considering funding, UPAC encourages bringing entities that have not performed at the University Park campus within the last twelve (12) months.  

Discounts towards Speaking/Performing Artist Fees will not be considered towards total program costs.   

As per Student Fee Board, UPAC cannot fund personal, non-contractual gain of any student, faculty member, staff member, or any other person AND cannot fund performer fees for Penn State faculty or staff speaking about his/her area of expertise.  

UPAC will not consider a Recognized Student Organization as a recipient of a Speaking/Performing Artist Fees. UPAC will not consider funding any person that is requesting compensation for a product or service they provide if said person is also a member of the organization requesting funding.   

3.2.2.2 Speaker/Performer Caps   

No student group may be funded for more than $20,000 in Domestic Speaking/Performing Artist Fees or $25,000 for International Speaking/Performance Fees during an academic year.   

Organizations may aggregate multiple Speaking/Performing Artist Fees, as long as the combined total does not exceed $20,000 for domestic engagements or $25,000 for international engagements.  

3.2.2.3 Speaker/Performer Transportation Adjustment Deadlines  

Once notified of the allocation results, requestors have six (6) academic days to book airline tickets for Speaking/Performing Artist Fees to qualify for a potential adjustment for a price increase. If the price increases within six (6) academic days of allocation, UPAC may consider adjusting the allocation based on the actual price. After six (6) academic days, the organization will assume full responsibility for any price increase. Should the airfare rate decrease at the time of booking, the allocated amount will be reduced to the documented price. 

3.2.3. International Speaking/Performing Artist Fee Recipients 

If Speaking/Performing Artist Fee recipients are eligible to receive payment or reimbursement for expenses under United States law, then UPAC will consider funding the Speaking/Performing Artist Fees. 

3.2.3.1 Department Collaboration 

Requestors bringing in international Speaking/Performing Artist Fee recipients may work with a University Department willing to verify valid visa and passport information. UPAC does not cover the legal fees associated with this process.  

3.2.3.2 International Taxes  

For international Speaking/Performing Artist Fees recipients may be required to pay a 30% income tax. The requestor may include that additional amount as part of their Speaking/Performing Artist Fees request, and it will count towards the yearly $30,000.00 Speaking/Performing Artist Fees cap. Addenda to fund the 30% after the allocation for Speaking/Performing Artist Fees is made will NOT be considered and will be the sole responsibility of either the requestor or the recipient. 

3.2.3.3 Contract Appointments 

Once approved for UPAC funding, a student organization hosting an on-campus event must schedule a Contracts meeting within 3 academic days and follow all Contracting deadlines or funding for a program may be withdrawn. A Contracts meeting may be scheduled at http://bit.ly/SchedPR-C 

3.2.4.  Facility Rental and Equipment Rental/Purchase 

3.2.4.1 25Live ID 

Confirmation of a venue reservation must be attached to the request and be seen in 25Live Pro. The 25Live number must be included in your request form. Changes or updates to the 25Live confirmation should be sent to UPAC immediately following the change. 

3.2.4.2 On-Campus Rentals/Quotes  

If requiring equipment and/or services through the Office of Physical Plant (OPP), a requestor must work with a professional staff member in OPP and/or the Events Management Office in 125 HUB-Robeson Center to secure quote(s). This would include, but is not limited to electrical needs, stages, risers, tables, chairs, etc. 

3.2.4.3 Outside Vendor Quotes 

 If renting equipment from an outside vendor, a copy of the written quote is required to be submitted with your request. 

3.2.4.4 Security/EMS Expenses 

UPAC will fully fund any university police/EMS services needed for an event, regardless of if it was included in the initial budget request. Student organizations are expected to include the quote in their initial budget request if they know these services are needed at the time of their submission. 

3.2.5. Food Expenses 

UPAC will not fund food or food-related expenses for programs. If UPAC allocates funds for the program of which food is a part and there is a charge for the food, then the food portion must be an optional part of the program and students should not be charged or should have a lower ticket price to attend. 

3.2.6. Program Materials 

3.2.6.1. Programs/Pamphlets/Event Guides 

UPAC will consider items that meet the following criteria, including but not limited to: 

1. Being used for educational purposes 
2. Include some information essential to program participation 
3. Are integral to the success of the event 

3.2.6.2. Decorations 

UPAC will consider decorative items for funding that are integral to the success of the program. 

3.2.6.3. Awards/Prizes/Gifts 

UPAC does not fund gifts or gifts that can be considered awards. This can include, but is not limited to awards, honors, trophies, bouquets, donations, scholarships, or stipends. 

3.2.6.4 Giveaways and Experiential/Hands-On Activity Items 

UPAC will not fund items considered Giveaways. 

Giveaways are defined as pre-made items purchased with the sole purpose of passive distribution to members or attendees for them to keep and retain. These items often serve promotional, decorative, or marketing purposes and do not require active engagement, creation, or transformation by participants. 

Examples include, but are not limited to: 

• Branded merchandise (t-shirts, keychains, foam footballs, stickers etc.) 
• Decorative or functional items normally distributed at information tables (Branded pens, water bottles, tote bags etc.). 
• Any item given away without requiring participant interaction beyond receipt 

UPAC will fund items considered Experiential/Hands-On Activity Items. 

Experiential/Hands-On Activity Items are defined as materials or supplies purchased for use in structured, hands-on programs/activities where participants engage in the creation, assembly, or transformation of the items during the course of the program.  

These items are integral to the educational, artistic, or experiential goals of the activity and are not intended for passive distribution as promotional or branded merchandise. Items must go through a transformational and unique process to be considered Experiential/Hands-On Activity Items. 

Key Elements of Experiential/Hands-On Activity Items: 

1. Purpose: The items must be directly tied to a program or activity that requires active participation (e.g., crafting, building, designing, or learning a skill). 
2. Necessity: The items must be essential to achieving the program’s stated objectives, and the requesting organization must demonstrate how their use directly contributes to the program’s success. 
3. Consumption/Transformation: The items are typically consumed, altered, or assembled by participants during the activity (e.g., beads strung into jewelry, paint used in a workshop, or raw materials for a DIY project). 

3.2.7. Publicity 

3.2.7.1 Advertising  

All advertising related to events funded by UPAC must prominently display the UPAC Logo which includes the phrase “Funded by the Student Initiated Fee.” Advertising materials must be submitted to the Media Publication Disclaimer Form prior to dispersal. Failure to include the UPAC logo on event materials may result in the revoking of UPAC funds. 

UPAC will not consider funding advertising in any media, including, but not limited to: The Daily Collegian, Centre Daily Times, Facebook, and Instagram. 

3.2.7.2 On Campus Marketing 

All UPAC-funded events are eligible for one large poster or two medium posters through the Student Organization Printing Support (201 Boucke Building). Requests may be funded for other essential printing services as needed. UPAC will not pay for reprints of posters.  

3.2.8 Ticket Sales 

3.2.8.1 Ticket Pricing 

For all events requiring a fee/ticket for admission, all University Park student fees/tickets must be less expensive than that of all other attendees (including children). University Park students must be given priority for ticketed events/activities. 

3.2.8.2 Ticket Printing 

 Once tickets have been printed, you will be notified that the tickets and a ticket accountability form will be available for pickup in the ASA Office. The ASA Office staff will explain the accountability procedures for the distribution of tickets and the deposit of tickets sales funds. 

3.2.8.3 Ticket Reconciliation 

Within forty (40) academic days of the completion of a ticketed, UPAC-funded event, the requestor must submit a reconciliation of all revenues and costs associated with the event to the UPAC office. The reconciliation must include documentation of revenues from the box office (if the group uses a University-supported box office or an off-campus box office). It must also include documentation from ASA indicating the costs of the event. If reconciliation is not submitted within forty (40) days and any excess revenues up to the amount allocated are not returned to UPAC, UPAC reserves the right to limit future requests until the account is reconciled. A hold will also be placed on their restricted ASA account until the reconciliation is submitted and the funds returned. 

3.2.9. Dates of Events 

UPAC considers funding programs which occur during times when students are required by the University to be at University Park. UPAC may consider funding for programs that occur before classes begin for a semester or session, with those allocations deducted from the following semester’s fund. 

3.2.9.1 Blackout Dates  

In accordance with the University Policies and Rules for Student Organizations, “No recognized student organization may schedule or sponsor any events on or off campus beginning at 8 a.m. Saturday after the last day of classes through 8 a.m. the Monday following final exams.   

Participation in travel events scheduled by conferences, regional, or national affiliates is permitted during this time, but travel scheduled by organizations is not permitted during this time and must be scheduled for outside of the blackout dates. 

3.2.10 Attendance 

Organizations receiving UPAC funds for programs must track attendance utilizing the Discover platform through QR code scans or tap ID card readers. 

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3.3. TRAVEL 

All requests must be complete to be accepted for review. Travel requests must include a published description and itinerary of the conference, activity, or event (or comparable description and itinerary from a previous year), complete breakdown of costs, a roster of students, as well as all required travel- related quotes. 

3.3.1. Guidelines 

3.3.1.1 Types of Travel Experiences 

UPAC will consider travel experiences for events taking place off-campus.  UPAC will consider funding Educational, Competitive, Performance, and Service experiences as defined further in this handbook. Certain restrictions may be placed on items eligible for funding regarding these experiences, as defined in this handbook. 

3.3.1.2 Enrollment Eligibility 

UPAC will only consider funding student travel requests for those students currently enrolled in University Park classes during the semester in which they are traveling. Should a student wish to travel during the summer, they must be enrolled in summer classes or registered for the upcoming fall semester University Park classes. Students who have graduated and are no longer enrolled in classes are not eligible for funding. 

3.3.1.3 Travel Experiences’ Primary Focus  

The primary focus of events away from the University Park campus cannot be entertainment, community building, personal networking, career fairs, proselytizing, group retreats, conducting research, and/or lobbying. 

UPAC will not fund travel experiences for the further completion of a degree/academic studies. This can include, but is not limited to academic courses, conducting research, thesis work, internships, study abroad, summer school, or job placements. 

UPAC will only consider funding for portions of travel where the students attending are taking an active role in a travel experience dedicated to the primary purpose of the experience. 

3.3.1.4 Travel Warning List 

UPAC will consider requests for travel to all destinations not on the US State Department Travel Warning List. 

3.3.1.5 Travel Funding Restrictions 

UPAC will consider requests with the following restrictions: 

• All travel expenses (transportation, lodging, and registration) will be considered within the United States of America and the District of Columbia. 
• Only transportation expenses will be considered for international travel outside of the United States of America and the District of Columbia. 
• UPAC will have full discretion when determining funding for the number of students 
• Recognized and non-recognized student organizations cannot have a portion of the organization’s members requests as an independent to circumvent any caps set in Section 3.3.3.1. Academic Year Funding Caps. 

3.3.1.6 Transportation Reimbursement 

A traveler may be reimbursed for uninterrupted travel by the most direct route. When a traveler interrupts travel or deviates from the direct route for personal reasons, a reimbursement may not exceed the cost of the most direct route. If the traveler extends the duration of the trip for non-travel experience reasons and the alternate rate is lower than the direct rate for the comparable period, the reimbursement shall be for the lower rate.  

It is possible that the traveler may combine personal travel with a travel experience that would reduce the overall cost to UPAC. This is acceptable provided UPAC’s cost is not more than the business portion alone. In the event the traveler leaves the travel experience destination, UPAC will not consider any expenses at the personal destination. 

3.3.2. Travel Experience Categories 

All travel requests must fall within at least one of the following categories: 

• Educational – The primary purpose is for students to gain knowledge or insight that will enhance the out-of-class experience such as a conference, research presentation, field trip, or cultural experience. 
  • In the case of a conference, students may be funded per concurrent session, so long as the topic(s) of conference enhances the out-of-class experience, aligns with the primary purpose of the organization, and is beneficial for all attending members. 
  • In the case of research presentation, travel during which a student presents their own research may be considered if the presentation does not fulfill a requirement for course credit, the completion of a degree, or an honors or certification program. 
  • For educational travel, a detailed itinerary must be submitted with at least 4 hours per full day of educational experiences. This rule does not apply to the first and last day of travel. Past itineraries can be accepted within student submission. If an itinerary is not submitted with the budget in a timely manner, UPAC may not consider funding for that travel experience. 
• Competitive – The primary purpose is for students to apply knowledge or skills in a competitive manner in pursuit of recognition. 
• Performance – The primary purpose is for students to demonstrate skills or abilities for an audience in an informative or entertaining manner. 
• Service – The primary purpose is for students to volunteer assistance where the primary beneficiary is a community in need. UPAC will not fund trips in which the student organization will be providing a service to its parent organization. 

3.3.3. Travel Procedures and Regulations 

3.3.3.1. Academic Year Funding Caps 

3.3.3.1.1 Student Organizations Travel Cap  

UPAC may fund up to a total of $5,000.00 towards travel requests per organization (recognized or non-recognized) as defined by the UPAC Requestor Handbook, per academic year. The Academic Year is from the 1st day of Fall session until the last day of Summer Session II.  

3.3.3.1.2 Independent Travel Cap  

UPAC may fund up to a total of $500.00 towards travel requests per independent requestor, per academic year. 

3.3.3.1.3 Academic Year Funding Limits  

Students are eligible for UPAC funding for up to three (3) travel experiences per academic year, regardless of the number of student organizations in which they participate. The academic year is Fall, Spring, and summer semesters.  

If individual organizations choose to take more students than the number for which UPAC allocated funding, the organization must specify which students will be beneficiaries of the funding. Should an organization fail to specify the beneficiaries, all students on the final roster will have that experience counted as one travel experience. Students may attend additional travel experiences at their own expense or the expense of the student organization. 

3.3.3.1.4 Summer Travel Experiences  

Students enrolled in Summer sessions during the time of travel or are registered for the upcoming Fall semester are eligible for travel funding. Independent student travelers that need to travel from an airport originating internationally to another international airport will be not permitted. All required documentation must be in the form of US dollars and not edited with a conversation calculator.  All travel receipts must be received in US dollars. 

3.3.3.2. Information to be Submitted with Request Form 

• Requestors are encouraged to provide comprehensive details regarding their requirements for travel expenses associated with travel experiences. 
• Information describing the travel experience should be provided as part of the request. This information should be confirmed by the travel experience provider. 
• A tentative roster of all students intending on participating in the experience.  
• A published description of the itinerary or comparable itinerary from last 
• Airline quotes and vehicle rental (unless fleet service) must be obtained from nationally recognized sources or travel agencies. Charter bus quotes must be obtained from the University-approved vendor listed at: https://procurement.psu.edu/bus?items_per_page=All 
• If requesting funding for fleet vehicle expenses, provide the name(s) of the University-approved driver(s) of each vehicle. 
• An estimate of the round-trip mileage to the location if using fleet or personal vehicles 
• A complete itemized breakdown of all costs. 
• Registration quote(s). 
• Documentation of guided tours for field trips 

3.3.3.3. Transportation Regulations and Restrictions 

• UPAC will consider funding up to seventy-five (75%) of each approved transportation method. Total transportation costs include, but are not limited to, Airfare, Bus Tickets, Personal Mileage, Rental Vehicles, etc. 
• UPAC will not consider funding for last mile transportation expenses (e.g., rental car expenses from a destination airport to a conference hotel, taxis, in-city public transportation, airport shuttles, etc. 
• UPAC will not consider funding for miscellaneous expenses related to transportation (e.g., taxis, Ubers, parking fees, baggage fees, insurance for tickets or personal travel, upgraded tickets) 
• All students traveling, regardless of UPAC funding, must be included on the official TRIP Registration Form. 
• Airline quotes and vehicle rental (unless fleet service) must be obtained from nationally recognized sources or travel agencies. 
• Funding may be provided for both passenger vehicle/truck rental and mileage if mileage is not already included as part of the passenger vehicle/truck rental fee and will be considered at the supplier’s current mileage rate. Fleet rental and mileage will be considered at the current Fleet Services rate.  
• Personal mileage reimbursement will be considered at the current UPAC rate of $0.665/mile and will follow the transportation cap of up to 75%. This equates to a final rate of up to $0.50/mile. 
• The Travel Roster and Itinerary Process (TRIP) Registration is required to be submitted to Discover no less than three (3) business days prior to your date of departure. The form will be attached to your allocation results email. To be considered complete, refer to the form for the documentation required for each student traveling, regardless of UPAC funding. Once this form has been submitted and approved, your UPAC allocation letter will be released to the ASA Office. Failure to submit the form prior to your date of departure will have an impact on the funds being released as well as the ability to be reimbursed for any travel-related expenses, regardless of UPAC funding. 

3.3.3.4. Travel Deposits/ Reservations 

UPAC will consider allocating funds towards travel or travel-related reservations/deposits so long as the requester can provide proof that the expenditure(s) can be fully refunded to them by the date of funding notification from UPAC. If not fully refundable, UPAC can consider only the refundable or unpaid portions. It is encouraged by UPAC that students do not make reservations prior to receiving funding Approval. 

3.3.3.5. Lodging Expenses 

UPAC may consider the funding of lodging expenses up to $65.00 per student per night when lodging is not included as part of registration.  

Unless otherwise deemed appropriate by the committee, funding is restricted to hotels, motels, hostels, Airbnb, and camp/conference centers. 

3.3.3.6. Registration/Entry Ticket Expenses 

Registration/Entry Ticket fees are capped at $100.00 per person.  

However, if a registration/entry-ticket fee exceeds the $100.00/person cap and is inclusive of the cost of lodging, the cap may be adjusted, based on proper documentation, to allow for these inclusions. In the case that registration includes lodging, UPAC will consider funding up to the $100.00 base rate plus an additional $65.00/night for lodging provided by registration fees.  

Any tickets to additional trips, excursions, seminars, events, or similar activity may be considered only up to the $100.00 per person cap. 

3.3.3.7. Meal Expenses 

UPAC will allocate per-diem meal/food expenses at a rate according to the US General Services Administration for domestic travel experiences. UPAC will consider meal costs up to $300 per independent traveler per academic year, and up to $2,000 per organization per academic year. Any meal costs beyond those included in the registration fee up to the UPAC-allowable amount are the responsibility of the individual(s) incurring the costs.  UPAC cannot fund meal expenses for international travel. 

3.3.3.8. Spring Break Travel 

UPAC requires that all spring break trips be in accordance with the group’s mission statement and purpose and must fit within UPAC’s criteria. 

3.3.3.9. Change in Number of Students Traveling 

If the number of students traveling decreases from the original amount allocated, the organization must submit the change  to the UPAC office. This change will be verified through the organization’s submitted official travel registration form. The allocation amounts will be adjusted to reflect the decrease in student travelers and a revised allocation letter will be submitted to the ASA office. A failure to inform UPAC of the decrease in student travelers may result in the student organization owing a reimbursement to UPAC.  

3.3.3.10. Regulations Regarding Airfare & Air Travel 

3.3.3.10.1 Airfare booking 

• 3.3.3.10.1.1 Economy Tickets: UPAC will only consider funding for economy class airfare tickets. 
• 3.3.3.3.10.1.2 6-Day Increase Rule: Once notified of the allocation results, requestors have six (6) calendar days to book tickets. If the price increases, UPAC may consider adjusting the allocation based on the actual price. After six (6) calendar days, the organization will assume full responsibility for any price increase. Should the airfare rate decrease at the time of booking, the allocated amount will be reduced to no more than seventy-five (75%) of the documented price. 

3.3.3.10.2 Submission of cancelled boarding passes 

All students traveling by air are required to submit their cancelled boarding pass to UPAC within five (5) academic days of returning from the experience. If a student does not submit a boarding pass, it will be treated as an unused ticket and could result in the reimbursement of allocated funds to UPAC. 

3.3.3.10.3 Cancelled and unused air tickets 

All students who commit to the trip by submitting their name as a part of the required roster with the original request and have been funded are expected to attend the experience. If a student should cancel or choose not to attend, therefore wasting an airfare, the student organization account will be charged the total cost of the unused ticket. If an independent requestor does not use the ticket, the requestor will be financially accountable to UPAC. 

3.3.3.11. International Travel 

All students traveling outside of the 50 United States, District of Columbia, and Puerto Rico must follow the University procedure for international travel which involves registering the trip, providing student information, attending meetings and training sessions, and receiving formal approval from the University. The guide for this procedure is available at https://global.psu.edu/landing/group-international-travel. 

UPAC will release funds for international travel allocations after the international travel experience has been approved by the University and students have returned from the trip and submitted boarding passes. 

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3.4.  Equipment 

3.4.0.1 Definition of Equipment 

UPAC will consider funding expenses that aid an organization in completing their primary purpose. These expenses include costs associated with equipment to aid in this process. UPAC holds the discretion to categorize all requested program materials and equipment into the proper allocation request. UPAC has the right to deny funding for an item if it is determined that said item and/or its lifespan is not an appropriate allocation of the Fee. 

3.4.0.2 Equipment Cap 

Organizations are eligible for up to $5,000.00 in equipment purchases per academic year. 

3.4.0.3 Required Documentation 

The following documentation is required: 

• One (1) bid/quote for each item must be attached to the request for equipment items 
• UPAC requires that all equipment purchased must be secured in a university-approved storage space (excludes personal residence). Please submit a letter from the department stating that you have assigned space with your request. 
• A copy of the mission statement must be attached to the request for equipment. 

3.4.0.4 Specialized Equipment Requests 

An organization requesting equipment with a degree of specialized use such as, but not limited to, high-end cameras, tools, 3D printers, etc. must provide adequate proof as to why this equipment relates to the organization’s unique mission. A detailed plan must also be shared upon request to show how organization members will be trained to use such equipment in future years, even when students with current knowledge are no longer in the organization. This request may be made by the UPAC team at any point during the review process. 

3.4.0.5 Software Requests  

In the event of software requests, the software must be available to all members of the organization as well as the advisor, and the lifespan of the software must be submitted to UPAC with the request. If the use of the software equipment is for a Penn State University device, approval from the University or College Information Technology department is required. 

3.4.0.6 Office Equipment and Furniture 

Equipment such as copiers, copier maintenance, faxes, standard office-type printers and accessories, furniture, etc. will not be considered for funding by UPAC. 

3.4.0.7 Usage Fees 

No student organization or Organizations with Standing Allocation status may charge a fee for use of UPAC-funded equipment. 

3.4.0.8 Equipment Inventory List 

An up-to-date inventory list must be submitted to UPAC along with any budgets requesting equipment funding. UPAC will not consider new requests until an inventory list has been received in the UPAC office. 

3.4.0.9 Equipment Disposal 

Any equipment purchased with SIF funds must be disposed of via Lion Surplus. Contact the UPAC office before disposing of any equipment purchased through this request/allocation. 

3.4.1 Subscription-Based Services 

If the equipment request is a subscription-based service (e.g., monthly or annual renewal), organizations have the option to purchase a payment plan that exceeds 12 months and have the UPAC allocated funds be applied only to the first 12 months of service. Requestors are responsible for any additional expenses over the initial 12 months subscription service. 

Requesters must submit to UPAC the receipt of the transaction once the subscription service is purchased. 

3.4.2. Clothing/ Costumes/ Apparel/ Set Design/ Props 

3.4.2.1 Costume/Set Design/Props Definition and Procedure 

UPAC may consider requests for costumes (purchase, rental, and cleaning). Set design and prop purchases and rental will be considered, but an organization must show how the items enhance the program experience, why the items are necessary for the successful completion of a program, and why alternative methods for acquiring these items are not feasible. 

3.4.2.2 Organization Funding 

Any costume and clothing items funded by UPAC belong to the organization as a whole, not individual students, and must not be given to individuals for the purpose of keeping.  

Costumes and clothing, including event staff apparel and nametags, must reflect design choices that can be used broadly by the organization rather than specific individuals. (Ie. Nametags should read “Volunteer” or “Event Staff” rather than a person’s name. Clothes may be embroidered with an organization’s logo, but not a student’s name/nickname/position.) 

Organizations must also explain why the requested items are mission/event critical. Set design and prop purchases and rental will also be considered. 

3.4.2.3 Inventory List 

An up-to-date inventory list of costumes and props must be submitted to UPAC along with any budgets requesting funding for costumes or props. UPAC will not consider new requests until an inventory list has been received in the UPAC office. 

3.4.3 University Approved Storage Space 

University Storage Space is required for all organizations requesting equipment funding. UPAC will not fund any expenses for storage units/spaces. 

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3.5.  MEDIA PRODUCTION 

3.5.1 Primary Purpose 

UPAC will consider funding media production expenses that are mission critical, meaning that these expenses aid an organization in completing their primary purpose, and they would not be successful without them. Media production expenses are for materials that must be easily distributed/accessible to all University Park students and are typically the result of a lengthy project or production time, different from expenses associated with a single event. UPAC will fund expenses related to print and broadcast media but will not fund expenses related to enhancing social media presence or recruitment. 

Media expenses can include any necessary materials and costs associated with the production of that content, broadcasting rights, liability insurance, software required to produce digitally broadcasted media, hardware required to convert analog to digitally broadcasted media, hardware required to support the continued use of digitally broadcasted media, and any reparations required to sustain the maintenance of the specified hardware. 

3.5.2 Media Cap 

Organizations are eligible for a contribution of up to $10,000.00 per academic year for media production and/or broadcast media funding. 

3.5.3 All content for public distribution must include the following items: 

• A disclaimer of: “The content and opinions of this publication reside solely with the authors and not with the Pennsylvania State University or the University Park Allocation Committee.” 
• A copy of the current UPAC logo or the phrase “Funded by the Student Initiated Fee” must be prominently displayed. 

3.5.4 After Media Funding is Approved 

When funds are allocated for media publications: 

• Prior to funds being released, a copy of a proof verifying that the disclaimers are properly included in their entirety must be provided to the UPAC office for review and approval. 
• A final version of each publication must be provided to UPAC once If the final material does not include the required information, UPAC may report the organization to the Office of Student Accountability and Conflict Response. 

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3.6. Operational 

3.6.0.1 Definition 

UPAC provides organizational operational funds to recognized student organizations to aid in their basic operating expenses. Student organizations may only submit one (1) operational request per academic year. When a group exhausts these funds, it is the group’s responsibility to cover any remaining organizational expenses for the academic year. 

3.6.0.2 Operational Cap  

All recognized student organizations are currently eligible to receive a $50.00 allocation per academic year. Requests must be submitted by the last day of classes of the fall semester. 

Funds allocated towards student organizations’ operations expenses can be used during the fall and spring semester and must be expensed no later than the last day of classes of the spring semester. Any remaining funds will be returned to UPAC. 

3.6.0.3 Valid Operational Expenses. Valid expenditures include: 

• Advertising – general publicity and other organizational marketing 
• Office Supplies – pens, paper, etc. 
• Postage – mailings 
• Copying – organization newsletters, minutes, etc. 

3.6.0.4 Operational Funding Restrictions  

Funds cannot be used for event expenses, travel expenses, or the purchase of equipment, food or beverages. Student organizations must abide by all UPAC policies. For questions or clarification regarding the use of these funds, please contact the UPAC office. 

3.7. Staffing Expenses 

UPAC does not consider requests for wages related to the staffing or operation of an organization or University unit. 

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4. Standing Allocation Requests

A Standing Allocation is one in which the organization serves some type of campus-wide programming need that contributes to the well-rounded experience of all University Park students. Organizations with Standing Allocation Status must have the capacity to follow through with their funding requests. Organizations with Standing Allocation Status are eligible to receive UPAC funding for their campus-wide programming expenses. 

4.1. Current Standing Allocations 

The following is a list of UPAC approved Organizations with Standing Allocation Status: 

• Movin’ On 

4.2.  Attaining Standing Allocation Status 

Requestors may be considered as an Organization with Standing Allocation Status if they meet the following criteria: 

• Submit a formal petition to the Chair of UPAC in writing before December 1st for the following academic year requesting a change of allocation status to standing. 
• The organization is a recognized student organization, inclusive of University Affiliates 
• The organization has the sole purpose of serving a campus-wide programming need that contributes to the well-rounded experience of all University Park students and has the capacity to follow through with requests. 
• The organization receives a two-thirds (2/3) vote from UPAC in favor of granting the organization as an Organization with Standing Allocation Status. 

4.3. Changing Standing Allocation Status 

Student Organizations with Standing Allocation Status may lose their standing allocation status if any one of the following criteria are met: 

The student organization with standing allocation status: 

• submits a formal petition to the Chair of UPAC in writing prior to December 1st requesting a change of allocation status to general, effective at the beginning of the next academic year. 
• violates UPAC or SFB policy 
• violates the Policies and Rules for Student Organizations 
• fails to execute the program for which funds were requested and approved 
• fails to submit a budget proposal in a timely fashion 
• no longer has the sole purpose of serving a campus-wide programming need that contributes to the well-rounded experience of all University Park students. 

The organization will be notified by the UPAC Chair if any of the previous criteria are met, if the UPAC Leadership Team will be proposing the removal of the organization’s standing allocation status, and when the information will be presented to a full UPAC committee. The organization will be given the opportunity to address the Committee concerning the proposed removal of the organization’s standing allocation status and may be asked questions by the Committee members. The Committee will discuss and debate as needed, followed by a closed voting session. A two-thirds (2/3) vote is required. If standing allocation status is lost, the status transition will be effective at the beginning of the next academic year. 

Student organizations that lose standing allocation status are eligible to submit general allocation requests. An organization may submit to regain standing allocation status in the following academic year using the procedure outlined in this document. 

4.4 Moving from UPAC to Student Fee Board 

In order for a student organization to move from requesting UPAC funding to requesting Student Fee Board funding, the following must occur: 

1. A student organization’s event/mission must have the sole purpose of serving a year-round, campus wide programming need that can contribute to all University Park students. 
2. A proposal must be written to UPAC outlining the intent/desire to move. Note that UPAC reserves the right to deny an organization’s transition request. 
3. UPAC, Student Fee Board, and the organization must meet to discuss the transition’s necessity, reasoning, and timeline. 
4. The Student Fee Board has the final say in who moves to their funding application process. 

4.5. Standing Allocation Budget Regulations 

Organizations with Standing Allocation Status must submit a projected budget for their planned expenses. Exact bids will not be required but should be included, if available. Requestors must also submit details relating to their previous year’s SFB expenditures. 

The amount allocated to Organizations with Standing Allocation Status may not be decreased or increased by more than ten percent (10%) of the previous year’s allocation. An allocation reduction or increase of more than ten percent (10%) requires a vote of two-thirds (2/3) majority of the members present during the allocation review unless the requested amount has been voluntarily decreased by the requestors. Items that were stipulated as a one-time contribution will not be considered in ten percent (10%). 

The UPAC program, equipment, media, and operational caps for general allocation requests are not applicable to Recognized Student Organizations with Standing Allocation Status. All other stated caps, limits, rules, or regulations apply to all Standing Allocations unless otherwise noted. 

If the Organization with Standing Allocation Status is requesting travel funds specifically for their student leadership, they will be held to the current UPAC travel cap, but not to the transportation expenses, registration/hotel caps, or three (3) travel experience limit. For travel provided through an Organization with Standing Allocation Status to students at the University at large, individual students attending will be required to cover at least twenty- five percent (25%) of their travel experience expenses. SFB funds may only be used for students. 

Organizations with Standing Allocation Status are not eligible to submit an addendum to their original request and are not eligible to submit additional funding requests. 

All Organizations with Standing Allocation Status inclusive of their respective subsidiaries and related programs are eligible to use a grand total of $5,000.00 of their Speaking/Performing Artist Fees allocation per academic year for Speaking/Performing Artist Fees-related food expenses if stated in the Speaking/Performing Artist Fees contract. 

4.5.1 Speaking/Performing Artist Fees Caps for Organizations with Standing Allocation Status 

For Student Organizations with Standing Allocations status, the Speaking/Performing Artist Fees request will not be capped, but will be subject to reasonable consideration during each fiscal period. 

4.6. Collaboration 

Organizations with Standing Allocation Status are eligible to collaborate with other groups and have co-sponsors but must follow the applicable SFB co-sponsorship/collaboration rules. Refer to the Student Fee Board Handbook available at Studentfee.psu.edu definition of Co-sponsorship. Section D, subsection 12. 

 

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5. Accessing Funds Allocated by UPAC

5.1. Requestors with Associated Student Activities Accounts 

UPAC releases funds allocated to student groups through the office of Associated Student Activities (ASA). When funds are allocated, a restricted version of the student organization’s account will be set up by ASA. All UPAC funds will be deposited in this account. 

Your UPAC allocation letter is an official document defining the funds that have been allocated and the restrictions to those funds. ASA will receive a copy of your allocation letter for reference. Consult the Treasurer’s Guide provided by ASA for further policies and procedures concerning disbursement of funds. 

5.2. Requestors without ASA Accounts 

As an individual or non-recognized student group, you will not have access to funds through ASA; instead, you will need to coordinate purchase orders and/or check requests through the UPAC Staff Assistant. Purchase order/check requests should be submitted as soon as possible but no less than ten (10) business days in advance of the date that they are needed. 

After expenses have been incurred, a request for reimbursement must be submitted in writing to UPAC. If a department is requesting reimbursement, the letter must be submitted on department letterhead stating the departmental point of contact information, including name, telephone and mailing address, and a budget number if possible. A list of incurred expenses plus a copy of the respective receipts must be attached to the letter. A check will be issued, made payable to The Pennsylvania State University, and mailed to the department, up to the UPAC-allocated amount unless the item(s) expensed is a lower value. 

For independent requestors or non-recognized student groups requesting reimbursement, a written request should be submitted to UPAC with the original copies of the respective receipts attached documenting the items being requested for reimbursement. Provide contact information including name, telephone, and mailing address. A check will be issued to the requestor or the individual incurring the expense(s) up to the UPAC-allocated amount unless the item(s) expensed is a lower value. 

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6. Appealing Committee Decisions

The information in the section is an excerpt from the SFB handbook, Section VIII. The official SFB handbook is the governing document and is available from student affairs at the following web page: studentfee.psu.edu. 

Appeals are not heard solely based on disagreement with the decision of the allocation committee. Grounds for appeal are honored by the allocation committee when one of the following is found to have occurred: 

1. Deviations were made from Allocation Committee policy and/or SFB 
2. Facts were missing at the time of the initial review. 
3. The steps for an appeal are as follows: 
   • Requestor appeals to the Allocation Committee using the Appeal Form found on the UPAC Discover Page or by contacting UPAC@psu.edu. The appeal must be submitted to the Allocation Committee within five (5) academic days from the date of notification of the outcome of the request. 
   • A three-person Appeals Board will be appointed by the Chair or the Advisor, consisting of one staff member and two students. These individuals must not have been a part of the group that reviewed the original request. 
   • The Appeals Board will determine if the appeal meets any of the previously stated grounds for an appeal and will complete the Appeal Outcome Review Form (Appendix B) to document this review. 
4. The Appeals Board may choose to:
   • sustain the original decision made by the allocation committee, or 
   • award more than the original allocation 

This decision must be communicated to the requestor within five (5) academic days from the date when the appeal decision was made. 

• If the appeal is not granted, the original decision goes unchanged, and the requestor is to be notified that their appeal was denied and that they have the right to further appeal to the Student Fee Board (SFB) within five (5) academic days from the date when the appeal decision was made. 
• If the requestor chooses to further appeal to the SFB, the Appeal Form (Appendix B) must be completed and submitted checking the Appeal to Student Fee Board box and stating the grounds for the second appeal. 
• After reconsidering the request following the second appeal, the SFB may then choose to: 
  • sustain the original decision made by the local allocation committee, or 
  • award more than the original 

The SFB will make the final decision. This section is relevant only to UPAC allocations; decisions by the Student Fee Board may not be appealed. 

6.1. Additional Appeal Criteria 

The appeal must be reviewed by the UPAC Appeals Committee within five (5) academic days of being received. 

Updated policies can be found in the UPAC office or on the web at https://upac.psu.edu. 

 

 

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