Frequently Asked Questions
Funding Questions:
What funding sources are available for my student organization to apply for financially?
Student organizations can apply for funding through a variety of opportunities offered by the campus. Visit Student Organizations Funding Resources for information about available funding resources on campus, including their eligibility requirements and instructions for submitting applications.
When is the final deadline to provide confirmed funding to my Fund Manager?
No later than 14 days before your event date, all funding sources must be confirmed in TAP by your Fund Manager. This includes any Associated Students (AS), Graduate & Professional Student Association (GPSA), Triton Community (TCF), department-sponsored, University Centers Advisory Board (UCAB), and Student Promoted Access Center for Education & Service (SPACES) funding.
How is department-sponsored funding handled and what is the deadline?
Department sponsored funding may be processed two ways, either through a COA recharge authorization, or a transfer of funds. No later than 14 days before your event date, all department funding must be confirmed in TAP by your Fund Manager. For information and requirements, see Department-Sponsored Funding.
Does my student organization have an account number with SLBO?
All student organizations have a project number, but they are managed by your student organization’s Student Life Business Office (SLBO) Fund Manager. Student organizations do not have access to their project number to make purchases, fund transfers, or fund withdrawals. If a department needs to transfer funds to a student organization, have a fiscal contact from the department get in touch with the student organization’s SLBO Fund Manager.
Non-Event Related Questions:
What are operating funds and how do I access them?
Associated Students (AS) allocates a specified amount in operating funds to all registered student organizations each academic year. Operating Funds do not require a TAP event. Guidelines, eligible items, and restrictions can be found on the AS Funding Guide.
Operating Funds can be accessed through your SLBO Fund Manager. No application is required.
Can my Fund Manager help my organization purchase something if we have an approved funding source?
Your Fund Manager can assist with making purchases on behalf of your student organization. Please contact your SLBO Fund Manager to learn more about this option.
How do I process a non-event reimbursement?
Within 14 days after the event date, complete and submit the online non-event reimbursement request form. PDFs of itemized receipts with proof of payment must be uploaded. Reimbursements can only be issued to a Principal Member of the registered student organization.
Before submitting a reimbursement request, see Reimbursement Information for reimbursement instructions, guidelines, and receipt requirements.
TAP Event Questions:
Does my student organization need to complete a Triton Activities Planner (TAP)?
On-Campus Events
All on-campus events (with the exception of simple meetings, simple dance rehearsals and information-only tabling events) require a TAP submission. Only registered Principal Members of a student organization can submit a TAP. For assistance on creating a TAP, contact your student organization's Center For Student Involvement (CSI) advisor.
Virtual Events
All student organizations hosting virtual events, with the exception of virtual meetings and virtual dance practices, must submit event details to CSI.
- Virtual Events Using University Funding
- Must be TAP’d 21 days prior to the event.
- Once you begin TAP, please select “Virtual Event” under the “Event Category".
- Virtual Events NOT Using University Funding
- Must be submitted through the Student Org Virtual Event Form.
- Must be submitted 48 hours prior to the event.
What food and service vendors are available for my student organization to use?
View the TAP approved vendors list.
Can my Fund Manager pay for my food and/ or service order?
Fund Managers can pay for food and service orders for on-campus events if they are requested by the student organization via TAP at least 14 days prior to the event date. Student organizations must upload an official order quote/invoice from the vendor and must have an approved funding source. For more information, see Payments to Vendors.
Why does a purchase order need to be done for my vendor?
Food Orders: Food orders can be drop-off, pick-up or delivery. Food orders may be reimbursed or processed by your SLBO Fund Manager depending on the vendor. Food orders exceeding $1,000 are recommended to be purchased through your SLBO Fund Manager, but can be reimbursed.
Per Regents Policy 5402, all full-service performed on-campus must be performed by UC San Diego Catering.
Service Orders: For compliance with University policy, all services for events must be paid through a purchase order from the SLBO Fund Manager. Your organization must provide a quote or invoice from an approved service vendor in TAP no later than 14 days prior to the event date.
See Payments to Vendors for more information.
Reimbursement Questions:
How do I process an event reimbursement?
Within 14 days after the event date, complete and submit the online reimbursement request form. PDFs of itemized receipts with proof of payment must be uploaded. Reimbursements can only be issued to a Principal Member of the registered student organization. One reimbursement request will be accepted per TAP event.
Before submitting a reimbursement request, see Reimbursement Information for reimbursement instructions, guidelines, and receipt requirements.
When are event reimbursements due?
Event-related requests must be submitted within 14 days of the purchase date, or the event date, whichever is sooner.
Does my event need to take place before I can submit a reimbursement form?
Yes, reimbursement requests should be submitted only after the event has taken place. Reimbursements will not be processed before the scheduled event.
How long do reimbursements take to process?
Payments from UC San Diego require review and approval before payment can be issued. Once your transaction has completed department and Accounts Payable approval, you can check the status of your payment in Payment Compass. Payments typically take 3-4 business weeks.
The vendor cannot provide us with an itemized receipt. What else can I include with my reimbursement form?
Review Receipt Requirements for information that must be detailed on receipts submitted for reimbursement.
If the vendor is unable to provide you with an itemized receipt, your reimbursement request should still include the original receipt that they provide you with. Additionally, please create and attach an itemized list of the items that your organization purchased along with a copy of the vendor’s menu/ item listing.
Note: The itemized list you create should include the name of each item, the quantity purchased, and the prices as they appear on the original receipt provided to you by the vendor.
Do I need to provide a bank statement along with my reimbursement receipts?
Review Receipt Requirements for information that must be detailed on receipts submitted for reimbursement. Receipts that do not contain all required information may be subject to further documentation.
In cases where form of payment is not clearly stated on the receipt, a bank statement of the transaction is required.
What items are reimbursable by Associated Students (AS)?
Refer to the Associated Students (AS) Funding Guide for a list of items that are non-reimbursable through AS funding. If awarded AS Funding for an event, items purchased must align with approved funding and must be related to the specific event.