Supporting Documents Checklist

The following are the required documents for Funding Requests.  If you do not include the proper documentation your funding request will be delayed.

All requests must include a CURRENT ROSTER (download required template: USG Roster Template)

Hotels/Lodging

  • 3 Price Quotes (from hotel directly, not discount sites, travelocity, etc)
  • Event Information
  • Detailed Itinerary
  • List of Attendees

Registration/ Membership Fees

  • Fee Quote or Price List directly from vendors
  • Registration or Membership Form
  • Event Information
  • Detailed Itinerary
  • List of Attendees/Registrants

Printing, Design and Advertising

  • 3 Price Quotes w/design details directly from vendors
  • Artwork Copy
  • Schedule or Information Documenting Item Use

Facilities and Space Rental

  • 3 Itemized Price Quotes directly from vendors
  • Event Information
  • Detailed Schedule
  • List of Attendees (after event – must have, name, email, netID, semester standing; use the USG Roster Template)

Catering/Food

  • 3 Itemized Price Quotes directly from vendors
  • Event Information
  • Detailed Schedule
  • List of Attendees (after event – must have, name, email, netID, semester standing; use the USG Roster Template)

Supplies & Equipment Purchase/ Rental

  • 3 Comparative Price Quotes w/item or SKU #’s directly from vendors
  • Catalogue Pictures of Items
  • Schedule or Information Documenting Use of Items
  • List of Attendees

Contractual Services/ Individual Service Provider (Coach, Speaker)

  • Letter of Intent, Current Resume/Bio submitted on the USG website
  • Coach: Semester Schedule, Complete Team Schedule
  • Individual Service Providers: List of Attendees (after event – must have, name, email, netID, semester standing; use the USG Roster Template), Event Information, Detailed Itinerary

Transportation (Bus, Auto Rental, Airfare, Train, etc)

  • 3 Comparative Price Quotes for the same dates
  • Event Information
  • Detailed Itinerary
  • List of Attendees
  • For auto rental only: UConn has a contract with Enterprise Rent-A-Car; rates available HERE

  • ALL Airfare is handled as a reimbursement. The following additional documents must be turned in to USG following travel for reimbursement:

  • Boarding Passes
  • Detailed Receipt from Ticket Purchase (showing last 4 digits of the credit card, amount paid, date paid)
  • Image of Credit Card Showing the Last 4 Digits
  • If the Credit Card used is NOT in the student’s name, you must also provide:
  • A Credit Card/Bank Statement showing the Ticket Purchase

Mileage Reimbursement

  • A link to a map of the round trip with mileage to and from campus.
  • Event Information/ Detailed Itinerary
  • List of Attendees
  • A List of drivers and their passengers is required after travelNote: Mileage reimbursement is paid to each approved, insured, driver once travel has been completed.
    Auto Insurance Declaration Page for Each Driver
  • Be sure each driver’s insurance meets University minimum requirements prior to applying for funding:
  • Minimum Liability Coverage of $50,000/$100,000 and $5000 for property damage or, in lieu thereof, a minimum of $100,000 Liability Coverage for bodily injury and property damage.
  • Mileage cannot be reimbursed if drivers do not meet these minimum insurance requirements