Before submitting your application:

• Confirm the date and time of your event

• Create a title and blurb/short description for your event
• Reserve a location for your event
  • For links to on-campus reservation systems and policies, visit: OSI Space Reservation
• Get estimates for all expenses (you will have to provide them in the Budget section of the application)
  • Make sure you have quotes, invoices, and documentation for all estimates
  • Access the Budget form that must be attached to your application here: SEASA Funds Budget Estimate
• If you need a catering exemption, you must get it approved before submitting your application for funding: Catering Exemption Request Form
• Create an Event in DeHUB and get it approved by OSI
  • All events using or applying to use SEASA Funds must select "Interfaith Ministry Office" as a Co-Host (we are under the department list)
• Get your guest speaker approved through the DeHUB Event approval process: Guest Speaker Review
• You can find the detailed "SEASA Application Checklist" here. Review this information with your advisor. They will have to sign off on your submitted application before final review.

Application Requirements & Process

All applications must:

• Be completed by either the Treasurer or the President of the student organization
• Be submitted [##] days before the event takes place
• Be endorsed by the student organization's advisor
• Submitted via the official application on DeHUB (no emails or in-person requests will be honored)
• Have all necessary information and uploads in order to be considered for approval (any incomplete applications will be automatically denied)

A full list of specific requirements can be found here: SEASA Application Checklist
You may complete your application at: Mission and Ministry SEASA Funds Application

Application decisions will be sent within [##] days of submission to the email on the application. You advisor will be copied.

Applications have four (4) potential decisions:

1. Full Approval
2. Partial Approval
3. Denied for Corrections/Resubmission
4. Denied Without the Option to Resubmit

If your application is approved (fully or partially), you may begin to spend funds immediately.

If your application is denied for corrections, you may resubmit as long as it is within the timeframe required for all applications (repeat timeframe here).

If your application is denied without the option to correct/re-submit, you may schedule an appointment with your Advisor for additional conversation and feedback.

All purchases with SEASA Funds should be made through your student organization's advisor.

There are three ways to spend your approved SEASA Funds:

• Purchase made by your Advisor using their procurement card or the procurement systems through BlueSky (e.g. Amazon)
  • Make an appointment with or contact your advisor to get their instructions for a purchase from an online store
  • Create a Shopping List on Amazon for the items you need and share it with your advisor to purchase

• Direct payment to a non-DePaul party using one of the forms below, signed and submitted by your advisor:
  • Vendor Agreement - This should be used for any non-performance or non-guest speaker vendor. This must be accompanied by a detailed invoice.
  • Performance Agreement - This should be used for DJs, performing artists (individual or group)
  • Honorarium Agreement - This should be used for guest speakers, presenters, teachers, or instructors.
  • ALL external parties must register via the Supplier Portal in order to be paid.
• Payment to internal DePaul departments using the prescribed university payment segments
  • This should be used for orders via depaulu.catertrax.com, DePaul Print Services, OSI large poster orders, etc.

SEASA Funds are NOT allowed to be used for:

• Items that have already been paid for (No reimbursements of any kind will be allowed)
• Financial support for political programs, parties, individual candidates, or direct lobbying efforts
• Contributions to any private business, association, group, or person
• Contributions/donations to charitable or non-profit organizations
• Employment of any faculty, staff, advisors, or students
• Gifts/awards/prizes
• Alcohol or events where alcohol is available/will be served
• International travel
• Individual membership dues
• Online advertising
• Websites (organizations can create a free website through DeHUB)
• T-shirts and similar apparel
• Personal expenses

Reallocation of Funds
Funds may only be reallocated to other expenses for an approved event with permission. To reallocate funds, complete a SEASA Change in Approved Budget form. Funds may NOT be reallocated to expenses for events or programs outside of the approved SEASA Funding Application. This form will require an amended budget (SEASA Funds Amended Budget) and supporting documents for changed expenses.

Decrease in Spending
Student organizations must report any expected or confirmed decrease in spending BEFORE the event takes place. To report these changes, complete a SEASA Funds Change in Approved Budget form. This form will require an amended budget (SEASA Funds Amended Budget) and supporting documents for changed expenses.

Tracking attendance to SEASA Funded events is mandatory.

DePaul students, staff, and faculty can check in using an ID card swiper, scanning the DeHub provided QR code or by providing their name, email, or DePaul ID. More information on DeHub check-in, can be found here: DeHub Event Check In

Non-DePaul attendees can be checked in using the Surveys and Forms feature on your student organizations DeHub page. Please use OSI's instructions here: Creating Public Surveys in DeHub

Complete the SEASA Funds Final Report

The SEASA Funds Final Report asks about the final attendance for your event and budget reporting for each expense. Final itemized receipts or proof of paid invoices/agreements are required for all purchases made with SEASA Funds. This report must be completed within [##] days of the event.

Student organizations that do not complete their Final Report may lose eligibility for future SEASA funds.

To spend approved funds on something that was not approved in the original budget, you must request a funds reallocation. You can do this by submitting a SEASA Funds Change in Approved Budget form. This form will require an amended budget (SEASA Funds Amended Budget) and supporting documents for changed expenses.

If your event, speaker, or vendor is canceled, you must IMMEDIATELY submit the Event Cancellation Form. Funds for a canceled event may not be used for another purpose. Individual applications must be submitted for each and any program/event. Student organizations that do not notify Mission and Ministry of canceled events may lose eligibility for future SEASA funding. Funds approved for an event may be used for another approved budget line.

If you do not use all of the awarded funds, you must notify Mission and Ministry BEFORE your event. Student organizations must report any expected or confirmed decrease in spending BEFORE the event takes place. To report these changes, complete a SEASA Funds Change in Approved Budget form. This form will require an amended budget (SEASA Funds Amended Budget) and supporting documents for changed expenses.