Frequently Asked Questions

Below you can access some frequently asked questions that typically come from students about financial management for their organizations.

Accessing Additional Funding

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Student Organization Tiers

Why did the JFC change how it funds organizations?

The JFC changed its funding model to improve efficiency, flexibility, and fairness in allocating student organization funds. The new tier system provides predictable baseline funding, reducing waste and helping organizations plan better. A supplemental funding process allows for adjustments throughout the year, ensuring funds align with actual needs as leadership within organization changes. This structure is intended to simplify budgeting, encourages engagement through advisor meetings, and distributes funds more equitably, especially as the number of organizations grows. Overall, the changes make funding more adaptable, transparent, and fair while better supporting evolving student needs.

How was my club's tier decided without any representation?

To decide on each tier, we looked at your organization’s past spending and previously allocated budgets. If your spending habits, as recorded on Tartan Connect raised concerns, your tier may be less than what you would expect. For more information about how the decisions were made, please meet with your advisor. The overarching guideline that the JFC used has been compiled into the best spending practices.

Why is my club getting less money than before?

As opposed to requesting a new line item budget each year, each organizations’ standing in a tier level provides the certainty in an annually fixed amount of funding, with the optionality throughout the year for supplemental funding and capital funding to be requested when necessary. All clubs, barring extenuating circumstances, are projected to receive a decrease in funding in the tier allocation system, with the expectation that additional allocations from the supplemental funding from next year will cover costs.

Will my organization go up/down a tier after this year?

The intent behind the fiscal tiers is for most organizations to remain within their tiers for sustained times, ensuring stability and predictability in funding. However, every two years, organizations can apply for a tier increase if they have consistently utilized their allocated funds and demonstrated a growing financial need. Conversely, organizations may be moved down a tier annually if a significant portion of their funds remains unused or their financial needs decrease.

How do I go up a tier from what the JFC has set for my student organization?

Yes, an organization can request to move up a tier beyond what the JFC has proposed, but it must demonstrate the capacity to effectively utilize the higher fiscal tier. This process will become available through the End of Year Report first, and organizations would have to meet the following requirements. (Note: As per the first requirement, this process will not be available until AY 26-27)

The organization has successfully spent >95% of their allocated tier for two consecutive
fiscal years
They have an organization-specific budget-tracking system
They have met with their JFC Financial Advisor at the frequency required by their tier
They have successfully navigated the supplemental funding system at least once
They have a clear written statement for the reason demonstrating that their current tier
and available supplemental funding does not meet their needs
They can demonstrate how the last two years of expenses have all aligned with the
mission of their organization
They are not on Tier 2 Probation

Organizations with approved exceptions are eligible to move up in $5,000 increments pending the above is also true.

What will happen to special allocations with this new reorganization of the JFC?

In this new move a substantial amount of special allocations will be moved to supplemental funding. Both GSA and Senate will retain a small portion of special allocations processes to fund opportunities brought by individuals and non-student government recognized organizations.

SIT Financial Management FAQs

Access the full SIT Student Org Resources FAQ

How does my organization receive donations and sponsorships?

A donation is a contribution where the donor does not receive anything in return. Donations can be made by card online through the university's Giving site. If a donor wants to make a bank transfer or send cash/check, please reach out to the Office of Student Involvement and Traditions’ Finance Team.

Sponsorships can provide much needed support for events and programs at Carnegie Mellon. This support also provides recognition for the corporate sponsor and when handled correctly, can also be counted as gifts to the University.

To receive a sponsorship, please connect with The Office of Student Involvement and Traditions’ Finance Team to go over the potential tax implications, determine if your sponsorship can go into your Gift account, and help you with any paperwork needed to receive the funds.

Where can my organization see our budget and a list of our financial transactions?

If you are listed as an officer in your organization’s TartanConnect webpage, you will be able to navigate to the Money/Accounting Book section of your page once you are in “Manage” mode. From here you can navigate to the current fiscal year operating budget for your organization, as well as the list of accounts that hold individual transactions. Please see the attached graphic on how to read the Accounting Book.

Historical budgets can be found here.

How do I use a PCard?

Student organizations can set meetings with the Office of Student Involvement and Tradtions' Finance Team to use our office pcards to purchase goods/services, hazardous materials, or travel. You can also visit the Student Involvement and Traditions Office, typically on Thursday from 1-4pm during the fall and spring semesters, for open purchasing hours. Open purchasing hours are first come, first serve.

Each year about 30 organizations are approved by student government to hold a pcard or travel card based on their historical volume of spending and fiscal responsibility. Organizations who'd like to hold a pcard or travel card must apply. The application cycle is in the fall.

How long does it take to receive an expense reimbursement?

We estimate that expense reimbursements are processed 4-6 weeks after they are approved by your authorized signer. This is due to the processing and approvals required within the Office of Student Involvement and Traditions as well as Accounts Payable. These times may increase during peak volume periods like the end of the academic year.

How will I receive my reimbursement?

If a student is employed by the university, their reimbursement will be sent as a check in the mail unless they've previously opted into direct deposits. Students who wish to receive reimbursements via direct deposit should complete the direct deposit form and email it to the Office of Student Involvement and Traditions' Finance Team.

If a reimbursee is not employed by the university, they will receive an online form asking them how they'd like to receive payment. They may choose check or direct deposit, and then will be asked to provide the respective information.