Hutton Honors College Funding Board requirements for funded initiatives

Funding restrictions:

Funding may only be used for the event/date and line item expenditures that are approved by the Board unless you receive explicit approval from the board to alter your plans (for a rain date, for instance). If there is any confusion as to the appropriate use of the approved funds, please contact the HHC Funding Board at hhcfb@indiana.edu.

No block grants (to cover a full semester's activities, for example) will be approved, and any organization proposing initiatives involving programming that extend beyond one semester will be asked to revisit the committee at appointed times to provide updates on the project before later installments of funding are approved.

If funding involves the payment of an entertainer, presenter, operational laborer, or any other person, you must make sure to consider all appropriate forms for these services. You should be able to consult your staff/faculty advisor for these rules. You can also contact the HHCFB CFO with questions by emailing hhcfb@indiana.edu. An example of this is the FICA tax that must be collected for payment of a speaker as well as tax forms that must be submitted. If you do pay them without taking the proper steps and then seek reimbursement from the HHC Funding Board, you will not be reimbursed. Please note that no individual or group can pay an entertainer, presenter, operational laborer, or any other person from their own pocket. 

Some other items that cannot be covered with HHCFB funds are below:

•	Animals
•	Capital Equipment
•	Cash Advances
•	Cell Phones
•	Furniture, furnishings
•	Gift Cards
•	Orders to University employees for personal service
•	Personal Purchases and the use of personal reward cards (see IU Rewards Accounts) that benefit the employee and not the university. (An inappropriate expenditure is one that is ‘personal’ in nature and is not for the purpose of the institution.)1
•	Purchases by one university department to another university department (Examples: IU Expand E-Training, a conference or event hosted on campus, Chemistry Support Services provided chemicals for mineral testing in geology labs and needs to bill the Geology Department for these services)
•	Purchases from on-line auction sources. (e-bay, etc.)
•	Purchases involving trade-in
•	Purchases requiring a signature, such as rental agreements, purchase agreements and contracts
•	Radioactive materials
•	Recurring Payments – with the exception of where the Purchasing Department may specifically direct its use, the Procurement Card shall not be used for the acquisition of goods or services where multiple, repetitive, or installment payments are necessary to complete the transaction.
•	Reimbursements to IU employees
•	Software - submit the Software & Services Selection Process Form to initiate the review process. You will be contacted by UITS IT Community Partnerships
•	Sponsorships - financial support to an event, organization or activity that is given in exchange for acknowledgement, recognition or promotion.
•	Travel or travel-related expenses, including reimbursement (CIBT Visa transactions are allowable on the P-Card)
•	Unmanned aircraft (Drones)
•	Used or refurbished goods, items with no warranty and/or not eligible for return
•	Vehicles, boats, trailers (anything requiring a title)
•	Weapons, ammunition
•	Any procurement transaction restricted by IU policy is also restricted on a p-card transaction.
•	Purchases that can be made from the established contracts. 

Funding disbursement:

Each awardee will receive a line-item approval of the funding granted and funds will be dispersed to the organization's specified approved financial account. This could take up to three weeks for the transfer to complete if the application is approved. Please plan ahead for this. 

Return document:

Scanned copies of all receipts must be submitted electronically to hhcfb@indiana.edu within five (5) business days of the initiative. If receipts are not available within that time because of delays with vendors, please notify HHCFB within the five (5) business day period. We also encourage you to keep a copy for your organization. 

In addition to submitting the receipts, you must submit the Return Document and any excess funds to HHCFB. The Return Document can be found on the HHCFB website that you obtained the application from. If you cannot find this, feel free to reach out to hhcfb@indiana.edu.

Please note, failure to return the requested documents and receipts within the 5 day period after the initiative may result in your organization being unable to apply to HHCFB in the future. Also, failure to properly account for all money spent may result in the proper university authorities being notified. 

If you need an extension for this deadline, contact HHCFB immediately with an explanation, and we will do our best to accommodate your situation.