Page 91 - Undergraduate Handbook 2024-25

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Club Funding

All active ADU Student Clubs for which SEO is responsible are entitled to receive funding to support approved activities and
events. Requested funds are dispersed based on submitted budgets and demonstrated need for proposed activities and
events. The club’s president is the only club member authorized to initiate and complete the request for funding on behalf
of the club. The vice president, in the absence of the Club President, is permitted to initiate and complete the request for
funding provided a written delegation is made by the Club President and submitted to SEO for approval.

Each club will receive funding dispersed on a case-by-case basis. Clubs are welcome to combine their budgets for joint
events and activities.
SEO will provide an allotted budget for all SEO required events (e.g., Club Fair, Cultural Diversity Day, Orientation, Open
Week, etc.). However, regular club events which are organized by the club will use the club budget, sponsorships, or
additional outside funding.

To receive funding, the president can make a request for either petty cash or reimbursement. Below are the procedures to
follow otherwise the payee will not be able to receive funding:
Reimbursement
• Email the requested items to SEO for approval.

• Purchase the items.
• Upload a copy of all itemized receipts and tax invoices using the Student Participation/Purchase Report.
• Student receives notification when the reimbursed funds are ready to collect and submits original receipts to SEO.

Note: Some items are not allowed for purchase through petty cash or reimbursement. Therefore, requests for these items
must go through the procurement department, which is handled by SEO. This process requires at least 30 working days.
Fundraising

Fundraising is one of the most important parts of operating a club efficiently. To successfully complete fundraising activities,
the club must consider the following:
• Pre-approval for the fundraising activity must be received from SEO by submitting the Event/Meeting Proposal form
through ADU Groups.
• The club’s treasurer or another member of the Executive Board, in the absence of the treasurer, will be held responsible
for documenting and safeguarding all funds that are collected during the event. The actual funds will be collected by
SEO staff based on the Finance Department rules and procedures. No club member or advisor will be permitted to
collect any funds on behalf of ADU.
• The Student Participation/Purchase Report must be submitted to SEO and the club advisor within two (2) days after
the fundraising activity is completed.
• All money collected from the fundraising activity will be kept with SEO and added to the club budget for future club
events and purchases. Club members shall not use the money for personal purposes.
Charitable Organization Fundraising

Student clubs are encouraged to participate in charitable causes. However, when fundraising on behalf of charitable
organizations, the following must be considered:
• The club must receive a pre-approval on the charitable fundraising activity from SEO by submitting the Event/Meeting
Proposal Form through ADU Groups.

Abu Dhabi University | Undergraduate Handbook 2024 - 2025