Budgeting
Fall Budget Hearing:
Sunday, Nov 9th at midnight: Spring 2026 Budget (use excel spreadsheet below) due to myself and SBA President William Keck. This is the only thing due for the spring budget hearing.
Wednesday, Nov 12th at 2:30 pm: The General Assembly of the SBA will review and vote on each organization’s proposed Spring 2026 Budget. Organizational leadership will be invited to explain their budget and answer questions during the Budget Hearing.
Organizations are reminded that they are not required to submit a budget request during this Budget Hearing. This is just for organizations that have Spring events planned and want to secure funding or have events immediately upon returning from Winter break. We will continue to follow the same policies as this semester, and organizations may submit budget requests to SBA throughout the semester, so long as they are submitted two weeks before the proposed event and adhere to the Finance Code policies.
Budgeting Process
Step 1: Plan Idea/Event
Come up with a plan or event that you want to request money for. Make sure the event is clearly thought through and you have an understanding of everything that you may need, where it is going to be, and what you want to do for it. *PLAN EARLY and well in advance of your event*
Step 2: Read Finance Code
Read the SBA Finance Code to ensure the request meets the requirements to receive funding. Ensure the funding relates to the purpose of your organization and that it is an event open to all members of the Drake Law student body.
Step 3: Create Budget
Following the example Budget Request Template Excel sheet provided below, provide specific pricing and details on all items you are requesting money for. Include all taxes, fees, and shipping information when you submit your request. In the Notes section, please include detailed descriptions of how you got the number and why you need the funding. Give details of the event as a whole and the breakdown of pricing for every item.
Step 4: Submit Request
Once you have completed the Budget Request Template, send the Excel sheet to SBA Treasurer Matthew Clarke (matthew.clarke@drake.edu) and SBA President Will Keck (william.keck@drake.edu). Once we receive your request, we will review it and forward it to the SBA Budget Committee. We will set up a time during the next SBA Budget Committee meeting for you to come in and present your budget.
Step 5: Budget Committee Meeting
You will be invited to the next available Budget Committee Meeting to present your budget. SBA Members will ask questions on the request and vote on a recommendation to the full SBA. If the committee denies a request, there will be no vote of SBA. *If the Budget Request is less than $500, the Budget Committee may vote to approve the request without needing a vote of the full SBA.*
Step 6: Full SBA Vote
Once the Budget Committee makes their recommendation to the full SBA General Assembly, the full SBA will debate and vote on that recommendation.
Step 7: Post-Vote Funding
If the SBA approves the funding, you will be notified of the vote and approved to purchase your items. No money can be spent until you receive approval from SBA. You may then purchase items and request reimbursement, via the reimbursement forms below. If it is a larger item, you may contact Susan Edwards, our Billing Specialist, to have her purchase the items on a Drake credit card.
New SBA Finance Code!
Review the newly approved SBA Finance Code, which guides all SBA budget requests and financing before submitting any budget requests.
Budget Request Template
Click below to download a Budget Request Template. All budget requests should be submitted using this template.
Other Budgeting Forms
SBA Reimbursement Form
To receive reimbursement for approved organizational expenses, please fill out the following form after your event with detailed information. Once completed, please submit this form along with any itemized receipts to SBA Treasurer Matthew Clarke (matthew.clarke@drake.edu) for approval.
Sodexo Ordering Forms
If you have an event on-campus where food is OVER $60, organizations must utilize Sodexo Food servicing by filling out this NEW online form. See the following Instructions:
Sodexo Waiver Form
For events held at Drake and food requests OVER $60, you may request a waiver from Sodexo prior to bringing any outside food. To request a waiver, please fill out the following form.
Receiving Invoice from company
If you receive an invoice from a company, you must fill out the following W9 form.
Giving out Gifts, Prizes, or Awards
Per Drake Policy, if you are giving out any gifts, prizes, or awards (including gift cards and anything of value), you/the recipient must fill out the following form for tax purposes. Designated Speaker gifts are provided through the Student Bar Association and do not require this form, any other items bought by organization money do require this form.
Student Bar Association 