AFEF funding is approved and disbursed based on a proposal submission process. The proposal submission process happens on a per-term basis (three times per annum) in accordance with the diagram outlined below.
Deadlines
As proposals are reviewed each term, proposals must be submitted by the following deadlines:
- Fall 2016 deadline: October 30, 2016 at 12:00 PM
- Winter 2017 deadline: TBA
- Spring 2017 deadline: TBA
General AFEF Guidelines & Funding Policy
The AFEF Board gives priority to proposals that will have the greatest benefit to the highest number of undergraduate School of Accounting and Finance students at the University of Waterloo over the longest period of time.
Proposals may include (but are not limited to):
- Event sponsorship, such as conferences, speaker/panel sessions
- Equipment purchases
- Publications and student-led initiatives
- Projects with a proven educational benefit
- Conference fees for individual/team conference attendance
AFEF funding will not be provided:
- To cover ongoing operating costs related to a proposal.
- To charitable organizations or for charitable activities.
- For multiple-year commitments. Approved project funding is a one-time allocation.
AFEF funding may be provided:
- To applicants who are affiliated with the School of Accounting and Finance at the University of Waterloo. This criterion includes but may not be limited to current undergraduate or graduate students, faculty or staff.
- Retroactively, so long as the application for reimbursement is submitted within one (1) month of the event or purchase, consistent with policy established by University of Waterloo Department of Finance.
- On a reimbursement basis only.
All applicants acknowledge:
- Consent to allow AFEF to post a summary of their proposal and the disbursed funds in the event that the specific proposal is approved.
- The applicant or a designated representative must attend an AFEF Board meeting if requested to do so to address questions about the proposal.
- A complete, formal estimate of costs associated with your project is required with your submission. This may include invoices, on-line quotes, or estimates.
- Funding decisions made by the AFEF Board of Directors are final. The AFEF Board provides acceptance communication confirming the extent of funding for successful applicants.
- Funding approvals for equipment or physical asset purchases require that possession of the asset (legal title) will remain with the entity submitting the proposal.
- Any unused funds will revert back to the AFEF and may not be carried over to another initiative or operating period.
- If the cost of your project is higher than you expect, you or your group must be responsible for the difference.
AFEF funding will be disbursed directly from University of Waterloo Department of Finance. Parties whose proposal applications are deemed successful will be contacted directly for details regarding the disbursement of funds.
If you have a request for an exception to these guidelines, please contact the AFEF Board of Directors for consideration.
Application Process
- Use the submit a proposal form on the AFEF website to apply for funding before the term deadline.
- Present the proposal to the AFEF Board.
- Receive confirmation of the proposal outcome from the Board.
Presentation Guidelines
Presentations of AFEF funding proposals occur once a term and provide the AFEF Board of Directors with a chance to hear about the advantages of each suggested proposal. Every proposal must be presented at this meeting, however a proposer may choose a proxy if they are unable to attend
-
All
presentations
will
be
kept
to
a
5
minute
maximum.
Because
of
this
scheduling,
we
strongly
encourage
every
proposer
to
use
the
following
format:
- Briefly explain the proposal, and how it will benefit undergraduate Accounting and Finance students (1 min)
-
Describe
the
following (3
min):
- How many students could benefit and which courses/teams/clubs could realistically benefit from this proposal
- What other funding sources have you pursued? It is strongly encouraged that proposers DO attempt to obtain funds from other sources (MEF, Faculty, corporate sponsorship) as well as from AFEF.
- For a department proposal, please indicate why the Faculty has not provided funding to cover this item.
- In any time remaining, please mention any long-term impacts of the proposal, significant achievements by your student team, AFEF promotion within your team or department, successful AFEF proposals in the past, etc. (1 min)
- Please note, you will be stopped after 5 minutes, so plan accordingly
- Following the presentation, you may be asked questions by members of the AFEF Board. Please keep your answers brief.
- PowerPoint presentations are the preferred method of visual aids; however, other media such as videos, flash presentations, overheads, or pure verbal presentations are acceptable. Please email any PowerPoint files to the AFEF Director in advance of the presentation to avoid unnecessary delays. The AV equipment in the presentation room will be used (i.e. a Nexus Windows XP Computer).
Funding Disbursement
General Guidelines
In the event your proposal is approved to be funded, please take into account the following guidelines:
- AFEF will provide funding on a reimbursement basis. You will disburse funds and request reimbursement for the approved expenses.
- Reimbursement requests should be consolidated to ensure the reimbursement process is efficient for all parties.
- Refer to UWaterloo Finance's reimbursement process for processing timelines and payment methods.
Reimbursement Process
- Complete the AFEF payment request form.
- Contact the AFEF Board of Directors to request Board Chair approval.
- Submit the approved Payment Request Form with all supporting documents to Donna Sutherland in Hagey Hall 3107.
- When the cheque is ready, you will be contacted with the appropriate details.
If you have any questions about the funding policy and funding process, please do not hesitate to contact the AFEF Board of Directors.