Special Requests

Please understand the following points; if any part of the Special Request process is unclear, contact your EAL or BOCC Vice-President as soon as possible.

• The Special Request process is intended for non-budgeted and new events.
• You must obtain authorization from SG Finance before your event. If you do not obtain SG Finance approval, you will not receive funding.
• Please allow a minimum of 10 days for SG Finance to review and approve your request.
• Due to meeting schedules and time restraints with SG Finance, all special requests will need to be initiated at minimum one month (30 days) before your event. This timeframe allows 14 days for the BOCC Executive and General Board Meetings and 10 days for SG Finance to review your request.

BOCC Special Requests

1. Need & Qualification
2. SR Process
3. SG Finance Approval
4. SR Forms

Organizational Need and Qualification

Consider if your program or travel request is a new or unexpected event that you did not budget for. If it is, you may special request through the Board of College Councils. All academic-based organizations that provide open and free membership to University of Florida students are eligible to special request. You will need the approval of your College Council's President and Treasurer, please contact them as soon as possible. It is imperative to begin this process at least 4 weeks in advance to ensure that you will receive funding before your trip or event. Student Body Statutes prohibit reimbursement for events that do not receive approval from SG Finance before the event.

All travelers will be asked to make a personal contribution towards the total cost of their travel. The standard personal contribution is determined by the destination location and is roughly modeled by the personal contribution map.

Special Request Process

The first step in the SR process is to complete your proposal documentation. Please use the forms at the bottom of the page and contact your EAL or BOCC Vice-President with problems or questions.

Your proposal will be reviewed by the BOCC Vice-President for compliance with Student Body Statutes. If any amendments are needed before your request can be presented to the Executive Board, you will be notified.

Next, your group will present your special request to the Board of College Councils Executive Board, consisting of the President, Vice President, Secretary, Treasurer, and 5 Executives-at-Large. At this meeting, the Executive Board will review your request and make a dollar amount recommendation. Please bring 15 copies of your special request to the Executive Board presentation. Please also bring any documentation which supports your request (i.e. travel quotes, agendas, etc).


BOCC Executives hear presentation of a special request at the Executive Board Meeting.

At the following Board of College Councils General Board meeting, the Vice President will lead a presentation and discussion of your special request and present the Executive Board recommendation to the General Board. You will be allotted two minutes to present your request to the General Board which will follow with three minutes of questions and debate. At this time any final questions can be answered and the General Board will decide, by vote, on a final monetary appropriation. Please bring 40 copies of your special request to the General Board meeting.

SG Finance Approval

Once your event has been approved by the BOCC General Board, you will need to complete the authorization process with SG Finance. All expenditures may be submitted electronically through the Online SAR Process at http://www.docutraq.sg.ufl.edu. Please use the BOCC login, contact the BOCC Vice-President for the password.

Do not purchase anything until you receive approval from Student Government Finance. You will not be reimbursed for event items, hotel reservations, airline tickets, or any other purchases unless the dates on your receipts and invoices are after the date you were approved by SG Finance. Please complete the online SAR process early so you have time to secure lower airline and hotel rates.

Special Request Forms

Please remember:

• The Special Request process is intended for non-budgeted and new events.
• You must obtain authorization from SG Finance before your event. If you do not obtain SG Finance approval, you will not receive funding.
• Please allow a minimum of 10 days for SG Finance to review and approve your request.
• Due to meeting schedules and time restraints with SG Finance, all special requests will need to be initiated at minimum one month (30 days) before your event. This timeframe allows 14 days for the BOCC Executive and General Board Meetings and 10 days for SG Finance to review your request.

Submission of BOCC Special Requests is handled electronically:

BOCC On-line Special Requests

Council authorization is also handled electronically, please ensure your College Council President & Treasurer are listed on the Contacts page.

If you have any questions regarding the BOCC Special Request Process, please contact the BOCC Vice-President.