RA Resources: Residential Life Funding
Top 4 Things to Know
- Do not spend any residential life money on alcohol.
- Do not pay entertainers by personal check.
- Do not buy gifts for housekeepers or others with this money.
- No activity should cost more than $1 per building resident; the idea is to spread the money around to many events.
Your residence hall has been allotted $5.00 a person, $2.50 per person per semester this year for events in and with your residence hall. This money is to be used for events that include people from more than 1 hall. It is intended to create community through building-wide activities or through smaller groups like all frosh, all women, and support of educational programming. To access this money contact the Office of Residential Life. Be sure to confirm with your RA team, before you make any spending requests to the Office of Residential Life .
The best way to get money is to pay in advance yourself, keep receipts, then ask us for reimbursement by turning in the receipts to the Office of Residential Life (Parrish E116). RECEIPTS need your name, ID # and the building name and type of event. You will receive a check through college mail in about 5 business days.
To get a check advance you need to
- If you need a check advance, then you need to notify the Office of Residential Life in advance, at least 3 business days before you expect to spend the money.
- The Office of Residential Life will send an e-mail to the Business Office so you can pick up the check.
- You need to turn in the extra money and receipts for the rest to the Office of Residential Life -- then, the request for payment is processed through the Business Office.
- Then the Business Office will need to issue a check for the funds actually spent.
- You will need to go endorse the check for the cash advance when the Business Office notifies you. (It is for accounting purposes.)
If you are going to use Residential Life money to buy big ticket items, then you need to get a purchase order (PO) from the Business Office. The person to speak with is Cathy Cinquina. It is important because your money will not have to go towards tax.
If off-campus students attend an event where a meal is served from the dining service and "bought" with student ID numbers, they should pay for the meal portion of the event. Breakfast is $3.50, lunch is $5 and dinner is $ 7.50.
Do not pay anyone for services by personal check (entertainment, band, clean-up crew, etc). You will need to get a college check issued because of tax purposes. You may not pay more than the College student pay scales to student workers—even those that are providing specialized services.
If you are paying non students you need to fill out a Check Payment form with the person's address and social security number before a check can be issued. These forms are available from Joanna Nealon in Parrish E118.
Other Sources of Funding
Each RA will receive $60 for the first semester and $40 for the second semester. You can use this money for any hall decorations, supplies, activities, study breaks, etc.
Orientation workshops (ASAP, Diversity, Alcohol or Safer Sex) use funds given out by Diane Watson. These funds do not subtract from the residential life funds. Turn in your receipts to Diane Watson in Parrish E108 with your name, ID number, and the event noted on the them.
Get the BJ card to purchase large amounts of food or other building items. It is kept with Diane Watson in Parrish E108. Sign out for it and return it promptly so that others may use it too. Also, when you are ready to pay, remind the cashier that Swarthmore College is non-profit and you do NOT need to pay sales tax for items that are for the college.
The best thing about Student Activities at Swarthmore is that you have a lot of money! The Social Affairs Committee (SAC) meets once a week to distribute funds for various campus activities. This is a great resource to use for organizing community events with your residence halls. Email SAC for more info.
When Residence Halls put on all-campus events, the funding should come from SAC and NOT residence life funds. Events like the Willets Carnival, pre-formal parties and the ML Halloween Party are usually funded through SAC.
Funds from the Student Activities Office
Funding for dorm wide events (i.e. open to all students and not just a specific hall) is available from Kelly Wilcox, Asst. Director for Student Life, in Parrish W117. In order to obtain funding, please submit a request well in advance of the event and note the following:
- Event Details (what, when, where)
- Funding needs (how much and for what) along with other funds you have secured or will be using.
Also, many resources are available in the Student Activities Office. If you need information on ordering T-shirts, party supplies and/or rentals (pop corn machines, sno-cones, inflatables, etc) bands, comedians, special events, transportation, resources in Philadelphia or anything else to help plan an event, contact Kelly Wilcox or Paury Flowers (Asst. Coordinator for Student Activities).