HUNTER COLLEGE

AUXILIARY ENTERPRISES CORPORATION

Guidelines for submitting Auxiliary Enterprises Corporation "AEC" proposals (previously known as the Auxiliary Enterprise Board "AEB")  (PLEASE READ THE FOLLOWING CAREFULLY):

The Hunter College Auxiliary Enterprises Corporation "AEC" is composed of students, faculty and administrators from which funding is available for college related projects or activities directed by students, faculty, staff and departments. The AEC will fund proposals up to $3,500, assuming all criteria are met.

Proposal Instructions:

• The proposal form includes an outline to describe your project/activity and to request funds. Please provide concise and complete information for your project/activity.  Name your project/activity.  Include names of membership or affiliations with your proposal.
  
• If awarded, a memo along with the approved budget will be sent to the primary individual responsible along with an AEC account number.  To process payments, please refer to the College Association Office (214 TH) for instructions.

Budget Preparation:

• No food request will be considered or funded.
  
• Qualifications for each category of expenditures are listed below. Specify each expenditure prior to submitting itemized list as to event, date, contractor, etc. wherever applicable. Categories below consist of specific qualifications for the itemization of expenditures:

1. Contractual services: Includes advertising and promotion (campus media, outside media); rent (space rental, room set-up fees, security, equipment rental); membership fees; film rental, insurance (type and purpose); printing and postage (items and quantity of tickets, newsletter, notices, books, copy costs, flyers, typesetting, subscriptions, stationery and explain type and purpose).
   
2. Equipment:  Name and model number.
   
3. Personal services:  Includes honoraria (speakers, performers, bands). By law social security numbers must be provided when you submit your voucher (include a copy of the social security card). 
   
4. Supplies: (Paper, goods, copy)
   
5. Travel: Includes trips (local travel, auto mileage), registration fees, and bus rental. Include the name of all travelers (a tentative list will do).

 Budget Modification:

• If you would like to request a budget modification, you must send your approved budget form along with a revised requested amount to aecgrants@hunter.cuny.edu
  
  
• All activities must be complete by fiscal year end (June 30^th).  NO projects/activities will be allowed to “roll” into the next year.  A new proposal request will need to be submitted and approved by the AEC.

Application Preparation and Deadlines:

• Applicants must be current Hunter College students, faculty or staff and should complete the attached proposal and clearly explain the activity.  The proposal must include a line-by-line breakdown of project costs.  Projects funded by the AEC must benefit the college community.  Please note that upon receiving an allocation a revised itemized budget reflecting your award must be submitted to the College Association Office (214 TH).
  

• The proposal must include the names of the members of the Hunter College community who have agreed to participate in the activity, and the name of the individual responsible for the project.
  
• A complete application, consisting of proposal and budget forms, must be submitted via e-mail to aecgrants@hunter.cuny.edu .  The submission period will be from August 31, through October 2, 2009.  The application is available on the Hunter College website at hunter.cuny.edu/aec.  If there are any questions regarding the application process, please call (212) 772-4460 between 9:00 a.m and 5:00 p.m.
  
• All proposals will be accepted by e-mail to aecgrants@hunter.cuny.edu, no later than Friday, October 2, 2009.  Late proposals will not be accepted. It is important to make sure that your application and proposal is complete, concise and clear regarding your activity and its intent.  Also be sure to indicate how your project/activity will benefit the Hunter College community.

AEC Regulations:

• The following are some examples for which the AEC will allocate funds: extracurricular educational programs, cultural and social activities, student government, assistance to charted organizations, recreational and athletic programs, and enhancements of the College and University environment.  The AEC does not fund refreshments nor individual requests for travel or equipment that does not have a designated storage space.
  
• Any activity that involves the use of college halls must comply with the requirements governing the use of those halls (i.e., Assembly Hall, Playhouse, lounge and lecture halls).  Additionally, all monies collected or generated from the sale of tickets or contributions to an activity funded by the AEC must be completely accounted for through immediate deposit with the college Business Office.  Funds are not to be retained by the organization sponsoring the program.  With the approval of the AEC, profits may be credited to the sponsoring organization or department.
  
• Any audio/visual equipment purchased or leased with funding from the AEC is purchased for and must be returned to the audio visual department in the North building.  Additionally, any equipment costing more than $250 must have the appropriate number of bids and comply with state purchasing guidelines. For more information regarding the bid process, please contact the College Association Office.
  
• Individuals requesting a grant cannot request payment to themselves for service rendered.