USG EMAILS
2025-2026 Emails
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Hello club leaders!
Just a reminder that your club was approved for a summer budget. The President and Treasurer of your club will be given access to submit invoice requests on Financial NXT for the summer. To get Financial NXT access, please fill out this information and signatory form.
Here is some important information to note:
You can only submit invoice requests for the items your club has requested and approved for in your summer budget application.
The last day to submit invoices using the summer budget is on 8/14/26 (Friday).
Summer budgets do not roll over into the academic year budget.
SBEngaged links for events and travel are required, with the SAF included on posters.
Your club must complete the Bootcamp (in August) as well in order to continue having access to NXT for the academic year.
Here is a guide on how to submit invoice requests as well as a travel checklist for your reference!
If your club plans to work with a new vendor or submit a reimbursement request, please refer to the Treasury Important Documents for the appropriate forms. For your convenience, I have also attached the forms to this email:
New Vendor Request Form - to be completed when working with a vendor that has not been previously processed
Reimbursement Vendor Request Form - to be used only for reimbursement requests.
Please let me know if you have any questions or need any assistance! Thank you!
Regards,
Isabella Mehmel
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Club Leaders,
Please review the Academic Year Budget Sheet for the upcoming 2026-2027 budgets. Applications with requested and approved budgets are available through the hyperlinks for transparency regarding how decisions were made.
As you will see, there are two budget columns on the sheet:
- The first column reflects budgets based on current SAF revenue.
- The second column reflects a tentative budget plan assuming the proposed $115 SAF amount is approved.
If you wish to appeal your line budget, please schedule a slot through this link. While all clubs are welcome to submit an appeal, please note that obtaining additional funding through the appeals process will be significantly more difficult this year than in previous years due to current budget constraints. At this time, we have very limited flexibility for line-budget club appeals unless the SAF increase is approved.
The vote on the proposed SAF increase to $115 will take place from Monday, April 27 at 12:00 PM through Friday, May 1 at 5:00 PM on SB Engaged.
We have continued efforts to increase club allocations by reducing administrative costs; however, these savings alone are not sufficient to cover all expenditures, including the approximately 26 new clubs joining line budget this year. If approved, the SAF increase would directly support line-budget clubs, PBC, and grants.
This year:
- We awarded 146 grants to clubs through our $230,000, including unfunded clubs, and exhausted grant funding by March despite maintaining strict allocation standards.
- We distributed 97 WEEE grants from the $100,000 WEEE grant pool. The WEEE grants funding is not guaranteed every year through the state.
- We funded ~90 PBC clubs, which has been a big increase compared to previous years. Approximately $40,000 was allocated to PBC clubs, averaging about $450 per club for the year.
We encourage you to support the proposed increase to the Student Activity Fee, as it will directly enhance student life on campus by expanding resources available to clubs, organizations, and campus programming. We also ask that you share information about the upcoming vote with your club members and help educate them on how the Student Activity Fee directly supports your organization and the broader student community.
Thank you for your continued support! Please let me know if you have any further questions.
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Club Leaders,
I hope you're doing well!
This is a friendly reminder that our elections are currently underway and will close tomorrow (Friday) at 12 PM. If you haven’t already, please be sure to cast your vote on SBEngaged via the main page, and encourage your club members and friends to do the same.
You can access the voting link here. (https://stonybrook.campuslabs.com/engage/submitter/election/start/721882)
As part of this election, there is also an important decision about whether the Student Activity Fee will remain mandatory or become voluntary. This vote directly impacts your club budget. It affects whether your club can host events, travel, and access resources, and whether campus traditions like Wolfieland, Brookfest, the Comedy Show, and Roth Regatta can continue for the next 2 years.
The outcome of this vote will shape what student life looks like next year, so it’s important that all club leaders participate and make their voices heard.
Thank you for your participation!
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Club Leaders,
I hope you are doing well.
I am reaching out in my capacity as the current Vice President of Clubs and Organizations for the Undergraduate Student Government because this is a critically important moment for student organizations and campus life at Stony Brook.
The Student Activity Fee, or SAF, is a currently mandatory fee paid by students that helps fund campus life outside the classroom. It supports all of you student clubs and organizations, campus-wide events and programming, student government operations, and other activities, services, and resources that are meant to improve the student experience for you!
The mandatory Student Activity Fee vote is not just another campus vote. It is directly tied to clubs and organizations' ability to maintain their current level of funding and to USG's ability to continue supporting the scale of events, programming, resources, and services that students currently benefit from. If this Mandatory vote does not pass, the impact on clubs and on the broader student body would be serious!
If the Student Activity Fee were to become voluntary, students would need to opt in individually rather than contributing through a mandatory campus-wide system. Although the exact impact is impossible to predict, it is highly likely that USG’s budget would decline substantially. That reduction would directly threaten the funding that supports over 300 student clubs and organizations, as well as the events, services, and traditions that define student life at Stony Brook. Signature programs such as Brookfest, Roth Regatta, and Wolfieland could become financially unfeasible at their current scale or require prohibitively expensive ticket prices. In addition, the hundreds of club events held each semester through SAF support would likely be reduced or lost altogether. In practical terms, a voluntary SAF would risk weakening the vibrancy, accessibility, and sense of community that students currently benefit from across campus.
Simply put, so much of what clubs rely on to function is connected to this funding. The events we host, the programs we run, the resources we provide, and the support systems that help student organizations grow all depend on it. A failure to secure this vote would put an enormous amount of what we currently offer at risk.
That is why I am urgently asking every club to help promote this vote among its members and encourage them to vote yes. Your members need to understand that this is about protecting the future of student life on this campus. This is about preserving the funding that allows clubs to exist at their current capacity and ensuring that students continue to receive the value, opportunities, and programming they deserve.
This message is not related to any political campaign. I am writing to you in my official capacity because the stakes here are too high for silence and because clubs deserve to know what is at stake.
Please take a moment to share this with your members, speak about it within your organization, and encourage participation in the vote. Your voice and your outreach could make a real difference. Please make sure to promote this at all your events and across all your forums.
Help us promote our Instagram posts and the attached materials. Voting can be done at this link on the second-to-last page before submission. I plead with you to please support us and keep Stony Brook fun and supportive for everyone!
Relevant Links to share:
- Elections Post (https://www.instagram.com/p/DXE3q5-lsZu/?img_index=1&igsh=dnY4NnZmMWtmN2Mw)
- SAF Post (https://www.instagram.com/p/DXHjXkRFkBS/?igsh=dTJpOGxkM283MGVi)
- Link to vote! (https://stonybrook.campuslabs.com/engage/submitter/election/start/721882)
Thank you so much again for your leadership, your advocacy, and all that you do for the Stony Brook community. We hope to get a good turnout to help you continue, and better your operations!
Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website | Give us anonymous feedback to serve you better!
Office: 631.632.6464
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Dear Club Leaders,
I hope this message finds you well. There is a lot of important information, so please read it carefully.
1) We would like to inform you of the key dates pertaining to the Spring 2026 budget process:
- Line Budget Decisions Released: April 20, 2026 (Monday)
- Deadline to request an appeal via email: April 25, 2026 (Saturday)
- PBC to Line Submission Deadline: April 27, 2026 (Monday)
- Appeal Review Presentations: April 27, 2026 - May 8, 2026
- PBC to Line Approval Presentations: April 28, 2026 - May 14, 2026
- Final Academic Year Budget Approval at USG Senate: May 14, 2026 (Thursday)
2) Financial Transparency
To continue the work we began last year, we are committed to improving financial transparency. We will be releasing all club funding applications and expenditure reports, which will be directly linked to the academic year budget sheet. This initiative will provide detailed insight into how each club allocates its budget, including the reasoning behind USG’s funding decisions. Additionally, this transparency effort will extend to our own internal operations and budget allocations.
3) Summer Budget Applications
This is the summer budget application. This is open to all clubs! If your club needs any funding for your summer events, travel, and operational expenses, please make a copy of this application, fill it out, and submit it through this submission form by May 3rd, 2026 (Sunday) at 11:59 pm.
4) Last Day to Submit Invoice Requests
The deadline to submit invoice requests in NXT is Friday, April 24, 2026, at 5:00 PM. Please ensure all requests, including upcoming event expenses, pending gas/tolls reimbursements, and any previously rejected invoices that require resubmission, are submitted by this date. Late submissions may be rejected, as the Accounting Office needs to complete reconciliation ahead of the fiscal year-end.
5) Grant Applications Closed
Due to an exceptionally high volume of applications, our grant pool for this academic year has been fully distributed. We are currently unable to accept new grant requests. A total of over 240 grants were given, amounting to more than $330,000 in total funding (including the three traditional grants and WEEE grants).
6) Financial Bylaw Amendments
Please review the following proposed financial bylaw amendments. These will be introduced to the Senate floor tonight (Thursday, 4/9/26) and voted on at the next Senate meeting (Thursday, 4/16/26). Please review these and let us know if you have any questions!
- Prioritize Grant Pool in Fundraising Reimbursements- Amend Off Campus Activity IR submission
- Amend Annual Budget Penalties
Thank you!
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hi Seawolves,
Join us for delicious food, a reception with university leadership, and a LIVE conversation with President Goldsmith and the Undergraduate Student Government on Thursday, April 9 starting at 6pm.
As Stony Brook prepares to officially install President Andrea Goldsmith, USG is hosting a special Senate session and reception on Thursday, April 9, and we would love for you to be part of it. You will also have the opportunity to engage with campus student leaders who are actively shaping initiatives and advocating for the student body.
Reception: 6 PM - Wang Theatre Lobby
The evening begins with a reception from 6:00–7:00 PM in the Wang Theatre Lobby featuring FREE FOOD and a networking environment you will not want to miss. You will have the chance to meet President Goldsmith, connect with senior university leadership, and engage with fellow students in a relaxed setting. Whether you are looking to make connections, ask questions, or simply be in the room, this is a space designed for you.
Live Senate Meeting: 7 PM - Wang Theatre
At 7:00 PM, we will transition into a LIVE Senate meeting in the Wang Theatre featuring a student-led Q&A with President Goldsmith. This conversation will dive into student life across housing, research and academic opportunities, athletics, campus resources, and more. You will hear REAL questions from students, answered live, and get a direct look at how student voices are brought into conversations with university leadership.
This is more than a meeting. It is a chance to be in the room where student perspectives meet decision-makers, to build connections, and to take part in a moment that reflects what it means to be part of Stony Brook right now.
We hope to see you there!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Dear Club Leaders,
Get ready to showcase your club and fundraise at USG’s semesterly Club Bazaar! This is your chance to engage with students, promote your club, and raise funds for your causes or operations in a fun, vibrant environment.
Event Details:
Date & Time: Monday, April 13, 2026 | 12:15 PM – 2:15 PM
Set-Up Time: 11:45 AM (Check-In: 11:30 AM – 12:00 PM)
Location: SAC Plaza
What’s Provided: Table, tablecloth, and a signage sheet with your club name
The event will feature music, games, and tables from clubs across campus—making it a perfect opportunity to connect with students and build awareness for your organization.
How to Participate:
Register your club now to secure a table! Spaces are limited, and registration closes Monday, April 6, 2026, at 12:00 PM.Don’t miss out on this chance to engage students, fundraise, and make Club Bazaar a memorable event for your organization!
Register Your Club Here! (or paste this link in your browser: https://forms.gle/Tg32pyKo4ouWTNcs6)
We look forward to seeing you there!
Best regards,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website | Give us anonymous feedback to serve you better!
Office: 631.632.6464
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Hi Seawolves,
Welcome to the sixth edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Through this monthly newsletter, we share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus. USG hopes everyone has a safe, relaxing, and fun Spring Break next week!
USG Elections – Information Sessions & Intent to Run
Interested in becoming a student leader? The USG Elections Board has been hosting information sessions to help students learn more about the elections process, candidate eligibility, and available positions within USG.
Attending an information session is required if you wish to run in this year’s elections. There is a virtual information session today at 12:30 PM and 10 AM on Friday, March 13. Students planning to run for a position must complete the Intent to Run Form by Friday, March 13, at 5:00 PM.
Dharmic Prayer & Meditation Room Opening
The Dharmic Prayer & Meditation Room is officially opening! This new space will serve as a dedicated prayer and reflection area for Hindu, Buddhist, Sikh, and Jain students on campus. The room is located in Room 3003A of the Staller Center for the Arts. This initiative was made possible through the leadership of USG Chief of Staff Shriram Hegde and former USG Senator Aman Mistry, who worked closely with the Office of Student Life to bring this space to life.
Join us for the Opening Day Reception on Thursday, March 12th, at 1:00 PM in the Union Ballroom. RSVP to participate in the Opening Day Reception. Guests can look forward to guest speakers, Indian food, prasada, and a sneak peek at the new space.
Senate Speaker Spotlight: Dean Wrobel
We’re excited to welcome David Wrobel, Dean of Stony Brook’s College of Arts and Sciences, to this week’s Senate meeting! Join us tomorrow (Thursday, March 12) at 7 PM in SAC 302 to learn more about Dean Wrobel and his goals for the College. All are welcome!
Brookfest T-Shirts
Brookfest featuring Flo Rida and Fetty Wap is coming soon on Friday, March 27th, and the excitement has been incredible! Tickets have sold out! USG is excited to share that limited-edition Brookfest 2026 T-shirts are available for pickup! Ticketholders may pick up one shirt (while supplies last) today from 12 – 3 PM in the Stony Brook Union Rehearsal Room.
To receive your shirt, please bring proof of your Brookfest 2026 ticket and your student ID card (the name must match the name on the ticket). Please note that size availability is limited, and we cannot guarantee your preferred size. As Brookfest is funded through the Undergraduate Student Activities Fee, shirts will be available exclusively to undergraduate students to ensure that the students who directly support the event through the fee are prioritized for this giveaway.
Stay Connected with USG
Follow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Dear Club Leaders,
Hope you’re staying warm! Please read this email in full, as there are a few important updates and reminders from USG Treasury.
1) Spring Budget Weekend Reminder
The deadline to submit your Spring Budget Weekend applications is Tuesday, March 3rd at 11:59 PM. Please begin working on them as soon as possible, if you haven’t already, as a significant amount of information is required for a complete application.
Additional Notes:
Each club will have 20 minutes to present its slideshow and 10 minutes for questions from the committee.
Room locations are available on the Google Calendar. Please arrive early and wait outside your assigned room.
You should receive a confirmation email after submitting your application. Please ensure you receive this confirmation from Google Forms.
There are a few options on how to go about providing purchase lists:
Have everything in a Google Drive folder and provide the link. Please make sure the link is accessible to all SBU users. You can change this in the folder settings.
Include everything in one master purchase sheet with separate tabs for each event. No need to split the purchases by vendor. This option is suitable for showing next year’s planned purchases.
The goal is to clearly show what your club has purchased this year and plans to purchase next year. Please organize it in whichever way presents this most clearly.
If your club is unable to provide exact itemized amounts, well-reasoned estimates will be accepted. Please include a brief explanation of how you determined the estimate and why it is reasonable.
Your club should have access to your shared Google folder. This folder was shared with the Core 4 members at the beginning of the academic year. If you cannot locate it, please let us know. Reviewing this folder will also help you determine how much funding your club has remaining. The folder includes the following:
All online order receipts
A USG budget template listing all submitted invoice requests
2) Spring Budget Weekend workshops
We have two Spring Budget Weekend workshops coming up. These sessions are designed for club leaders to come in, work on their SBW applications, and get any questions answered. We hope to see you there!
Wednesday, February 25th, 2026 (Today!) -12:30 - 1:30 PM at SAC 305
Monday, March 2nd, 2026 - 12:30 - 1:30 PM at SAC 305
3) Invoice Request Deadline Reminder
Please be reminded that the invoice request deadline is 2 weeks prior to when payment is needed. We recommend at least 3 weeks for travel expenses.
Per the bylaws:
Invoice requests submitted less than two (2) weeks in advance that require expediting from the Office of the Treasury may result in a penalty of up to 1% of the RSO’s Line Budget per invoice request.
Upon an RSO’s first late invoice request violation, the Treasurer will issue a written warning without penalty.
After an RSO’s fifth late invoice request, the Treasurer may impose a penalty of up to 2% of the RSO’s Line Budget.
After an RSO’s tenth late invoice request, the Treasurer may impose a penalty of up to 5% of the RSO’s Line Budget.
Please note that reimbursements carry an even stricter penalty structure. For this reason, we strongly advise against relying on reimbursements (unless it’s gas, tolls, parkings and subscriptions). Please plan ahead and submit invoice requests on time to avoid penalties and complications.
4) Grants Pool Update
We are currently running low on funds in the general grant pool. If you have upcoming events you’re hoping to use a grant for, we strongly recommend submitting WEEE grants, as more funding is available there. Additionally, there are no available grant presentation slots until March 23rd, so please plan accordingly.
5) Club Budget Forfeit
Clubs that do not expect to fully utilize their line budget are encouraged to forfeit their unused funds. For the purpose of calculating total spending, forfeited funds will be counted as 50% spent of the forfeited amount.
Please note the following spending requirements:
Clubs must spend more than 85% of their line budget, or this may negatively impact their approved budget for the next academic year.
Clubs that spend between 50% and 85% of their line budget will only be eligible for a maximum 4% increase in the amount spent.
If your club anticipates spending less than 85% of your line budget, we strongly recommend forfeiting a portion of your funds. Please email us the amount your club wishes to forfeit by Sunday, March 22nd, at 11:59 PM.
6) Costco Orders
Clubs wishing to use Costco must complete this form at least 24 hours prior to pickup to ensure your order is prepared on time. You do not need to pick up a card from us before visiting Costco. You may head directly to Costco to pick up your order at the time selected in the form.
7) Amazon Orders through Financial NXT
There is a new approval rule in Financial NXT for Amazon invoice requests. Please ensure you select the approval rule that includes “Amazon order” when submitting Amazon orders.
8) New Legislation: Complementary List Requirement Update
There is currently legislation on the Senate floor stating:
“A proposed complementary list must be submitted to the USG Assistant Director of Contracted Services at least fourteen (14) days prior to SAB events and at least four (4) days prior to other RSO events for pre-approval. Exceptions may be made at the discretion of the USG Assistant Director of Contracted Services.”
Please review the attached resolution.
If you have any questions, please feel free to contact us at usg_treasurer@stonybrook.edu. Our office is open from Monday to Friday, 9 AM - 5 PM, so feel free to walk in and ask any questions. You may also book an office hours appointment with me through this link.
Thank you!
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Follow Up Email and Correction on March 2, 2026:
Dear Club Leaders,
Apologies for the confusion, but please note the corrected spending requirements below:
- Clubs must spend more than 90% of their line budget, or this may negatively impact their approved budget for the next academic year.
- Clubs that spend between 50% and 90% of their line budget will only be eligible for a maximum 4% increase in the amount spent.
Additionally, as a friendly reminder, we began using the updated purchase sheet template this academic year. Please continue to use this template and be sure to input your IR number at the top left-hand corner of the sheet.
Thank you for your attention to these updates.Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hi Seawolves,
Welcome to the fifth edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Through this monthly newsletter, we share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus. We hope your spring semester is off to a great start!
Special Elections: Your Vote Matters!
USG Special Elections are happening this week, and all undergraduate students are encouraged to participate. Make your voice heard — your vote counts! Voting closes Friday (tomorrow!), February 20, at 5 PM on SBEngaged. Click here to vote!
This election includes three proposed constitutional amendments:
Summer Senate Membership Reform
Expands the Summer Senate to include all Senators, ensuring consistent, year-round representation.
VP for Clubs & Organizations Meeting Requirement Amendment
Removes an unrealistic requirement that the VP meet with every club each semester, allowing for a more effective and sustainable workload.
USG Constitutional Updates: Clarifications & Technical Revisions
General housekeeping changes to improve clarity, accuracy, and overall functionality of the Constitution.
Learn more about each amendment here!
Stop by one of our tabling sessions this week to learn how to vote and get your questions answered before casting your ballot!
Thursday 2/19: 12-3 PM – SAC & Union Lobby
Friday 2/20: 12-3 PM – SAC & Union Lobby
Comedy Show Recap + Get Ready for Brookfest!
We hope you all enjoyed the USG Comedy Show with Sal Vulcano! We were thrilled to welcome over 3,000 attendees for an unforgettable night of laughs and energy. Thank you all for your support and enthusiasm — events like this are only possible because of you. We can’t wait to see you at Brookfest on March 27, featuring Flo Rida and Fetty Wap. Click here for ticket info!
Senate Speaker Spotlight: Dr. Wertheim
We’re excited to welcome Dr. William Wertheim, Executive Vice President for Stony Brook Medicine and Health Sciences, to tonight’s Senate meeting! Join us tonight (Thursday, February 19) at 7 PM in HSC 2-310, and be part of the conversation shaping the future of healthcare at Stony Brook. All are welcome!
Diversity Festival 2026
Thursday, February 26, 2026 | 6:00–9:00 PM | SAC Ballrooms A & B
USG and DICE are excited to bring back one of Stony Brook’s signature traditions: Diversity Festival. Join us for an evening of music & dance performances, cultural foods, storytelling, creative expression, and community building. Learn more and reserve your free seat on University Tickets!
Probationary Budget Applications Priority Deadline Approaching
Applications for the Probationary Budget for undergraduate clubs and organizations are open for Spring 2026. This funding provides up to $900 for events, programs, and essential materials. Applications are preferred by Monday, February 23, 2026, with a final deadline of Monday, April 6, 2026. Submit your application here! For any questions or concerns, please contact VP Motiwala at usg_clubsandorgs@stonybrook.edu or taher.motiwala@stonybrook.edu.
Spring Budget Weekend is Coming!
Spring Budget Weekend (SBW) is happening March 6-8 in the Stony Brook Union and is open to clubs with line budget status. All materials (application form, purchase sheets, presentation, inventory list, and transition documents) must be submitted via the submission form by Tuesday, March 3, at 11:59 PM. For questions, visit USG Treasury at SAC 229 or email usg_treasurer@stonybrook.edu.
Ways to Get Involved
Join a USG Ad Hoc Committee
If you are interested in participating in USG ad hoc committees, such as the MAPS Committee or the Student Accessibility Committee, reach out to USG_UniversityAffairs@stonybrook.edu for more information.
SAB Street Team
If you would like to join the USG Student Activities Board Street Team, fill out the brief application here.
Stay Connected with USG
Follow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Dear Club Leaders,
Here is the Zoom recording from the Spring Budget Weekend Training. This is the passcode: ?TqEDWJ6.
We also have two Spring Budget Weekend workshops coming up soon. These sessions are designed for club leaders to come in, work on their SBW applications, and get any questions answered. We hope to see you there.
February 25th, 2026 (Wednesday) 12:30 - 1:30pm at SAC 305March 2nd, 2026 (Monday) 12:30 - 1:30pm at SAC 305
Thank you!
Regards,Bonnie
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Hello Clubs and Orgs,
This is a reminder to apply for a PBC budget as soon as possible if your organization is planning events, initiatives, or purchases for the upcoming period. The PBC budget application email has already been sent, and we strongly encourage all eligible clubs to submit early to avoid delays.
To support clubs through the budgeting process, I’ll be hosting two PBC Budget Workshops for any organization that needs help understanding the application, structuring a budget, or preparing for review:
• Workshop #1: Monday, February 9th, 2026 (YES, TODAY!) from 5:00PM to 7:00PM, Online
Join Zoom Meeting:
ID: 99689961466
Passcode: 371298https://stonybrook.zoom.us/j/99689961466?pwd=0H44R1Gb9e37pI5VnKcIDxN65xA0uV.1&jst=2
Join Calendar invite: https://calendar.google.com/calendar/event?action=TEMPLATE&tmeid=NDZ1bnA3OWRmZjVsOXQ2ZWw4dHQwbDFvcHYgdGFoZXIubW90aXdhbGFAc3Rvbnlicm9vay5lZHU&tmsrc=taher.motiwala%40stonybrook.edu
• Workshop #2: Friday, February 13th, 2026, from 1:00PM to 3:00PM, Online
Join Zoom Meeting:
ID: 92655949256
Passcode: 790918
https://stonybrook.zoom.us/j/92655949256?pwd=cvD7ohJ1vGoQ9BMsd1CwndEQWk6fCK.1&jst=2Join Calendar invite: https://calendar.google.com/calendar/event?action=TEMPLATE&tmeid=MXZmNDNjbDM1NTY5dmRpdDJpNjM0c2gwcTggdGFoZXIubW90aXdhbGFAc3Rvbnlicm9vay5lZHU&tmsrc=taher.motiwala%40stonybrook.edu
These workshops will walk through the application step-by-step and are especially helpful for newer clubs or organizations applying for funding for the first time.
If you’re unable to attend a workshop or need more individualized guidance, you’re also welcome to schedule a one-on-one appointment with me or attend my office hours, and I’ll be happy to assist.
Please don’t wait until the last minute, submitting your PBC application early gives us more flexibility to support your club effectively.
If you have any questions, feel free to reach out.
Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website | Give us anonymous feedback to serve you better!
Office: 631.632.6464
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Dear Club Leaders,
Spring Budget Weekend (SBW) is just around the corner, and we want to make sure you're fully prepared!
This is only eligible for line budget status clubs, including clubs that had a line budget last year but was defunded this year. This is your opportunity to regain line budget status.
When and Where?
March 6th 1:45pm - 7pm; March 7th 10am - 7pm; March 8th 10am - 7pm
Stony Brook Union
Required Submissions:
Please submit everything through the submission form: https://forms.gle/wcX9fSTBcQHP59Qf8
The following items are required:
Application form: 2026-2027 Line Budget Application.xlsx
Within the application form, all purchase sheets used this year (including upcoming purchases for this year) and planned purchases for next year must be included.
Presentation: The primary goal of your presentation is to demonstrate why your club needs the budget requested. Please include attendance numbers, member involvement, and any other relevant information that supports your request.
Inventory List
Transition Documents
Schedule Your Presentation:
Please schedule one appointment per club using the correct link based on your club type:
Sports: https://calendar.app.google/NeLXkrRhvS8aK4x16 or https://calendar.app.google/ruUakhvcryeXyCSU8
Academic: https://calendar.app.google/yviNRziLZ51rpTfM7
Cultural: https://calendar.app.google/PigExm7sXTpd55aQ9
Performance/Leisure: https://calendar.app.google/X5awpukzfHhwT8tx8
Community Awareness/Activism: https://calendar.app.google/KBXbZ1GAfW9BptgU7
Media/Religious: https://calendar.app.google/EsftyVBdSc43o6cB8
Please refer to this document to check for your club’s club type. Selecting an incorrect category may result in your appointment being canceled unless permission is granted by the Treasury Office. If all slots for your club type are filled, you may select a remaining Community Awareness/Activism or Media/Religious slot.
Important Deadlines:
The Submission Form deadline is on March 3rd, 2026 at 11:59pm. This is a hard deadline. The Google Form will close and late submissions via email will only be accepted with a 50% penalty.
If your club schedules a SBW slot but does not submit the form by the deadline, your slot will be automatically canceled unless you email us confirming your intent to present with the 50% penalty.
If your club does not submit the form and does not schedule a slot by the deadline, you may request a make-up session by emailing usg_treasurer@stonybrook.edu (50% penalty applies).
If your club is unavailable during SBW due to competition, tournaments, or other extenuating circumstances, you must notify us before March 3rd so alternative arrangements can be made. Your application must still be submitted by the deadline.
We strongly encourage clubs to begin working on the Spring Budget Weekend application early, as it may require a significant amount of preparation.
Budgets will be approved similarly to grants and will be based on the specific items and amount requested for each event/travel etc. Demonstrating thoughtful planning and responsible financial spending is important. Purchase sheets or invoices for items purchased this year, as well as purchase sheets for planned purchases next year, will be required. Significant emphasis is placed on the necessity and reasonable cost of the items you request. Please be prepared to provide justification and evidence whenever possible for your budget allocations.
For financial transparency, applications from clubs with approved specifics will be made public. As the number of line-budget clubs increases next academic year, we are striving to ensure that funds are allocated fairly and justifiably to each club within our budget.
We will be hosting a training session for Spring Budget Weekend next Monday (2/2) at 4pm on Zoom in case you have any questions and provide guidance. This training will be recorded and shared to all clubs after.
If you have any questions, please don’t hesitate to reach out or visit us at SAC 229. We’re excited to hear your presentations and see all the great things your clubs have planned!
Regards,
Bonnie
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Hi Seawolves!
Happy New Year! Welcome to the fourth edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Through this monthly newsletter, we share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus. We hope you had an amazing winter break and are excited as we begin the spring semester!
STONY BROOK, ARE YOU READY FOR SAL VULCANO?!
Hear from Sal Vulcano himself about why you should join him at this year’s USG Comedy Show on Thursday, February 12th, 2026, at 8 PM at the Stony Brook Arena!
We’re also thrilled to announce that Stony Brook’s own Victoria Hughes, Coordinator of Commuter Services & Off-Campus Living, will be opening the show! She is a NYC-based comic known for her sharp punchlines and commanding stage presence. She won 1st place in the 2025 Long Island Laugh-Off, outperforming over 130 competitors.
How to Get Tickets
Online: Available on University Tickets.
In-Person: Purchase at the “WHY?” Lobby USG Ticket Office (cash only) near the SAC Auditorium, 1st floor. Student IDs are required for in-person purchases.
E-tickets are non-transferable and must be shown on your phone or printed at the door.
For any questions regarding tickets, please email the USG Ticket Office at usg_ticketoffice@stonybrook.edu or call 631-632-6464.
Lunar New Year Festival
Saturday, February 7th, 2026 | 4:00–6:00 PM | Fine Arts Loop
Join us for the first-ever SBU Lunar New Year Festival and celebrate with student performances, cultural tabling, food + treats, calligraphy, and a fireworks finale!This new tradition brings the SBU community together to welcome a year of prosperity, luck, and celebration.
Diversity Festival 2026
Thursday, February 26th, 2026 | 6:00–9:00 PM | SAC Ballrooms A & B
DICE and the USG Student Activities Board are excited to bring back one of Stony Brook’s signature traditions: Diversity Festival. Join us for an evening of music & dance performances, cultural foods, storytelling, creative expression, and community building. Ticket Info Coming Soon!
We Want Your Input!
Your feedback shapes USG’s work. Take a moment to share your voice through the 4 surveys below! Each takes only 1–2 minutes.
Photography Service Interest Form
USG is exploring a student-run photography service. This form helps us gauge interest and plan next steps. Open to all interested students!
Student Life Feedback Form
Help us evaluate student life initiatives and events funded by USG in this form. Your input guides future planning and resource allocation.
Student Voice & Feedback Form
Have a concern, idea, or initiative you want USG to know about? Submit feedback through this form to help inform student advocacy and policy efforts.
Campus Wi-Fi Reliability Survey
Help us improve campus Wi-Fi by sharing your experiences here. Your feedback will help identify problem areas and support advocacy efforts with DoIT.
Ways to Get Involved
Join a USG Ad Hoc Committee
If you are interested in participating in USG ad hoc committees, such as the MAPS Committee or the Student Accessibility Committee, reach out to USG_UniversityAffairs@stonybrook.edu for more information.
SAB Street Team
If you would like to join the USG Student Activities Board Street Team, fill out the brief application here.
Stay Connected with USG
Follow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Dear Clubs and Orgs,
We are excited to announce that applications for the Probationary Budget for undergraduate student clubs and organizations are now officially open for the spring 2026 semester! This budget opportunity is designed to support new and existing clubs as you plan events, initiatives, and activities for the upcoming semester.
Key Details:
Who Can Apply: All undergraduate Clubs and Orgs who have been recognized by SEA for one or more semesters, and currently do not have a USG line budget.
Purpose: To provide financial support for club events, programs, and essential materials excluding travel, gifts, apparel and items that the committee feels does not further your clubs' mission statement for amounts up to $900
Application Deadline: Applications are preferred to be received by Monday, February 23rd, 2026 for the Spring semester. We will not accept any applications after Monday April 6th, 2026. However applications are accepted on a rolling basis, so get in your applications as soon as you can!
This year, we are trying a new concept with an earlier deadline, for us to be able to fund clubs better and to help clubs plan better for the semester.
How to Apply: Complete the online application form here.
The probationary budget is a great way to kickstart your club activities and demonstrate your organization’s engagement on campus. We encourage all eligible clubs to apply and share your plans with us!
If you have any questions about the application or need assistance, feel free to reach out to Me, Taher Motiwala at this email or taher.motiwala@stonybrook.edu.
We look forward to supporting your club’s initiatives and seeing all the creative ideas you bring to campus this semester!
Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website | Give us anonymous feedback to serve you better!
Office: 631.632.6464
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Dear Undergraduate Clubs Leaders,
The USG Communications Office is excited to offer Winter Break Club Recaps! These recaps will be posted on @stonybrookusg Instagram and TikTok and are intended to showcase your club’s accomplishments from the Fall 2025 semester. Recaps can be posted in collaboration with your club’s account and should be created by your club.
Attached, you will find the USG Club Exposure Policy – Winter Break Club Recaps & Spring Spotlights, which provides full details on video requirements, submission instructions, and posting policies. By requesting and submitting your recap, your club acknowledges and agrees to these policies.
If your club would like to participate, please follow the steps outlined on page three of the exposure policy to submit your recap.
If you have any questions about creating your video, submission requirements, or the posting process, please contact the VP of Communications prior to submission.
We look forward to highlighting the incredible work of our student organizations and sharing your accomplishments with the campus community!
Best regards,
Laiba Rajput
Vice President of Communications
Undergraduate Student Government
Office 208 | Student Activities Center, Suite 202
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Hi Seawolves!
Welcome to the third edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Through this monthly newsletter, we share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus. We hope you enjoyed a well-deserved Thanksgiving break and are feeling recharged as the semester winds down and we approach finals season!
Get Your Tickets for the USG Comedy Show featuring Sal Vulcano Now!
Sal Vulcano, comedian, podcaster, and star of Impractical Jokers, was our top polling act and is coming to Stony Brook for this year's USG Comedy Show! Get ready for a night of non-stop laughter on Thursday, February 12th, 2026, at 8 PM at the Stony Brook Arena. This event is funded by your Student Activity Fee (SAF) and is one show you don’t want to miss!
Tickets are now available online on University Tickets! Tickets are selling fast, so make sure to grab yours ASAP! Online purchases are highly encouraged to avoid lines and secure your seat. E-tickets will be sent via email from no-reply@audienceview.com and must be displayed on your phone or printed at the door.
Tickets can also be purchased in person at the USG Ticket Office (cash only) in the SAC "Why" Lobby on the 1st floor. Please note that Stony Brook student IDs must be presented for in-person purchases. For any questions regarding tickets, please email the USG Ticket Office at usg_ticketoffice@stonybrook.edu or call 631-632-6464.
Prices for Undergraduate Students:
Bleacher Tickets – $25
Floor Tickets – $40
Build your own Study Kit!
Grab snacks, self-care items, study essentials, and stress-relief goodies in your own Study Kit, free for all students and funded by your SAF!
Don’t Miss Our Events this Weekend!
Blizzard Bash | Friday, December 5 | 4-8 PM | SAC Plaza
Experience a winter wonderland on campus with ice skating, hot chocolate, igloos, winter treats, crafts, and a snowy atmosphere to take a break from semester stress.
Relax in the SAC | Saturday, December 6 | 7-10 PM | SAC Ballrooms A & B
Unwind with massage chairs, aromatherapy, and an oxygen bar. Tap into your creative side with Lego succulents, mini bouquets, tea-bag making, sugar scrubs, and more. Enjoy tasty treats, photobooth memories, lofi Ghibli vibes, and wellness goodie bags to recharge both your mind and body.
Save the Date for our Biggest Spring Events!
Comedy Show: Sal Vulcano - Thursday, February 12 | 8-10 PM | Stony Brook Arena
Diversity Festival - Thursday, February 26 | 6-9 PM | SAC Ballroom A
Brookfest Concert - Friday, March 27 | 6-10:30 PM | Stony Brook Arena
Staller SZN - Saturday, April 18 | 11-6 PM | Staller Steps
Roth Regatta - Friday, May 1 | 12-5 PM | Roth Pond
Last Night Out - Saturday, May 9 | 2-8 PM | Staller Steps
Spotlight on the Student Assessment Council
The Student Assessment Council (SAC), part of the Office of Educational Effectiveness (OEE), is a student-led group that strengthens student voice in shaping academic programs. SAC works on research, surveys, outreach, and assessment projects to support a more student-centered learning experience on campus.
SAC is looking for motivated interns from all majors who are interested in research, data, education, or student advocacy. Interns help with survey design, data collection and visualization, focus groups, and real assessment projects across academic departments. Interns gain hands-on experience by:
Collaborating on program assessment projects across multiple academic departments
Supporting survey creation, Qualtrics design, data cleaning, and visualization
Participating in student focus groups, interviews, and outreach
Working directly with OEE staff to develop meaningful insights for program coordinators
Building professional experience in research, evaluation, and analytics
Apply today! Check out SAC’s Instagram @sbu.studentassessment. For any questions or collaboration proposals, contact SAC directly at studentassessment@stonybrook.edu.
Stay Connected with USGFollow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Hi Seawolves!
Welcome to the second edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! In case you missed the last one, each month we’ll share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus.
Event Recaps
Spooky Brook occurred on the night of October 25, with over 1,200 attendees!
The 8th Annual Light the Brook was held on November 3, made possible by your Student Activity Fee (SAF), the Office of the President, Division of Student Affairs, and Student Engagement & Activities.
Your Chance to Open for Sal Vulcano – Apply Now!
Want to open for Sal Vulcano at the 2026 USG Comedy Show? Here’s your chance! We’re looking for SBU comedians to perform during the Pre-Show on Thursday, February 12, 2026. Submit your audition video or audio clip for a chance to perform live in front of hundreds of students before the main act! Don’t miss your shot to get on stage and make Stony Brook laugh!
Deadline: Monday, December 1, 2025, at 8 AM
Support Our Students During Back the Brook Today!
Today, November 19, the Stony Brook community is coming together to support our student clubs, organizations, and athletic programs during the university’s inaugural Back the Brook event. This 24-hour crowdfunding initiative will bring focus to the student experiences that enhance campus life each year by providing them with resources to grow and excel.
There are 22 student clubs and organizations, along with SBU’s 18 NCAA Division I athletic programs, participating, with each group creating meaningful goals to add value to their programs and strengthen student life.
To see more of the inspiring goals set by Stony Brook’s participating clubs, organizations, and athletic programs, click here! Support our community and make your gift today!
Don’t Miss These Upcoming Fall Semester Events!
Community @UNITI | Wednesday, December 3 | 7-9 PM | Uniti Cultural Center
Blizzard Bash | Friday, December 5 | 4-8 PM | SAC Plaza
Save the Date for our Biggest Spring Events!
Comedy Show: Sal Vulcano - Thursday, February 12 | 8-10 PM | Stony Brook Arena
Diversity Festival - Thursday, February 26 | 6-9 PM | SAC Ballroom A
Brookfest Concert - Friday, March 27 | 6-10:30 PM | Stony Brook Arena
Staller SZN - Saturday, April 18 | 11-6 PM | Staller Steps
Roth Regatta - Friday, May 1 | 12-5 PM | Roth Pond
Last Night Out - Saturday, May 9 | 2-8 PM | Staller Steps
Diversity Festival – Call for Performers and Tabling
All cultural performance student clubs, organizations, and departments are invited to express their culture at this year's event. If you are interested in participating, please complete this registration form by Monday, December 1st, 2025, at 5 PM.
Senator Spotlight and 2 Minute Survey
Samaira Pawa is a dedicated senator focused on accomplishing initiatives this year. She would like your input! Please take a 2-minute survey to share your thoughts. Your feedback will help shape student-led initiatives such as:
Nap/rest areas
Dining expansion
Charging stations
Ice machines in residence halls
Take part in shaping campus life and making meaningful changes!
Stay Connected with USGFollow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Dear Clubs,
We, the Undergraduate Student Government (USG), are committed to supporting you in any way we can this year. As part of this effort, we have decided to pilot giving clubs access to a line budget in the Spring!
This means that if you are receiving this email, your club is eligible to apply for a line budget for the Spring 2026 Semester. Please note that this will be your Budget for only the spring semester. To get a Line Budget for the 2026-2027 Academic year, you will have to participate in Spring Budget Weekend, for which you will be communicated to closer to the date.
Your club has been on a Probationary Budget for at least two semesters now. A Line Budget means easier access to funds (each item does not have to be approved), as well as a higher budget threshold. To elaborate, your club can request up to $40,000 per semester and will be granted a total budget amount based on the scope of your club's activities and overall campus engagement. For more details on how your club's budget will be evaluated, please see this rubric.
You can apply for a Line Budget for the Spring Semester in three simple steps:
1) Make a copy and fill out this application sheet (https://docs.google.com/spreadsheets/d/1U_Wf66G-UATG58e2mF4OYpXvrIIyu_aU/edit?usp=sharing&ouid=111043931745267702981&rtpof=true&sd=true) with your financial details from the previous semesters along with your requested amount for the Spring. Please go through each tab and fill out whatever applicable, and leave the rest of the spaces blank. See the Application guide/Rubric for your reference.
2) Make a presentation highlighting your club's club's activities and overall campus engagement, similar to your PBC application
3) Fill out this form (https://forms.gle/QswX7uspeaDmDFUb8) in its entirety and upload relevant club documents on to the form.
Once you have completed these three steps, your club will be invited to present to the Probationary Budget Committee (PBC) and must be confirmed by the USG Senate after PBC approval.You should receive an email within a few days of submission, scheduling your presentation.
This is a great opportunity to strengthen your club’s presence on campus while making it easier for your club's e-board to manage responsibilities.
Application are OPEN right now, and will close on Sunday, November 30th at 11:59 PM. This is a hard deadline and we will not be able to make any exceptions.
Applications are also accepted on a rolling basis, so please apply as soon as you are able to. We only have a limited amount that we can grant clubs, so make sure to take advantage of this opportunity as soon as possible.
Please refer to this presentation for FAQ's about a USG Line Budget.
While your club is currently eligible for a Line Budget, please make sure to spend >75% of your approved PBC Budget for the semester to make sure that your club can receive a Line Budget in compliance with the Financial Bylaws. Please let us know if you'd like to edit your approved Budget to make sure you meet the 75% spending threshold required for the Probationary Budget.
If you have any questions or would like assistance preparing your application, I am happy to meet at a time that works best for you. Please make an appointment with me here (https://calendar.app.google/i4PbJzmxujkAkhrn7).
I will also have in-person office hours in the USG Suite (SAC 202, Office217)
- Today (Wednesday 11/19) from 5:00PM to 6:30PM;
- Friday 11/21 from 2:00PM to 5:00PM,
- Monday 11/24 from 9:30AM to 11:00AM and
- Tuesday 11/25 from 9:30AM to 12:30PM.
Please feel free to reach out to me at usg_clubsandorgs@stonybrook.edu for any questions, concerns, or assistance.
For any urgent matters, you may reach out to me directly at taher.motiwala@stonybrook.edu or call/text (631) 633-9227.
Thank you so much for your continued dedication and support in helping us foster a vibrant campus community. We look forward to receiving your applications soon!Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Hi folks,
We have 2 announcements from SEA/USG we wanted to share:
Want to open for Sal Vulcano at the 2026 USG Comedy Show? Here’s your chance! We’re looking for SBU comedians to perform during the Pre-Show on Thursday, February 12, 2026.
Submit your audition video or audio clip for a chance to perform live in front of hundreds of students before the main act!
Deadline: Monday, December 1st at 8am
Don’t miss your shot to get on stage and make Stony Brook laugh!
_______________________________________________________________
Diversity Festival:
We are excited to announce that the Undergraduate Student Government (USG) and Diversity, Intercultural, and Community Engagement (DICE) will be hosting the 25th Annual Diversity Festival on Thursday, February 26, 2026, from 6:00 PM to 9:00 PM in SAC Ballroom A & B!
Diversity Festival is a celebration of unity—bringing together individuals from diverse backgrounds to share their heritage and lifestyles through dance, music, creative arts, and culture. For over 20 years, this event has been a cornerstone of our community, highlighting the many voices and traditions that make Stony Brook unique.
This year, we’re inviting performers to join us in creating an engaging and immersive cultural showcase in Ballroom A. Whether you perform traditional music, modern dance, spoken word, or any other form of artistic expression, we’d love to feature your talent on stage! To perform at this year’s festival, please complete the Performer Registration Form by December 1st at 5 PM.
Additionally, we’re opening Ballroom B for tabling opportunities—perfect for student organizations, cultural clubs, or campus groups that want to share their heritage, initiatives, crafts, games, etc.
Please fill out this form by December 1st, 2025 at 5pm
If you have any questions, feel free to contact USG Student Life at usg_studentlife@stonybrook.edu or DICE at dice@stonybrook.edu.
We look forward to seeing your performance, visiting your tables, and celebrating diversity together!Becky Reatherford
Assistant Director, Department of Student Engagement & Activities
Office of Student Life
Stony Brook Union, Suite 205, Stony Brook, NY, 11794-3200
Office: (631) 632-9392 | Fax: (631) 632-6756
rebecca.reatherford@stonybrook.edu
Pronouns: she/her/hers
stonybrook.edu/studentengagement | stonybrook.edu/sbengaged
Division of Student Affairs
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Hello everyone,
The USG Senate will be voting to amend the annual year underspending amount from 85% to 90% this Thursday. The amendment will amend the Financial Bylaws Article XII. 2. c. ii. to replace “85%” with “90%”. Fall revisions for AY 2024-2025 Line Budget Spending will also be voted on this Thursday.
Best,
Office of Treasury
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hi Seawolves,
Welcome to the first edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Each month, we’ll share highlights, updates, and information about upcoming events, so you never miss what’s happening.
Meet your Executive CouncilOur Executive Council, elected by you, works hard to represent and support the undergraduate student body through initiatives, advocacy, events, proper distribution of your Student Activity Fee (SAF), and collaborative efforts with university departments and administration. Check out our office hours to meet us and discuss any ideas or suggestions you have!
2025-26 Executive Council
Sarah Elbaroudy, President
Russell Erfan, Executive Vice President
Bonnie Wong, Treasurer
Laiba Rajput, Vice President of Communications
Sebastian Adams, Vice President of Student Life
Taher Motiwala, Vice President of Clubs and Organizations
Ece Naz Durali, Vice President of University Affairs
David Safo, Chief Justice
Meet your Senate
The USG Senate represents your voice by voting on important legislation, funding, and initiatives that shape campus life. All students are welcome to attend Senate meetings. Join us on Thursdays at 7:00 PM in SAC 302!
Events
USG’s Office of Student Life wrapped up Welcome Week with a Drag Show on August 23 and followed it with our annual Wolfieland Carnival on September 20, both funded through your Student Activity Fee (SAF).
If you missed out, don’t worry—we have plenty more upcoming events:
Spooky Brook – Saturday, October 25 | 7–11 PM | SAC
Club Bazaar – Monday, October 27 | 12–2 PM | SAC Plaza
Light the Brook – Monday, November 3 | 4:30-6:30 PM | Admin Fountain
Community @UNITI - Wednesday, November 12 | 7-9 PM | UNITI Cultural Center
We hope to see you at all of these events! Thanks to your SAF, these programs are brought to you each year! Follow us on Instagram and TikTok (@stonybrookusg) to stay tuned for more events throughout the year.
We want to hear from you! Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email us anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council
Student Activities Center (SAC) Suite 202
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Dear Clubs and Orgs,
Hope the semester has been treating you well so far! A few important amendments have been made to the Financial Bylaws.
Event/Travel/Asset Grant Changes
The proposed amendments to the financial bylaws regarding grants has been passed by Senate. Here is what you need to know:
1) There will no longer be priority for the consideration of an Event/Travel/Asset Grant being given to RSOs that haven’t yet applied for an Event/Travel/Asset Grant in the current academic year.
2) The grant pool will be allocated evenly between the fall and spring semesters to ensure fair distribution of funds between the two semesters. Any changes to the distribution fall to a majority vote of the Budget Grant Committee.
- If your club is need of a grant in the winter or when funds are out, please still reach out to us and we will let you know the next steps and if we could accommodate it.
- If your club is interested in submitting a grant application, we would recommend your club to submit as soon as possible as grant funds are approved on a first come first serve basis.
Weekend/Evening Event Enhancement (WEEE) Grant Changes
The proposed amendment to the financial bylaws regarding the WEEE grant has been passed by Senate. Here is what you need to know:
1) SEA will review and give recommended approval for requested expenditures prior to Budget Grant Committee meetings, their presence at Budget Grant Committee will depend on the nature of the request.
2) The WEEE Grant has been amended with details on what expenditures would be considered an enhancement to an RSOs Event.
3) The WEEE Grant is able to cover the following expenditures that would be considered an enhancement to an RSOs Event:
Food & Beverage (catering service, food orders, supplies for food (i.e sternos, cutlery)
Entertainment Services (DJs, speakers, novelty acts, etc.)
Decor and Ambiance (lights, tablecloths, centerpieces, etc.) that appropriately is allowed in spaces
USG Services (AV and Events Management)
We have started accepting WEEE grant applications. All grant applications and presentations should be submitted through this form.
Also, there is a resolution to amend forfeiture of budgets. This will be discussed this Thursday (10/2) and voted on (10/9).
Please let us know if you have questions. Thank you.
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Clubs & Orgs,
Hello, just to introduce myself, I am Taher, the VP of Clubs and Orgs. I manage and handle club transitions into USG through the PBC Budget as well as being a general point of contact to clubs for USG.
As a quick reminder, any event that receives funding through the Probationary Budget Committee (PBC) must include the SAF disclaimer on SBEngaged and on all promotional materials or flyers. If your club is approved for a PBC budget, this requirement will apply directly to your events.
We recently updated the USG logo, so I’m sharing the new graphics to ensure all club event materials reflect our current branding. Please bookmark this folder (https://drive.google.com/drive/folders/1VnTcXXjN_AnpRoFBePziu2kHW5n74B5O), which contains several versions of the SAF disclaimer. You can choose whichever version best suits your event needs!
Please note: I only have access to the contact information of your organization and the Core 4 members (President, VP, Secretary, and Treasurer). If someone else in your club (e.g., graphic designer, PR lead) is responsible for creating event materials, please forward this email and the folder to the appropriate person.
These graphics are mandatory for all events supported by PBC funding and must be included in all promotional materials if your club receives approval.Furthermore, CLUB STORAGE APPLICATIONS are now OPEN!
There is very limited space that Campus Life centers can offer, so do make sure to fill out the form as soon as you can.
Applications are processed based on item quantity, item size, group need, and the most appropriate use of space. We encourage you to take your time to truly list out your inventory and needs as an organization prior to submission!
Apply here: https://stonybrook.campuslabs.com/engage/submitter/form/start/584340If you have any help that you'd like, please don’t hesitate to reach out, I’m happy to help!
You can contact me here (usg_clubsandorgs@stonybrook.edu) or at my direct email: taher.motiwala@stonybrook.edu. You may also contact our Communications department for specific SAF logo issues at: usg_communications@stonybrook.edu.
Thank you, and I look forward to supporting all the great events you’ll be hosting this year!
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Dear Club Leaders,
My name is Laiba Rajput, and I am the Vice President of Communications for USG. I’m excited to work with all of you and look forward to collaborating with clubs throughout the year!
As a quick reminder, any event that receives Student Activity Fee (SAF) funding from USG must include the SAF disclaimer on SBEngaged and on any other promotional materials or flyers. Since your club is funded through a USG line budget, this requirement applies directly to your events.
We recently updated the USG logo, so I’m sharing the new graphics to ensure all club event materials reflect our current branding. Please bookmark this folder, which contains several versions of the SAF disclaimer. Feel free to choose whichever version best suits your event needs!Please note: I only have access to the contact information of your organization and the Core 4 members (President, VP, Secretary, and Treasurer). If someone else in your club (e.g., graphic designer, PR lead) is responsible for creating event materials, please forward this email and the folder to the appropriate person.
These graphics are mandatory for all events supported by the SAF and must be included in all promotional materials for your club.
If you have any questions, please don’t hesitate to reach out–I’m happy to help! You can contact me here or at my direct email: laiba.rajput@stonybrook.edu.
Thank you, and I’m looking forward to supporting all the great events you’ll be hosting this year!Best regards,
Laiba Rajput
Vice President of Communications
Undergraduate Student Government
Office 208 | Student Activities Center, Suite 202
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Hello Clubs and Orgs,
Thank you all so much for attending yesterday's PBC workshop. We really appreciate your time and attention.
Attached is the presentation used detailing what PBC is and how to apply (please refer to it as the content discussed): https://docs.google.com/presentation/d/1hySJC5YIYWNP7ql-dDRqBWQrTKDfIEQjdbKY6gsum1c/edit?usp=sharing
Please apply for a PBC Budget here: https://forms.gle/1QWSjWTbGGVieb8e9
The form has all necessary instructions on how to fill out an application along with sample applications and a sample presentation to show you how it should look.
For PBC eligibility you must have finished 2 consecutive semesters as an SEA recognized club, however we do have pending updates on this policy (legislation pending in senate to reduce threshold to one semester of recognition), updates will be communicated as soon as they go into effect. Please do not apply before then if you do not meet the two semesters of recognition.
As for the timeline, we ask that you apply 4 weeks before your first event to be funded. That being said, if we are not able to hear you out, we can offer reimbursement for items approved by the committee.
For assets, events, travel, and Weekend and Evening Event (WEE), you are able to apply for a grant for more than $900: https://stonybrookusg.com/club-resources
If you would like to meet with me to clear any doubts or if you need help with anything USG, my office hours are on Mondays and Wednesdays from 9:30AM to 11:00AM, and Fridays from 11:00AM to 12:00PM.
If you are not available at these times, feel free to make an appointment on this link (https://calendar.app.google/NJqBuLV3axjR5dQv5) at a time convenient to you.
Thank you all so much for contributing your time and effort to build community for the student body, we really appreciate it!
Do feel free to reach out with anything I can help you with. We look forward to receiving your applications!
Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Hello Club Leaders!
USG will be hosting a Club Bazaar on Monday, October 27th, from 12:30 pm to 2:00 pm at the SAC Plaza. The goal of the event is to promote student engagement, increase club visibility, and provide student organizations with the opportunity to fundraise in a centralized environment. USG will provide table(s) to participating clubs to set up booths to sell food, drinks, or other approved items to fundraise for club operations.
If you are interested, please complete this Google Form by Monday, September 22nd at 11:59 pm. We will send out confirmation emails after the deadline.
Thank you, and let us know if you have any questions.
Best,
Bonnie Wong, Tina Li
USG Treasury Office
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Seawolves,
On behalf of the Undergraduate Student Government (USG), it is my honor to welcome you to the 2025–2026 academic year. Each fall marks a renewal of our shared purpose: to advance the student voice, strengthen our community, and preserve the traditions that define the Seawolf experience. USG serves as your elected representative body, entrusted with ensuring that undergraduate students remain at the center of life at Stony Brook University.
Building Community Through Tradition
USG’s annual Carnival is back and better than ever! Wolfieland, the University’s largest annual carnival, will be held on Saturday, September 20 from 4–11 PM in the SAC Parking Lot. This signature event, featuring rides, music, games, and food, is FREE to all undergraduates. Thanks to a partnership with the Graduate Student Organization (GSO), up to 500 graduate students will also join us for free, making Wolfieland a true community-wide celebration.
Beyond Wolfieland, USG will host a full roster of exciting events including Spooky Brook in October, Light the Brook in November, and in the spring, Brookfest and the iconic Roth Regatta. These gatherings embody Seawolf pride and provide spaces where students connect, celebrate, and strengthen our collective identity.
Commitment to Shared Governance and Representation
USG’s mission extends beyond events: we are a student-led system of governance that ensures undergraduate voices remain central in shaping University life. The USG Senate meets Thursdays at 7 PM in SAC 302, serving as the legislative body where representatives deliberate on student organization funding, policy, and legislation, while the Executive Council meets Fridays from 12–2 PM in SAC 202 to provide leadership and oversight of USG operations, and advances the initiatives and mission of USG. The Student Activities Board (SAB), responsible for large-scale programming, will release its schedule soon; updates will be posted on SBEngaged, our website, and our Instagram @stonybrookusg.
Undergraduates also participate in the University Senate, the University’s shared governance body of faculty, staff, and students, where student representatives help shape the academic and institutional direction of Stony Brook. If you are interested in serving in this capacity, please submit your application here by September 5. For any questions regarding student representation in shared governance, you may contact usg_universityaffairs@stonybrook.edu. Looking outward, USG is also working to expand the undergraduate voice in state and federal advocacy, ensuring that the priorities of Stony Brook students are represented not only on campus, but across the broader higher education landscape.
Supporting Clubs and Organizations
At the heart of USG’s work is our commitment to supporting the more than 500+ clubs and organizations that make Stony Brook vibrant. These groups are the foundation of campus life, creating spaces for students to build community, explore interests, and lead with purpose. USG provides financial, logistical, and advisory support to ensure that organizations have the resources they need to thrive. Check out club meetings and events on SBEngaged!
USG allocates funding and grants that enables clubs to host events, travel to conferences and competitions, and pursue innovative programming. Our staff and elected leaders work closely with student leaders to guide them through policies, event planning, and budget management, so that their ideas can become reality. This year, we will continue streamlining processes to make involvement easier, while also expanding training and development opportunities for club officers to strengthen leadership across campus.
USG’s investment in student organizations reflects a simple belief: the more our students are empowered to lead, the stronger our University community becomes. Please keep an eye out for communications from usg_clubsandorgs@stonybrook.edu and usg_treasurer@stonybrook.edu for resources and information.
Your Voice, Our Commitment
USG’s work is only possible because of the partnership and trust of the undergraduate community. Every program, every funded club, and every opportunity to represent students in governance is made possible through the Student Activity Fee (SAF). This year, students will once again have the chance to reaffirm that investment in our shared campus life. When the referendum opens, we hope you will take part, because your voice not only shapes USG’s direction, but also ensures that Stony Brook continues to thrive with opportunities for every student to belong, lead, and succeed.
Students are always welcome to connect with USG, whether by visiting our office on the second floor of the SAC, attending Senate or Executive Council meetings, or engaging with us at our events, our Instagram @stonybrookusg, and visiting our website. For general inquiries, you can reach us directly at usg_communications@stonybrook.edu. We are here to listen, to advocate, and to work alongside you. Together, we can continue building a campus community that reflects the best of Stony Brook, one where every student’s voice is valued and every Seawolf has the opportunity to thrive.
Once again, we welcome you, whether you are arriving on campus for the first time or returning to continue your journey, we wish you a year filled with growth, connection, and Seawolf pride.
Best,
Sarah Elbaroudy
President of the Undergraduate Student Government
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Dear Club Leaders,
Hope everything is getting ready and excited for the new academic year!
We are now accepting grant applications for the Fall semester! All grants are reviewed at a first come first serve basis. All clubs (including non-USG funded clubs) can apply for event grants, travel grants, and asset grants. WEEE grants are currently on hold till further notice as we are currently reviewing its bylaws. If your club is looking for funding for weekend/evening events, please utilize the event grant instead.Please refer to this presentation for more information on grants. Completed applications and presentations should be submitted via the USG Grant Submission Form. You must fill out both the fiscal plan and the tab of the specific grant your club is applying for.
At the end of the form, there is now an appointment scheduling link that your club must have an appointment through after completing both your application and presentation. Incomplete submissions may result in your slot being voided. Our first Budget Grant Committee meeting starts on the first day of classes on Monday 8/25 6:30pm to 8:30pm. We will not be having a committee meeting on September 1st as it is Labor Day so please do plan ahead.
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USG Treasury will be relocating to SAC 229 (formerly the accounting office), alongside the accounting assistants. This move will allow us to better support all student clubs in one central location. Our office will be open Mondays to Fridays 9am to 5pm starting next week. Please feel free to walk in whenever you have any questions!
Looking forward to meeting everyone!
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Clubs and Orgs,
That time of year is here! We are excited to announce that applications for the Probationary Budget for student clubs and organizations are now officially open! This budget opportunity is designed to support new and existing clubs as you plan events, initiatives, and activities for the upcoming semester.
Key Details:
Who Can Apply: All Clubs and Orgs who have been recognized by SEA for two or more semesters.
Purpose: To provide financial support for club events, programs, and essential materials excluding travel, gifts, apparel and items that the committee feels does not further your clubs' mission statement for amounts up to $900
Application Deadline: The last application will be accepted no later than Monday, November 3rd, 2025 for the Fall semester. However applications are accepted on a rolling basis, so get in your applications as soon as you can!
How to Apply: Complete the online application form here: https://forms.gle/c7mPh4NQk5pbHvQC9
The probationary budget is a great way to kickstart your club activities and demonstrate your organization’s engagement on campus. We encourage all eligible clubs to apply and share your plans with us!
If you have any questions about the application or need assistance, feel free to reach out to Me, Taher Motiwala at this email or taher.motiwala@stonybrook.edu.
We look forward to supporting your club’s initiatives and seeing all the creative ideas you bring to campus this semester!
Taher Motiwala
Vice President Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Hey Club Leaders!
My name is Bonnie and I'm your USG Treasurer for the upcoming academic year! I hope everyone is having a great summer so far and is getting ready for the Fall 2025 semester! As we approach the beginning of the year, here is some information and important updates to prepare for your club financially.
USG Leadership Bootcamp for Line Budget Clubs
First and foremost: Line Budget access for AY25-26 is now available! All club leaders must first complete the USG Leadership Bootcamp to get onboarded as a user on Financial Edge NXT. The USG Leadership Bootcamp, located on Brightspace, includes resources for club/org e-boards, outlines how to use their budget, NXT, rules and regulations from the Financial Bylaws and more!
The course is Self Enrollable on Brightspace. This can be done by going to the homepage of Brightspace and clicking on the Discover tab. The course should appear in the New Section, if not you can try searching for ".Stony Brook Undergraduate Student Government". Once all core 4 members have completed the training and the quiz, one of the core 4 members will need to fill out the signatories form for the club. After that, you can expect an invitation email to NXT within 2-5 business days of the signatory form completion if you have not had access to Financial NXT before. If you are a returning e-board member, you would be able to login after access has been restored. If you notice additional delays or issues in accessing Financial Edge NXT, please reach out to usg_treasurer@stonybrook.edu.
Please only complete the form after the quizzes are completed by all core 4 members; any form submission without the completion of the bootcamp quiz will not be accepted. Bootcamp Completion is REQUIRED for all e-board members (President, Vice President, Treasurer & Secretary) before September 30th or your budget will be temporarily frozen and you won't be able to request funding. All returning e-board members must re-do the bootcamp as there are financial bylaw and treasury structure updates. I would highly recommend reviewing this tutorial as it includes a lot of important information.
PBC and unfunded clubs do not need to complete the bootcamp. More information regarding applying for probationary budget (PBC) will be available when the fall semester starts.
USG Grants
We are now accepting grant applications for the Fall semester! All grants are reviewed at a first come first serve basis. All clubs can apply for event grants, travel grants, asset grants and WEEE grants. Please refer to this presentation for more information on grants. Completed applications and presentations should be submitted via the USG Grant Submission Form. You must fill out both the fiscal plan and the tab of the specific grant your club is applying for.
Treasury Timeline
All invoice requests must be submitted with all required materials 2 weeks prior to the date that you expect your item or event date and 3 weeks for travel related expenses. Any invoice requests involving contracts must be submitted 4 weeks prior to the date of the event. More information is included in the Bootcamp.
Summer Budget
To clubs that were approved for a summer budget, please refer to the previous email sent out regarding summer budgets. There is a form that needs to be filled out to gain access to Financial NXT. The deadline to submit summer budget invoice requests is on 8/20 (Wednesday). If there are any issues with this, please contact usg_treasurer@stonybrook.edu.
If you have any questions, please don’t hesitate to reach out to usg_treasurer@stonybrook.edu or book an office hours appointment with me here. My office hours are virtual only for the summer. Thank you!
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
2024-2025 Emails
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Dear Club Leaders,
I hope this message finds you well and the semester is going well so far. There is a lot of important information so please read it carefully.
1) We would like to inform you of the key dates pertaining to the Spring 2025 budget process:Line Budget Decisions Released: April 6, 2025
Deadline to request for appeal via email: April 12, 2025
Appeal Review Presentations: April 14 - April 21, 2025
PBC to Line Submission Deadline: April 27, 2025
PBC to Line Approval Presentations: April 28 - May 1, 2025
Final Academic Year Budget Approval: May 8, 2025
2) Financial Transparency
To improve financial transparency, we will be releasing all club funding applications on our website. This will include details on how each club allocated their budget and the reasoning behind USG’s budget approval decisions. This will also include our internal budgets like EC line and Senate line. Since we are doing this for the first time, if you have any questions or concerns, please let me know.
3) Summer Budget Applications
This is the summer budget application. If your club needs any funding for your summer events and travel, please make a copy of this application, fill it out and send it to usg_treasurer@stonybrook.edu by April 25th, 2025 (Friday) at 11:59pm.
4) Forfeiting line/PBC budgets
Clubs that expect to not finish their line budget are recommended to forfeit their unused budget. For the purposes of calculating total spending, forfeited budgets shall be counted as having spent 50% of the forfeited amount and will be put into the grant pool to support other clubs.
Please note that clubs must spend more than 80% of your line budget, or it might affect your approved budget for the next academic year. So if your club is aiming to spend less than 80% of your line budget, I would highly recommend forfeiting some of your line budget. Please send us an email with the amount your club wishes to forfeit by March 4th (this Friday).
5) Invoice Request Deadline
The last date to submit invoice requests on NXT is on April 27th, 2025 (Sunday) at 11:59pm. Please be sure to put in all the invoice requests you need for upcoming events, any reimbursements that might be pending, and if there are any invoice requests that were rejected that still needs to be submitted. Any invoice requests submitted late may be rejected as the accounting office needs to close books by the end of the academic year, so please do submit them before the deadline.
6) Invoice Requests Approval Rule
If you have any travel or online orders, please use the travel and online orders approval rules for your respective club types. This would help split the invoice requests for the accounting office and be able to approve them faster.
7) WEEE Grant Updates
We currently have $17k left in our WEEE grant pool and $20k worth of applications to be reviewed today and next Monday. We are still accepting applications, but please keep in mind that if your club submits your application after this email, there could be a possibility that we will not have any remaining funds left.
Thank you so much and wishing you a great week ahead! Please let us know if there is anything we can help with. :)
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Club Leaders,
Spring Budget Weekend (SBW) is just around the corner, and we want to make sure you're fully prepared!This is only eligible for line budget status clubs, including clubs that had a line budget last year but was defunded this year. This is your chance to receive a line budget again!
When & Where?
March 7th 2pm - 7pm; March 8th 10:30am - 6pm; March 9th 10:30am - 5:10pm
Stony Brook Union (exact rooms will be announced at a later date)
Here is the submission form: https://forms.gle/GjcuAQPWAykBTsWCA
Here is the application form: https://docs.google.com/spreadsheets/d/1abkMCbWpVAnNBk-O06CPOoKmUVXUU7Wk/edit?usp=sharing&ouid=102171046878797502049&rtpof=true&sd=true
Here are the links to schedule a spot:
Sports: https://calendar.app.google/nGV5PsdkrmxCcz1Q6
Academic: https://calendar.app.google/sbDumpFtYbhjA73x8Cultural: https://calendar.app.google/LPFqjMfiFaTKPhg49Performance/Leisure: https://calendar.app.google/bE4vMyZ6zDeUyxXG7Community Awareness/Activism: https://calendar.app.google/xmYZWVwWZMkd8Str9
Media/Religious: https://calendar.app.google/umXQNkzUGWRBtrpW6
Please refer to this document to check for your club’s club type. Please schedule only one appointment per club! Please be sure to select the correct link for your club type, or your appointment slot may be canceled, unless permission is given by the Treasury office or all appointment slots for your club type have been taken. If all the appointment slots for your respective club type have been taken, only then you may choose a slot from remaining community awareness/activism or media/religious slots.
The Submission Form deadline is on March 5th, 2025 at 11:59pm. This is a hard deadline as the Google Form will close and late submissions via email will only be accepted with a 50% penalty, so please make sure to submit on time to keep your club funded. If your club has scheduled for a slot during SBW but did not submit a submission form on time, your slot will automatically be cancelled unless your club emails us letting us know that your club still wishes to present during SBW with the 50% penalty.
If you fail to submit your Submission Form by March 5th, 2025 and did not schedule for a slot during SBW, you will have a chance to schedule your club for a make-up session on either March 10th (Monday) or March 11th (Tuesday) by emailing usg_treasurer@stonybrook.edu. Again, please note that there will be a 50% penalty to your line budget.
If your club is unavailable during SBW due to a competition/tournament or other extenuating circumstance, your club would have to inform us before March 5th so we can schedule your club on March 10th (Monday) or March 11th (Tuesday) to accommodate your presentation.
Please read the SBW Checklist, Grading and Rubric attached for further information! For financial transparency, applications from clubs with approved specifics, as well as any adjustments (eg. from percentage grades, penalties, budget increase caps), will be made public. With about 30 new line budget clubs expected next academic year, we are striving to ensure that funds are allocated fairly and justifiably to each club within our budget.
We also have training sessions for Spring Budget Weekend in case you have any questions and/or need some advice. Here are the dates, times and zoom links for the training sessions.
February 19th (Wednesday) 12:30pm - 1:30pm
February 24th (Monday) 1pm - 2pm
If you have any questions, please don’t hesitate to reach out or visit us during our office hours. We’re excited to hear your presentations and see all the great things your clubs have planned!
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hello Seawolves!
The Undergraduate Student Government (USG) Senate and Executive Council approved proposed changes to the eligibility requirements for the positions of Treasury and Vice President of Student Life. These changes will only go into effect after a Special Election vote from the Student Body (You!). The election will run from Monday, February 3rd to Friday, February 7th on SBEngaged.
The following is an outline of the changes:
Treasurer Changes:
Treasury is responsible for the financial operations that support over 250+ and their event and initiative needs. To ensure candidates for this position are well-prepared for the responsibilities, the following additional requirements have been established:Candidates must have either served as a staff member in the Office of Treasury or completed a minimum of 5 hours of shadowing members of the Office of Treasury. This includes shadowing the Treasurer and Associate Treasurer. Shadowing activities may include observing office hours and gaining hands-on experience in Treasury operations.
Shadowing hours must be approved by both the Treasurer and the USG Administrative Director.
If no candidate meets the requirements, the top three candidates with the highest number of shadowing hours will be considered.
Candidates must attend an informational workshop hosted by the Treasurer. These workshops will cover essential topics, including budget grants, Spring Budget Weekend, invoice requests, line budgets, Probationary Budget Committee budgets, fall revisions, appeals, financial bylaws, Financial Edge NXT, Memorandums of Understanding (MOUs), and Academic Year (AY) budget formulating.
Vice President of Student Life Changes:
The Vice President of Student Life is vital in enhancing the Stony Brook student experience by working closely with clubs, events, and programs that make our campus vibrant and engaging. To ensure candidates are well-prepared for this responsibility, we are introducing additional requirements for the role:
Candidates must have either served as a staff member in the Office of Student Life or completed a minimum of 5 hours shadowing members of the Office of Student Life. This includes shadowing the VP of Student Life, the Executive Assistant to the VP of Student Life, and SAB Programming Coordinators. Shadowing can include observing office hours or participating in SAB event committees.
Shadowing hours must be approved by both the VP of Student Life and the USG Administrative Director.
If no candidate meets the requirements, the top three candidates with the highest number of shadowing hours will be considered.
Candidates must attend an on-site informational workshop hosted by the Vice President of Student Life. These workshops will cover topics like budgeting, contracts, professional working relationships (including Student Engagement & Activities, ASA, Enterprise Risk Management, and SEA), and documentation and record keeping.
These changes aim to ensure future candidates are fully prepared to meet the demands of these roles, fostering a stronger foundation for student life and clubs and organization’s experience.
Please be sure to vote on SB Engaged for these amendments starting Monday February 3rd!
Best regards,
Nistha Boghra, USG President, & The Executive Council
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Good Morning Club Leaders!
The office of Clubs and Orgs is thrilled to announce that we are now accepting line budget applications!
Clubs who have spent at least 75% of their budget for 2 consecutive semesters on PBC (or are currently in their second semester of PBC) are eligible to apply for a USG Line budget which allows for more flexibility with how much a club/org can acquire, and with fewer limitations on what the budget can be used for. To apply, please create a google folder with a completed Budget Application, Budget Presentation, and your clubs' Transition Documents. You can find a checklist and committee rubric here
Please email the application folder to usg_clubsandorgs@stonybrook.edu, you will then be called in to present your budget request in a PBC Meeting, similar to how the presentation was for your PBC meeting.
For any further questions, you can schedule an appointment! Please email us at usg_clubsandorgs@stonybrook.edu!
The deadline to submit your Line Budget Application is April 27th!
Wishing you a happy and healthy spring semester,
Aryan Sharma
The Office of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Dear Clubs and Orgs,
Hope the semester has been treating you all well so far! USG Treasury has a few important updates to make. Please read the following closely.
Travel Financial Bylaw Changes
The proposed amendments to the financial bylaws regarding travel has been passed by Senate. Here is what you need to know:
1) Off Campus Travel: The off campus activity cap for RSOs has been increased from $200 per person to $350 per person on a single off-campus activity. Exceptions shall be made by the discretion of the USG Treasurer.
2) PBC Travel Prohibition Amendment: PBC funds shall not be used to fund travel. This includes but not limited to hotel, transportation, and associated registration.
3) Travel Grant: Requests beyond $3,500 total will subject to Senate approval following approval from BGC. There is a hard cap of $350 per person and $10,000 total.
Weekend/Evening Event Enhancement (WEEE) Grant
This is a new grant sponsored by SEA! To apply for this grant, please fill out the grant application and send it to usg_treasurer@stonybrook.edu. All clubs registered with SEA can apply!
To highlight some important points:
- RSOs will not be eligible to receive more than three WEEE grants per academic year and limited to two WEEE grants in a single semester. Exceptions to the semester maximum may be made at the discretion of the USG Treasurer and SEA.
- Clubs/organizations may receive up to a maximum of $4,500 for an Evening/Weekend Event Enhancement Grant per application.
- The event must begin on or after 6pm on a weekday or on a weekend (Friday 6pm - Sunday 11:59pm) to be eligible.
- This grant cannot be used for any fundraisers. (This includes ticketed events!)
- SEA final approval is needed for all decisions and will be present for the review and discussion regarding applications for this grant.
Agency Accounts
If your club has an agency account (check here), please submit the FY 24-25 Signatories Form. Please complete and return it as soon as possible to ensure your USG Agency Account remains active. Please ensure the signatories listed are updated and accurate. Then, please return the completed form via email to usg_agencyaccounts@stonybrook.edu.
Bootcamp and Financial NXT onboarding - Line Budget and PBC clubs only!
Bootcamp Completion is REQUIRED for all e-board members (President, Vice President, Treasurer & Secretary) before September 30th (already past due!) or your club budget will be temporarily frozen and your club won't be able to request funding.
If you have completed the bootcamp and signatory from before September 30th, you should either have received an invitation from Financial NXT (new club leaders) or have full access to Financial NXT (returning club leaders). Access to the expenses tab can only be allowed after you have accepted the invitation. We will be checking occasionally to allow access to the expenses tab, but if needed immediately, please email us.
Financial NXT notificationsIf you haven't already, you can turn on notifications for Financial NXT under "Edit Settings" in the Expense tab to be notified about invoice requests rejections and approvals.
Line Budget PenaltiesStarting from October 15th, we will start carrying out penalties according to the Financial Bylaws. Please read through and be aware of all the penalties. This includes but not limited to late invoice requests, reimbursements, chase one card violations, no-show/cancellation fees, fall semester underspending.
Fall Semester Underspending: The end of the semester is on December 19th. On December 20th, line budget status RSOs who did not meet the required spending of 20% of the club budget by the end of the fall semester, the unspent remainder of that 20% will be penalized and the funds will be reallocated by USG. Only clubs with exceptional cases will be exempted from this penalty. Clubs must send us an email before December 10th to request an exemption.
Other Penalties: Other club budget percentage deduction penalties that were warranted and informed to the club by USG Treasury will also be taken out of the club budget and be reallocated by USG by the end of the fall semester.
New USG Director of Administration and Operations - Yessenia Flores-Hart
We are pleased to welcome Yessenia to the USG team! If you come to the USG office, make sure to stop by and hi to her :D
For any questions regarding contracts, please reach out to both USG president nistha.bohgra@stonybrook.edu and yessenia.flores@stonybrook.edu.
PEX card/Travel Payment issues Emergency Contact after office hours
If there are any emergencies (and emergencies only!) regarding PEX card payments or travel payments after office hours, please reach out to the USG Treasurer bonnie.wong@stonybrook.edu or Associate Treasurer isha.sachdeva@stonybrook.edu via email, G-chat or G-chat call.Enterprise (car rental)
DJ Harloff is no longer with Enterprise. Please contact Robert Terano at Robert.Terano@em.com for any inquires. Also, if your club is using Centereach location (which is 95% of the time), please choose the vendor ERAC on Financial NXT.
Club Social
USG Clubs and Orgs is hosting Club Social on Thursday, October 10th 7pm to 9pm. USG Treasury will be tabling there as well if you wish to talk to us or ask us any questions.
Thank you for getting through such a long email. I understand this is a lot of information at once. As always, if you have any questions, please don't hesitate to reach out to usg_treasurer@stonybrook.edu or visit us during office hours.
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
2023-2024 Emails
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Hey Club Leaders!
This is a reminder that USG’s proposed changes to the financial bylaws (found here), will be voted on at our Senate Meeting this Thursday, 5/2, in SAC 302. The meeting starts at 7 PM, but we'll start discussing the bylaws around 8 PM. The bylaws will not be presented as it was already done in the previous meetings, but there will be time allotted for questions, discussion and further changes if needed. These changes have major impacts on how USG funding works, so we highly encourage clubs to review the draft bylaws and come to the meeting if you have any concerns!
A summary of some of the major updates can be found below, but many other minor changes, reorganization, and wording updates have been made throughout the document.
Clubs who spend less than 95% of their line budget shall only be eligible for a maximum budget of 5% more than what they spent in the previous year.
Only two travel grants available per club per year. Event grants may now be up to a maximum of $4,500 per event. Removed semesterly cap on all grants (only annual maximum). Any individual asset being requested in an asset grant above $4,500 needs to be approved by the senate.
All USG funded events must now be equally accessible to all undergraduate students.
Only required gratuities may be paid for using USG funds
No show and cancellation fees may be paid for using USG funds, but there may be an associated penalty for doing so.
The USG ticket office no longer has a 5% fee on ticket revenue.
New section and wording for Memorandum of Understandings (MOUs), Spring Budget Weekend (SBW), and Line Budget Penalties section.
Fundraisers can now be requested through an Event grant. Asset grants are now also open to all Undergraduate clubs registered with SEA.
Clarifying the requirement of a club’s openness and exceptions to said requirement. Current USG funded clubs that do not meet the requirements will NOT require re-approval to remain on line budget unless brought up to the senate to discuss.
Added PBC Bylaws to Financial Bylaws. PBC and Line budget clubs now have the same expense regulations and budget caps for things such as food and apparel.
New PBC/Line budget status sections which clarify eligibility requirements and expectations of a club, and also outlines the procedures for receiving or losing said status.
Cap on food spending changed to 50% of line budget or $1,000, whichever amount is higher (used to be just 50%).
All apparel will now be considered as gifts. The new cap for gifts will be $1,000 or 10% of the club’s budget (whichever is lower), changing from $500 or 1%.
New cap for Off-campus travel events where clubs cannot spend more than $200 per person per event from their line budget. Can be increased to $400 with BGC approval and $550 with BGC and Senate approval through the travel grant.
Possibility of changing the individual gift cap to $50 (from $30).
Removing the Admin manager approval stage on Financial Edge NXT for general invoice requests to make the processing timeline shorter, potentially reducing the deadline to 2 weeks. Admin director approval stage is still required for contract payments.
Immediately after the bylaws, the draft USG budget for next year will be proposed. We highly encourage club leaders to attend to observe the budget deliberations and provide input to our senate!
Best,
Devin Lobosco, USG President
Amitesh Reddy Akiti, USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hello Clubs and Organizations!
This year, members of USG have been working hard to make many much-needed changes to USG’s Financial Bylaws. These new financial bylaws will be reviewed and discussed by the USG Senate on Thursday, April 11th (8:30 - 11 PM) and begin to be voted on starting Thursday, April 18th (8:30 - 11 PM).
Because these changes have big impacts for clubs, we want to make sure that clubs are well informed of these changes and have additional time to discuss them with USG’s leadership. Therefore, we are setting up virtual office hours to discuss the bylaws changes with any club leaders who are interested. They will be on:
Thursday, April 11th, 3-4 PM
Tuesday, April 16th, 3-4 PM
Thursday April 18th, 3-4 PM
All office hours can be joined from this zoom link. If you cannot attend these and would like to ask questions virtually or set up an alternate meeting please reach out to USG_Treasurer@stonybrook.edu or drop by treasury office hours.
The current financial bylaws can be found here. The new, proposed financial bylaws can be found here. Please note that these bylaws are still in a draft form and are subject to review, potential modification, and approval by the USG Senate.
A summary of some of the major changes can be found below, but many other minor changes, reorganization, and wording updates have been made throughout the document.
New section and wording for Memorandum of Understandings (MOUs), Spring Budget Weekend (SBW), and Line Budget Penalties section.
Fundraisers can now be requested through an Event grant. Asset grants are now also open to all Undergraduate clubs registered with SEA.
Clarifying the requirement of a club’s openness and exceptions to said requirement. Current USG funded clubs that do not meet the requirements will NOT require re-approval to remain on line budget unless brought up to the senate to discuss.
Added PBC Bylaws to Financial Bylaws. PBC and Line budget clubs now have the same expense regulations and budget caps for things such as food and apparel.
New PBC/Line budget status sections which clarify eligibility requirements and expectations of a club, and also outlines the procedures for receiving or losing said status.
Possibility of removing the 50% food cap (still under heavy debate).
All apparel will now be considered as gifts. The new cap for gifts will be $1,000 or 10% of the club’s budget (whichever is higher), changing from $500 or 1%.
New cap for Off-campus travel events where clubs cannot spend more than $200 per person per event from their line budget. Can be increased to $400 with BGC approval and $550 with BGC and Senate approval through the travel grant.
Possibility of changing the individual gift cap to $40 (from $30).
Removing the Admin manager approval stage on Financial Edge NXT for general invoice requests to make the processing timeline shorter, potentially reducing the deadline to 2 weeks. Admin director approval stage is still required for contract payments.
All of these changes are intended to clarify USG’s financial processes, expedite funding procedures, and ensure USGs funds are used equitably. The feedback from our funded organizations is going to be crucial to finalizing these changes. We look forward to hearing from you!
Best,
Amitesh Reddy Akiti, USG Treasurer
Devin Lobosco, USG President
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382