ASUO's Annual Budget Process

Each year, ASUO coordinates a process by which the Incidental Fund Budget and the amount of the Incidental Fee are determined for the next fiscal year. The budget process involves discussion, collaboration, negotiation, and debate, and occurs annually.

The Budget Process generally follows this schedule:

First Week of October: Student Organizations, Department-Based Programs, and Active Contract Service Providers are invited to submit a Budget Request. 

Month of October: I-Fee Funded Units meet with a member of the committee which authorizes their funding to discuss the process and any potential budget changes.

First week of November: Deadline for Student Organizations, Department-Based Programs, and Active Contract Service Providers to request a budget or to revise a previously submitted Budget Request.

Months of November, December, and January: ASUO Finance Committees consider and adopt a budget for each Incidental Fee-Funded unit under their purview.

Third week of January: ASUO Finance Committees consider appeals to their budget decisions.

First Saturday in February: Student Senate creates the Incidental Fee Budget Recommendation by considering each finance committee’s proposed budget and voting to approve the recommended amount of the Incidental Fee.

February and early March: ASUO’s Recommended Incidental Fee Budget is considered by the ASUO president, reviewed by the UO president, and ultimately voted on by the UO Board of Trustees.

Budget Process Resources

For I-Fee Funded Units, the Budget Process involves four steps:

1. Examine your organization’s financial needs for the period July 1, 2025–June 30, 2026 "FY26"

I-Fee funded units should consider the funds that will be needed to support your organization’s 2025–26 aspirations.

• Research the costs associated with your goals and compare this to your current budget.
• Examine the inflationary changes identified in the Current Service Level Memo linked above.
• Student Organizations are encouraged to drop in at Student Organization Financial Support to discuss the approval process and the electronic budget submission system. Contact us on Teams or email at asuofinance@uoregon.edu.

Department-based programs and contract service providers must file an anticipated budget, or benchmark, by October 13, 2024.

2. Prepare a budget request

Budget request instructions will be e-distributed to all units by October 4, 2024. Any I-Fee funded organization, department, or service provider who has not received a budget packet by this date should contact the finance committee which authorizes their budget.

• Student organizations, please contact the Programs Finance Committee at pfc@uoregon.edu
• Department-based programs, please contact the Departments Finance Committee at dfc@uoregon.edu
• Contract service providers, please contact the Contracts Finance Committee at cfinancec@uoregon.edu

As in previous years, budget requests will be collected using the Campus Labs/Engage platform. Use the link included in the budget request instructions circulated by the committee which authorizes your unit’s funds.

Student Organizations must submit a budget request by 5:00 p.m. on Friday, October 25. If asked to revise or correct certain elements of their submission, this action must occur by 5:00 p.m. on Friday, November 1.

Department-Based Programs and Contract Service Providers must submit a Budget Request by 5:00 p.m. on Friday, November 1. 

Student Organizations, Department-Based Programs, and Contract Service Providers who fail to submit (or revise/resubmit) an electronic budget request by November 1 will not be considered for inclusion in ASUO’s FY26 I-Fee Budget Recommendation. 

3. Discuss your organization's budget goals with an ASUO Officer

Review your anticipated budget with an ASUO Officer from the finance committee which authorizes your budget. During the meeting, be prepared to discuss the aspirations of your organization and the funds necessary to support them. Request a meeting by emailing the committee or drop-in to the ASUO Suite during a time when a committee member is holding office hours. The last day to meet with an officer is October 31, however, we highly encourage advance planning!

4. Arrange and attend your budget hearing

I-Fee requesting units must formally describe their budget request at a budget hearing. Upon receipt of your budget request, an ASUO Officer will communicate regarding available hearing times. Your action is required to ensure that your budget request is heard in committee. Hearings occur between October 28, 2024, and January 16, 2025.

At the hearing, be prepared to explain your budget request and respond to questions about it with ASUO officers. Bring a copy of your budget request with you. Your budget may be adjusted by the committee at the hearing. Once a budget is voted and passed at a budget hearing, the budget becomes part of ASUO’s I-Fee Budget Recommendation.*

You have the right to appeal the committee’s decision regarding your budget by filing an Appeal Form. The deadline to do so is 5:00 p.m. on January 16, 2025.

*The I-Fee budget recommendation–and your budget if included–becomes final after Senate, the ASUO President, and the UO Board of Trustees have each approved it.