Pepsi Product and Funding

Fall applications are open from August 12th, 2024, to December 3rd, 2024. 

All Hawk Week Pepsi product requests must go through The Center for Orientation and Transition Programs. 

Requirements

• Request for Product must be submitted a minimum of 14 business days prior to the event date. Failure to request product within 14 business days may result in denial.
• Products are not to be sold.
• If you are augmenting your soda supply, be advised that purchases must be made from the Kansas Union for events held on campus.
• Events taking place on the weekend must make plans to pick product up by the close of business the Friday before the event.
• If picking up product you agree to a 30-minute pick-up window. If this is missed and you do not notify Union staff, eligibility of future product will be affected.

Process to Apply

• All requests must be submitted via Rock Chalk Central.
• An e-mail acceptance or denial notice will be sent out by email. If your request is accepted, you will receive information on pickup/delivery process. 

Evaluation Criteria

• The merit/impact of the proposal:
  • Who is the target audience?
  • Is there a volunteer/service element? 
  • Can the program be administered without product?
  • How does the product availability enhance the program?
  • Does it involve collaboration between organizations or units?
  • Does the program meet a community need?
• The effectiveness of the program:
  • How many students/university community members are being affected?
  • What other benefits may be derived by this program?

Fall applications are open from August 26th, 2024, to December 3rd, 2024. 

Funds Can be used for:

• Speaker/lecturer honorariums
• KU Catering
• Non-KU Catering Services
  • Please read KU Catering policies prior to booking services and complete a KU Catering Exemption Form if applicable. 
• Printing through Jayhawk Ink
• Supplies and other expenses for campus programs.
  • Decor
  • Materials for all attendees
  • Rentals

Funds Cannot be used for:

• Events and student groups that are not open to all students or not registered through SILC
• Events that charge for KU student attendance
• Events serving alcohol
• Events for which students will receive academic credit
• Conference registration or travel away from campus
• Materials to promote/oppose political candidacy or lobbying purposes
• Third party donations, granting scholarships, recruitment to any institution, or fundraising for the student organization
• Recruitment events
• Gifts or Prizes
• On-going meetings or events 
• T-Shirts: exemptions will be made on a case-by-case basis.

Guidelines

• Pepsi funds should not be considered a permanent funding source.
• Pepsi funds are not intended to solely fund entire programs/activities, but rather to supplement the budget.
• Be sure to indicate the other sources of funding for your program or event in the budget section of your application.
• Student organizations requesting funding must be registered with the Student Involvement and Leadership Center.
• A maximum of one award will be made to any given organization or group each semester.
• Payment restrictions:  Payments cannot be processed without an original invoice, event documentation and other requested information. Payments for a service will not be made to KU employees. Payments will not be made to international vendors without appropriate documentation.  Reimbursement payments will not be issued to individual students but must be issued to the student organization.

Process to Apply

• Applications should be submitted a minimum of 3 weeks prior to your event, via Rock Chalk Central. Failure to do so may result in the denial of review. 
• Budget information should be complete and specified in detail including other sources of funding and a complete outline of all event expenses. Pepsi funds should not be your sole source of funding. The committee encourages groups to seek additional sources of funding, including Student Senate, organizations and KU departmental funding.
• You are required to present your funding application to the committee before an award is made. You will be notified by e-mail with the meeting date, time and location you are required to attend to present your request– it is not always the next date on the meeting list. 

Program Funding Meetings

• The Pepsi Funding Committee meets every other week during the academic year, in-person, Fridays 10:00 -11:00 a.m. Meeting location will be shared via-email. The committee does not meet in the summer.
• Four requests will be presented at each meeting. Invitations are sent according to event date NOT the application submission date. 
• You must attend a meeting to present your funding application. Failure to do so will result in the denial of funding. 
• You will be notified the Monday before the Pepsi Committee Meeting in which you will be required to present.  Please provide uploaded copies of your budget, service quotes and a flyer for your event. 
• If KU Catering is unable to provide services for your event, you should complete a KU Catering Exemption Form prior to your presentation. 

Post-Presentation Expectations

• You will be notified of the Pepsi Committee's decision within two business days. 
• If approved, you must submit all required documents. Documents include an event flier, finalized invoice(s) and a competed W-9 if provided services such as talent, external catering, etc. 
• Required documents must be submitted within 14 business days from the event date. A delay or failure to provide documentation can result in the delay or denial of funds. 
• Funds typically take 2 to 3 weeks or 14 business days for disbursement after the submission of required documents. Please stay in contact with vendors to verify payment.