Scheduling Activities

In order to facilitate the scheduling of activities and reduce conflicts, please observe the following procedures if you are responsible for your organization’s activities. The fundamental principle to observe when scheduling an activity is to try NOT to schedule an activity that will conflict with those of another organization’s. Activities are listed on the Elentra calendar.

Students should complete an online reservation through 25 Live. Training is available for all registered student organizations. Questions regarding room availability may be sent to Central Reservations Office (CRO) at CROHealthSciences@ecu.edu.  This applies to all rooms (including the large and small classrooms, auditorium and dining areas), at all times, (including lunchtime and evening activities).

Funding

Student organizations are eligible to receive support from the Student Government Association at East Carolina University.

  • The Student Government Association provides funding each year to registered student organizations. This funding is provided for specific needs, such as travel, purchasing supplies, or hosting events. There are four main parts to the appropriations process.

Funding Guidelines

Travel Policy

ALL TRAVEL MUST BE PRE-APPROVED BY STUDENT AFFAIRS. Students must be in good academic standing in order to participate in university-funded travel. Student should turn in a Student Travel Request form along with the conference itinerary at least 30 days prior to the conference date. Excused absence forms must also be submitted at this time.

Travel Reimbursements – Travel reimbursements are available three to four weeks after all required receipts are turned in to the Office of Student Affairs.  Original receipts must be turned in to the Office of Student Affairs by ten working days after the completion of the trip.  If deadlines are not met, expenditures will not be processed.

Transportation – Students will be reimbursed at the rate of thirty cents per mile when using own car to drive to and from the destination.  If flying from an airport other than Greenville, students will be reimbursed for personal car use and reimbursed for the airport parking fee (must have receipt for parking fee). Rental car fees cannot be reimbursed.

Taxis/Shuttles/Uber/Lyft – The actual cost is reimbursable when required for travel to and from the conference site.  If using a taxi, student must have the name, address and phone number of the cab company as well as the driver’s signature on each receipt, along with the student’s name. Shuttle/Uber/Lyft services can be reimbursed with a receipt showing the company’s name.

Travel Reimbursement Checklist

  1. Departure date and time and return date and time.
  2. Airline itinerary, receipt and boarding passes.
  3. Original hotel bill including itemized statement, showing payment in full (zero balance).
  4. Meeting itinerary with dates, times and locations.
  5. All original receipts for expenses claimed (transportation, parking, registration, etc.) There is no reimbursement for food.