What makes a good justification?
When writing a justification, students should always include:
- The date and title of the event, program, or purchase.
- The budget line that this will be coming from - please complete budget alterations BEFORE writing justifications for the expense.
- A thorough description of the expenditure (event, program, or purchase with relevant links as well).
- A thorough explanation of how the expenditure advances the organization's mission.
- A detailed breakdown of the estimated cost (for example, an event justification would include the number of speakers invited, honoraria for each, travel, lodging, advertising, food, space rental, equipment, etc.).
- A list of any co-sponsors of the event along with an attached and completed co-sponsorship form.
- An agenda of the event, program, etc.
- Any flyers or advertisements used to promote the event, program, etc.
- Any additional information the organization feels is relevant to the justification and would like to include.
The university does not require justifications when groups are purchasing basic office supplies such as pens, paper, staples, etc. This is the only exception to the justification requirement. Justifications will be require for more specific supplies and equipment.
ASM staff are often get asked "should we even bother writing a justification?" or "we'd like to know if we can even do this before we write a justification."
ASM staff cannot give an answer on if a certain program will be able to happen without all of the details provided by the justification. It's always best to submit a justification.
It may seem like a lot of work, but the more justifications you write, the quicker it is and the faster we can begin making purchases for your events, programs, or items.
Justifications should be submitted to the SSFC Financial Specialist
at least a day in advance of any scheduled meeting you have to discuss the purchase. This allows time to review the justification and come prepared to discuss and answer or ask any questions that have come up.