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Additional Annual Reporting Requirements for Alumni Clubs

Alumni Clubs who elect to participate in UIAA’s Clubs Program (aka Tier System) will be annually required to report their club’s board leadership roster, club’s membership roll, and a tentative year-out calendar of events. Each of these items are due annually by June 30 (last day of fiscal year) to receive their club tier level certification. Please send these items via e-mail to Tyler Gagai, Director of Alumni Clubs, at gagai@uillinois.edu or by submitting the information through the Annual Report Form below.

For clubs who use their Alumni Magnet node to collect their club membership, your club is not required to submit your membership roster. Please review these important details regarding each of these reporting requirements:

1. Club Leadership Roster
Please make sure that the following information is included for each of your board leadership members.

  • Full Name
  • Mailing Address
  • E-mail Address
  • Phone Number
  • U of I Class Year
  • Board of Directors Role/Title
  • Term Length
  • Term Dates

2. Club Membership Roster
Please make sure that the following information is included for each of your dues-paying (or otherwise) club members.

  • Full Name
  • Mailing Address
  • E-mail Address
  • Phone Number
  • U of I Class Year
  • Membership Length (ex. 1 year, 2 year)
  • Active Membership Dates (ex. July 1, 2022 – June 30, 2023)

3. Tentative Year-Out Calendar of Events
For your club’s tentative year-out calendar of events, please include the following information for each event.

  • Tentative Date
  • Event Name
  • Event Category (Please note which event category this event will fulfill.)
  • Any special requests from UIAA related to the event

Annual Report Form

Alumni Clubs who elect to participate in UIAA’s Clubs Program (aka Tier System) will be annually required to report their club’s board leadership roster, club’s membership roll, and a tentative year-out calendar of events, which are due annually by June 30 (last day of fiscal year) to receive their club tier level certification. Please reference the details regarding each of these reporting requirements prior to submission.
  • Annual Reports

  • Note: if using Google Docs we recommend exporting as PDF.
    Drop files here or
    Accepted file types: txt, rtf, doc, docx, pdf, csv, xlsx, Max. file size: 4 MB, Max. files: 2.
    • Note: if using Google Docs we recommend exporting as PDF
      Drop files here or
      Accepted file types: txt, rtf, doc, docx, pdf, csv, xls, Max. file size: 4 MB, Max. files: 2.
      • Note: if using Google Docs we recommend exporting as PDF
        Drop files here or
        Accepted file types: txt, rtf, doc, docx, pdf, csv, xls, Max. file size: 4 MB, Max. files: 2.
        • Your Contact Information

        • *Required Fields
        • This field is for validation purposes and should be left unchanged.

        Post-Event Reporting Process for both Reimbursement and Non-Reimbursement

        Below, you will find two separate forms to report your event to the UIAA. Regardless of whether your club is requesting reimbursement, the appropriate form will need to be completed within 30 days of your club’s events.

        If your club is requesting reimbursement for an event, please make sure that you have the following prior to submission:

        • Itemized receipt(s) related to the reimbursement request
        • Event attendee list (only if your club did not utilize it’s Magnet node to collect registration). If your club used it’s Magnet node to collect event registration, you will not need to attach an attendee list
        • If your request does not contain both items, the UIAA will not be able to process your reimbursement request

        Please also keep the following information in-mind when requesting reimbursements:

        • Any reimbursement that is requested 60 days after the transaction in question will be considered taxable income, so please complete your reimbursement requests as soon as possible after your event
        • For Main Quad level clubs, your maximum reimbursement amount per event is $500. Please keep in-mind that your club is eligible for up to $1250 annually in reimbursements, so please budget and plan accordingly.
        • For Illini Union and Morrow Plots level clubs, your maximum reimbursement amount per event is $250.  Please keep in-mind that Illini Union level clubs are eligible for up to $500 in reimbursements annually, and Morrow Plots level clubs are eligible for up to $250 in reimbursements annually

        Post-Event Evaluation Form – Reimbursement

        • If your club collected event registration through Magnet and had registrants who “no-showed”, please list them here.
        • Attach only if your club did not utilize your Magnet node for registration. Note: if using Google Docs we recommend exporting as PDF
          Drop files here or
          Accepted file types: txt, rtf, doc, docx, pdf, jpg, jpeg, png, csv, xlsx, Max. file size: 6 MB, Max. files: 10.
          • *Required Fields
          • This field is for validation purposes and should be left unchanged.

          Post-Event Evaluation Form – Non-Reimbursement

          • If your club collected event registration through Magnet and had registrants who “no-showed”, please list them here.
          • Attach only if your club did not utilize your Magnet node for registration. Note: if using Google Docs we recommend exporting as PDF
            Drop files here or
            Accepted file types: txt, rtf, doc, docx, pdf, jpg, jpeg, png, csv, xlsx, Max. file size: 6 MB, Max. files: 10.
            • *Required Fields
            • This field is for validation purposes and should be left unchanged.