|The late groups funding application for 2020/2021 will open this summer please keep an eye on emails from the GSA to see when the fund opens. The deadline for applying will be at the end of the second week of the Fall semster. Per the GSA’s funding policies, late submissions will only be eligible for up to $1000 for the year.|
Guide to Funding
All officially recognized graduate student organizations (GSOs) and organizations applying to be recognized may apply for GSA funding through the GSA’s online annual funding application process in the beginning of the fall semester. Only a small amount of funding is reserved for groups that apply outside of this process, so applying during the annual process is highly recommended.
The annual funding application will always close at the end of the second week of the Fall semester. Please be sure to actively monitor the events mailing list for the latest information on recognition and funding application deadlines to ensure that your organization is not left out.
All groups that apply for GSA funding should read the GSA’s funding policies and ensure that they are fully familiar with sections 4 through 4.3. These sections explain what information GSO’s will need to apply for funding, how much funding they can request, what the GSA can reimburse and what it can’t, and the requirements for reimbursement if GSOs are granted funding. Under no circumstances can the GSA reimburse expenses in violation of these policies. It is the responsibility of GSOs to ensure that they fully understand these policies prior to making funding decisions and to get in contact with the GSA to ask for clarification in instances where the policies are unclear.
At the conclusion of the annual funding process, your group will receive a dollar amount of funds that the GSA will reimburse them for for the year. This is called your annual entitlement. The GSA operates on a very limited budget from the University and groups should expect their entitlement to be substantially lower than what they request.
The entitlement is not tied to any pre-approved list of events and groups are not obligated to check in with the GSA prior to running an event for which they expect to request reimbursement. The GSA will reimbursement any events run by your GSO up to your annual entitlement amount as long as none of the expenses are in violation of the GSA’s funding policies. It is the responsibility of GSOs to ensure that they fully understand these policies prior to making funding decisions and to get in contact with the GSA to ask for clarification in instances where the policies are unclear. GSOs are advised to review section 4.2 of the funding policies before making any funding decisions to ensure that they are not spending money they can’t be reimbursed for.
The GSA operates on a reimbursement-only basis (unless the request is for an honorarium or a single cost of more than $500). In order for the GSA to issue you reimbursement for your event, you must submit a Post-Event Report form (or PER) back to the GSA. Included with the PER should be an official GSA sign in sheet for the event, all original receipts, and copies of the advertising for the event. Please note that to be funded, events should be advertised to all members of your organization and advertisements should include a statement saying that the event is sponsored at least in part by the GSA. Printable copies of PER and GSA sign in sheets can be found under GSO Reimbursement Forms. You can read more about advertising requirements in section 4.3 of the funding policies .
Once your event has concluded, you have either 90 days to submit your PER form to the GSA or until the end of semester PER deadline (whichever is sooner). The end of semester PER deadline will be announced via the GSA events list.
Receiving your Reimbursement
After you submit your PER, the GSA will do its best to issue your reimbursement check as soon as possible. Generally this process takes two to three weeks, but may take longer at the end of the semester when the GSA is processing a large volume of PER forms. Once your check is ready, an email will be sent to the person who filled out the form announcing that their check is ready for pick up. Checks can be picked up at any of the GSA’s scheduled office hours on the events calendar.
To learn about more specific issues on funding and who to contact with specific types of questions, please consult the GSA Funding FAQ and full funding policies.