The GSG offers funding for graduate student events through the GSG Events Board. We suggest applying 3-6 weeks before the planned event. Applications absolutely must be completed by the Sunday prior to an Events Board meeting.
To apply for funding from the GSG Events Board:
- Plan your event and budget. Submit for approval from the Dean of Graduate Student Life. Please be advised that the Graduate School requires that all on-campus events be registered and approved by the Dean of Graduate Student Life. However, the GSG will consider funding requests before such approval has been given.
- Determine the date of the Events Board meeting that occurs before your event.
- Funding requests up to $1250 (5% of the annual budget) need to be made 3 weeks before the event takes place. Requests are decided by the Events Board at one of their bimonthly meetings. Submit a funding request in SAFE no later than the Sunday night prior to an Events Board meeting. If funding is granted at one of the meetings on Thursday, the event must be listed in the weekly events bulletin sent out the following Monday, preceding your event. Please send you event information to MaryEllen Trapold (firstname.lastname@example.org) by Friday evening for inclusion in the Monday bulletin.
- Funding requests that exceed $1250 must be made 6 weeks before the event takes place. They will be presented to the GSG Assembly at the monthly meeting.
- Send a representative to the meeting to describe the event and answer questions.
- The Events Board will make a decision about your funding request.
- Advertise your event.
- The event must be open to all grad students.
- In order to receive reimbursement, the event must be included in the weekly events bulletin email sent from the office of the Assistant Dean of Student Life for the Graduate School on the week of the event.
- You must list the Graduate Student Government Events Board as a co-sponsor.
- The GSG may help you send a global e-mail to advertise your event to grad students.
- Enjoy your event!
After the event, please start the reimbursement process ASAP:
Funding is based on a reimbursement process. You will have to submit receipts and an itemized budget after you hold the event in order for us to pay you. This can happen through two channels:a) By depositing the sum to your student group account (if applicable, in which case only scanned copies of the receipts are requested). Scanned receipts must be uploaded to your SAFE GSG Events Board funding application before funds will be transferred. After funds are transferred to your student group, personal reimbursements should be submitted via Concur. Questions about how to use Concur should be sent to your group’s President or Treasurer. To pay a vendor directly, please contact MaryEllen Trapold email@example.com). To pay student workers, contact Lily Secora firstname.lastname@example.org). It is your responsibility to check whether student workers are eligible to receive payment.b) If you are not part of a recognized student group, and have paid for your event using the Graduate School credit card held by MaryEllen Trapold, please send scanned receipts to MaryEllen email@example.com; please cc:firstname.lastname@example.org) If you are not part of a recognized student group and have paid for your event personally, please submit these receipts for reimbursement through Concur and request from Mike Helpler the GSG Events Board Chart string to enter into your Concur expense report. Instructions on how to submit an expense report in Concur can be found here.d) A copy of the itemized budget of the event must be sent to email@example.com) Please note we can only reimburse based on the sum of the receipts that you submit after your event.
According to the GSG Events Board rules, you have 30 days after the date of the expense was incurred or the date of the event (whichever comes first) to submit the receipts to the Board and/or through Concur. You must contact firstname.lastname@example.org to request an extension within that time if this is not possible. If this deadline is passed, the Board maintains the right to deny the reimbursement. In such a case the money initially allocated for your request will be returned to our regular budget for funding other events.