Funding

To ensure equitable distribution and availability of funds throughout the year, the GSGA has voted on and adopted a monthly allocation system. Requests are processed on a first-come, first-served basis, with priority given to students and organizations not currently receiving any funding. We request that all funding requests be submitted at least two weeks in advance or, at the latest, one week prior to the start of the intended month. Please review the outlined policies below before submitting any funding requests. For inquiries related to funding, please direct your questions first to your class representatives and then to GRADSGA-Comptroller@augusta.edu.

 

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Please review the Funding policies (and complete acknowledgement) before filling out a funding request. If your request does not adhere to the policies, it will be denied. Please make sure to fill out the correct form.

Email GRADSGA-COMPTROLLER@augusta.edu for any funding-related queries.

General Funding Policies

• GSGA divides its budget to financially support students and organizations throughout the semester. Each month will have an individual set amount allocated for approval of student travel, student organization events, and GSGA events. The budget for each semester will be presented and confirmed via majority vote by GSGA representatives at the first meeting of the semester (August and January).
• Submitting the funding request form does not guarantee funds; it depends on available funds and adherence to policy qualifications. Funding can only be guaranteed once the funding request has been approved by the Comptroller and all forms are submitted in a timely manner.
• If any funds were not used within a given month, these funds will roll over to the next month.

  • Month of May stands as an exception for this rule. If any funds remain after the month of May, these funds will be used for GSGA purposes such as events.

• Within each month, GSGA will be approving funding requests on a first come, first served basis.
• All funding requests must be submitted:
  • At least 1 week before the beginning of the month of the event AND 2 weeks prior to the event/travel date.
    •  If January, the request must be submitted at no later than the end of the first school day.

  • If not submitted 1 week prior to the beginning of the month, the request still must be submitted at least 2 weeks prior to the event or travel date. Priority will still be on a first come, first served basis.

• If there are any clarifications needed or potential issues with a request, ensure the funding submission is well in advance of the “2 week prior to event date” deadline or risk a denial of request.
• All funding is based on a reimbursement basis.

  • GSGA does not complete the reimbursement process. It must be processed by the appointed business specialist. Please keep in mind that reimbursement may take up to a few months once all forms are correctly submitted. Once the reimbursement process begins, all reimbursement related questions should be directed to the Business Operations Specialist. Please contact your class representatives with any other questions.

• The comptroller will follow up regarding your funding request in no more than 5 to 10 days.
• You may not submit a request to be reimbursed for an event or travel after it has taken place.
• Funding may only be used for the requestor. Any food, transportation, living arrangements, fees, etc. must all be paid for and used only by the student requesting funding. If the requestor’s name only is not present on all receipts or funding documents, the requestor will be at risk for forfeiting funds.
• After funding has been approved by the GSGA, you have up to 5 to 10 days to submit all paperwork to the appointed Business Specialist once the travel has been completed. If the process of submitting your paperwork has not started within 5 to 10 days, your approval for funds will be waived. If incorrect and/or untimely paperwork is submitted after 5 to 10 days, then your approval for funds will be forfeited. Untimely, disorganized, or consistently incorrect paperwork will be determined by the appointed Business Specialist.
  • The business specialist has a right to her reimbursement timeline and requirements.
• If there is an additional funding source other than GSGA funds then the funding reimbursement process may occur through an external department. Please ensure you fill out the form accurately in regards to if there are other funding sources. Not disclosing all funding sources may result in a revocation of funding.
  • Priority in funding will be given to students without any other funding sources.
• Requests must be made for events and travel that will be taking place in the same academic semester. Exceptions can be made for travel/events occurring in the first week of each semester.
• GSGA reserves the right to allocate funding as it deems appropriate to students and organizations based on available funds. Meeting the Funding policy qualifications deems you eligible to receive funding but does not guarantee it.
• Any incorrect or false or undetailed information on the funding request form may result in revocation of funding.
• All Student Activity Fund uses must adhere to the Business Procedures Manual of the University System of Georgia. The most up-to-date requirements can be found here.
• Per AU Guidelines, any reimbursements for Faculty, Staff,  and Students that are ordered from a vendor the shipping address must be to an Augusta University address only to be reimbursed.