The Funding Process in a Nutshell

The GSC considers funding reimbursement requests in four steps:

1. Submission:
   Prior to incurring expenses, funding requests are made to the GSC. The appropriate application forms can be found here.
   
   
   Deadlines
   The GSC considers group funding requests three times each academic year. For the 2007-08 academic year, the deadlines to submit funding request applications are:
   
   
   • For the November meeting: October 24 2007
   • For the February meeting: January 23 2008
   • For the April meeting: March 19 2008
     
     
   All applications are due at 5 p.m. Eastern Time.
   
   
2. Budget Committee Recommendation:
   During the two weeks prior to the November, January, and March GSC meetings, the Budget and Funding Committee (which includes the GSC Treasurer) examines all the student group funding requests received and determines funding recommendations to be presented to the full GSC at the upcoming funding meeting. Funding requests are granted only for groups that submitted a complete application by the deadline.
   
   
3. Recommendation Presented for Vote at GSC Open Meeting:
   In each of the three open meetings, the Budget and Funding Committee and the GSC Treasurer present the proposed funding for each group. The GSC determines the reimbursement commitments that will be made, based on a vote from all the members present.
   
   In addition to submitting a complete application by the deadline, at least one student representative from each group must attend the GSC meeting when funding decisions are announced in order to secure the funding.
   
   
4. Reimbursement:
   Upon submission of original receipts (when applicable, both the merchant receipt and the credit card receipt) must be submitted to the GSC Treasurer (dropped in the GSC mailbox, 3rd Floor Dudley House), the GSC submits vouchers for reimbursement in the group's name (not in an individual's name) to the University offices in Holyoke Center. All recognized GSC student organizations must have a TIN (Tax Identification Number) and bank account. Because payments to groups must be reported to the Internal Revenue Service (IRS) as income, the social security number of individuals is not accepted. Moreover, Holyoke Center will only mail the reimbursement check to a university address (dormitory or home addresses are not acceptable). Please submit your receipts as soon as possible after the event as receipts that are more than 60 days old cannot be reimbursed by virtue of a university-wide rule. In order to expedite reimbursement, please use this form to itemize your receipts.

Reimbursement requests received after an event has occurred are NOT encouraged, and do not receive special consideration. A GSC commitment to reimburse lapses at the end of an academic year (June 30th).

Fundable Activities

The GSC will reimburse for expenses actually incurred in two categories:

1. Operational Expenses: (EDITABLE PDF FORM 1)
   
   These include:
   • Expenses related to regular group meetings (copying, postage, refreshments [but NOT meals])
   • Expenses related to publicity which advertises the existence and purpose of the group (informational pamphlets, flyers, etc.)
   • Expenses related to ongoing or regular events (discussions, video screenings, workshops, receptions)
   ***Form 1 must be completed for all funding requests.
   
   
   
2. Special Event Reimbursements Only: (EDITABLE PDF FORM 2)
   
   • Normally, special events appeal to more than one department and may include guest lecturers, academic conferences or parties. The GSC must be listed as a "contributor" in all special event publicity for which it makes a reimbursement commitment.
     
     ***This form is necessary ONLY if funding is being requested for a special event, separate from normal operational expenses. Complete a separate form FOR EACH special event. Only one copy of Form 1 is necessary.
     

The GSC will automatically commit to support newly recognized organizations with up to $200 for start-up expenses.

For instructions on how to download, fill out, and upload the editable PDF application forms, see the complete Application Procedure.

With Adobe Acrobat Reader, you will only be able to print the form, but not save it. You will need Adobe Acrobat Professional to Edit and Save your form for upload. This software is available for free for all Harvard Students, accessible with your Harvard PIN. Click Here for instructions.

Criteria for Funding Decisions

The GSC uses objective criteria to determine the extent of its commitment to reimburse. The following suggestions should be taken into consideration when preparing a funding application.

Groups that:

• Organize events that are targeted towards a large community (many GSAS students, across different departments)
• Actively seek other sources of funding
• Make efforts to cut the costs (least expensive hotel and form of transportation for speakers at conferences, etc.)
• Publicize their events properly (GSAS Bulletin, Dudley House, dormitories)
• Submit correct forms and put effort in the application
• Submit detailed budget proposals
• Submit concise materials about events organized in the previous year
• Submit outline of previous year’s budget (expenditures, sources of funding, etc.)
• Applications for funding before the events takes place are generally looked upon favorably and receive priority.

• Expensive (catered) food. However, funding can be obtained for specific food events (example: a traditional food fair, open to the whole GSAS community)
• Group luxury (examples: dinners or trips / outings specifically designed for members)
• Honoraria or gifts for speakers at conferences. Exceptions can exist (example: when the entire existence of a conference depends on a speaker who expects a payment)
• Expenses related to bank accounts. Student groups are encouraged to get free accounts at Harvard University Employees Credit Union
• Expenses related to web accounts or general website management. All GSAS student organizations are eligible to receive free basic account services from the Harvard Computer Society per agreement between GSC and HCS
  
  

Publicity Expectations

The GSC requires that groups which receive funding from the Graduate Student Council indicate GSC sponsorship in their publicity efforts. Failure to do so will be a factor in determining future GSC support of a group or activity.

Groups are also required to make an effort to publicize their events to the entire GSAS community. Groups are expected to publicize their events in the GSAS Bulletin whenever possible and to poster on the appropriate bulletin boards in Dudley House. Student organizations are also encouraged to take advantage of the many publicity resources throughout the University.

We especially encourage student groups to advertise on the GSC calendar, which we share with the Harvard Graduate Dormitory Council. Please send information for GSC sponsored events you would like advertised on the GSC calendar to the GSC Information Coordinator Patrick Hamm at:

Publicity Information
   GSAS Bulletin
   The Harvard Crimson
   Harvard College Online Calendar
   Harvard Calendar
   (listings also appear in printed edition of the Harvard University Gazette)

Student Organization Resource Guide
   Harvard Undergraduate Council
   Harvard College