FUNDING
FINANCE COMMITTEE
Elaine Sotherden|Mathematical Sciences
(Finance Committee Chair)
Smriti Bhargava|Economics
(Director of Finance)
Miranda Klees|Microbiology
Hugh Geller|Mathematical Sciences
Surya Sharma|Computer Engineering
Moses Namara|Human-Centered Computing
Dennis Lee|Engineering and Science Education
Michael Spagnuolo|Chemical Engineering
Unaiza Uzari|Chemistry
(Senate Secretary)
Guidelines for Funding
1. OBTAIN ORGANIZATION RECOGNITION

Your respective organization must be recognized by the Graduate Student Government at Clemson University (GSG). Only organizations that are currently recognized will be available in the selection box on the funding request form. If your organization loses it recognition status, your organization must wait 60 days from the date or de-recognition to apply for re-recognition through the GSG Senate. If your organization were to lose its recognition status after receiving funding for an event, GSG WILL still fund the event in question, but your organization could not receive additional funding until it is re-recognized.

2. COMPLETE THE FUNDING REQUEST

To apply for funding, click on the Apply for Funding link and complete the funding request. The form must be completed by a graduate student, not a faculty advisor. Once you have completed the request you will be taken to a confirmation page.

Note that your funding request should specifically declare/discuss

  • All anticipated costs as line-itemized items
  • Total anticipated event cost
  • Current organization funds
  • Organization contribution to the event
  • External contribution to the event (e.g. departments, co-sposering organizations)
  • Specific fundraising at or for the event
  • Intended event audience and plan for advertising open-to-the-public events
  • Number of Clemson graduate student* organization members (TigerQuest)
  • A record counting the number of Clemson graduate student* attendees
  • Order of preference foe line-itemized cost
  • *This excludes undergraduate students and non-graduate student family and friends.

Additionally, note that the Finance Committee

  • DOES NOT consider funding for community aid events, as these types of events have a separate application process and
  • DOES consider funding events that encourage organizations’financial independence.
  • DOES consider funding registration fees for professional development activities.
  • By precedent, DOES NOT fund speaker-related costs, as it is difficult to equate these directly to the benefit of graduate students
  • By precedent, DOES NOT fund “paper” products, including advertising costs (paper or electronic) or table products (plasticware, tablecloths, etcetera).
  • By precedent, DOES NOT fund “transportation” costs, including gasoline and car rental.
  • By precedent, DOES NOT fund “hotel” costs, as these are not directly identifiable as graduate student events.

APPLICATION FOR GSG ORGANIZATIONS FUNDING

3. MONITOR THE FUNDING REQUEST STATUS

After completing the funding request, your information will be available in the Funding Request History which will allow you to follow the status of your request. You should return to the funding request history to check the status. The following are status types:

Pending - You have submitted your funding request to the Finance Committee for review. The finance committee chair will contact you for a time to attend a funding hearing and answer questions for the Finance Committee. You need to attend the funding hearing on the date closest to the date of your event; this is maximize the funding we can allocate throughout the semester/academic year.

Pending Senate - The Finance Committee has recommended some funding and that recommendation has been sent to the GSG Senate for approval. Note: DO NOT assume that the Finance Committee approved the full amount of your request; make sure you view the full request. At this stage, your funding is NOT guaranteed.

Approved - Your funding request has been approved by the GSG Senate as a funding bill and has been signed by the Student Body President. Funding will be designated to specific line items. Start the reimbursement process after your event has occurred. Funding will also be contingent on the submission of an Excel spreadsheet containing the names and CUIDs of Clemson Graduate Student attendees.

Denied - Your funding request has been denied. This can occur at the Finance Committee level or at the level of the GSG Senate. Once a funding request is denied, the process for applying for funding for the event in question is over; denied funding requests cannot be appealed.

4. REIMBURSEMENT FOR EXPENSES

Once your funding request status is "Approved" and your event has occurred, you may begin the process of getting reimbursed. You MUST take the following actions:

  1. Submit electronic copies of ITEMIZED receipts to the GSG Treasurer (gsgtres@clemson.edu). Failure to submit itemized receipts to the GSG Treasurer by your receipt due date will cause a denial of funding reimbursement for the event in question; this funding WILL NOT be restored. Note that non-itemized receipts are not eligible for reimbursement. After the Treasurer receives your receipts, he or she will unlock your funding request for reimbursement by the Student Affairs Business Office.
  2. At the same time, complete the Student Affairs Reimbursement Form (located under Forms ), and turn in original itemized receipts with the form to Julie Garica in the Student Affairs Business office in 804 University Union. Please allow up to two weeks for reimbursements to process.

Important Considerations

If you submit your receipts to the Student Affairs Business Office but do not email electronic copies to the GSG Treasurer, then you will not be reimbursed; the Student Affairs Business Office cannot see your reimbursement until the Treasurer unlocks the request. Again, failure to turn in itemized receipts to the GSG Treasurer by the receipt due date will result in denial of funding reimbursement for the event, and all receipts must be ITEMIZED. Funding denied due to failure of receipt submission WILL NOT be restored.

Funding will also be contingent on the submission of an Excel spreadsheet containing the names and CUIDs of Clemson Graduate Student attendees.

Be certain of the receipt due date for your event. You must turn in receipts to both the Student Affairs Business Office (physical originals) and the GSG Treasurer (electronic copies) by these dates. RFF

Your receipt due date is determined as follows:

  1. If your event has not occurred by the day of your finance committee hearing, then your receipt due date is fourteen (14) calendar days from the date of your event.
  2. If your event has already occurred by the day of your finance committee hearing, then your receipt due date is fourteen (14) calendar days from the date your funding bill passes the GSG Senate.
  3. If, in either case, the last day of the fall or spring semester occurs within the aforementioned fourteen (14) calendar days, then your receipt due date becomes the last day of the fall or spring semester.

That is, your receipt due date is the earliest of: 14 calendar days after the event date, 14 calendar days after the senate approval date, last day of the fall/spring semester.

TERMS AND CONDITIONS

This is an official request by a recognized graduate student organization to receive funding from the Clemson Graduate Student Government (hereinafter GSG). By submitting this funding request to the GSG, I do affirm that all of the information contained within this application and any supplemental materials is correct to the best of my knowledge as of the date of this application.

By submitting this funding request to the GSG, I do affirm that I have read and understand all of the requirements set forth by the GSG for maintaining status as a recognized graduate student organization and for receiving allocated funds from GSG. Furthermore, I agree to ensure my organization abides by all of the requirements and regulations set by the GSG for retaining recognized status. I understand that if my organization does not abide by GSG requirements and regulations, the organization will lose recognized status and all monies allocated to the organization.

By submitting this funding request to the GSG, I agree that the GSG does not guarantee funding to recognized organizations even upon submission of this funding request. I understand that GSG reserves the right to fund completely, fund partially, or not fund any item specified within this funding request. I affirm that I have read the information on the Procedures page of the Funding Request Service and understand the process for review, approval, and reimbursement.

I further understand that if I have received and/or applied for a Professional Enrichment Grant, then I may not apply for the same funding through this service. If I apply for funding through this service, then I understand that I may not apply for funding through the Professional Enrichment Grant Application Service (PEGAS). I understand that applying for and/or receiving funding from both sources is a violation of GSG finance policies and can result in suspension of organization funding privileges, derecognition of the said organization, and, in special circumstances, charges filed with the Clemson University Office of Community and Ethical Standards.

I have read and understand the Clemson University policy on alcohol use by student organizations and will file appropriate paperwork with all required offices on campus and will obtain all required signatures. I will retain a copy of my authorizations and have this information available at the said event if it is requested by a Clemson University official or a law enforcement officer.

CLEMSON UNIVERSITY ALCOHOL POLICY

If your organization is serving alcohol at your event, then you are required to disclose this information. Failure to abide by Clemson University Organizations alcohol policies is punishable by organization and individual (student) suspension up to (and including) expulsion from the university.

Graduate Student Center
602 University Union
Clemson, SC
29634