Frequently Asked Questions

Events

GPSA funds approved through a Funding Request for events can be used towards Performance Agreements and University Centers Room Reservations, as long as these expenses are listed on the approved Funding Request. For funding to be used towards these expenses, a TAP for your event will need to be created with the appropriate modules added for these expenses. Please note, attendance lists for your events need to be submitted prior to final approval of payment for these expenses.

Department Purchases

If a partnering Department has made a purchase for your event or department Graduate Student body, please have them communicate with the GPSA Fund Manager, Anna Dickson, regarding access to the supporting funds. An approved Funding Request will be required to access funds. If the approved funds are for an event, please note that the event attendance list will need to be submitted before funding can be accessed by the department.

• A completed Event Reimbursement Form
• A copy of the final approved Finance Bill for your funding request
• Full attendance list for events funded by GPSA (non-event funding does not require an attendance list)
• Itemized receipts of all purchases with payments reflected
  • If payment was made by credit card, make sure that the credit card payment is reflected on the receipt with either the last 4-digits of the credit card number, or a $0.00 final balance with the type of credit card used.
  • If payment is not correctly reflected on the itemized receipt, a copy of a corresponding payment receipt or copy of the card charge from the card statement will need to be submitted along with the itemized receipt.
  • If payment was made by cash, the cash payment needs to be reflected on the receipt.  For high dollar purchases, a corresponding bank withdrawal may need to be submitted along with the itemized receipt.

Event Reimbursements

Most food and event supply purchases are reimbursable through GPSA Finance Bills.  Please keep in mind that money spent on an event must be spent in the manner listed on the approved Funding Request.  For full details of what GPSA can and cannot reimburse, please refer to the GPSA Funding Guidelines page on their website.

Non-Event Reimbursements

As with event reimbursements, money spent must be in the manner listed on the approved Funding Request, and is dependent on the type of funding requested from GPSA.  Items purchased must benefit the general Graduate Student population, and not benefit any individual student.  For the full details of what GPSA can and cannot reimburse, please refer to the GPSA Funding Guidelines page on their website.