Budgets and Funding

Requesting funding and use of allocated funds

Registered graduate and professional student groups can submit a proposal for university funding to support proposed events.

The university fiscal year runs from July 1-June 30. The final date for student groups to spend funds is May 15. There is no university funding provided for events or programming from May 15 through the beginning of the fall academic term, unless a group receives written approval to host an event.

The budget proposal must include the following:

• A list of events or programs which includes: purpose, alignment with the group’s mission, and a  line-item budget for proposed expenditures (food, housekeeping,etc)
• List of other anticipated sources of income for that event (e.g., ticket sales. fundraising).
• Number of WashU graduate and professional students who will benefit from the program. University funding will be disbursed in consideration of the group size as well as attendance at its programs.
• Indicate if the event is limited to official members or open to non-members in the broader graduate and professional population.
• A reasonable and feasible implementation plan and timeline.

Completed and detailed budget proposals are more likely to lead to approved funding. Your event or program budget must be approved before any expenses are incurred.

Once funds are allocated to the group, it is the group’s responsibility to spend them in accordance with the approved line-item allocations. The group treasurer is responsible for tracking all income and expenses and meeting regularly with Campus Life to review account balances.

Changes in use of line items funds require prior authorization; requests for changes should be emailed to Student Involvement prior to the event. Use of funds for reasons other than those approved in the budget, or failure to follow processes outlined in this Guide regarding the use of institutional funds, may result in a suspension of funding privileges for the group(s) involved.

The intentional misuse of funds, funds not used in accordance with all applicable university policies, or use of funds for personal benefit will result in referral to the Office of Student Conduct & Community Standards. The university may also pursue other legal remedies.

Account types

University-wide graduate and professional student groups are eligible for one or both of the following different university accounts:

Operating Account

Any approved university funds will be placed in the operating account for your group. Payment of expenses and deposits will be made by staff in Campus Life.

These funds support approved expenses for planned events and programming. With the exception of the registered group fundraising account or gift account, funds do not carry forward from year to year. 

Fundraising Account

The Fundraising account is used to deposit money your group raises through events, sales, or services where those making the donation receive a tangible benefit (e.g., membership dues, merchandise, tickets, or services). Fundraising may be undertaken by registered graduate student groups to fund approved planned events or to supplement budgeted programs (funds are collected through CASHNet). Fundraising plans must be discussed and approved in advance with your Campus Life  advisor to ensure compliance with university policies.

Only deposits of cash or checks earned from fundraising can be deposited in this account. Groups are not allowed to solicit funds from donors or other external sources without advance written permission from the university.

No Outside Bank Accounts

Registered groups, upon approval, should make arrangements to transfer any group funds held in an outside bank account to a university account. Evidence of an outside bank account will result in a freeze being placed on the student group’s account and possible denial of future funding.

Allowable and unallowable expenses

Allowable Expenses	Non-Allowable Expenses
Food	Ride shares/Taxis
Non-alcoholic beverages	Design fees
Wine and beer and bartending services in accordance with all WashU policies (from fundraising account only)	Website fees
Printing Costs (more than 100 copies)	Printing Costs (less than 100 copies)
Mileage when driving outside St. Louis in accordance with university policy	Gift cards
Lodging/Campsite Fees	Hard alcohol
Consumable event supplies	Conference travel/professional membership fees
Space/rental fees	Typical non-consumable equipment: cameras, board games, outdoor games, large holiday decorations, books
Equipment rentals related to event programming (e.g. photo booth)	Charitable donations
	Expenses related to airport transportation

Awards, honoraria, swag, gifts

In specific instances, graduate and professional student groups may consider the use of a recognition award or prize at an event, such as research competition. Group officers must contact Student Involvement in advance; failure to obtain prior approval may result in non-reimbursement.

Honoraria cannot be given to current students, faculty or staff.

Graduate and professional student groups that are interested in purchasing small, branded promotional items or giveaways (e.g., small tote bags, phone cases, stickers, etc.) make that request with their semester budget request. Such items should not exceed $5 per person. Any branded items must comply with University Marketing guidelines and be shipped to the Campus Life office.

Requesting reimbursement

Requests for reimbursement for graduate and professional student groups must be turned in within 14 days of the event/purchase.  Please submit your request using the online reimbursement request form.

1. Please submit your request using the online reimbursement request form. It will route to your treasurer for approval.

• You must include the original itemized receipt (which includes business name and contact information) showing what was purchased and proof of payment.

• If your event had 13 or fewer attendees, you must list the names of all attendees on the form.

• Always break out any taxes) at the bottom of the form.

• The form will ask for your treasurer’s WashU email address; the form will route to the treasurer for approval. If the treasurer is being reimbursed, the president will need to approve the expense.

• If you are being reimbursed for mileage, always submit a map with starting and ending locations and driving directions with your reimbursement request.