GPSS Senators from each department are encouraged to apply for departmental funding to provide funds for events or items that will benefit the students of a particular department. It is important to note that the useful life of funded items should be more than one year. In the past Departmental Allocations have typically been used to fund items such as: microwave ovens; magazine/periodical subscriptions; refrigerators; digital cameras; and departmental events.

Only GPSS senators at the UW Seattle campus may apply for departmental allocations.

To be announced.

• Poll your constituents about items for the department through a combination of the following means:
  • Vote of a representative departmental government
  • Student survey via Catalyst
  • Student-wide vote
  • Direct student solicitation
• Review the funding policies outlined below
• Download and fill out the Departmental Request Application Form
• Print application and secure your department budget coordinator's signature.
• When filling out the application form, please ensure the following is provided:
  • Taxes and shipping costs if any are included in the funding amount.
  • The budget number to which funds need to be transferred (the budget number can be obtained from the departmental budget coordinator)
  • The email address and signature of your Departmental senator(s)
  • The email address and signature of your Departmental budget coordinator
• Provide some supporting documentation to substantiate the amount of fund requested such as a cost estimate from a vendor or a price quotation from a website
• Submit printed application form and supporting documents to GPSS at HUB 300 or through campus mail at Box 352238. Also email the application (without the signatures) to gpsstres@u.washington.edu
• Attend the GPSS Finance & Budget (F&B) Committee meeting as advised by the GPSS Treasurer.

The GPSS, in consultation with the University has created several funding policies, to govern the use of state funds in the Departmental Allocations process.

• The funds cannot be allocated retroactively (i.e. there will be no reimbursements for purchase made prior to funding approval).
• Allocations approved by GPSS must be transferable to a University of Washington budget number other than those controlled by GPSS. However, if needed, exceptions can be considered.
• GPSS will hear and fund requests only from Seattle campus degree-granting departments.
• Items obtained through departmental allocations must be properly stored and maintained by the requesting department.
• The recommended limits for Departmental allocations based on department size are as follows.
• Good attendance at GPSS Meetings may be considered while evaluating requests

• Direct support of the instructional mission of the University; this includes the purchase of materials for program operations.
• Gifts or loans of any type.
• Purchase of food or beverage of any type.
• Student travel except for departmental retreats. Retreats must meet the following guidelines:
  • Must have an academic or professional component
  • Be in a location appropriate for the activities being planned
  • Be open and accessible to all students in the department
• Lobbying activity to influence legislation.
• Endorsements of any political candidate or initiative.
• Off-campus events except for departmental retreats as defined above.

• All revenues generated by a GPSS sponsored event should accrue back to GPSS (Proportionately if GPSS is not the sole funding source).
• Out-of town guest speakers or performers whose travel costs are being paid by GPSS cannot hold additional speaking/performance engagement in the Seattle vicinity during their visit unless the GPSS Finance & Budget Committee agrees in advance.

• Any event funded by the GPSS must be publicized sufficiently and identify the GPSS as a funding source. This requires the prominent display of the GPSS logo on all the publicity. Click here to download the GPSS logo. At all events, introductions must mention GPSS sponsorship. If the publication is editorial in nature, you must use the disclaimer: "All opinions expressed herein are the opinions of the (signed author, student organization, etc.) and not necessarily those of GPSS".
• All publicity must comply with the Americans with Disabilities Act (ADA) of 1990. Contact GPSS Treasurer or see website for ADA statement.
• All publicity must clearly state any broader local, state, national, or international affiliations of the organization putting together the event.
• Publicity designs must be submitted to the GPSS Treasurer before printing.
• Off-campus advertising for GPSS-funded events is prohibited, unless agreed to in advance by the GPSS Finance & Budget Committee.

Completing the Transfer

Once funding is approved by the Finance & Budget Committee, the GPSS Treasurer will work with your department budget coordinator to make the money available for purchase. Departments often handle this process differently, either making the purchase on your behalf or reimbursing you after the fact. GPSS will work with you to make this process as soon as possible.

All events funded by GPSS must use the GPSS logo in their advertisements and must include the following language regarding disability access in accordance with the American Disabilities Act:

To request disability accommodations, contact the Office of the ADA Coordinator, at lest 10 days in advance of the event. (206) 543-6450 (voice); (206) 543-6452 (TDD); (206) 685-3885 (FAX); access@u.washington.edu (email).

Please email the GPSS Treasurer.