Departmental Allocations

 

What are Departmental Allocations?

Departmental Allocations are funds reserved for events or items that benefit students in a given department. The useful life of any item purchased should be greater than one year. Departmental Allocations have typically been used to fund items like microwave ovens, magazine subscriptions, refrigerators, digital cameras, and departmental community building events.

Who Can Apply For Departmental Allocations?

Only GPSS Senators at the UW Seattle campus may apply for departmental allocations. Funding is open to both departments and programs that have Senate representation.

How are funds awarded?

The Senators representing a given department will submit an application form to the GPSS staff. An interview will be arranged between the Finance and Budget Committee and application authors. The committee has an opportunity to ask the authors questions, debate the application and vote on whether and how much funding to award.

How to Apply

  • 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 the application and ask your department budget coordinator to sign it.

  • When filling out the application form, please ensure that the following are 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 funds requested, such as a cost estimate from a vendor or a price quotation from a website.

  • Submit the printed application form and all supporting documents to the GPSS office at HUB 314, or through campus mail at Box 352238, or email the application to GPSS Budget Specialist at gpssbudg@uw.edu.

  • Attend the GPSS Finance & Budget (F&B) Committee meeting as advised by the GPSS Treasurer or Budget Specialist.

Funding Policies

Proposals must meet policies set by both the GPSS and the University of Washington for appropriate use of state funds. These policies include the following:

  • Capital goods funded by the GPSS must be purchased and installed in department facilities by the end of the quarter following the approval of funding. Allocations funded during the Spring Quarter must be purchased and installed in department facilities by the end of the following Fall Quarter, or funds will be revoked.

  • Applications must show evidence of consultation with the student body of the department.

  • Applications must be supported by substantiating evidence of the cost of items to be purchased. This may include invoices, estimates from vendors, or price quotations from websites.

  • Funds may not be allocated retroactively. No reimbursements may be made for costs incurred prior to the approval of funding.

  • Allocations approved by the GPSS must be transferable to a University of Washington budget code other than the codes controlled by the GPSS.

  • The GPSS will only receive applications for funding from Seattle campus degree-granting departments.

  • Items obtained through departmental allocations must be properly stored and maintained by the requesting department.

  • Good attendance at GPSS Senate Meetings may be considered while evaluating requests.

  • Funds may not be used to support the instructional mission of the University including the purchase of materials for program operations.

  • Funds may not be used for purchasing gifts, prizes, or making loans.

  • Funds may not be used for the purchase of food or beverages.

  • Funds may not be used to fund student travel except departmental retreats, under the following conditions:
    • Must have an academic or professional component

    • Be open and accessible to all students within the department

    • Be held at State-owned property

  • Funds may not be used for lobbying to influence legislation, campaigning for a political candidate, initiative, or ballot measure.

  • Revenue generated by a GPSS sponsored event should accrue back to the GPSS. Accrual of revenue may be proportional to the GPSS’ share of funding contributions if the GPSS is not the sole funder.

  • Out-of-town guest speakers or performers whose travel costs are subsidized by the GPSS cannot hold additional speaking or performance engagements in the Seattle vicinity during their visit unless the GPSS F&B committee agrees in advance.

  • The Finance and Budget committee will use the following guidelines in allocating funding, although the committee may allocate more or less funding based on the merits of the application.

  • The Finance and Budget Committee looks favorably on application from departments that have not been funded in the previous year. Such departments may be considered for funding up to 200% of the annual amount listed below.

For Departments/Programs that Share a Lounge Space

  • Only one request per year, per shared lounge will be allowed for an item that can be used by the departments/programs that share the space.

  • The department/program making the request needs to have the approval of all other departments/programs that share the space.

  • The lounge space item(s) request does count as the sponsoring department/program's yearly request.

  • The funding amount for which a request is eligible is based on the number of students in the department/program that is sponsoring the request.

  • Funding amounts are based on the current guidelines (see below).

  • Joint requests (i.e. applications sponsored by multiple departments/programs that share the same lounge) are looked upon favorably and may be eligible for an increased funding level.

  • Departments/programs that share a space, but are not applying for items that will be shared with the other departments/programs are still eligible for their own funding.  Such requested items may be stored in the shared space.

As a guideline, the Finance & Budget Committee will look to the size of your department when making allocations.  Bellow is a rough guideline.  The Committee will also consider the frequency of funding requests made by the departments.

Department Size

Amount

Department Size

Amount

1-150 Students

$350

301-350 Students

$550

151-200 Students

$400

351-400 Students

$600

201-250 Students

$450

401-450 Students

$650

251-200 Students

$500

Over 451 Students

$700

Advertising Guidelines

  • Whenever possible, capital goods funded by the GPSS must carry a "Funded by GPSS" sticker, as provided by the Finance and Budget Committee.

  • Applicants are strongly encouraged to send "before and after" photos to the GPSS Budget Specialist (gpssbudg@gmail.com), showing capital items installed in department facilities, and bearing the GPSS sticker. Consideration for future funding will rely heavily on fulfillment of the recommendation.

  • Events funded by the GPSS must be publicized to graduate students.

  • Events funded by the GPSS must bear the GPSS logo on all promotional items and media (GPSS Logo).

  • All publicity must comply with the Americans with Disabilities Act of 1990 and include the following notice:

The University of Washington is committed to providing access, equal opportunity and reasonable accommodations in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation, contact the disability services office at least ten days in advance at: 206-543-6450/V, 206-543-6452/TTY, 206-685-7264/F or dso@uw.edu

Completing the Transfer

Once funding is approved by the Finance & Budget Committee, the GPSS Treasurer will work with your department's budget coordinator to make the money available for the purchase.  Different 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 smooth as possible.

Notice of Revocation

Failure to follow any of the above guidelines may result in the denail of funding or the revocation of funding after approval.

Downloads

Questions About the Process?

Please email the GPSS Treasurer: gpsstres@uw.edu.