Student Club Reimbursement Funding

Saitsa wants to give your club money!

Through the Student Club Reimbursement Funding Program, Saitsa allots a certain amount of funding each year to assist clubs by reimbursing the cost of their event, fundraiser and/or special projects. Students can apply for this funding in advance of their event, fundraiser and/or special project HOWEVER, clubs can ONLY receive the reimbursement after the event has occurred, the costs for the event has been fully covered by the club account, and the application has been completed.

Reimbursement Funding Frequently Asked Questions

Who can apply?

Clubs can only apply for reimbursement for an event that occurred within the current fiscal year. Multiple funding requests for the same event will not be accepted. Clubs may apply any number of times per funding deadline for reimbursement; however, approval will be subject to funds available.

There are two different times throughout the year (one each semester) to apply. The application deadlines are listed below.

Student Clubs Reimbursement Funding Deadlines:

Tuesday, September 1st , 2020 at 11:59 p.m.
Tuesday, December 1st, 2020 at 11:59 p.m.
Monday, March 1st, 2021 at 11:59 p.m.
Tuesday, June 1st, 2021 at 11:59 p.m.

*Deadlines and the number of funding periods are subject to change from year to year; all deadlines are to be posted online and be made accessible to Club Executives.

What qualifies for Reimbursement Funding?

Bowling
Lunch and learns
Club outings
Club field trips

What doesn’t qualify for Reimbursement Funding?

Events that make a profit
Team meetings
Club apparel

What do I need to apply for Reimbursement Funding?

Event Reimbursement Funding (academic events or non-academic (social) events)

Approved Event Proposal – Submit the Event Proposal Form here!
Post-Event Summary form
Itemized Receipts
Written Proposal
Costs of the event covered by your club bank account

Special Projects

Itemized Receipt
Written Proposal
Costs of the event covered by your club bank account

New Club Start Up Event

Budget for Event
Written Proposal

Make sure your club is in good financial standings. You cannot rely on Saitsa Club Reimbursement Funding to cover the costs of an event.

Purchases for an event are too made from the club bank account with a “Cheque Request Form,” and then, if you decide to apply for the “Club Reimbursement Application,” your club bank account can be reimbursed by Saitsa if your application is approved.

Please ensure that all criteria of the application are met. If the written proposal attached to the does not meet the word-count expectation, your application will not be considered.

What do I need to include in the written proposal?

Saitsa wants to give your club free money so let us know:

What was the purpose of your event
Why should Saitsa give your club money
How did club members/individuals benefit from your event

Does the club need to complete a check request before receiving Reimbursement Funding?

Yes. The club should have all costs associated with the event covered by the club of bank accounts prior to receiving Reimbursement Funding. The only exception to this is New Club start up Reimbursement Funding.

What if my event is future dated?

It’s recommended that you submit your application for Reimbursement Funding after the event has happened. We have added extra Reimbursement Funding cycles so that this can be done easily.

However, if your event is future dated and you are applying for Reimbursement Funding, submit all of the elements that you can such as the event proposal, budget and the written proposal. Once your event has occurred, please submit your itemized receipts and your post event summary form within two weeks.

How much will this funding cover?

Saitsa may provide the following funding amounts:

a. Non-academic (social) Events: up to 50% of the estimated event cost, to a maximum of $1000, subject to funds available

b. Academic Events: up to 100% of the estimated event costs, to a maximum of $1000, subject to funds available.

c. Fundraising Events or Special Projects: up to 50% of the estimated event or project cost, to a maximum of $1000, subject to funds available.

d. New Club Start-Up Events: up to 100% of the estimated event cost, to a maximum of $500, for any type of event intended on attracting a membership to a new club. This type of funding is only available to new clubs, may only be used once and must be used within the same fiscal year as a new club’s registration. This is the only funding Saitsa offers that can be deposited into the club account prior to the event date, and can be used to directly pay for an event.

If you have any additional questions about Reimbursement Funding, please contact the Clubs Coordinator at saitsa.clubs@edu.sait.ca