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.

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:

Fall: Thursday, November 21, 2019 at 11:59 p.m.

Winter: Thursday, February 27, 2020 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 will the Student Club Funding provide reimbursement for? 

a. Non-Academic (social) events
b. Academic (Industry or networking) events
c. Fundraisers (please note: raffles are not permitted on campus)
d. Special projects (training, equipment and marketing)
e. New club start-up events (a new clubs very first event)

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.

Before you apply:

1.       If you’re applying for Event Reimbursement Funding (academic events or non-academic (social) events) you must complete an event proposal form on Switchboard and have it approved by the Clubs Coordinator.

2.       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. 

3.       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.

To apply, access the SWITCHBOARD and follow these simple steps:

Go to:  switchboard.saitsa.com and access your Club Dashboard.

Click on “Forms” under “Leader Forms”, and fill out & submit the following form

·         Reimbursement Funding Application

After you apply:

If your application is associated with an event, please ensure that a “Post-Event Summary Form” is completed and submitted on Switchboard, shortly following the event date.

Your application will not be considered complete without the submission of a “Post-Event Summary Form.”

All applications will be reviewed by the Clubs Committee within three business days of the Reimbursement funding deadlines.

Have concerns and/or questions? Contact Us!

Husson Zaman, Clubs Coordinator
husson.zaman@edu.sait.ca
403-284-8622
Saitsa  Resource Centre
MB216, Saitsa Clubs Centre
Office Hours: 9 a.m. – 4:30 p.m., Monday – Friday