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

Student Clubs Reimbursement Funding Deadlines:

• September 24, 2021 at 11:59 p.m.
• October 29, 2021 at 11:59 p.m.
• November 26, 2021 at 11:59 p.m.
• January 28, 2022 at 11:59 p.m.
• February 25, 2021 at 11:59 p.m.
• March 25, 2021 at 11:59 p.m.
• April 29, 2021 at 11:59 p.m.
• June 10, 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.

• Industry Nights
• Lunch and learns
• Club outings
• Club field trips
• Other events, as approved by the Clubs Coordinator

• Unapproved events
• Team meetings
• Club apparel

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 standing. You cannot rely on Saitsa Club Reimbursement Funding to cover the costs of an event.

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

Please ensure that all criteria of the application are met. If there are any missing documents your application will not be approved, however you can apply for reimbursement again with the complete documents at a later Reimbursement Funding Deadline during the school year.

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?

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.

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.

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.