The Student Government Association processes all funding requests via the Budget Tool on ShockerSync. Please note that all requests must be submitted 45 days prior to first date of travel. Addtionally, please note that the total reimbursement for individual travel will not exceed the approved amount and actual expenses incurred. Finally, individuals may apply for funding once per spring and fall semester (summer funding counts as spring semester), and up to $1,000 in funding per individual may be approved per fiscal year.


 

  1. Go to ShockerSync and log in.
  2. Once you logged in, in the top right hand corner click on the circle with your picture/first initial
  3. Then click "Submissions" in the pop-up sidebar
  4. Under "My Submissions," there are tabs. Click on the "Budgeting" tab
  5. Click on "Create Request" to create a new request
  6. Select “Individual Funding Budget and Uploads”

*Under the "Budgeting" tab, you can view all previous and current Personal Budget Requests.

Documents to Upload

The following must be uploaded and submitted with the application:

  1. Letter of Recommendation: generally from an advisor that is familiar with the applicant's request and can speak to the merit of the funding request.
  2. Letter of Acceptance or Proof of Registration to the Conference: generally in the form of an email confirmation that can be saved as an attachment or screen shot.
  3. Conference Description: generally in the form of a screen shot of a web page, or can be a typed document by the applicant.
  4. W-9 or W-8BEN : necessary for SGA reimbursement if the applicant is approved for funding. The W-8BEN replaces the W-9 if the applicant is an international student. The W-9 or W8BEN are required for reimbursement.  
Sanctioned Student Travel Registration Form

Complete the Student Sanction Travel Form here. Once submitted for approval, this should redirect you to your form submissions. Attach in the form of a PDF. This form is to maintain the traveler's emergency contact information while representing the university. The last column labeled “Action” has a print option. Select the print option, and for the Destination, click the dropdown menu and “Save as PDF.” Submit the PDF to the upload selectionregardless of if the form has been approved or not. If you are not redirected to the page where you can view all your submissions, click on the top right icon with your picture or first initial and on the pop-up sidebar, click “Submissions.” The first tab that appears, “Forms,” should have your submission.

If you are unable to submit any of the required documents, please email the Treasurer immediately.

Funding Limits
  1. Registration - $100 maximum
  2. Lodging - $200 maximum
  3. Transportation:
    1. Domestic - $300 maximum 
    2. International (includes Hawaii and Alaska) - $1,000 maximum
Legislative Process for Individual Funding
  1. Submit application through ShockerSync
  2. Budget and Finance Chair reviews application for basic requirements

  3. Applicant attends a Budget and Finance Committee Hearing

  4. Budget and Finance submits a funding recommendation to the Senate

  5. Senate votes on the funding bill and approved by Treasurer and Student Body President

  6. Applicant attends conference

  7. Applicant submits receipts to the Treasurer and the reimbursement is processed

Please note that Steps 1-5 can take several weeks as it depends on the number of funding applications submitted. 

Submitting Receipts

Receipts must be submitted within 7 business days from the date of return from travel.Receipts can be scanned and emailed to SGATreasurer@wichita.edu in the form of a JPEG or PDF, or receipts can be submitted to the SGA Office in RSC 219. If submitted to the office, receipts must be paper-clipped or submitted in a folder and clearly labeled with the individual’s name and myWSUID.

Receipts must also include a summary of receipts submitted. The summary must include, at minimum, 3 columns: Line item/category of funding (registration, lodging, transportation), total amount per category, and breakdown of each amount submitted. The summary can be in Excel, Word, or neatly hand-written. An example of the summary is here.

If there are any complications with gathering receipts to submit before the 7 business days, please contact the SGA Treasurer immediately.

Reimbursement

It is important for applicants to understand that SGA funding is a form of supplemental funding, not a means of completely financing travel. SGA funding is in the form of reimbursement to the individual, meaning the student must submit all original receipts to the Treasurer to receive the approved amount of money after returning from travel. Receipts must be submitted to the SGA office within business seven days upon returning from travel for the reimbursement to be processed.

Individuals will not be reimbursed more than the amount approved from the Senate, nor will individuals be reimbursed more than the amount spent on the submitted receipts. Additionally, individuals will not be reimbursed more than allocated per each line item. For example, if an individual is allocated $100 for registration and $100 for lodging for a total of $200, but submits receipts for $50 for registration and $150 for lodging, the total amount reimbursed will be $150, not $200.

Please note that the reimbursement process takes about 2-3 weeks.

Summer Funding

To better meet the needs of students, SGA offers Summer Individual Funding. Individuals may apply for Summer Individual Funding if the academic conference occurs between the end of the spring semester and the third fall meeting of next year’s session.

Individuals are only allowed to apply for funding once during the fall semester and once during the spring semester, however, summer funding is considered a spring request (i.e. individuals may not apply for both spring and summer funding).

The application and maximum amounts required are the same as regular individual funding. Rather than meeting for an in-person meeting with the Budget and Finance Committee, individuals will submit information for the Summer Budget and Finance Committee to review.

The Committee prioritizes applicants that are presenting research at an academic conference.

Who to Contact?

For questions, please contact the SGA Treasurer via email at sgatreasurer@wichita.edu