Individual Funding Information


How to Apply for Individual Funding

The individual funding application can be found on the ShockerSync website. To apply:

  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.

The following must be uploaded and submitted with the application (the upload portal is available in the application on ShockerSync):

  • Letter of Recommendation: generally from an advisor that is familiar with the applicant's academic ability and can speak to the merit of the funding request.
  • Letter of Acceptance to the Conference: generally in the form of an email confirmation that can be saved as an attachment or screen shot.
  • Conference Description: generally in the form of a screen shot of a web page, or can be a typed document by the applicant.
  • 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.

Sanctioned Student Travel Registration Form:

Attach in the form of a PDF. This form is to maintain the traveler's emergency contact information while representing the university.

Further instructions on the Sanctioned Student Travel Registration Form:

Complete the Student Sanction Travel Form here. Once submitted for approval, this should redirect you to your form submissions. 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.


 Links to Required Documents:

W-9 (required with application)

W-8BEN (required with application-international students)

**The W-9 or W8BEN are required for reimbursement.  


Key Guidelines for Individual Funding:

  • Funding may be allocated for reducing the costs related to a student’s participation in an academic or professional conference
  • Any currently enrolled student is eligible for Individual Funding
  • Requests must be submitted 45 days prior to first date of travel
  • No funds shall be allocated for:
    • Inherent costs of being a student
    • Food, clothing, or recreational activities
    • Publication costs
  • The total reimbursement for individual travel will not exceed the approved amount and actual expenses incurred
  • 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

The Individual Funding process and guidelines are outlined in Statute 027, Section 1 of the Legislative Journal. Below is a link for reference:


Funding Limits:

  • Registration - $100 maximum
  • Lodging - $200 maximum
  • Transportation:
    • Domestic - $300 maximum (includes Hawaii and Alaska)

International - $1,000 maximum


Legislative Process for Individual Funding:

  1. Submit application through ShockerSync
  2. Treasurer 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
  6. Submit application through ShockerSync
  7. Treasurer reviews application for basic requirements
  8. Applicant attends a Budget and Finance Committee Hearing
  9. Budget and Finance submits a funding recommendation to the Senate
  10. Senate votes on the funding bill
  11. Applicant attends conference
  12. Applicant submits receipts to the Treasurer and the reimbursement is processed

Steps 1-5 can take several weeks as it depends on the number of funding applications submitted. The reimbursement process takes about 2-3 weeks.


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.


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 through email for the Summer Budget and Finance Committee to review.

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


Contact Info

The SGA Treasurer can be contacted with questions about the funding process at sgatreasurer@wichita.edu and 316-978-7062, or during the Treasurer’s office hours, listed under the Executive Branch on the website.