Senate Funding Guidelines 

Funding Requests 

Preparing for the Funding Meeting 

Remaining Budget 

Funding Board Meetings 

Graduate Organization Funding 

Funding Guidelines 

To complete the Finance Wizard badge on LakerLink:

1. Log in to LakerLink (www.gvsu.edu/lakerlink)
2. Once you have signed in go to Activities on the menu
3. Search and select Finance Wizard
4. Complete the training and achieve the badge.

To apply for Organizational funding on LakerLink:

1. Log in to LakerLink (www.gvsu.edu/lakerlink)
2. Once you have signed in with your student email login, go to the Organizations tab in the menu on the left-side of LakerLink. Search for your organization and click into it.
3. Click the Financial Tab within your organization
   1. If you cannot see this tab, you are not listed as a Leader or Manager of your organization on LakerLink. Please contact [email protected] to have this corrected.
4. Click the create request button next to the funding type you are looking to apply for. ***ONLY the funding your organization type is eligible for will appear. (i.e. Travel will not appear as an option for Greek Organizations.)
   1. Programming is for events open to all students
   2. Travel is for conference registration, individual flights, competition fees, and vehicle rentals. 
5. Confirm the funding form you would like to complete by clicking it.
6. Enter the request title
   1. Programming - should be the name of the event, does not need to include the organization name.
   2. Travel - name of conference/competition/event you are looking to attend.
7. Complete the intake form with information about the request and click the blue Submit button. 
8. Read over the funding instructions and check that you understand them. Click the blue Submit button.
9. Enter expense line items individually.
   1. Each expense/vendor must be it’s own expense item.
   2. Each item must be named and have a link or supporting document showing the cost/vendor.
10. Click the blue Submit button and wait for the request to be reviewed.

After the request is submitted...

1. Finance Assistant reviews and makes any edits needed based on the Guidelines.
2. Assistant Director of Student Organizations reviews and edits based on checks on vendor/item status in purchasing systems.
3. Chairperson of Allocations reviews and decides steps moving forward.
4. Invitation is sent to present on LakerLink and to your student email. You must then confirm you have received the invitation in LakerLink to confirm you are on the agenda for the Allocations Committee meeting. 
5. Committee reviews the funding request and instructions are sent on LakerLink and to your student email with steps moving forward. You must then confirm you have received the purchasing instructions. 
   1. The awarded funds will show for the organization on LakerLink in the Organization’s page under Financials. 
6. Office of Student Life will indicate when purchases are made and adjust cost (i.e. Amazon prices, pizza delivery charges, etc.). Final approval numbers are updated and reflected on the Organization’s LakerLink page under Financials.  

If the request is for programming or competition fee funding, after the request has been submitted, the Student Senate Chairperson of Allocations will schedule you for a presentation to the Allocations Funding Board. The Funding Board only meets on Fridays at 1:30 p.m. when classes are in session during the Fall and Winter academic semesters. You will receive all communication from [email protected] to your student email and in LakerLink. You MUST confirm the invitation on LakerLink to be on the meeting agenda. If you or your RSO have any questions, please email the Finance Assistants at [email protected]. 

Individual Travel Requests are now completed by the President/Financial officer of the organization for all individuals the organization would like to submit for funding in one request. Individuals are still required to complete the Travel Passport before traveling.

To complete the Travel Passport badge on LakerLink:

1. Log in to LakerLink (www.gvsu.edu/lakerlink)
2. Once you have signed in go to Activities on the menu
3. Search and select Travel Passport
4. Complete the training and achieve the badge.

To be used by undergraduate students registered to a student organization who want to request virtual or in-person professional development opportunities. Only to be used for registration with a per person cost; for example, the price of one student to attend a virtual conference.

***REIMBURSEMENTS WILL NOT BE AN OPTION.

• In order to be reviewed, the RSO President/Financial Officer must send an email to the Office of Student Life Finance Assistant, [email protected], with the name of the students approved to utilize the funds.
• Only five different students are eligible to receive funding on behalf of the organization (max of $500 for each student)
• Students can use these funds on behalf of any organization once per academic year
• Each student must submit their own funding request

*Club Sports has a separate funding form*

To be used by undergraduate RSOs requesting funds for on-campus events

• Bring all supporting documents to the Funding Board meeting, such as Catering Quotes, Room Reservations, etc. If necessary documents are not available at the time of the meeting, the request will be tabled.

To be used by undergraduate RSOs requesting funds for traveling to off-campus events or programming. 

• Event justification should be included in form submission to be reviewed by Vice President of Finance for Student Senate and Assistant Director of Student Organizations.
• Funding will not be approved until the vehicle is approved within the funding form by the Office of Student Life.

Organization Entry Fee / Tournament Fee / Annual Dues

To be used by undergraduate RSOs requesting funds with a group cost/flat fee to attend an event.

*Club Sports has a separate funding form*

2025-2026 Timeline for Funding Requests

During the Appropriations meeting, you will most likely be asked the following questions (that relate to your request). Please review them below and be prepared to answer them.

• How will this event benefit Grand Valley State University?
• Has your organization done any fundraising?
• What funds are your organization paying for?
• Do you have a set number of participants that want to attend?
• Why is this event so important to your organization to get funding?
• Has the Appropriations Funding Board funded this event in the past?
  • If so, how much did we fund?
  • If not, why did we deny the request?

This resource illustrates the remaining funds in each organization category (check LakerLink for your organization's category). This resource will be updated weekly.