The Bureau of Finance allocates grants on a first-come, first-served basis. Non-travel and travel grant applications will be accepted up until four weeks prior to the event, project, or travel.
However, grants funds are limited, therefore does not guarantee funds are available. Student organizations are encouraged to apply earlier than the deadline to allow for maximum funding opportunities.
SGA grants cannot be used for the following: gas, food per diem, alcohol, medications and vaccines, guests, advisors, or coach living arrangements, gas or food during travel. SGA grants CANNOT be used for reimbursem*nts. If you are traveling, this grant cannot be used for rental cars, only WVU bus transportation. SGA grants CAN be used for registration fees, lodging, prepaid food, event catering, advertising, marketing, org supplies, and honorarium.
*To accommodate for the new school year, grant applications (except those including honorariums) will be accepted two (2) weeks prior to the event, project, or travel.
***Any non-travel grant with honorarium which includes entertainment, artist, and speaker fee will need to be submitted eight weeks prior to the event or project.
See past grants provided by SGA here.
Applying For a Grant
The application timelineprovided below allows for a thorough process for our student organizations and university processes and procedure. Please note the different deadlines for non-travel grants vs. travel grants. The Bureau of Finance (BOF) of SGA strives to provide resources to all student organizations at West Virginia University. Grant applications submitted beyond the designated deadline will not be reviewed by the BOF of SGA.
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Fill Out the Grant Application
Your grant request must be submitted at least four weeks prior to your event. If you are requesting funding for a honorarium for a speaker, you must submit your request at least eight weeks prior to the event.
Complete A Grant ApplicationCheck Your Email
After submitting your application, the Bureau of Finance (BoF) will contact you via email to invite you to a meeting.
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Attend a BoF Meeting
This meeting gives you the opportunity to meet one-on-one with a member of the Bureau of Finance. The BoF member will ask you questions specific to your grant application. Be sure to bring any invoices or other information you think may be helpful.
Grant Voting Process
After discussion by the BoF, the grant will be voted on by the SGA Assembly during weekly meetings.
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Acquire Grant Funding
Once your grant has been passed by the SGA Assembly, you will need to sign the Grant Award Form from the Office of Student Engagement & Leadership within one week. SEL will not be completing the final transaction, you will not be receiving a check or cash from them.
Application Deadlines
| Event/Project to Occur On/After | Deadline to Submit Grant Application |
|---|---|
| April 3, 2024 | March 6, 2024 |
| April 10, 2024 | March 13, 2024 |
| April 17, 2024 | March 20, 2024 |
| April 24, 2024 | March 27, 2024 |
| Event/Project to Occur On/After | Deadline to Submit Grant Application |
|---|---|
| April 3, 2024 | February 7, 2024 |
| April 10, 2024 | February 14, 2024 |
| April 17, 2024 | February 21, 2024 |
| April 24, 2024 | February 28, 2024 |
Grant Rules and Restrictions
All student organizations that are recognized by Student Engagement & Leadership are eligible to receive a grant from SGA EXCEPT for Departmental organizations and members of the Club Sports Federation.
The Bureau of Finance can fund various events for your student organization. We can fund any event hosted by your organization that is open to the entire university, equipment expenses, certain travel expenses for conferences/ tournaments your student organization may be participating in, or events hosted in collaboration with another organization. We CANNOT fund events that are not open to the entire university. Two grants cannot fund the same event.
As per our Bylaws, the maximum amount that can be awarded to an organization is determined by our external budget. For non-travel expenses, an organization can receive a maximum of 2.0% of SGA’s allocated external budget for the academic year. A grant for travel expenses cannot exceed 1.25% of SGA’s allocated external budget for the academic year. Multi-organizational grants may not exceed more than 2.5% of SGA’s allocated external budget and require unanimous consent by the Bureau of Finance. As per our Bylaws, we MUST pay for line items. You will NOT receive a lump sum. For this reason, we will only pay for line items, and your grant may be less than the maximum amount that could be awarded for your organization.
As stated previously, we can only pay for line items. However, there are several restrictions.
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We cannot offer reimbursem*nts. If you have already paid for a certain item, the grant cannot reimburse you or your organization. We cannot offer reimbursem*nts. If you have already paid for a certain item, the grant cannot reimburse you or your organization.
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All event catering is subject to Federal per diem rates
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Breakfast: $9
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Lunch: $18
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Dinner: $29
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Guest speakers must be added to WVU payroll; therefore, a grant application requesting money to cover such fees must be submitted 8 weeks in advance.
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We CANNOT cover the expenses of rental cars, buses, vans. Only WVU Charter buses are acceptable.
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All clothing items must be approved by WVU merchandising. See the Merchandising tab for more information.
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The Bureau of Finance can only cover expenses for students, no advisors/ coaches. For example, we cannot cover the cost of their ticket or hotel room if travelling with them.
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The following cannot be funded by an SGA grant:
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Gas
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Vaccines
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Medications
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Alcohol
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Third-party Lodging (AirBnB, Hotels.com)
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Third-party Ticketing (Kayak, Orbitz)
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Gift Cards
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Tailgates
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Grants are on a first come, first serve basis. Filling out this application does not guarantee a grant. Grant applications must be submitted at least FOUR weeks prior to the event being funded. Organizations requesting funding for guest fees or honorariums must submit a grant application at least EIGHT weeks prior to the event.
A student organization can apply for multiple grants throughout the academic year. You can apply for as many grants (as deemed necessary) until you have reached your cap. An organization will not be allowed to receive more than 2.0% of SGA’s allocated external budget. Please note, an organization can only receive no more than 1.25% of SGA’s allocated external budget for travel grants.
The Bureau of Finance cannot fund events or travel that will not be in the academic calendar year. Any grants requesting money after the last day of finals or before the first day of classes cannot be approved.
For approved grants providing funding for an event on campus, the pop up sign saying “Funded by SGA” must be signed out from the SEL office, displayed during the event, and returned in the next business day after event completion.
Grant Allocation Examples
Below are examples of funding granted to student organizations by SGA.
| American Institute of Chemical Engineers: 06-2023 | ||
|---|---|---|
| Item | Quantity | Cost |
| Registration | 13 Members | $,1500.00 |
| Total Allocated Funds | $,1500.00 | |
| Clear the Stress Club: 09-2023 | ||
|---|---|---|
| Item | Quantity | Cost |
| Supplies | 8 items | $122.41 |
| Total Allocated Funds | $122.41 | |
