Medical Student Government

Finances

Click here to download Student Government Fund Request Form

 

Student Government Budget FAQs

Vanessa Reese-Treasurer Class of 2011

  • How can I get money from Student Government?

    • Simply put, if you turn in a budget request on time, it is approved, and you provide all necessary documentation and receipts, you will receive money.

  • What can I request money for?

    • You can request money for almost anything, from travel (most common) to lunchtime talks to research opportunities.  The only caveats are that the money must benefit the student body in some way, and approved special events (lunch talks, etc) are advertised and open to all.

  • Where are the budget request forms?

    • Budget request forms are located in the tray next to the copier in the student lounge, or can be found online at:

http://studentaffairs.medicine.arizona.edu/fundingrequest.doc

  • What do I need to fill out on the budget request form?

    • Please fill out the form in its entirety.  The more thorough you are, the easier it makes my end of the process.

  • What are the deadlines for submitting budget requests?

    • In order for me to put the request on the ballot, it must be in my mailbox, email inbox, or hand the Tuesday PRIOR to the next Student Government meeting.  If you’re going to email me, I must warn that I am an old, married man and hit the bed pretty early, so I’d shoot for before 9 pm.  Additionally, it is preferred that all travel requests are made TWO weeks preceding your trip.

  • How much money can I request?

    • Individuals can request up to $300 annually, and clubs can request up to $2,500 annually.  This amount for clubs is figured for ten people receiving $250 apiece.  So, while your club of 5 people may request $2,500 for a conference, this is discouraged and it is unlikely you will get the full amount.  Please be courteous of the fact that funds are limited and we would like to see the greatest number of students receive an opportunity to travel.  Only request what you need and we won’t have a tragedy of the commons.

  • Is the money parceled out in some way?

    • Yes, we’ve tried to spread the money out over the course of the year by making $6,500 available per quarter (Q1: July-September, Q2: October-Dec, Q3: Jan-Mar, Q4: Apr-June).  This prevents everything from being chewed up in the first semester.  Money that is unused at the end of a quarter is put back into the fund and is eligible.

  • So, I’m in AMSA/AMA/EM Club and we’re going to a conference.  Can I get money as part of both individual and group requests?

    • Absoultely not you sneaky monkey!  No double-dipping allowed.

  • Do I have to attend the Student Government meeting?

    • Technically, you do not have to be present at the meeting to request funds, but I would strongly suggest it.  First, you get a chance to state your case directly to the people who will be voting on it.  Second, you can explain the benefits to the student body in your own words, rather than simply taking your chances on what I put on the ballot.  However, if you cannot attend, that is OK.

  • How does the approval process work?

    • When you submit a request to me, I put it on a ballot that is given to club leaders and council members.  At the beginning of each meeting, I distribute the ballots to those in attendance and allow brief presentations by all who are requesting funds.  After that, all those with ballots have a chance to vote on giving you all, some, or none of the money you’ve requested.  Following the meeting, I take the ballots, average the approved amounts, and submit that amount to Bonnie Marshall, who has ultimate control of funds disbursement.

  • So, I represent two different clubs.  Do I get two separate votes to approve/disapprove requests?

    • See reply to #8.

  • How do I know if I am approved?

    • You will receive notification in your mailbox.  If you like, you may ask me as well.

  • I’m approved.  What now?

    • Great, you got the money you were looking for.  We work on a reimbursement system, so you need to save all receipts, itineraries, etc. as well as generate a 1-2 page summary of your experience and submit them to Bonnie Marshall (NOT me!!!) within two weeks of the event.  Please note, if you wait longer than two weeks to do this, your reimbursement will be denied.  Be prompt.

  • How long does reimbursement take?

    • Usually 1-2 weeks following receipt submission.

  • What about last year, when we had all that leftover money?  Will that happen again?

    • Probably not.  The Dean was kind enough to gift us additional money midway through the year.  Please try to use up the money throughout the year rather than at the end.

  • What happens to leftover funds after the year?

    • They are used for miscellaneous expenses and things that benefit the students, such as gold-plated table tennis racquets and diamond-studded microscope objectives.  Seriously, they are used for repairs, replacements, or additions in the student lounge, usually.

  • I’m traveling next summer.  When does that fall quarter-wise?

    • Ask me next year and we’ll work it out.  Chances are it will be from 4th quarter funding.

  • I have a question that was not addressed here.  How do I get an answer?

Thank you for reading this.  I look forward to working with all of you to see that money doesn’t get in the way of any opportunity you may have in medical school.  Good luck.