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Departmental Allocations

The Mission of Departmental Allocations

Departmental Allocations are available to fund items and events that promote community building and unity for graduate and professional departments at the University of Washington - Seattle Campus.  GPSS Senators from each department/program are encouraged to apply for departmental funding to provide funds for events or items that will benefit the students of a particular department.  It is important to note that the useful life of the funded item(s) should be more than one year.  In the past Departmental Allocations have typically been used to fund items such as: microwave ovens, magazine/periodical subscriptions, refrigerators, digital cameras, and departmental events.

Who Can Apply For Departmental Allocations

Only GPSS Senators at the UW Seattle campus may apply for departmental allocations. Funding is open to both departments and programs that have Senate representation.

Funding Timeline

Departmenal Allocations are available for application until all funds for that year are exhausted.  Contact the GPSS Treasurer at 'gpsstres at uw.edu' with any questions about funds availability.  Senators are encouraged to apply early to increase chances of award availability.

How to Apply

  • Poll your constituents about items for the department through a combination of the following means:
    • Vote of a representative departmental government
    • Student survey via Catalyst
    • Student-wide vote
    • Direct student solicitation
  • Review the funding policies outlined below
  • Download and fill out the Departmental Request Application Form.
  • Print the application and ask your department budget coordinator to sign it.
  • When filling out the application form, please ensure that the following are provided:
    • Taxes and shipping costs if any are included in the funding amount
    • The budget number to which funds need to be transferred (the budget number can be obtained from the departmental budget coordinator)
    • The email address and signature of your departmental Senator(s)
    • The email address and signature of your departmental budget coordinator
  • Provide some supporting documentation to substantiate the amount of funds requested, such as a cost estimate from a vendor or a price quotation from a website.
  • Submit the printed application form and all supporting documents to GPSS at HUB 300 or through campus mail at Box 352238.  Also email the application (without the signatures) to 'gpsstres at uw.edu.'
  • Attend the GPSS Finance & Budget (F&B) Committee meeting as advised by the GPSS Treasurer.

Funding Policies

The GPSS, in consultation with the University has created several funding policies, to govern the use of state funds in the Departmental Allocations process.

  • The funds cannot be allocated retroactively (i.e. there will be no reimbursements for purchases made prior to funding approval).
  • Allocations approved by GPSS must be transferable to a University of Washington budget number other than those controlled by GPSS.  If needed, however, exceptions can be considered.
  • GPSS will hear and fund requests only from Seattle campus degree-granting departments.
  • Items obtained through departmental allocations must be properly stored and maintained by the requesting department.
  • The recommended limits for Departmental allocations based on department size are outlined in the table below.
  • Good attendance at GPSS Meetings may be considered when evaluating requests.
For Departments/Programs that Share a Lounge Space
  • Only one request per year, per shared lounge will be allowed for an item that can be used by the departments/programs that share the space.
  • The department/program making the request needs to have the approval of all other departments/programs that share the space.
  • The lounge space item(s) request does count as the sponsoring department/program's yearly request.
  • The funding amount for which a request is eligible is based on the number of students in the department/program that is sponsoring the request.
  • Funding amounts are based on the current guidelines (see below).
  • Joint requests (i.e. applications sponsored by multiple departments/programs that share the same lounge) are looked upon favorably and may be eligible for an increased funding level.
  • Departments/programs that share a space, but are not applying for items that will be shared with the other departments/programs are still eligible for their own funding.  Such requested items may be stored in the shared space.
As a guideline, the Finance & Budget Committee will look to the size of your department when making allocations.  Bellow is a rough guideline.  The Committee will also consider the frequency of funding requests made by the departments.
Department Size
Amount
Department Size
Amount
1-150 Students
$350
301-350 Students
$550
151-200 Students
$400
351-400 Students
$600
201-250 Students
$450
401-450 Students
$650
251-200 Students
$500
Over 451 Students
$700

Prohibited Use of Funds
  • Direct support of the instructional mission of the University; this includes the purchase of materials for program operations.
  • Gifts or loans of any type.
  • Purchase of food or beverage of any type.
  • Student travel except for departmental retreats.  Retreats must meet the following guidelines:
    • Must have an academic or professional component
    • Be in a location appropriate for the activities being planned
    • Be open and accessible to all students in the department
  • Lobbying activity to influence legislation.
  • Endorsements of any political candidate or initiative.
  • Off-campus events except for departmental retreats as defined above.
Event Related Guidelines
  • All revenues generated by a GPSS sponsored event should accrue back to GPSS.  (Proportionately if GPSS is not the sole funding source.)
  • Out-of-town guest speakers or performers whose travel costs are being paid by GPSS cannot hold additional speaking/performance engagements in the Seattle vicinity during their visit unless the GPSS Finance & Budget Committee agrees in advance.
Advertising Regulations
  • Any event funded by the GPSS must be publicized sufficiently and identify the GPSS as a funding source. This requires the prominent display of the GPSS logo on all publicity materials.  Click here to download the GPSS logo.  Introductions at all events must mention the GPSS sponsorship. If the publication is editorial in nature, you must use the following disclaimer: "All opinions expressed herein are the opinions of the (signed author, student organization, etc.) and not necessarily those of GPSS."
  • All publicity must comply with the Americans with Disabilities Act (ADA) of 1990.  Contact the GPSS Treasurer or see below for the current ADA statement.  Promotional materials must be posted at least two weeks prior to the event to allow individuals requiring accommodation to meet the request timeline.
  • All publicity must clearly state any broader local, state, national, or international affiliations of the organization that is putting together the event.
  • Publicity designs must be submitted to the GPSS Treasurer before printing.
  • Off-campus advertising for GPSS-funded events is prohibited, unless agreed to in advance by the GPSS Finance & Budget Committee.

If Your Request is Funded

Completing the Transfer

Once funding is approved by the Finance & Budget Committee, the GPSS Treasurer will work with your department's budget coordinator to make the money available for the purchase.  Ddifferent departments often handle this process differently, either making the purchase on your behalf or reimbursing you after the fact. GPSS will work with you to make this process as smooth as possible.

Event Advertisement
All events funded by GPSS must use the GPSS logo in their advertisements and must include the following language regarding disability access in accordance with the American Disabilities Act:

To request disability accommodations, contact the Office of the ADA Coordinator, at lest 10 days in advance of the event. (206) 543-6450 (voice); (206) 543-6452 (TDD); (206) 685-3885 (FAX); access@u.washington.edu (email).

See other advertising guidelines above.

Downloads

Questions About the Process?

Please email the GPSS Treasurer 'gpsstres at uw.edu.'