SGA Scholarships & Funding

The following must be uploaded and submitted with the application:

1. Letter of Acceptance or Proof of Registration to the Conference: generally in the form of an email confirmation that can be saved as an attachment or screen shot.
2. Conference Description: generally in the form of a screen shot of a web page, or can be a typed document by the applicant.
3. 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. The W-9 or W8BEN are required for reimbursement.  

Complete the Student Sanction Travel Form here. Once submitted for approval, this should redirect you to your form submissions. Attach in the form of a PDF. This form is to maintain the traveler's emergency contact information while representing the university. 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 selection, regardless 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.

1. Submit application through ShockerSync

2. Finance Commission reviews application for basic requirements

3. Applicant attends a Finance Commission Hearing

4. Finance Commission submits a funding recommendation to the Senate

5. Senate votes on the funding bill and approved by Treasurer and Student Body President

6. Applicant attends conference

7. Applicant submits receipts to the Treasurer and the reimbursement is processed. Receipts must be submitted 10 business days of the last of travel regardless if you have been seen or approved by the Finance Commission. Receipts must be itemized and sent to sgatreasurer@wichita.edu.

Please note that Steps 1-5 can take several weeks as it depends on the number of funding applications submitted. 

Receipts must be submitted within 10 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 10 business days, please contact the SGA Treasurer immediately.

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 10 business 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. 

Please note that the reimbursement process takes about 2-3 weeks but can take more depending on the amount of applications.

For questions, please contact the SGA Treasurer via email at sgatreasurer@wichita.edu

Notice of Acceptance to the Conference -  If the organization is presenting, you must submit the notice of acceptance

Conference Description - generally in the form of a screen shot of a website page, or can be a typed document by the applicant.

Sanctioned Student Travel Registration Form – attach in the form of a PDF. This form is to maintain the travelers’ emergency contact information while representing the university.

Further instructions on the Sanctioned Student Travel Registration Form:

Go to ShockerSync to fill out the application for travel. 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 selection, regardless 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.

Provisional organizations may request up to $1,000 per fiscal year, and RSOs may request up to $3,000 per fiscal year

1. Submit application through ShockerSync
2. Finance Commission reviews application for basic requirements
3. Applicant attends a Finance Commission meeting
4. If approved by the Finance Commission, the Chair submits a funding recommendation to the Senate
5. Senate votes on the funding bill and approved by Treasurer and Student Body President

Please note that Steps 1-5 can take several weeks as it depends on the number of funding applications submitted. 

Receipts must be submitted within 10 business days from the date of return from travel or event, or receipts must be submitted within 30 days of approval of funding for organization funding. 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 organization’s name, and name and email of the person submitting the receipts if the contact information is different from the ShockerSync request.

Receipts must also include a summary of receipts submitted for travel and event/project requests. The summary can be in Excel, Word, or neatly hand-written. An example of the summary is here.

For travel requests: The summary must include, at minimum, 3 columns, line item (registration, lodging, transportation), total amount per category, and breakdown of each amount submitted.

For event/project requests: The summary must include, at minimum, 2 columns, line item and price of line item for each receipt submitted. If there are any complications with gathering receipts to submit before the 10 or 30 business days, please contact the SGA Treasurer immediately.

SGA is not responsible for reimbursing individuals in the organization. After SGA reimburses the organization, the organization can fill out a Safekeeping Check Request to reimburse the individual. Individuals receiving reimbursement must complete a W-9 (domestic students) or W-8BEN (international students). Safekeeping Check Request form and W-9/W-8BEN are turned into Financial Operations in Jardine 201. For the individual to receive reimbursement, direct deposit information must be filled out. To access this, go to the myWSU portal and under myFinances, Employee Self-Service, Direct Deposit Information, fill out the “WSU Employee Travel/Reimbursement Direct Deposit Distribution” information.

Funding is in the form of reimbursement to the organization for clearly stated expenses approved by SGA. The organization must submit all original receipts to the Treasurer to receive the approved amount of money after returning from travel, event, or purchase of operational expense. In order to receive SGA funding, organizations must have a Safekeeping account with the Financial Operations Office on campus. If an organization is uncertain of whether they have a Safekeeping account, please contact Gabriel Fonseca, Assistant Director for Student Involvement.

Receipts must be submitted to Treasurer or the SGA office within 10 business days upon returning from travel or date of event, or within 30 business days of approval of funding for operational expenses for the reimbursement to be processed.

Organizations will not be reimbursed more than the amount approved from the Senate, nor will organizations be reimbursed more than the amount spent on the submitted receipts. Additionally, organizations will not be reimbursed more than the allocated line item amount. For example, if the organization 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.

For questions, please contact the Student Body Treasurer via email at sgatreasurer@wichita.edu