Special Allocations

Application Process

1. Prepare your application with your SAO Adviser that includes details about your event and how funds will be used.
2. Submit your completed application to GPSS using the Special Allocations application link above.
3. Review from GPSS. The F&B Committee will discuss the application, deliberate, and vote on the amount of funding to award.
4. Notification of your award will be sent to your RSO representative.
5. Award. If you are awarded funds, meet with your SAO advisor to discuss how they get dispersed to you.

Funding Guidelines

Funding Rules

The GPSS and the University have set rules for using state funds in the Special Allocation process.

Funds may be used for:

• On-Campus Facility or Equipment Rental
• Performer/Speaker Fees
  • Travel for out-of-town speakers is allowed only if they don’t perform elsewhere during their visit. This requires GPSS approval.
• On-Campus Advertising and Promotion (we cannot fund social media advertising)
• Professional Services, as long as they do not constitute materials connected to prohibited uses
• Supplies and Materials (not allowed if they support instructional mission or qualify as capital goods)

Funds may not be used to:

• Support the instructional mission of the University, including the purchase of materials for program operations
• Purchasing gifts, prizes, or making loans
• Purchasing food or beverages
• Subsidizing student travel
• Lobbying to influence legislation or campaigning for a political candidate, initiative, or ballot measure
• Capital purchases
• Off-campus events
• Ongoing or subscription payments of any kind, including those that would be paid once and then canceled
• Services where the final cost is not known up-front, such as certain online advertisement services
• Events during Summer Quarter or Academic Breaks

This list is not comprehensive and funding regulations are subject to change. Please check with your SAO advisor for up-to-date information.

Revenue generated by a GPSS sponsored event should accrue back to the GPSS. The current rate is 10% of net revenues. The F&B Committee can waive or lower the accrual requirement if they choose.

The F&B Committee reserves the right to ask RSOs for information about their event after its completion.

Funding Caps

• RSOs with one large event per year: $750 cap
• RSOs with multiple small/medium events per year: $400 cap per year. Eligible to apply each quarter, but no guarantee that request will be funded each quarter.

Failure to follow any of the above guidelines may result in the denial of funding or the revocation of funding after approval. Once funding is approved by the F&B Committee, the GPSS VP of Finance will work with your RSO advisor to make the money available.

Advertising & Event Promotion Guidelines

If your event receives GPSS funding, you are required to follow these advertising and event promotion guidelines.

Event Promotion. RSO’s are required to publicize their event to graduate and professional students. Students can do this by briefly presenting their event at a GPSS meeting and/or sharing posters or digital materials with GPSS Senators to distribute.

Acknowledging GPSS Support. Events funded by GPSS must bear the GPSS logo on all promotional items and media.

Events funded by GPSS must be free and open to at least one GPSS representative.

• Event organizers must provide that representative an opportunity to speak about GPSS, its programming, and funding opportunities.
• If a GPSS representative is unavailable, GPSS may ask an event organizer or RSO representative to acknowledge GPSS funding on its behalf.

After the Event. RSO’s are required to submit a post-event report to the GPSS Budget & Office Director no later than two weeks following the date of the event. Additionally, we strongly encourage organizers to take photos during the event and email them to the GPSS Budget & Office Director (gpssbs@uw.edu) within two weeks of the event. These photos may be used on the GPSS website to highlight funded events.

Accessibility Requirement. All publicity must comply with the Americans with Disabilities Act of 1990 by including the following notice:

The University of Washington is committed to providing access, equal opportunity and reasonable accommodations in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation, contact the disability services office at least ten days in advance at: 206-543-6450/V, 206-543-6452/TTY, 206-685-7264/F or dso@uw.edu.

FAQ’s

The answers below are outlined in the FY26 Approved GPSS Special Allocations Funding Packet that was approved by the Executive Committee in September 2025.

Who is eligible for these funds?

Any registered student organization at the UW-Seattle campus can apply for this fund.

What budget information is required in the application?

Applicants are required to attach the Event Planning Worksheet to their application.

What criteria does the GPSS Finance & Budget Committee prioritize when reviewing applications?

The GPSS F&B Committee favors applications with the following qualities:

• Graduate and/or professional students involved in planning the event
• High proportion of graduate and professional students in attendance
• Sound budgets with some degree of itemization
• Budget vs. Actual reports if the event has been put on in previous years

Preference may be given to applications that try to secure other funding but have little support besides GPSS.

Can I apply for funding for a past RSO event?

No. Funding may not be allocated retroactively. No reimbursements may be made for costs incurred prior to the approval of funding.

Are there restrictions on how GPSS funds can be disbursed or administered?

Please see the Funding Guidelines section to see the prohibited use of funds.

Can my RSO apply for $750 and split it up between events?

No. RSO’s must follow the funding caps identified at the top of the page.

Where can I find the GPSS logo?

You can find the logs in the GPSS SharePoint drive.