Requirements and Stipulations
In order to request funding for 2007-2008 school year, a proposal (application link can be found below) should be submitted to Adam Garber, the Appropriations Committee Chair.  

Because students will one day become alumni, it is important that they know when an activity is sponsored by the Annual Fund.  If students graduate knowing that the alumni gave back to the school in support of their needs, the students are much more likely to continue the cycle of giving.  With that in mind, we request the following:

If your event is being sponsored by the School of Medicine Annual Fund (from the Appropriations Committee), please note that the event is being Sponsored by the School of Medicine Annual Fund on all of your promotional materials (agendas, fliers, newsletters, etc.).  We also request that you forward a copy of the promo to Erin Dancer, in the Development Office, so that it can be placed with your committee's file.  We would also like to use it as an example for our alumni.

At the beginning of each sponsored event, please mention that, "This event is sponsored by the School of Medicine Annual Fund.  Gifts are received from our alumni, faculty, parents and friends of the school."

In addition, the Development Office also requests an acknowledgement and short report on how the grant was used, so that we can inform Annual Fund donors of the use of their gifts.

General funding notes:

• The committee awards no funds for individual or group travel, nor conference registration fees.
• Requests for student mission trip funding should be directed to SIHO. Individual requests for mission trips will not be reviewed.
• No funds are allocated for printing flyers/posters, mailings, gifts, or administrative costs.
• Annual Fund monies will not be used for the purchase of alcohol for any reason.
• Funding for meals are set at $3.00 per person.
• Funding for organizational executive committee meetings/lunches will not be approved.
• No funds are allocated for suturing, IV, and phlebotomy workshops. In light of limited funding, the committee feels that student participants would be more likely to pay for such workshops, and the committee is willing to work with organizations to seek alternative funding for these projects for first and second-year students. Additionally, it is noted that these workshops are already included in the formal M-III curriculum.
• Website domain name fees are not funded.  Student groups have access to free domains through VCU.
• The committee encourages organizations to submit more proposals for more events throughout the year, pending availability of funds.
• Only student-submitted requests and presentations for the Medical Student Reserve and Request portion of the Annual Fund will be considered.
• Organizations receiving a direct stream of funding from the Office of Student Affairs (the student chapter of the AMA, AMSA, SNMA, WIM and the Medical Student Government) are not eligible for money from the Annual Fund until they have depleted their monies. They may then apply for additional monies from the Annual Fund after a review of their expenses during the academic year.
• Since these funds are Annual Fund gifts from School of Medicine alumni, organizations must be focused on or primarily composed of students in the School of Medicine. Groups with a campus-wide appeal are encouraged to apply to the MCV SGA for funding.
• In an attempt to affect the greatest number of students with its set amount of funds, the committee considers membership numbers as a factor in the allocation decisions but is cognizant about smaller groups' needs for funding or for 'seed', start-up money.
• Unless a request for extension is made, access to the account will be closed on June 15. Unspent monies will revert to the general fund.
• Individual accounts will not roll over from year to year.

Guidelines for Annual Fund Reimbursements

Your funding will be available for its intended use by contacting Ruth McIntosh in the Dean's Office at 828-6040 (Sanger 1-064) according to the following guidelines:

• Reimbursements are limited to the line items in your organization's allocation.
• It is easiest to pay with cash, debit card or credit card if at all possible. Payment by check requires a copy of the front and back of the cancelled check before a request can be processed. Banks will provide this without a fee and may even be able to fax you a copy of the check.
• Original receipts are required and should be itemized to show what was purchased (including restaurant purchases).
• Attendance lists for events should accompany the request. It is often easiest to put a sign-in list at the door and use that as an attendance list.
• If you pay a delivery driver in cash, have the cash payment noted on the receipt, along with any gratuity.
• If a request is being made to pay someone for his or her services (i.e. a guest speaker), a Personal Service Agreement needs to be filled out and submitted with the request. This form can be found online at http://www.hr.vcu.edu/forms/PSA.pdf.
• Reimbursements can not be processed based on a quote or a statement.
• All invoices and receipts need to show a $0 balance or a payment in the amount of the balance before reimbursement can be made.
• If you turn in your documentation by Wednesday at noon, your check will be mailed home the following Monday.

Please complete the Student Organization Reimbursement Request and submit it to Ruth McIntosh along with itemized receipts for reimbursement.

Proceed to the Application on the Student Records System. You will find the application in the Options box on the left-hand side of the page.

Administration log-in for the Appropriations Committee Chair.