About GSSA Speaker Funding

The Graduate Student Studies Association (GSSA) Event funding is granted only to departments in good standing with GSSA, through an active representative. You can check the standing of your department here and find your department's active representatives here. If your department is not eligible or you do not have an active representative, please contact the GSSA President.

Your department may request funding for multiple events over the course of the year. All event requests will be approved by the GSSA assembly by a majority vote. If approved, all publicity for the event must acknowledge the sponsorship of GSSA

We strongly recommend having your department fund the speaker, and reimbursing your department directly to avoid any delays in processing paperwork. To pay your department by an Interdepartmental Transfer, please fill out a Transfer of Funds form from the Tulane Accounting Management Systems. Your department administrators or the Treasurer can help you with the form.

If you have any questions about the process, please contact the GSSA Treasurer directly.

Maximum Funding Allotments:

  • Honorarium: Up to $200. Exceptions can be made at the discretion of the GSSA Assembly.
  • Travel: Up to $500 airfare.
  • Lodging: Up to $85 per diem- maximum of 2 nights.
  • Food: No allotment allowed.

Please note that a 30% tax cut applies to international speakers unless their country has a tax treaty with the USA.

To Prepare for Event Submission & Approval

New to this year, deadlines meant to allow the GSSA treasurer to turn in paperwork in a timely fashion are being removed. This means that as long as the application is received before the deadline the event will be brought up before GSSA for a vote. However, this also means that representatives are responsible for taking care of any necessary paperwork at least 1 month in advance. Use the guide below to determine what paperwork is necessary.

Please note that once contracts are signed they are binding and money will need to be paid to the speaker. This makes getting funding early very important as the forms need to be turned in 1 month in advance. If the paperwork is not completed in time before the speaker, GSSA cannot issue a reimbursement as the forms will not go through accounting. Likewise, if contracts are signed by all parties and then funding is not approved, someone will be responsible for paying the speaker (either an individual or a department). Again, please be very careful with timing (apply very early and obtain GSSA approval before any contracts are signed by the speaker) and try to have your department pay for speakers rather than individuals in order to avoid these situations dealing with typically large amounts of money.

1. All events must be approved at a GSSA meeting prior to the event. GSSA suggests finding a meeting date at least 6 weeks before your event.

2. Place an Online Speaker Request at least 4 days before the GSSA Meeting Date. Late requests will not be included in the agenda, and will not be brought up for a vote. For example, all event requests for a Thursday meeting would need to be placed before 11:59 p.m. on the preceding Sunday.

3. If the amount requested for any category is greater than the allotments listed above contact the GSSA Treasurer immediately so the online request can accurately display the proper amounts. Please be prepared to give a well-reasoned explanation at the GSSA meeting when requesting an amount greater than the maximum.

4. Please be available for communication via e-mail in the days leading up to the meeting, in case the Treasurer needs to contact you with any last-minute questions regarding your event.

5. You must come to the meeting, and should be prepared to give a brief description of the event, amount and reason for request, as well as answer any questions about the event. If you cannot make the meeting, you should notify the Treasurer, and find a proxy or another Representative to fill in for you at the meeting. Failure to have someone to present the event at the meeting will result in it being pulled from the agenda.

6. If your event request is approved, you will receive news of this approval and future status updates/directions from tulane.gssa@gmail.com. Please note that this is an automated account, so do not direct any questions or replies to it.

How to Prepare for the Event after Approval

1. Fill out a contract and Social Event Registration for the speaker immediately after receiving approval from the GSSA Assembly. Please follow the contract example to avoid an incorrectly-filled or incomplete form.

2A. IF THE SPEAKER IS A U.S. CITIZEN OR A PERMANENT RESIDENT (GREEN CARD HOLDER):

E-mail the following to the speaker immediately (at least 6 weeks prior to the event), so that he/she can return it 5 weeks prior to the date of the event to prevent delays in reimbursement

  • A properly filled out contract so that the speaker can add their information and sign the document
  • A W-9 only if an honorarium was requested and approved for the speaker.

2B. IF THE SPEAKER IS A FOREIGN NATIONAL RESIDING IN THE U.S. OR INTERNATIONALLY:

E-mail the following to the speaker immediately (at least 6 weeks prior to the event), so that he/she can return it 5 weeks prior to the date of the event to prevent delays in reimbursement

You will also need to get the following from the speaker:

  • A copy of the speaker's passport
  • A copy of the visa stamp in the passport
  • Dates of entry and departure

3. Once the above has been completed and signed, submit all the forms from steps 1 and 2 to Greg Feiling in the SOC (bottom level of the LBC) at least 4 weeks prior to the event.

How to Get Reimbursed for the Event

1. Follow the instructions provided by the Speaker Reimbursement Checklist. Please follow the examples provided to avoid incorrectly-filled out or incomplete packets.

2. All reimbursement forms and materials must be signed by an active departmental representative.

3. All materials must be submitted 30 days after the event. No exceptions will be made without approval before the event.