Budget Meeting 11/9/18

There will be a Budget Committee Meeting Friday, November 9, from 12:30-2 PM in SAC 227.

Stony Brook Graduate Student Organization

Forms and Instructions

See our upcoming Social/Cultural events here!

Here you can find all of the forms necessary for receiving reimbursements from the GSO:



Please click the above links for detail descriptions for each funding line and read the following instructions carefully.   To request any kind of reimbursement from the GSO, the graduate student must submit the completed application with original receipts and necessary paperwork (stapled or placed in an envelope) to the GSO Office Manager. If all receipts are digital, applications can be emailed. If the office is closed, please put application in the GSO Mailbox located in the Dean of Students Suite.

Please contact the Office Manager (This email address is being protected from spambots. You need JavaScript enabled to view it.) if you have questions about the status of your application. If you have further questions or concerns, please contact the Treasurer (This email address is being protected from spambots. You need JavaScript enabled to view it. ). Please do not contact your department's Senator to find out the status of your reimbursement; they do not have that information.

As of March 2014, the GSO has a new policy on reissuance of checks. If we have to reissue a check because you did not pick up the check in the six month period of validity, we will deduct $35 from your reimbursement to cover the university's fee for reissuing the check. If your check was for less than $35, we will not reissue it.

The GSO fiscal year is July 1 to June 30 of the next year. This means that awards such as RAP that may be granted only once per fiscal year, may only be applied for once in the timeframe of July 1, 2017 to June 30, 2018. The deadline is June 30, the last day of the fiscal year. 

Check at the GSO Office after three weeks for all reimbursements. It is your responsibility to complete all forms and documentations.

Caps for funding out of the social and cultural and Speaker Series lines are $1,200 per fiscal year. Please email the Treasurer and members of the Budget Committee with a budget proposal at least two days prior to the next BC Meeting, and to confirm that you will be in attendance.




Student Clubs and Organizations

This payment will be provided to graduate student clubs and organizations recognized by the SBU Student Union and the GSO, based upon the number of graduate students in the club or organization. Student signatures will be required.

The guidelines for the amount of allocation are as follows:

  • 4–50 Graduate Students = $300
  • 51–199 Graduate Students = $500
  • 200+ Graduate Students = $800

General Cultural and Social Events

Additional form: Event Report

Additional form: Reimbursement Application

This payment will be provided to support events aimed at enhancing the graduate student experience at Stony Brook University. Funding for food purchases in any given event must not exceed $350.00 plus 150 for each additional day. All funding from this line must be approved by the GSO Budget Committee. The annual cap for General Cultural and Social Event Funding is $1,200. 

Note: the GSO cannot reimburse costs for alcohol or gift cards. For service reimbursement, GSO will issue a check to the service provider (do not pay cash to the service provider).


Speaker Series/Conferences

This payment will be provided to support the scholarly activities offered to the graduate student population of Stony Brook University. Funding for food purchases in any given event must not exceed $350.00 plus 150 for each additional day. All funding from this line must be approved by the GSO Budget Committee. The annual cap for Speaker Series funing is $1,200. 

Departmental Allocation

Additional form: Reimbursement Application

This line is allocated to departments in order to enhance a sense of community within each department. Each department shall be allocated a maximum of $800. The line is first come first serve basis. In order to be considered for funding, the group has to present a budget proposal and signatures of the required number of department student body to the GSO Treasurer. The disbursement of funds is at the discretion of the GSO Treasurer.

Note: Funding for food purchases in any given event must not exceed $350.00 plus 150 for each additional day.


Resource Access Project (RAP)

The RAP provides travel grants to graduate students presenting at scholarly conferences and/or workshops, thus advancing their respective careers. Each graduate student may be reimbursed up to $500.00 each fiscal year. Reimbursement for lodging costs at conferences in the 5 boroughs of New York City or on Long Island will not be given.

Professional Development Fund


Professional Development Funds are awarded for a variety of professional development projects or
activities to assist graduate students to develop their full professional potential or to prepare for

  • Cover one project or activity for the period July 1, 2018 to June 30, 2019 (Application deadline: June 30, 2019);
  • Provide an individual award of up to $300 for each period, subject to the Professional Development Fund Guidelines and the New York State Comptroller's Rules and Regulations and limitations contained therein.

May be used to support job related projects or activities such as:

  • research (basic, applied, or historical)
  • curriculum or instructional material development
  • conference, workshop, or seminar attendance
  • conference participation (e.g. presiding; for those who present at a conference, please apply for RAP fund; if you have used the RAP fund for the current fiscal year, we will hold this application and notify you by the end of the fiscal year if we have funds left for the PDF line)
  • course work or internship not part of earning a degree
  • grant proposal development
  • preparation of material for publication
  • artistic or creative endeavor
  • other job-related professional development projects or activities

Within these general categories of support, allowable expenses include:

  • Tuition for course work at the SUNY rate for the course level, provided the course work is not part of the applicant's degree program.
  • Registration fees for conference, workshop, or seminar attendance.
  • Travel and related expenses (transportation, lodging, meals, etc., subject to New York State Comptroller's

Rules and Regulations regarding travel).

  • Funds may not be used for:
    • Salaries, stipends, or income to compensate the applicant or any other person.
    • Expenses related to a course, internship or a project or activity that are part of an applicant's degree program.
    • Purchasing equipment, software, consumable, or non-consumable supplies.
  • Review of applications will take into consideration the nature of the professional development project or activity and how the project or activity will assist applicants in developing their full professional potential or preparing for advancement.


Distinguished Travel Award

The Distinguished Travel Award (DTA) is a special line of funding designated to support graduate students who present their work at prestigious conferences, performances and professional meetings that will contribute to and build the national and international reputation of their department and the University. It is a recognition of the applicant's outstanding scholarship and the impact of their work both within their field and academia.
The Distinguished Travel Award was founded in 2011 and is co-funded by the Stony Brook Graduate School and the Graduate tudent Organization. Students may receive this award only once during their academic careers at Stony Brook University. Award recipients will be reimbursed after their conference/performance, as per the RAP funding guidelines. Award amounts may not exceed $1,500.

Inter-University Doctoral Consortium

Graduate students enrolled in courses at IUDC universities can quality for a reimbursement of some expenses incurred in traveling to class. The maximum amount for reimbursement is to be decided by the Budget Committee based on the number of applications, and may not exceed 50% of the total cost incurred.

Cold Spring Harbor and Brookhaven National Lab Travel

Commuters to Cold Spring Harbor Laboratory and Brookhaven National Laboratory will be reimbursed for 50% of the total costs incurred for their travel using public transportation (such as LIRR or bus services).

Seminar/Workshop Travel

Graduate students attending an academic workshop or seminar in New York City can qualify for a reimbursement of travel costs. Reimbursement is limited to 4 times per semester, with the maximum amount equal to the cost of a pre-board round-trip peak ticket from Stony Brook to Penn Station.

Internship Travel Reimbursement

Funding in this line will be used towards subsidizing travel for students attending internships or clinical rotations related to their program of study. Students can be reimbursed for up to 50% of the total costs incurred for their travel to and from the location of their internship. The total amount of discount will be determined by the Treasurer based on the number of requests and the total amount in the line, but not to exceed 50% of the student's cost.

Fall application deadline: December 15, 2018 (for internship travel incurred between July 1, 2018 and December 15, 2018)
Spring application deadline: June 15, 2019 (for internship travel incurred between December 16, 2018 and June 15, 2019)


Recreation - Fitness

Students may apply for partial reimbursements for fitness classes and memberships (including gym memberships, yoga and dance studios, etc.).  Students can receive 30% of their cost reimbursed, up to $75.  Eligibility for fitness-related reimbursements will be determined by the GSO Treasurer.  For 2017-2018, the Recreation line for Fitness has been allocated $5,000. NOTE: Recreation funding line for Fall semester is exhausted. Please submit  your applications when the Spring semester starts.


Recreation - Cultural Events


Students may be reimbursed up to $100 (per fiscal year) for artistic and cultural events including, but not limited to, plays, musicals, dance performances, art museums, Staller Center Events, concerts, etc. The GSO Treasurer will determine eligibility in all cases. The GSO fiscal year is from July 1 to June 30 and all reimbursements should be submitted and processed within that time frame. Funding is distributed on a first-come, first-serve basis and is not guaranteed. Additionally, access to GSO reimbursements is contingent upon having an active GSO Senator in your department. For 2018-19, the Recreation line for Cultural Events has been allocated $10,000. NOTE: Recreation funding line for Fall semester is exhausted. Please submit  your applications when the Spring semester starts.


Graduate Student Emergency Loan Fund (GSELF)

This fund offers an interest free, short-term loan to the Graduate Student who has undergone a financial emergency. You can apply for the loan online by filling out the GSELF loan application form.