Step 1: Select the Appropriate Application
The first step in the grant application process is to choose the appropriate application for the activity you would like funding for (you can find these on the individual grant pages). If you are unsure about which application would be most appropriate for your activity you can check out a table of the application types on the main grant page.  There are three types of grant applications: Conference Attendance, Club Event, and the Educational Activity/Initiative.

Step 2: Complete the Application Form
Once you have selected the appropriate application for your activity, you must complete the application form. Please ensure that you answer all questions on the form in detail and in accordance with the guidelines for the particular application you’re submitting. You can find the principles and guidelines for the application you are submitting at the top of each application page.

Step 3: Submit the Application
Once you have completed your application you must submit it in accordance with the application submission deadlines. You can find the submission deadlines on the Application Timelines Page.

Step 4: Application Review
Once your application has been submitted it will be reviewed to ensure it is complete and that your application is eligible for funding. Incomplete or unsatisfactory applications will be returned to you in order to allow you to provide further details. Returned applications will be automatically moved to the following review deadline.

Step 5: Grants Committee Decision
If your application has been validated it will be sent to the Students’ Union Grants Committee for a final decision.

Step 6: Reimbursement
All grant funding is provided based on the submission of the post-activity report, including receipts for pre-approved expenses. If your application is approved by the Grants Committee you will receive an email outlining the reimbursement procedures to access your grant which can also be found online here. 

Please note that to be eligible to receive funding, the Grants Committee must review your application at a Grants Committee meeting before the start of your event, conference, or lecture. Applications will not be approved retroactively or more than 4 months prior to the conference date. The Committee meets on the first Wednesday of every month and applications must be submitted by the 3rd Monday of every month (at least 8 days prior to the committee meeting). See below for application deadlines and meeting schedule.

Applicants are encouraged to submit their applications as early as possible.

Upcoming dates:

Grants Committee Meeting: Tuesday October 29, 2024 @ 4:30pm / Application deadline: Monday, October 21, 2024 @ 4:30pm

Grants Committee Meeting: Tuesday November 26, 2024 @ 4:30pm / Application deadline: Monday, November 18, 2024 @ 4:30pm

Grants Committee Meeting: Tuesday January 21, 2025 @ 4:30pm / Application deadline: Monday, January 13, 2025 @ 4:30pm

All grant funding is provided based on receipts for pre-approved expenses. In order to be reimbursed for expenses you must first be approved for a grant. To apply for a grant please review the grant application process.

For the purposes of reimbursement, submissions must be submitted through a Post-Activity Report which:

• is delivered within one (1) month (30 days) of the end of the conference funded;

• includes budget actuals for eligible expenses;

• includes a tally of funding recipients;

• details the benefits realized by the activity.

• must include a copy of all receipts and invoices related to the conference;

• must be submitted by the primary applicant listed on the initial application form.

No reimbursement will be processed without receipts. Reimbursements will be issued in one single cheque to the primary applicant.

Reimbursement Procedures:

• Select and download the correct post-activity report for the grant you were approved for.

• Download and complete the form

• Attach your receipts or invoices (paper or pdfs – no pictures or screenshots)

• Submit the form. Paper forms can be submitted at the VIUSU Office (building 193). Digital forms can be emailed to members@viusu.ca

• Completed paperwork will be processed and you will receive an email confirmation when your cheque is available.

Documentation Requirements:
We are currently allowing photos to be used where absolutely necessary. Your photo must be very legible and include the entire receipt. Photos of crumpled receipts or images that cut off sections will not be accepted. Images from a flatbed scanner are preferred.

• You can submit a scanned pdf if the entire receipt is visible.

• Your receipt or invoice must be itemized (show the items you purchased).

• If saving an emailed invoice or confirmation, select print and then save to pdf to ensure you have included all relevant information. Screenshots of an email will not be accepted.