All applications opens NOV 4th

for the 2024-2025 Academic Year.

For the Academic year of 2024-2025, the new application deadline will be May 30th. The GSO will NOT be receiving applications for June; However, students will be able to submit pre-approval applications for conferences and anticipated expenses for June.

For information on which applications to apply to or the required documentation for applications, please email your GSO senator or the GSO office manager.

The below form is for all graduate students who pay the Student Activity Fee (found on your bill on SOLAR).

If you want to apply for reimbursement , please fill this form to register your name into our accounting software. Click here for the accounting software registration form .

If you miss registering, you could still apply for reimbursements, but processing time will be severely impacted. Please be aware that reimbursement is NOT guaranteed.

Students, Clubs and Departments are able to send applications to the Treasurer and the Treasurer Assistance for Orientation directly.

A tutorial for the new application system is below for your convenience!

Professional Development Reimbursement

The Professional Development Fund will be used to provide students financial aid for professional development courses, subscriptions, LinkedIn memberships, etc.

Students can also apply for travel reimbursements and related costs if they are attending a conference.

Reimbursable expenses can include subscriptions (Adobe, LinkedIn, LeetCode), society membership fees, conference registration fees, food, lodging, and travel.

The Resources Access Project (RAP), formally called the Travel For A Project Fund (TRAP), will be solely for the reimbursement of travel and other expenses related to the presentation at a conference. The application will be slightly modified to require a department signature for acknowledgement.

For conference reimbursement, reimbursable expenses can include memberships, conference registration fees, food, lodging, and travel.

Each graduate student may be reimbursed up to $800 each fiscal year.

POINT OF CONTACT: SPEAKER OF THE SENATE

NOW ACCEPTING FALL APPLICATIONS (11/28/24)

The Distinguished Travel Award (DTA) at Stony Brook University is a prestigious and highly competitive funding opportunity designed to support graduate students presenting their work at esteemed conferences, performances, and professional meetings. This award recognizes exceptional scholarship and highlights the impact of the recipient's work within their field and academia, contributing to and building the national and international reputation of their department and the University.

The DTA is a once-in-an-academic-career award, emphasizing its exclusivity and significance. Applicants must apply for the award before the semester in which they plan to attend a qualifying event, ensuring timely consideration and support.

If you have any questions, please email speaker@sbgso.org

POINT OF CONTACT: Graduate School

PhD Works Awards for Career Exploration (ACE) offers up to $750 to support meaningful career exploration activities focused on preparation for the professional workforce outside the standard academic research track and the traditional expectations of the applicant's graduate program. Both PhD and Master’s students are strongly encouraged to apply for PhD Works ACE. 

For more information, please visit their website: https://grad.stonybrook.edu/professional-development/phd-works/

Departments, Clubs, and Organizations Funding

For General Cultural/Social Events and Speaker Series event proposals, please submit the required documentation to treasurer@sbgso.org and treasurerassistant@sbgso.org. These are events advertised and broadcast to the entire graduate student population.

POINT OF CONTACT: TREASURER

Funding will be provided to support the scholarly activities offered to the graduate student population of Stony Brook University.

All funding from this line must be presented to and approved by the GSO Budget Committee and Senate. Events must also be broadcast to all graduate students on campus via the GSO newsletter and social media.

The annual cap for Speaker Series funding is now $2,000.

Please email the required documents listed to the Treasurer and Assistant Treasurers for review:

1. Application Form: with event details and estimated, itemized expenses

2. Event Description including speaker biographies (if applicable), how coordinators plan to advertise the event to the graduate student population

3. Event Flyer: with the date/time/location, and the GSO logo, (and Zoom link if a hybrid event)

POINT OF CONTACT: TREASURER

Funding will be provided to support events aimed at enhancing the graduate student experience at Stony Brook University.

All funding from this line must be presented to and approved by the GSO Budget Committee and Senate. Events must also be broadcast to all graduate students on campus via the GSO newsletter and social media.

The annual cap for General Cultural and Social Events Funding is now $2,000.

Please email the required documents listed to the Treasurer and Assistant Treasurers for review:

1. Application Form: with event details and estimated, itemized expenses

2. Event Description including speaker biographies (if applicable), how coordinators plan to advertise the event to the graduate student population

3. Event Flyer: with the date/time/location, and the GSO logo, (and Zoom link if a hybrid event)

All student clubs/organizations must be officially registered with Stony Brook Student Engagement and Activities (SEA) to receive funding from the Graduate Student Organization (GSO). Please refer to the following website to register with SEA (email studentengagement@stonybrook.edu for more information).

This GSO fund is open to student clubs and organizations officially recognized by Stony Brook University, and allocations will be based upon the number of graduate students in the club or organization.

For graduate student clubs/organizations OR undergraduate student clubs/organizations with graduate student members, the guidelines for the amount of allocation are as follows:

• $200 per graduate student member up to $1,600 total per year

Note: Tournament registration fees should be applied for under the Recreation Fitness funding line.

Please email treasurer@sbgso.org, treasurerassistant@sbgso.org if you have any questions about documentation for reimbursement or GSO credit card approval.

Funding is provided to departments to enhance the sense of community within. Each graduate department may use their allocation for whatever purposes their graduate students as a whole may decide, provided that benefits of these funds are available to all graduate students of the department (i.e., items for graduate student lounge, departmental events/speaker series).

The proposal should include a brief description of the purpose of the funds, budget estimate, and a completed signature form (30% of or 50 department graduate students) - the signature form must be certified by the graduate program director or administrative assistant. The guidelines for the amount of allocation are as follows:

• 0-49 students = $1,600

• 50-199 members = $2,000

• 200-399 members = $2,500

• 400+ members = $3,500

Please email treasurer@sbgso.org, treasurerassistant@sbgso.org if you have any questions about documentation for reimbursement or GSO credit card approval.

Travel Reimbursement

The same application form can be used for each of the 4 travel reimbursements. Please read the application instructions carefully.

Please see below for a description of each travel reimbursement funding line. This is the current IRS mileage rate. For private transportation (personal vehicle), we can reimburse total miles * IRS standard. Gas receipts are no longer required. For public transportation (train, bus, taxi) and tolls, we can reimburse 100% if receipts are provided, up to $400 per funding line.

Travel reimbursement application deadline: last day of semester, Dec 19th, 2024.

Graduate students enrolled in courses at IUDC universities can qualify for a reimbursement of some expenses incurred in traveling to class. The maximum amount for reimbursement is $400. See above for application and submission links.

Graduate students traveling for research rotations and dissertation research at distinguished universities or research institutions (Cold Spring Harbor, Brookhaven National Labs, etc.). The maximum amount for reimbursement is $400. See above for application and submission links.

Graduate students attending an academic workshop or seminar in New York City can qualify for a reimbursement of travel costs (course schedule/registration confirmation must be provided). The maximum amount for reimbursement is $400. See above for application and submission links.

Funding in this line will be used towards subsidizing travel for students attending internships or clinical rotations related to their program of study. Proof of internship/clinical rotation schedule must be provided. The maximum amount for reimbursement is $400. See above for application and submission links.

Recreation Reimbursement

The same application form can be used for each of the 2 recreation reimbursements. Please read the application instructions carefully.

Please see below for a description of each recreation reimbursement funding line. Students may apply to each fund, up to $100. There is a $50 application minimum, so receipts must be compiled to reach this minimum per funding line. If the application minimum is not reached, it will be automatically rejected. Students must apply within 30 days of the last expense date.

This funding line reimburses fitness classes, gym memberships, exercise classes (online or in-person), yoga and dance studios, meditation/mindfulness classes, registration fees for marathon/obstacle races, ski passes, and equipment rentals (not purchases). Students that are seeking fitness reimbursement will be given two options. Sign up for monthly gym membership at the SBU Rec Center or receive up to $100 reimbursement if utilizing a non-SBU fitness facility. See above for application and submission links.

All cultural applications will be done once per year and students will receive up to $100. This reimbursement line funds artistic and cultural events. Reimbursable expenses include tickets for plays, musicals, dance performances, art museums, Staller Center Events, concerts, comedy shows, sports and e-sports games, aquariums, and zoos. See above for application and submission links. Movie tickets are not reimbursableunder this funding line.