DSBA Meetings Spring 2023 DSBA meetings are held every other Monday at noon in the Robinson Courtroom. September 19, 2023 October 3, 2023 October 17, 2023 October 31, 2023 November 14, 2023 November 28, 2023 DSBA Funding Request Instructions Event Funding Request Form Please submit your Event Funding Request to DSBA.Treasurer@lls.edu at least two week to your event. Requests submitted less than one week prior to your event are subject to denial. Include the following in your email subject line: "Event Funding Request - Organization - Event Date" Be specific and thorough in your requests for funding from the DSBA. The more accurate and detailed the request, the more likely it will be approved. The amount requested for your event should reflect an informed estimate of your expected attendance and itemization of all related expenses. No long-term items that can be reused by the club will be reimbursed by DSBA. Those items must come from club funds. If your request for food is over $250, the DSBA board must vote on its approval. Your funding request should be submitted at least two week prior to your event and with enough time to attend a DSBA meeting. A member of your board must explain the reasons why your event should be funded by DSBA and how it accords with DSBA's contribution. The Association exists to foster professional character and skill; further legal scholarship; facilitate communication among the faculty, administration, alumni/ae, and students; advance the professional understanding, integrity, and reputation of Loyola Law School; and to promote justice by involvement in surrounding community. Expenses below $250 will be approved or denied at the discretion of DSBA's treasurers. All student organization events, both on and off-campus may be subject to federal, state, local, or university policies issued pursuant to public health guidelines. Reimbursements Please use the DSBA reimbursement request form which can be found at: Student Reimbursement Request | Web Forms (lls.edu) All reimbursement requests must be submitted using the Reimbursement Form within 30 days of the date on the receipt and the receipt must have an itemized breakdown of expenses. Review DSBA Reimbursement Instructions for guidance when completing the online form. For reimbursements to be approved, you must have a sign-in sheet. You will include your sign-in sheet with your receipts when completing the online reimbursement form. We have provided your sign-in sheet for you, but you are welcome to use your own as long as it conforms to these requirements. The amount of your reimbursement will be based on your actual expenses and attendance. If your initial event funding request was higher than your actual expenditure , we will rely on your receipts and attendance not on your funding request, when processing your reimbursement. If your event significantly falls below expectations for reimbursement, (e.g. the amount spent on your event was not proportional to attendance) DSBA may allocate less money towards your future events. Frequently Asked Questions Event Funding Request How do I submit an Event Funding Request? Please Email your request to dsba.treasurer@lls.edu I have a funding request under $250, when do I submit? Requests should be completed using the Event Funding Request Form and must be submitted at minimum two weeks prior to the event date. Requests not submitted at least a week in advance will be denied, barring compelling circumstances. I have a funding request over $250, when do I submit? Request over $250 must be submitted, at the latest, the Friday before the DSBA meeting ahead of your event and at least two weeks prior to your event. A student representing the org must attend the DSBA meeting to present their funding details. Students who do not submit their request or do not submit it on time but show up at a DSBA meeting to ask for funding will only be heard at the end of the hour if time permits. What details am I expected to present if I am required to attend a DSBA meeting? Please provide details regarding how much you are requesting, what you will be spending funds on, the purpose of your event, your expected attendance, how you arrived at that attendance estimate, and any other details you think would help the Board evaluate your request. Reimbursement Can I submit a reimbursement request for expenses that were not pre-approved (approved through an event funding request)? Reimbursements will not be issued for expenses that were not approved. What happens if I spent more than I was approved for? Students should expect to only be reimbursed for the amount approved through their event funding request. If the spending is far greater than the approved amount or not comparable to the expected attendance listed on your Event Funding Request, you will be at risk of being denied the excessive amount. Whose name should go on the reimbursement request form? The student who spent money should be listed on the reimbursement form. If the name of who spent the money and the person listed for the refund do not match, Student Affairs will be unable to process the reimbursement. What if I was unable to get an itemized receipt? We are unable to process requests that do not have appropriate receipts. Please be sure to ask the vendor for an itemized receipt. What if I did not collect a completed event sign-in sheet? We are unable to process reimbursements for events that did not require a sign-in sheet. Who should I list as the Approver? Please list the Approver's name as Lindsey Khim and list the Approver's email as DSBA.treasurer@lls.edu How will I get my refund? Students will be reimbursed by check (direct deposit and cash reimbursements are not available). Payment will be mailed to the students' address listed on PROWL. How long does it take to process a reimbursement? Approximately 30 days.