SCAVMA Funding and Reimbursement Forms

Forms

UGA SCAVMA has funding available for the following areas. Please use the appropriate form from the list below to submit your request for funding or reimbursement.

SCAVMA Wetlab Fund or Speaker Fund

Speaker vs. Wetlab: Please choose one fund to apply to at once.

For experts who are exclusively teaching a wetlab and a lecture to wetlab participants, the wetlab fund should be utilized, not the speaker fund. If the speaker has a presentation open to the whole school in addition to his or her contributions to the wetlab, the SCAVMA Speaker’s fund should be utilized instead of the wetlab fund.

Wetlab: This fund may be used by an individual club or SCAVMA committee to hold a wetlab when those aforementioned entities do not have enough funds to cover the expenses of the wetlab. The wetlab fund may also be used to bring in experts who will greatly improve the quality of the wetlab.

Speaker: This fund may be used by clubs or SCAVMA committees to alleviate expenses associated with bringing a speaker to UGA. These expenses include travel, lodging, speaker fees, and per diem for the speaker. This fund is not to be used for food for students. Clubs and committees should make every effort to keep these expenses low, while providing adequate accommodations for the speaker.

Can it be used for food? The wetlab fund is primarily for supplies, speakers, and resources necessary to the lab. Therefore, if the hosting club wishes to provide meals to wetlab participants these funds will need to come from the hosting clubs budget.

When to submit? The requests for this wetlab or speaker should be submitted as early as possible so the SCAVMA executive board can meet to consider the request, make inquiries to the requesting group, and reconvene to make a final vote on the request. Due to the demanding nature of designing a wetlab and scheduling a speaker, the executive board highly recommends all wetlab or speaker fund requests be submitted to the SCAVMA executive board at least two months prior to the projected date of the wetlab to ensure funding for the wetlab is available.

What do I submit? A completed copy of the “SCAVMA Speaker or Wetlab Fund Request” form, including an itemized budget for the event, should be submitted to the SCAVMA Treasurer’s mailbox at this time. Additionally, an email version of the form should be emailed to the treasurer with a CC to the President.

What determines whether I will get funding? The executive board will consider your organization's previous activities, planned activities, remaining budget, fundraising activities, the amount of students benefiting from the event, and the reasonability of each item of your proposed budget. The wetlab or speaker fund may be used to bring in experts who will greatly improve the quality of the event. If a suitable expert is available at UGA or in the Athens area, they should be utilized instead of bringing in an outside expert.

Speaker vs. Wetlab fund: If the speaker has a presentation open to the whole school in addition to his or her contributions to the wetlab, the SCAVMA Speaker’s fund should be utilized instead of the wetlab fund.

SCAVMA Travel Fund

Purpose: This fund may be used by individual members of SCAVMA to alleviate expenses associated with travel to an externship. A student may apply for an amount up to $300 for this fund. This fund may NOT be used for an individual's travel to conferences. This fund is meant to allow students the opportunity to have an externship experience at a distant location that is in line with their future career aspirations. A student may only use this fund for one externship.

What does this fund cover? This fund may only be applied to travel and lodging costs. It may not be used for food or other expenses.

What/when do I submit? Members applying to this fund need to submit a completed first part of the “SCAVMA Travel Fund Request” form at least one month prior to the beginning of their externship so approval or denial of the request can be returned before the externship. A hard copy of the form should be submitted to the SCAVMA Treasurer’s box, along with an electronic copy emailed to the Treasurer and President. Members should also submit an update copy of their CV/Resume so funds are used for externship experiences that match interests of the student who is applying for funding. The student will receive reimbursement after the externship with submission of receipts and completion of the second part of the “SCAVMA Travel Fund Request” form.

What determines whether I will get funding? The executive board will consider students previous activity in SCAVMA and SCAVMA clubs, reasonability of travel expenditure, and the educational benefit of the externship to the student.