2025-26

Graduate Student Activities

Payment Request Form


The deadline to submit payment requests for the 2024-25 fiscal year (Jul 2024-June 2025) has passed.


NO NEW PAYMENT REQUESTS ARE CURRENTLY BEING PROCESSED.

Requests submitted after May 15 will be processed after June 15 and will post to FY25-26 budgets.


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All Payment requests (this form) should be submitted PRIOR to agreeing to any payment terms or finalizing an order/delivery.

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This form is for graduate and professional students submitting a request for payments related to student activities. Requests related to individual student grants should use the Individual Graduate Grant Request Form.


  • Requests for reimbursements should be submitted within 10 days of purchase and limited to purchases which could not have been made through advance purchase by OSA or another financial services office.


  • All other payment requests should be submitted well in advance of your event/activity and at least one full week (7 days) prior to expected payment or purchase. Larger purchases and new vendors will require additional time to review and process.


Please be sure to review all relevant policies and guidelines before initiating any purchases for which you are seeking University funds. These guidelines include, but are not limited to the following:

First Last

If you have any questions, please refer to the following website. https://lgbtc.vpul.upenn.edu/Pronouns/

Larger, 8-digit number on the front of your PennCard

Please indicate your role or position in the organization for which you are submitting a payment request.

Please select the type of funds or funding source to be used for this payment.

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ATTENTION***

Please only select this option if you are using Lending Vehicle or Empowerment Fund grant funding. Please select a different Funding Type in the form above for any payments associated with events for which you received event-specific funding from GAPSA (e.g. SGEF, APF, Synergy, etc.) or another source (e.g., transferred funds, etc.)

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Please provide the exact ID or number as it appears in your award notification. (e.g., SGEF-25-123, LV-###)

If you are using group-specific or institutional funds, please specify the organization/department name and provide a budget code, if available.

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Payment Information

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If you are requesting a payment to a student, please include their Penn ID number (larger, 8-digit number on PenCard) below.

If unknown, please enter "unknown"

If you have any questions, please refer to the following website. https://lgbtc.vpul.upenn.edu/Pronouns/

Please review the Payment Level guide located on the OSA website prior to submission. Provide any justification for the proposed payment amount level in the notes section below.

Please indicate if this is the only payment request being submitted for the event/activity or if any additional purchases or payments will be required to cover the full cost of the event.

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Activity or Expense Details

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Please use MM/DD/YYY format.

If this is an ongoing activity, please enter all relevant dates or the relevant date range.

All student organizations are required to register social events at which alcohol will be served or available, regardless of where the event will be held. Student group leaders should submit the appropriate registration form by the specified deadline and await response from University Life and/or an advisor (if applicable).


Student groups should not publicize their event until they have received formal confirmation from staff.


Please indicate if your event will have alcohol and, if so, if it is already registered with University Life.

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Please provide a detailed description of the item(s) to be purchased and specific need or use being met (what program is it for, etc.).

Please provide the number name(s) and email(s) for any students receiving merchandise or prizes valued over $99.

If you are requesting funds for multiple events, please indicate this in the notes field and provide the total number of expected attendees or participants below.

Paid Event*

Please indicate if there is a paid ticket/registration/entry fee associated with this event

Please indicate the amount of a single individual student ticket / payment.

Please note:

University policy requires that all payments and funds collected for events and groups receiving General Fee funds, which includes GAPSA and G-12+ government annual allocations, must be conducted through an official University office or department-managed platform.


More information and guidelines are available at gsc.upenn.edu/resources/graduate-student-groups#finances


Please upload all of the following, as applicable to your request:


  • expense documentation: funding quotes or estimates for future costs (preferred), invoices and/or receipts for any past expenses (uncommon)


  • funding source: documentation of funding commitment(s) and/or funding letters


  • meetings & prizes: list of individual members/participants or recipients


  • events with alcohol: registration confirmation from University Life.


Additional documentation of event registrants and/or attendees may be requested for large or ticketed events, in accordance with University policy.


Failure to provide all required documentation may result in your request being delayed or denied.

Drag and drop files here or

Please provide the name and email for your group advisor(s). We may reach out to this person if needed for additional information or to approve any needed policy exceptions. If your group does not have an advisor, please enter "n/a" for the advisor name

Please enter the email for your primary group advisor.

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