GSO Reimbursement Applications for FY 2025-2026 Are Now Open!
Welcome, Seawolves! The Graduate Student Organization (GSO) is pleased to announce that we are now accepting reimbursement applications for the 2025-2026 academic year. We offer several funding opportunities to support your academic, professional, and personal development.
To ensure a smooth and timely process, please read all guidelines carefully before submitting your application.
Key Deadlines & Dates
Please take note of these critical deadlines:
Application Lines Open: Monday, September 29, 2025
For Purchases Made Between July 1 - Sept 29, 2025: The submission deadline was October 10, 2025 (This deadline has passed).
For Purchases Made After September 29, 2025: You must submit your application within 30 days of the purchase date.
Fall Semester Final Deadline: The final day to submit applications for PDF, RAP, Travel, and Club/Departmental funding for the Fall semester is December 18, 2025.
Eligibility Requirements
To be eligible for GSO reimbursements, you must be:
A graduate student enrolled in a graduate degree-granting program at Stony Brook University.
A student who has paid the $45 Graduate Activity Fee as part of your semester bill.
Please Note: Submission of an application does not guarantee reimbursement. Applications are processed on a first-come, first-served basis and are subject to fund availability and approval.
How to Apply: A Step-by-Step Guide
All applications are submitted through the Blackbaud (Financial Edge NXT) system.
For First-Time Applicants:
If you have never applied for GSO reimbursement before, you must be onboarded into our system.
Complete the Onboarding Form: Fill out the mandatory [CSV Form Link Here - https://form.jotform.com/250066091131041] to be registered in the accounting system. You must use your official
@stonybrook.eduemail.Accept Your Blackbaud Invitation: After submitting the form, you will receive an invitation email from Blackbaud. Follow the link to accept the invitation and log in using your Stony Brook NetID and password.
Download the Application Form: Visit the GSO Applications page at https://www.stonybrookgso.org/applications and download the specific form for your reimbursement request (e.g., PDF, RAP, Rec-Fitness).
Prepare ONE Combined PDF: Your submission must be a single PDF file containing:
The completed and signed GSO application form.
All itemized receipts.
Any other required supporting documents.
Submit in Financial Edge NXT: Log in to Blackbaud and follow the detailed submission instructions below.
For Returning Applicants:
If you have successfully applied for reimbursement before, your account should be active.
Download the latest application form from the GSO website.
Prepare your single PDF with the form and all required documents.
Log in to Blackbaud and submit your application.
If you cannot access your account, please fill out the CSV onboarding form again to be re-invited- https://form.jotform.com/250066091131041
Detailed Guide: Submitting on Blackbaud (Financial Edge NXT)
PLEASE DO NOT CLICK ON ANYTHING NOT MENTIONED IN THESE INSTRUCTIONS.
Log in to Blackbaud: Use your Stony Brook email, which will redirect you to the NetID sign-in page.
Navigate to Expenses: In the top-left menu bar, click Expenses -> Manage Expenses.
Start a New Request: Under the "My Invoice Requests" tab, click + New Request.
Fill Out the Request Form:
Invoice Number: Leave this field BLANK. The system will generate one.
Invoice Date: Use the date you are submitting the application.
Payee: This is crucial.
For personal reimbursements (PDF, RAP, Travel, etc.), the payee is your name. Your current address should appear for selection. If it doesn't, or is incorrect, stop and email samrah.khan@stonybrook.edu.
For club/department purchases, the payee is the store or vendor name (e.g., Amazon, Costco).
Description: State the budget line and purpose. Example:
01-5045 Recreation: Fitness.Approval Rule: Select the rule that exactly matches your application type (e.g.,
Professional Development,Recreation - Fitness Student). See the table below.Expense Detail/Purpose: Provide a clear justification for the expense.
Expense Category: This must also match your application type. See the table below.
Attach Your File: Drag and drop your single, combined PDF containing the application form and all receipts/documents into the file upload area. Don’t miss the GSO Application form.
Submit: Review your request and click Submit. You can also save it as a draft to complete later.
IMPORTANT: If your application is rejected, DO NOT CREATE A NEW ONE. Read the feedback provided, edit your original application, and resubmit it. This keeps your place in the queue.
Individual Reimbursement Lines & Limits
| Funding Type | Max Amount | Key Details |
|---|---|---|
| Professional Development (PDF) | $500/year | Minimum reimbursement $90. |
| Resource Access Project (RAP) | $800/year | Minimum reimbursement $90. |
| Recreational Fitness | $100/year | Minimum reimbursement $50. Consolidate expenses. |
| Recreational Cultural Activities | $100/year | Minimum reimbursement $50. Consolidate expenses. |
| Travel for Graduate Research | $400/year | Minimum reimbursement $90. |
| Travel for Internship | $400/year | Minimum reimbursement $90. |
| Travel for Inter-University Doc | $400/year | Minimum reimbursement $90. |
| Distinguished Travel Award | $1400 | N/A |
Information for Clubs & Departments
Event Planning: If you are planning an event and need to use the GSO credit card for payments (e.g., for Amazon orders), you must email the GSO Treasurer and Admin Manager at least 2-3 weeks in advance.
Event on SBEngaged: If the invoice request is for an event, you must create the event on SBEngaged first.
Club Funding: Recognized clubs can receive up to $2000 per year.
Departmental Allocations: Available to active senators, with funds ranging from $1,600-$3,500 based on department size.
Important Notices & Contact Information
Processing Delays: Due to recent staffing changes, reimbursement processing may experience delays. We appreciate your patience.
Disclaimer: GSO Funding is not guaranteed. Do not make any expense that would put you in a financially precarious situation. GSO reimburses on a first-come-first-serve basis and reserves the right to change rules or discontinue services when funds run out.
Payment Method: Always select ELECTRONIC payment for the fastest processing.
Who to Contact:
General Reimbursement Questions:
Email: treasurer@sbgso.org
CC: treasurerassistant@sbgso.org and office@sbgso.org
Blackbaud Account Registration or Payee Address Issues:
Samrah Khan (GSO Admin Manager)
Email: samrah.khan@stonybrook.edu or adminmanager@sbgso.org
Phone: 631-632-6492
We look forward to supporting you this year!
Best regards,
Aishwarya Bhanage
Treasurer, Graduate Student Organization (GSO)
Who We Are
The Graduate Student Organization (GSO) is the official body representing all graduate students at Stony Brook University. Our mission is to serve as the liaison between graduate students and the university administration, ensuring your needs are met and your voice is heard.
Comprised of an Executive Board and senators from every academic department, the GSO addresses graduate student issues and concerns at all levels. We are a student-run, non-profit organization funded by the graduate student activity fee.
Key services we provide include:
Advocacy: Championing graduate student interests in discussions with university leadership.
Funding: Offering financial support for academic travel, research, professional development, and more.
Events: Hosting social and academic events to bring graduate students together across all disciplines.
Communication: Keeping you informed about critical resources, opportunities, and university news.
GSO Resources
The GSO hosts many large-scale events for graduate students on and off campus, as well as many resources, including:
Graduate Student Emergency Relief Fund
Please also refer to the Student Emergency Support Fund (SESF) for resources and support.
The GSO also offers various funding opportunities! Whether you are taking in-person classes or if you are an online/remote student, you can still apply for the GSO reimbursement lines. These range in $300 - $1,750 in reimbursements, including:
Conference expenses
Online courses (i.e., Coursera, DataCamp, not degree requirements)
Professional development activities (i.e., Software subscriptions like Adobe, Prism)
Fitness activities (i.e., gym membership fees, exercise classes)
Recreational activities (i.e., tickets to concerts, sports games, Broadway musicals/plays, museums)
Travel expenses to internships, research/clinical rotations
Fall 2025: The funding lines for Fall 2025 haven’t opened yet. All the graduate students will be notified before the funding lines open. Any IRs (Invoice Requests) submitted in Blackbaud will not be considered
Please note: Any form of harassment (stalking, excessive calling, any form of aggression and appearing at the living quarters of ANY Graduate Student Organization Executive Member, Officer, Senator, or any related member of GSO) will NOT be tolerated. If any student is found to be harassing any Graduate Student Organization member will be given a verbal warning, a meeting with the Dean of Students, and/or suspension as a Graduate Student Organization Affiliate. This will bar students from attending Graduate Student Organization events, seek reimbursements, or run for any seat within the organization so long as they enrolled at Stony Brook University.
The GSO is the graduate student government at Stony Brook University. The GSO is incorporated in the State of New York as a 501(c)3 nonprofit organization, and is legally and structurally independent of the university administration.
