Reimbursement Application Status
Treasurer - Aishwarya Bhanage
Responsible for Final Approval for all lines from GSO.
Pending: 180
Updated: 09/29/2025
Asst Treasurer - Disha Ghoshal
Approval Lines: RAP, Departmental Allocations, PhD Career Ladder Program, Thesis Writing Bootcamp, Travel Line (All Categories).
Pending: 60
Updated: 09/29/2025
Asst Treasurer - Bindu Bhargava Reddy Chintam
Approval Lines: PDF, Recreation - Fitness and Cultural and Club Funding - other lines
Pending: 4
Updated: 10/16/2025
Approval Process Steps:
Assistant Treasurer => GSO Treasurer => Admin Manager (Samrah) => ASA Fiscal Agents
(Wait times may vary at each stage, going up the ladder)
For inquiries regarding your reimbursement application, please reach out to the respective contacts based on the category of your request.
Common Reasons for Rejections:
We have been processing a high volume of funding applications recently, approving over 250 while rejecting approximately 90 to date. Our goal is to ensure that every student and club/department can access the funds they need smoothly and efficiently. We love to support you guys, that's the very reason we would like to share this awareness with all of you.
IF YOU ARE SEEING THIS EMAIL, PROBABLY YOUR IR IS REJECTED. PLEASE DON'T REAPPLY, BUT CORRECT THE REJECTED APPLICATION.
You might be rejected for one or more reasons, as said below.
Forward this information to all students and peers in your department.
To help avoid common errors that lead to application rejections and processing delays, we have compiled a list of crucial guidelines. We kindly request that you share this information widely with the graduate students in your respective departments.
Here are the most common mistakes we have identified in applications submitted via Blackbaud and NXT:
Correct Payee Information: For individual reimbursements (e.g., Rec-Fitness, PDF, RAP, Travel), the payee must be your name. When you enter your name, your current address should appear below it for selection. If it does not, or if the address shown is incorrect, please do not proceed. Instead, email our Admin Manager, Samrah Khan, at samrah.khan@stonybrook.edu to update your details.
Invoice Number: Please leave the "Invoice Number" field blank. Our system automatically generates a unique IR number for each application, which is essential for us to track its progress. External invoice numbers can be confusing.
Invoice Date and Deadlines: The "Invoice Date" should match the date you submit the application. If your application is rejected and you are resubmitting, please use the first submission date to maintain your place in the processing queue. Don't create a new application again.
Correct Approval Rule: Please be careful to select the correct approval rule for your funding request. We frequently see incorrect selections, such as choosing "General Social/Events" (a club funding line) for "Recreational - Cultural" reimbursements, or selecting "RAP" for a "PDF" application.
Upload All Required Documents: Ensure all necessary documents are uploaded. A common omission is the official GSO application form for the specific funding line. All current forms are available on the GSO website: https://www.stonybrookgso.org/applications.
Consistent Funding Amounts: The amount you are requesting must be consistent across all parts of your application and in all uploaded documents. Discrepancies will lead to rejection.
Do Not Create Duplicate Applications: If your application is rejected, please do not create a new one. Edit and resubmit the original application based on the feedback provided by the Treasurer or Assistant Treasurers. Creating a duplicate may result in both applications being rejected.
For Clubs & Departments - Event Planning:
If you are planning an event, please email the GSO Treasurer and Samrah Khan at least 2-3 weeks in advance to arrange payments using the GSO credit card. This lead time is crucial as vendors like Amazon require time for delivery.
For urgent or last-minute event needs, please visit the GSO office or schedule a Zoom meeting with Samrah and the Treasurer to seek approval. We will do our best to accommodate your requests.
Key Submission Deadlines to Remember:
For purchases made between July 1 - September 29, 2025: The application deadline was October 10, 2025 (Deadline passed).
For purchases made after September 29, 2025: You must apply for reimbursement within 30 days of the purchase date.
Following these guidelines will significantly speed up the approval process and ensure you receive your funding without delay.
~ Important Notice ~
Due to recent staffing changes, including the departure of our Fiscal Agent, the processing of reimbursement applications may experience delays. We appreciate your patience and understanding as we work through this transition.