Merit Request Guide

What is a merit request?

A Merit Request is a funding request for an event, activity, or project that will be open to members of BGSA. Broadly speaking, a merit request can be for anything that will help to foster the interaction of BGSA members either socially or academically. Some examples of prior approved requests:

  • Sponsoring members to run in a 5K race

  • Supporting a monthly journal club

  • Funding of a meditation session

  • Subsidizing the cost of a hiking trip to the Delaware River Water Gap
     

Eligibility/Requirements 

Application for funding is not restricted to BGSA members, but the event, activity, or project being proposed must be open to all members of the community.

  • The event, activity or project must be publicly advertised through the BGSA listserv to ensure that all members are made aware of the event

  • Requests must be submitted at least 7 days before the next Executive Board (14 days if you desire feedback from the Executive Board)
  • The request must include a detailed budget, including a description of where the money shall be spent
  • There are no requirements on how many people must be included in the event, but any limitation on the number of BGS members allowed to participate in the event must be clearly articulated at the time of submission
  • The event does not have to be large enough to accommodate all members of BGSA, but the event must have an open enrollment period available to all members of BGSA
  • All events must comply with university policy, and funds must be used in the most appropriate and economical manner possible. It is the responsibility of the requesting party to ensure this compliance.
     

How to request funding

To request funding for your event, a merit request form must be clearly completed and submitted to the BGSA Executive Board through our online submission system by the next E-Board meeting. 

Schedule for E-board Meeting:

EB Meetings @ 5 PM. If you wish to present your merit request to the E-Board in person, please email the BGSA Finance Chair (bgsa.finance@gmail.com) to schedule your presentation at the next E-Board meeting.

  • October 6, 2026
  • November 3, 2026
  • December 8, 2026
  • January 12, 2027
  • February 2, 2027
  • March 2, 2027
  • April 6, 2027
  • May 4, 2027
  • May 25, 2027 

Requests of $1,000 or below are voted upon by the Executive Board at monthly E-Board meetings and must be submitted 7 days before the E-Board meetings in which they will be reviewed. 

All funding decisions are voted on by the E-Board with a consultation to the General Assembly for amounts over $1,000. If you wish to present your merit request to the E-Board in person, please email the BGSA Finance Chair (bgsa.finance@gmail.com) to schedule your presentation at the next E-Board meeting.

Funding Approval

Upon receiving a merit request, the Executive Board will:

  • Read over the proposal and make suggestions if deemed appropriate

All requests will be voted upon with consideration to the following criteria:

  • The person(s) requesting the funding shall give a brief description of the funding request, including:

    • why the activity is relevant to BGSA

    • the total amount of funding requested

    • what the money will be spent on

  • The E-Board will then have the option to accept the request as is, revise, or set conditions for the request before going to a vote

    • Accept: no further action necessary

    • Revisions/Conditions:

      • The E-Board may choose to only fund certain provisions of the request

      • The E-Board may choose to fund certain provisions at either a greater or lesser extent

      • Total funding may be contingent upon certain conditions

      • All revisions/conditions must be amenable to the requestor, and they may counter with alternative/additional revisions, or refuse them entirely.

  • The E-Board will vote on the proposed funding request. Funding requests must obtain a 2/3 majority to be approved. In addition, all events must meet the requirements set forth below:

1. Host one or more BGS PERC-UP cafe events a year (contact Meera Sundaram, sundaram@pennmedicine.upenn.edu)

2. Include the BGSA Logo

3. Submit any and all BGSA-funded events to the BGSA newsletter 

Funding Disbursement

Please follow the purchase order or reimbursement for appropriate disbursement of funds and instructions to complete the Funding Request Form 

Contact:  bgsa.finance@gmail.com with any questions.

Methods of Recourse

Rejected requests will be tabled for the duration of the meeting, but may be resubmitted for consideration at a future E-Board meeting. If you wish to present your merit request to the E-Board in person, please email the BGSA Finance Chair to schedule your presentation at the next E-Board meeting..

Accountability

  • The requesting party(s) who signs the Funding Request Form is/are responsible for ensuring that the approved funds are used exactly as indicated in the approved proposal.

  • If approved BGSA funds are not used as originally proposed and approved, BGSA is under no obligation to reimburse the student for funds used in an unapproved manner. BGSA also reserves the right to censure the responsible student if he or she applies for future funding.

  • If approved BGSA funds are used in a manner that is directly opposed to BGSA Funding policy or University Alcohol Policy, BGSA reserves the right to deny the responsible student(s) future funding.

  • The student(s) who sign(s) the Funding Request Form accept full responsibility for repercussions that may arise from the inappropriate utilization of BGSA Funds.
     

More Questions?

Please contact the BGSA Finance Chair .