Event Funding and Reimbursement Requests

Questions about event or purchase reimbursement? Follow the steps below.

1. BEFORE your event: Apply for funding

   1. Wellness-related event? See if your request qualifies for the Joseph O’Donnell Fund and
      apply here.

      The Joseph O’Donnell, MD ’71 Fund supports Geisel student projects promoting wellness, compassion, and service. It is jointly managed by Geisel Student Affairs and Geisel Student Government.

      Resource:
      Guide to Applying for Joe O’Donnell Funding (PDF).
      Questions? Contact the Chairs of Wellness (Erin Kelly and Annie Cao).

   2. Community service-related event? See if your request qualifies for the Fran Field Fund and
      apply here.

      The Fran Field Fund supports community service projects in the Upper Valley (e.g., materials for school lessons, art supplies for wellness activities). Internal costs (food for members, gas reimbursements, etc.) should use the Discretionary Fund instead. Managed by the Office of Medical Education. Questions? Contact the Chairs of Service (Alex Walkon and Trey Rogers).

   3. Conference funding?
      Apply here via the Office of Student Life.
      Individual students and groups may apply through the Office of Medical Student Research.
   4. None of the above apply? The Student Government Discretionary Fund supports student projects and activities—apply
      here.
      Managed by Geisel Student Government. Questions? Contact the President (Vincent Busque) or Treasurer (Mairead Pfaff).
      • For all Co-Curricular/Interest Group and Discretionary Fund spending, approval must be given by the Treasurer and/or President.
      • Reimbursements from the SG Discretionary Fund are limited to $500/year per student group and $500 max per event.
      • After preliminary approval, funding for food requires emailing
        mairead.pfaff.med@dartmouth.edu
        a copy of Google Form RSVP responses (with student names) at least 24 hours before the event.

2. AFTER your event: Submit reimbursement requests

   1. Complete this form to confirm the expense was incurred.
      Student Affairs will not approve any reimbursements until the Executive Board has approved.
      If you used the PCARD, no further action is required after this form.
   2. If you used a personal payment method, also complete an OnBase reimbursement form to receive reimbursement from Geisel Finance. Follow the instructions below.
      1. Go to this link.
      2. “Who are you paying” — select Dartmouth Student.
      3. “What type of payment” — select Travel/Business expense.
      4. “Finance Center” — select Dartmouth Finance Car.
      5. “Invoice Date” — select the date on your receipt.
      6. “Legal Payee Name” — Last name, First name, Middle initial.
         • If your name doesn’t appear, type it as above, check “New Payee/Address,” and fill in your address.
         • You may see multiple entries (Norwich, Hinman box, etc.). Choose your desired mailing address.
      7. “Business Purpose” — brief description of the reimbursement and associated event.
      8. “Payment Amount” — enter the reimbursement amount.
      9. “I have expenses to report that are for (select all that apply)” — choose Non-Travel.
      10. “Chart Type” — use the GL string below based on the fund you applied to.

      Fund	GL String
      Discretionary Fund / General Student Government	30.207.283012.740150.0000
      Joe O’Donnell Fund	30.207.768569.740000.0000
      Fran Field Fund	30.207.761563.111550.0000

      Natural Class codes: Alcohol 8202, Food/Non-alcoholic drinks 8151, Supplies 7511.

      • Add all receipts required for reimbursement.
      • For Approver, add the correct staff member (Last name first):
        1. Discretionary funding — Buzzell, Courtney (As of 10/20/25)
        2. Fran Field Fund — Eastman, Terri
        3. JOD Fund — Adams, Kate

Helpful Guides

• Guide to Submitting Student Reimbursements (PDF)
• Example Reimbursement Submission (PDF)
• Reimbursement Screen at a Glance (PDF)