Grant Recipient Guidelines

Congratulations on receiving a grant from the St. Louis Fund at the Gephardt Institute for Civic and Community Engagement! This page serves as a guide to the awarding and evaluations process of the grant as well as to answer any questions that you might have. Please read all information carefully. Following funding procedures will allow you to receive funds in a timely manner.

Step-by-Step Reimbursement Process

Step 1: Sign and submit the Grant Acceptance Form

Step 2: Throughout your project/event, keep all ORIGINAL receipts that clearly break down the purchase(s) by line item and indicate paid in full.

  • If multiple group members are splitting the initial cost for items, please be sure to designate one person to handle all financial transactions.

Step 3: Throughout your project/event, keep track of how many members of the WashU and non-WashU community participated and engaged with your work. This will be required as part of your summary report.

  • If there are less than 13 people at any event or project that involves food or other social expenses, you must record all of their names for reimbursement processes.

Step 4: Turn in your summary report using the online form.

  • This must be turned in within 30 days of project completion.

Step 5: Request a reimbursement meeting via email to review all of your receipts, complete paperwork, submit photos, and address any lingering questions.

  • This meeting will take up to 30 minutes so please schedule accordingly and please bring all of your original itemized receipts.

Step 6: Once approved for reimbursement, we will submit request for payment through Accounts Payable.

Special Circumstances

If you are unable to incur the expenses associated with the grant awarded, we are happy to work with you to break down reimbursement into more manageable amounts. Please email to schedule an appointment to go over that process.