Undergraduate Departmental Representatives Program

Funding & Reimbursements

Funding is available from the Office of the Dean of Arts and Sciences for UDR sponsored initiatives.

Requesting Funds

You should apply for UDR funding as soon as you know your initiative's budget requirements. You cannot apply for funding after your initiative has occurred.

Prior to requesting UDR funding, please explore other sources of funding. Ask your department/program if it can provide financial support for your initiative.

If you are collaborating with another office, ask them if they have sources of funding. Funding is also available from various programs and offices (A-board, Student Union, Brandeis Pluralism Alliance, etc.) depending on the topic or the goal of your project.

There are two types of funding that UDRs may apply for:

Regular Funding

Funding is limited, so requests should be kept modest (i.e., plan to purchase snacks instead of a full dinner). 

Regular Funding Request Form

Collaborative Grant Funding

Collaborative UDR Grants are intended to support collaboration among UDRs from more than one department/program for initiatives that reach a larger audience and therefore may have higher associated expenses. Two Collaborative UDR grants will be awarded each semester; the maximum grant award is $200. UDRs cannot receive both Collaborative UDR grant funding and regular UDR funding for the same initiative.

Collaborative Grant Funding Application Form

UDR approved funding expires at the end of the semester in which the event or initiative was scheduled to occur. Unused funding cannot be carried over to another event or initiative.

Reimbursement Requests

Please follow these guidelines when seeking reimbursements:

  • All payments and reimbursements from the UDR program require that the funding was approved prior to the occurrence of the expense.
  • Receipts for reimbursements must be original and itemized. Make copies of the receipts.
  • Never pay or reimburse an individual, e.g., a performer or guest lecturer, with your own funds. You will be in violation of tax laws and the university will not reimburse you.
  • Contact the Office of the Dean of Arts and Sciences with questions.

Options for Reimbursement

Student Expends Personal Funds

Please email the UDR program administrator with the following information:

  • Name of person to reimburse
  • Address of the person being reimbursed
  • UDR's department
  • Title of UDR initiative
  • Image of receipt(s)
  • Flyer from initiative
  • WorkDay ID, if you are set up with direct deposit in WorkDay

The program administrator will submit an online reimbursement form with Accounts Payable on your behalf. Once approved by Accounts Payable, you will receive a reimbursement by check or direct deposit. If you are set up with direct deposit (payroll) in WorkDay, it will be deposited to your bank account on file. If no bank information is available, a check will be mailed to your provided address within 2-3 weeks.

UDR Program Directly Pays On-Campus Vendors

  • Please consult with the appropriate office for instructions
  • All forms should be directed to the UDR Department Administrator
  • Please be sure your name and department/program are clearly referenced on the documentation

UDR Program Directly Pays Outside Vendor with University Credit Card

This option is best if you are purchasing supplies online and can also be used if ordering catered food that must be paid in advance

  • Coordinate direct payment with the UDR program administrator
  • Original receipts must be submitted to the UDR program office