Group Funding Guide

This guide explains how to plan an activity, request funding, and keep the process simple. You do not need experience preparing budgets. If you need help, contact info@hsspa.harvard.edu.

What funding is for

HSSPA funding helps eligible members build friendships, explore new interests, and enjoy shared experiences. It is a shared community resource, and thoughtful planning helps more people benefit.

Funding depends on the available semester budget and the requests received. It is not a fixed allowance for each group or member. For example, a request might work out to $5 per member, but the approved amount may be lower or higher depending on the activity and available resources.

When resources are limited, HSSPA follows the priorities in its bylaws.

Start with the purpose of your group

Choose activities that support your group’s purpose and give members a chance to connect. Explore free, complimentary, sponsored, and lower cost opportunities in Cambridge and Boston before requesting paid activities.

If a particular event is expensive, consider another way to offer a similar experience. For example, a sports group could attend a more affordable local game or organize a shared sporting activity. The purpose is to bring people together through sport, help them explore something new, and create opportunities for friendship.

The same approach applies to every HSSPA group. An enjoyable community experience does not need to be expensive.

What the budget should cover

Every group should use funding mainly for activities related to its stated purpose. Examples include:

• Admission to a film screening or film-related event.
• Books, reading subscriptions, or shared reading experiences.
• Sports activities or admission to a sporting event.
• Materials for an art or craft activity.
• Food for a group whose approved purpose is cooking or dining.

These examples illustrate one principle that applies to all groups.

Normally, at least 90% of the budget should support the main activity, with up to 10% for refreshments or other supporting expenses. Refreshments should help the shared experience and should not become the main expense unless food or dining is the group’s approved purpose.

If a different balance would make sense for your activity, explain it in your request and obtain written Board approval before spending.

If the activity is free

Finding free or sponsored opportunities helps HSSPA support more members. You may request modest refreshments for a free activity when they help participants spend time together and connect.

For example, a group might secure complimentary movie tickets normally worth $300 and request $30 for coffee or light refreshments afterward. Explain:

• How many free tickets or places you secured.
• Their usual value and how you estimated it.
• The actual cost to HSSPA, which is $0 for the tickets.
• How many eligible members will attend.
• What the refreshments will cost and how they support the gathering.

The $300 and $30 figures are examples, not an automatic allowance or spending formula. The value of free tickets does not become money available to spend. The Board must approve the refreshments request and any exception to the usual spending balance.

This approach applies to all groups that secure free activities or donated support.

Who can receive a funded place

Funding is for eligible HSSPA members who are spouses or partners of Harvard affiliates, subject to HSSPA’s bylaws and applicable funding conditions.

Visiting family members and other permitted guests may join activities where the event allows. Permission to attend does not automatically include a funded place. Please identify guests separately when planning a budget and ask before including their costs.

Free activities can offer a welcome opportunity to include guests without using HSSPA funds for their participation.

Why affiliation may need to be verified

HSSPA is a community for Harvard families. When funding is involved, we may need to confirm that the people receiving support are eligible.

A HUID is a Harvard ID number. It may belong to the member’s spouse or partner. If verification is needed, HSSPA will explain what information to provide and how to share it securely.

Leave HUID information out of emailed funding requests and general group messages. If a HUID is unavailable, please ask about the next steps. Do not send ID photographs or additional personal documents unless specifically requested through the appropriate process.

How to request funding

Download the editable HSSPA Group Funding Request Form attached to this page. You can use it for one event or a semester of planned activities. The final page includes a short FAQ.

Include:

• Your name, group, and contact details.
• The event or semester, dates, and location.
• The activity’s purpose and expected attendance.
• The number of eligible member places for which you are requesting support.
• An itemized budget and the total requested.
• Free or lower cost alternatives you considered.
• Any complimentary tickets, donated support, or other confirmed funding.
• Any refreshments, reimbursement, or exception requiring approval.

Email the completed form, without HUID information, to info@hsspa.harvard.edu.

The Board normally meets monthly, so allow about a month for a decision. If there is an earlier booking deadline, explain it clearly. Urgent requests may be considered sooner where possible.

An acknowledgment or a request for more information is not spending approval. Please wait for written Board approval before spending, booking, or promising financial support.

Paying for the activity

Direct payment to the vendor is preferred. If you need to pay personally and request reimbursement, obtain written approval first and confirm what records will be needed.

Gift cards are discouraged because spending is harder to track. They may be considered when no practical alternative exists, with prior written approval and suitable records.

HSSPA group activities should remain free. Do not collect attendance fees or ask members to contribute toward an HSSPA-funded activity. If the approved budget is insufficient, adjust the plan or ask the Board about alternatives before proceeding.

Acknowledge HSSPA support

Let participants know when an activity receives HSSPA funding. A simple statement is enough:

“This activity is supported by HSSPA funding.”

Please acknowledge any organization that provided complimentary tickets or other donated support as well.

If you temporarily pay an approved expense and will be reimbursed, describe it as HSSPA support. This helps members understand how their community makes activities possible.

After the activity

Keep itemized receipts, the written approval, and an accurate attendance record. Submit these through the agreed HSSPA process, along with a short note about attendance, the activity, and any unused funds or changes.

Attendance, affiliation, and spending records may be checked periodically. Keep personal information private and share it only with those who need it for HSSPA administration.

If something changes or a mistake happens, let the Board know promptly so it can help resolve the issue. Serious or repeated misuse may lead to funding being paused or a review of the group leader’s role under HSSPA’s governing procedures.

Questions or a different idea

These guidelines help groups plan fairly and make good use of shared funds. If your proposal does not fit the usual approach, explain what you hope to achieve and why an exception would benefit members.

Exceptions need written Board approval before spending and must remain within HSSPA’s bylaws and applicable funding conditions.

For help with an idea, a budget, or the request form, email info@hsspa.harvard.edu. Thank you for helping create a welcoming community.