Guidelines for the Strength in Diversity Grant

Congratulations! Your proposal has been approved for funding. Thank you for adding to the cultural and intellectual life of the university and the community. We hope your experience as a sponsor is positive and that you will consider it again. 
The grant time period during which the funds must be used: award notification date: July 17, 2018

Frequently Asked Questions

How do I get reimbursed for the expenses?

Please readEffective August 1, 2017 New Purchasing Policies 

Effective January 1, 2015, the University will no longer process reimbursement requests that are submitted to the Financial Affairs Office more than 60 calendar days after an expense is paid. This policy will apply to reimbursements for faculty, staff and students. Reimbursement requests for expenses submitted more than 60 days after the expense was paid will be refused. Please familiarize yourself with Loyola's financial affairs policies.

All grants commence upon the grantee's receipt of written notification by the Diversity, Equity & Inclusion Committee and conclude no later than July 31 of the fiscal year in which the grant was awarded. Grant related expenses must be incurred on or before July 17, 2018. Incurred means that goods or services were received on or before July 31. Reimbursement requests must be submitted on or before July 17, 2018. 

In accordance with IRS accountable plan regulations, reimbursement requests must be submitted within 60 calendar days of the date epxenses are incurred. 

  • Submitting check requests
  • ALL SPEAKERS MUST FILL OUT A Speaker Agreement and A W-9 Form. The sponsor must fill out a Check Request Form and a Travel Expense Statement, then forward all forms plus the original receipts (taped to an 8 X10 sheet of paper if more than one receipt) to Tarana, administrative assistant in Academic Affairs, office located in Monroe Library, Rm. 301, Campus Box 198.  Honorariums will not be paid until after the event. For international speakers please contact Debbie Danna at (504)864-7550 or email her at danna@loyno.edu.
  • All reimbursements requests require a Check Request. If submitting more than one receipt a Miscellaneous Expense Statement must accompany the Check Request.  
  • Substantiation of expenditures with original receipts. Original documentation is necessary to verify expenditures and eliminate the possibility of duplicate payments.
  • If, in rare cases, original receipts are not available, a complete explanation must be submitted in the form of a Missing Receipt Affidavit accompanied with the Check Request and if applicable the Miscellaneous Expense Statement
  • For payment to some on-campus entities submit the invoice to Tarana, administrative assistant in Academic Affairs. Her office is located in Monroe Library, Rm. 301, Campus Box 198. In some cases we can pay with a transfer of funds. 
  • For student reimbursements with receipts, the Check Request must be accompanied by a completed W-9 form for 1099 reporting purposes.

What if my speaker can't make it or there is a change in the event?

Please keep the Diversity Committee informed if there is a change of date or location for your event. You cannot automatically substitute another speaker. You must obtain approval from the Diversity Committee for substitutions.

Posters and Flyers

Please read Loyola Brand Graphic Standards. Posters and flyers placed around campus and mailed off campus are an effective way to promote your event. E-mail is fast and free. Just address your e-mail to: faculty@neo1.loyno.edu, staff@neo1.loyno.edu, students@neo1.loyno.edu. Please be sure to include at the top of the email "Include in E-Newsletter."  

Marketing & Publications can help promote your event with advance notice. Submit a request here>>> Publicity Request Online Forms

Presentations

The committee expects a reasonably close fit between the lecture or performance as proposed and the lecture or performance as advertised and presented. If the nature or title of the program changes, you must notify the committee.

The committee encourages an informed and balanced discussion of controversial issues, and does not seek to censor any viewpoint. If your speaker is addressing a topic of public controversy, please explain in your proposal how you will allow for the voicing of alternative opinions within the event(s) planned. You must also work with Loyola’s Director of Public Affairs, for the purpose of allowing the university to prepare for community reaction, and you must make provision for the hiring of security in your budget. Failure to abide by the above protocols will result in the withdrawal of funding by the committee and the committee’s official disassociation from the program event in question.

There are a variety of locations available on campus to accommodate large or small audiences. The sponsor is responsible for locating and engaging a suitable location.

If you need equipment support for the presentation, please contact Media Services at (504) 864-7120 at least a week in advance.

Receptions on campus

For on-campus catering, request Catering to send the invoice receipt to Tarana at Box 198 or lawrence@loyno.edu for processing. Catering requires notice at least two weeks in advance. Please see August 1, 2017 purchasing polices regarding meals. 
 
Finances
 
 
You are responsible for staying within the overall budget approved by the committee. There is no room for paying additional expenses. All reimbursements will be made on the basis of the approved budget. For student reimbursements with receipts, the check request must be accompanied by a completed W-9 form for 1099 reporting purposes. 

In arranging the visit for guest speakers/artists/performers, the sponsor should explain to the speaker that reasonable travel, lodging, and meal expenses will be reimbursed. Advances to speakers for lectures/ performance and other events are not recommended. Although the entertaining of speakers is an important part of the experience, funds for entertaining are limited. A detailed budget should be submitted for approval.

All grants commence upon the grantee's receipt of written notification by the Office of Diversity, and conclude no later than July 31 of the fiscal year in which the grant was awarded. Grant related expenses must be incurred on or before the July 17, 2018. Incurred means that goods or services were received on or before July 17, 2018. Reimbursements must be submitted on or before July 17, 2018. 

  
Co-sponsorship and further funding

We encourage you to co-produce your event with another organization such as a student or faculty club, or local or national organization. If you co-sponsor through a student organization, you may be able to apply for SGA funding. Such co-sponsorship helps all involved in a number of ways: involving others, more exposure, more funding, etc.

Final report

The final report is very important. It is due 14 calendar days from the close of your event. Include copies of information such as posters, newspaper stories or other media coverage. A final report must be filed for you to be considered for future Strength in Diversity grants. Please send this information to the current Internal Grants Coordinator, Tarana at ML 301, Campus Box 198, 864-7055, lawrence@loyno.edu

Diversity Grant Final Report Form