- About Group Support Funding
- Group Support Grants
- Instructions to Apply for Group Support Grants
- Rapid Group Support Funding
- Using Your Funding
- Reports for Group Support Grants
- Reports for Rapid Group Support Funding
About Group Support Funding
Group Support Funding can cover a group's running expenses or fund a specific group project.
Group Support Funding is not intended to pay for people’s living expenses or time. To find out about other sources of funding for EA groups, including funding for part-time or full-time salaries of group organisers, visit the "Funding for Groups" page of the EA Groups Resource Centre.
Two types of group support funding:
- Group Support Grants (preferred option). A sum to pay for future expenses for up to 12 months.
- Rapid Group Support Funding. For urgent requests for reimbursement or for costs that need to be paid within 3 weeks.
Funding can be sent to an organiser’s bank account, or the group’s bank account (if the group has one).
Expenses that can be covered
There is no specific limit on the amount of money groups can request, but groups tend to request between 2,000 USD and 20,000 USD per year. Default amounts range from 3000 USD per year for small groups through to 12,000 USD per year for larger groups. We encourage you to err on the side of requesting more money if you can think of an impactful way to use it.
Group expenses can include:
- EA books (no set limit)
- Food for events (snacks/drinks up to 6 USD per person per event, and meals up to 25 USD per person)
- Software and subscriptions (as needed)
- Advertising costs such as banners/posters for clubs fairs (~300 USD), and food for clubs fairs and tabling (up to ~200 USD per event)
- Social media advertising (up to ~200 USD per program)
- Venue hire (up to ~150 USD per event)
- Retreat/summit costs (up to ~250 USD per person for a short retreat)
- Travel costs for organisers to visit other groups, or for engaged members to attend conferences.
More detailed information on what you can spend on is in our common group expenses guidelines, which we recommend you view before applying for funding.
At any point in the funding process you can contact firstname.lastname@example.org with questions about the content of the application, or email@example.com about due diligence and payment.
Group Support Grants
This is our preferred method of funding groups. We think most groups should apply for a Group Support Grant.
These grants are intended for groups to receive a sum of money to pay for future common group expenses for up to 12 months. But groups can request for the grant to be used for other expenses instead of or as well as common group expenses.
You will get a decision about your grant within 5 working days (or 2 working days if your grant is urgent). If you complete the due diligence and grant agreement steps shortly after receiving the instructions, you will usually receive the funds within 2 weeks (UK and US groups) or 3 weeks (other countries) after the application is received.
Instructions to Apply for Group Support Grants
Note: CEA will be launching a new and improved Grantee Portal on June 2, 2022. Because of this, from May 16 to June 1, users will not be able to access the current Grantee Portal. Thus, the instructions below the button of "Apply for a Group Support Grant" do not apply for this period.
In case your group urgently needs group support funding and you need to apply during this period that the grantee portal is inaccessible, here are two options depending on how much you need:
- If you need $5,000 or less and will spend it within one month of your application being approved, you can apply for CEA’s rapid funding using the instructions here.
- If you need more than $5,000 urgently, we can try to help. You can duplicate and answer the application questions from this google doc and email it to firstname.lastname@example.org.
Prepare your application. View the application questions. You may wish to make a copy to share with any co-organisers with whom you are discussing the application. You can also contact email@example.com with questions about the content of the application.
Apply via CEA's grantee portal. If you haven't logged in before click "New User?" and register as an Individual (unless you're representing a legally recognised organisation, or you want the funds sent to a group bank account). Once you are signed in, you can find the application form by going to "Apply for a Grant" and then "Group Support".
You will receive an email within 5 working days (or 2 working days if you specify you need the grant sooner) with one of the following:
- A request for more information
- Due diligence instructions. This means the grant has been provisionally approved.
- A grant agreement. This will be sent if your grant has been approved, and you have gone through the due diligence process in the last two years.
Note: We've had some problems with applicants not receiving this email. If you don't receive a response in 5 working days (or 2 working days for an urgent application), check your spam folder, and then email firstname.lastname@example.org.
- Due diligence (for provisionally accepted grants when the applicant has not completed due diligence in the last 2 years).
This step is for us to collect the bank account details of where you want to receive the grant, and to fulfil CEA’s legal obligations. It involves the applicant logging in to the grantee portal and filling in a form. The questions can be viewed here.
Grant agreement. Within 2 working days of completing due diligence you will be sent an email asking you to sign a grant agreement document. If you don't receive a response in 4 working days (or 2 working days for an urgent application), check your spam folder, and then email email@example.com
Payment. Your grant will appear in your bank account. This is likely to take 5 working days after you sign the Grant Agreement, but transfers to some countries can take up to 14 working days.
Rapid Group Support Funding
We prefer groups to use Group Support Grants, but Rapid Group Support Funding is available with these conditions:
- Groups and organisers that are known to CEA’s Groups team
- The total amount is below 5000 USD
- All receipts can be submitted within 1 month of the original application date.
You can view the questions in advance here. Rapid Group Support Funding applications will be assessed within 1 working day, and successful applications will receive an email within 2 working days of their application with instructions on how to enter bank details. For groups in the US and UK, the money will arrive in your bank account as soon as you enter your bank details. For other countries the transfer will usually take 3 days.Apply for Rapid Group Support Funding here
Which bank account to use to receive and manage your funding
You can choose which bank account CEA should send your funding to. Some student groups have a bank account with their university, which they may have to use to receive the funding. Some city or national groups also have their own group bank account. Depending on your bank or your university’s system, there may be an administrative burden to make transactions or add or remove signatories, so most groups just use a personal bank account as where they receive and store the money from CEA.
If you choose not to have a group bank account, you might like to open a separate personal account that just gets used for group-related transactions. This is to make it easier to track expenses and your remaining funds.
After receiving the money, you could also choose to split your funding among a few organisers' bank accounts, so that not all payments/disbursements have to be done by one person. If you do this, we recommend one or more of you include and regularly update details of where you have your money stored and how much is left with each person (i.e. in a spreadsheet), as well as logging regularly all of your group’s expenses there (with links to receipts).
Once your group is bigger and more established, and if you find managing money via personal bank accounts to not be optimal, you can look into the process and pros and cons of getting a group or organisation bank account.
Using Your Funding
Keep track of your spending in a spreadsheet (this is a template you could use)
Look at the report process below so that you know what kind of information you will need to collect.
Contact firstname.lastname@example.org for approval if your plan changes and you wish to spend the funds in a significantly different way from your initial application or the common group expenses.
For Group Support Grants:
- Keep all receipts over 500 USD
- Reapply when your funds get low (e.g. down to ~20% of their original grant amount, or if the funds could run out within 2 months). You will have to submit a review before you reapply.
- If it seems like you are going through the grant significantly faster than you expected (e.g. you’ll run out of funding earlier than halfway through your grant period) contact email@example.com.
- If groups have a change of organiser, grant money can be passed to the next organiser. Contact firstname.lastname@example.org to update us.
- Groups can submit a report and receipts before the end of the grant period if they aren’t expecting to use the funds (e.g. if the group becomes dormant).
For Rapid Group Funding: Keep all receipts
At the end of the funding period, groups will receive a request via email to write a review, which is due one month after the completion of their funding period.
Reports for Group Support Grants
For most groups, the grantee will receive a request by email to complete a progress report every 6 months, and a final report at the end date of the grant period (due 1 month later). The report questions are listed here.
Submit your final report before you apply for a new Group Support Grant or at the end of the grant period (whichever comes first).Submit your Group Support Grant Report
Reports for Rapid Group Support Funding
Three weeks after your application date you will receive a request to complete a short report. Report questions are listed here. This report is due one month after your application date. Reports are not required for reimbursements.Submit your Rapid Group Support Funding Report