Getting started with funding

Creating funding form(s)

Starting with funding? Head to the Forms section on the portal and click on Forms Manager. This is where you can create different types of grant/funding requests and claim forms. For detailed, step-by-step instructions on creating forms, please refer to our comprehensive Forms articles in the help center.

Understanding the Different Grant Form Types

Rubric provides two default grant form types designed to support different funding workflows. These are:

1. Grant Application Form

This form is used by clubs to apply for funding from the union. It is typically the first step in a funding process and includes the following required form elements:

• Grant Description
  This is a text section where the union outlines the purpose, scope, or eligibility criteria for the grant, so clubs can understand what they are applying for.

• Grant Type
  A dropdown or selection element where clubs can choose from predefined funding categories or grant types.

• Requested Amount
  This is the field where clubs enter the amount they wish to apply for.
  You can set a maximum and/or minimum grant limit for this amount by enabling the relevant toggle in the Element Settings panel and entering the desired value.

Some unions operate a one-step funding process, where submitting the grant application form is the only requirement. Once approved, the funds are automatically transferred to the club’s account—no further action is required.

2. Grant Claim Form

This form is used by clubs to claim funds that were previously approved through a grant application. It acts as a second step in a two-step funding process and includes the following required form elements:

• Grant Application Selector
  Clubs must select a previously approved grant application from a list. This links the claim directly to the approved funding.

• Grant Claim Amount
  Clubs enter the amount they want to claim. A maximum limit—based on the approved funding—will be automatically displayed so clubs cannot claim more than what was granted.

Alternatively, the grant claim form can also be used as a reimbursement form. In this case, clubs that have spent money in advance can submit a claim to request reimbursement, even if no formal grant application form was submitted beforehand. This is often useful for post-event or emergency funding workflows.

By understanding how these two grant form types work, you can design a funding process that suits your union’s structure—whether it's a simple one-step process or a more controlled two-step system involving claims and reimbursements.

Setting up multiple funding forms

You have the flexibility to create several funding forms for various stages of the funding process, such as a funding request form followed by a claim form. These forms will appear as sequential steps on the portal’s Funding page.

Clubs are required to complete and have the first form approved before they can proceed to the next, ensuring a smooth and orderly process.

Making funding forms accessible to clubs

Once you set a form to active, it becomes accessible in the Forms section on each club’s portal. You can also share these forms on your website or social media channels for wider reach.