Presentation on theme: "GSA Officer Training Mike Egnoto, President"— Presentation transcript:
1 2013-2014 GSA Officer Training Mike Egnoto, President Philip Siblo-Landsman, Vice PresidentDarrin Griffin, Treasurer
2 Welcome New Club Officers! Please ask questions throughoutNew student orientations & club information packetsGSA Budgetary GuidelinesManaging Your Club’s BudgetTicket Office PoliciesWebsite Info
3 New Student Orientation Each Departmental GSA must hold a new student orientation by the end of September.Should Cover GSA services such as:EventsConference FundingMDRFEditorial Services
4 Budgetary Guideline Highlights: General Financial Procedures Funds MUST be encumbered (requested) BEFORE they are spentDeadlines for Final Paperwork found on Budgetary Guideline Packet (Tan color)You must contact the GSA before the deadline with any problems
5 Budgetary Guideline Highlights: General Financial Procedures No GSA money or funds generated using GSA money allowed in accounts outside of GSA.ALL money collected must utilize the Sub Board Ticket Office (more info. later)
6 Budgetary Guideline Highlights: General Financial Procedures Encumbrances for must be submitted before June 1st and the money spent by July 31Minutes must be provided by that deadlineClubs may not build up or roll over GSA funds to next year, except for fund-raised money
7 Budgetary Guideline Highlights: Guidelines For Clubs (section A) All Clubs Common ExpendituresInvited SpeakersFilms, Videos, or other Media rentalOffice SuppliesPrinting and PublicationUp to 20% of budget for publishing scholarly workClub NewsletterSocial Events
8 Budgetary Guideline Highlights: Guidelines For All Clubs All events MUST be held in a public placeContact Liz Hladczuk for on-campus space reservationsAll Events must be advertisedInclude a copy of the ad with the final paperwork
9 Budgetary Guideline Highlights: Guidelines For Clubs All Clubs Senate AttendanceIf you miss two consecutive Senate meetings then your club budget will be frozen until you attend a Senate meeting.You will receive an reminder after senator misses a meeting.
10 Budgetary Guideline Highlights: Guidelines For Departmental Clubs Sponsoring Individual Club MembersNo more than $200 to any single member/yearConferences, Conventions, and Workshops$200 for presenters$100 for attendeesSame procedures as applying to GSA conference fundingStudent Research – up to $200/year
11 Budgetary Guideline Highlights: Guidelines For Departmental Clubs Capital EquipmentItems costing $500 or more with a useful life of longer than 1 year are capital equipment.Must be approved by the GSA E-BoardMust be for all grad students
12 Budgetary Guideline Highlights: Guidelines For Special Interest Clubs All activities must be advertised to the Graduate Student Body.Advertisements must be in English, or include an English translation.
13 Budgetary Guideline Highlights: Other Funding Opportunities Special Activities Fund – up to $1,200For Activities that benefit a large number of grad students, not just a single department or clubSymposia – up to $1,400For formal meetings that give grad students an opportunity to present their workScholarly Publications – up to $1,400For journals or other academic publications edited and run by grad studentsCommunity Outreach – earn up to $200
14 Budgetary Guideline Highlights: Other Funding Opportunities Interdepartmental Special ActivityUp to $400For activities organized by and for 2 or more departmental clubsGSA can match the amount contributed by the club contributing the least, times the number of participating clubs
15 Budgetary Guideline Highlights: Other Funding Opportunities Conference FundingUp $500 for Ph.D. students over their tenureUp to $300 for Masters students over their tenureUp to $150/year may be used to just attend conferencesMark Diamond Research Fund$1000 for Masters thesis$1500 for MFA$2000 for Ph.D. dissertation
16 Budgetary Guideline Highlights: Exclusions No honoraria for UB FacultyMileage = $0.14 per mile students/$0.56 speakersNo secretarial expensesNo political and religious activitiesDoes not apply to activities designed to provide information or scholarly debate
17 Budgetary Guideline Highlights: Exclusions Sales TaxGet Tax Exempt Form from Sub-BoardMisuse of this form is against the law.Out of State Sales Tax OKGifts and ContributionsUp to $50/semester may be spent on gifts/awardsNo Donations or Charitable Contributions
18 Budgetary Guideline Highlights: Exclusions Individual Reimbursement for expenses incidental to holding a club activitye.g. Gas money for picking up party suppliesGratuities limited to 20%
19 Special NotesAll reimbursements require original, itemized receipts and proof of payment.No club events may be held at a private residence. All events must be held in public locations.
20 Managing Your Club’s Budget Step 1: Find out about your accountKnow your account balanceCallStop into North Campus office five days a weekSouth campus on Tuesdays
21 Managing Your Club’s Budget Step 2: Fill out an Encumbrance Request Form
22 Managing Your Club’s Budget Step 3: Wait for Encumbrance Approval
23 Managing Your Club’s Budget Step 4: Is there any additional paperwork necessary?TIN Form (Tax Identification Number)General Services ContractSpeaker ContractCo-sponsorship Agreement (giving money)Sponsorship Agreement (getting money)* GSA club-to-club money just requires an encumbrance and minutesThe GSA will let you know if any of these will be required.
24 Managing Your Club’s Budget Step 5: What to do once you are authorizedGet a tax exempt form from Sub Board I (341 Student Union, or call )You will not be reimbursed for any tax paid or for any bottle deposits.Make your purchase and save all of your receiptsPLEASE ask questions before you make a purchase if you are unsure about anything.
25 Paperwork required for reimbursement Original, itemized receipt(s), invoice or contractNo photocopies, faxes or generic, non-vendor specific receipts are acceptable.The credit card slip that you sign is NOT an itemized receipt. You must submit the itemized cash register receipt AND the credit card slip.Proof of payment (if payment was made with a credit card or check).This may include a copy of the credit card statement and/or a copy of the actual credit card, or a copy of the front and back of the cancelled check.
26 Paperwork required for reimbursement Club minutes showing the vote to approve the expense (must list amount and name of vendor)votes are not accepted unless there are special circumstancesAdvertisement for the event (flyer or listserv )Receiving ReportAll paperwork should be submitted within 2 weeks of the expenditure.
27 Special Notes Vendor accounts-The GSA can pay some vendors directly Wegman’s cards can be signed out at either GSA officeFranco’s, Zetti’s, or Besta PizzaEaton Office Supply or Staples (we place the order)UB Bookstore & UB MicroCampus Catering or any Campus Dining and Shops (CDS) organizationGreat Lakes Graphics and PrintingAny vendor that is willing to accept a PO and invoice for goods or services*When a vendor bills GSA, please be clear with them that the bill must list the club name, and must be sent to us (310 Student Union) and not to the Department.
28 Managing Your Club’s Budget What to do if you are deniedMake an appointment with the GSA Treasurer or the Office ManagersIF YOU ARE UNSURE: The easiest way to avoid this is to be in contact with the office (or the GSA Treasurer) THROUGHOUT the process. Cleaning up problems after they happen is more stressful than dealing with issues BEFORE they become problems.
29 Managing Your Club’s Budget Ticket Office Policies/ How to make depositsAny time you collect money for anything at all, you must use the Sub Board Ticket Office!Contact at least ten business days before you plan to sell tickets/goods or collect any money.It is ALWAYS better to ask first rather than make a mistake and be penalized.
30 Club Website PolicyAll club websites MUST be hosted on the GSA server.Any club whose website is found in violation of this policy will have its budget frozen.Please contact the GSA Webmaster if you need assistance.
31 2013-2014 GSA Officer Training Mike Egnoto, President Philip Siblo-Landsman, Vice PresidentDarrin Griffin, Treasurer