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2013-2014 GSA Officer Training Mike Egnoto, President Philip Siblo-Landsman, Vice President Darrin Griffin, Treasurer.

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Presentation on theme: "2013-2014 GSA Officer Training Mike Egnoto, President Philip Siblo-Landsman, Vice President Darrin Griffin, Treasurer."— Presentation transcript:

1 GSA Officer Training Mike Egnoto, President Philip Siblo-Landsman, Vice President Darrin Griffin, Treasurer

2 Please ask questions throughout New student orientations & club information packets GSA Budgetary Guidelines Managing Your Clubs Budget Ticket Office Policies Website Info Welcome New Club Officers!

3 Each Departmental GSA must hold a new student orientation by the end of September. Should Cover GSA services such as: Events Conference Funding MDRF Editorial Services New Student Orientation

4 Funds MUST be encumbered (requested) BEFORE they are spent Deadlines for Final Paperwork found on Budgetary Guideline Packet (Tan color) You must contact the GSA before the deadline with any problems Budgetary Guideline Highlights: General Financial Procedures

5 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) Budgetary Guideline Highlights: General Financial Procedures

6 Encumbrances for must be submitted before June 1st and the money spent by July 31 Minutes must be provided by that deadline Clubs may not build up or roll over GSA funds to next year, except for fund-raised money Budgetary Guideline Highlights: General Financial Procedures

7 Common Expenditures Invited Speakers Films, Videos, or other Media rental Office Supplies Printing and Publication Up to 20% of budget for publishing scholarly work Club Newsletter Social Events Budgetary Guideline Highlights: Guidelines For Clubs (section A) All Clubs

8 All events MUST be held in a public place Contact Liz Hladczuk for on-campus space All Events must be advertised Include a copy of the ad with the final paperwork Budgetary Guideline Highlights: Guidelines For All Clubs

9 Senate Attendance If 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. Budgetary Guideline Highlights: Guidelines For Clubs All Clubs

10 Sponsoring Individual Club Members No more than $200 to any single member/year Conferences, Conventions, and Workshops $200 for presenters $100 for attendees Same procedures as applying to GSA conference funding Student Research – up to $200/year Budgetary Guideline Highlights: Guidelines For Departmental Clubs

11 Capital Equipment Items costing $500 or more with a useful life of longer than 1 year are capital equipment. Must be approved by the GSA E-Board Must be for all grad students Budgetary Guideline Highlights: Guidelines For Departmental Clubs

12 All activities must be advertised to the Graduate Student Body. Advertisements must be in English, or include an English translation. Budgetary Guideline Highlights: Guidelines For Special Interest Clubs

13 Special Activities Fund – up to $1,200 For Activities that benefit a large number of grad students, not just a single department or club Symposia – up to $1,400 For formal meetings that give grad students an opportunity to present their work Scholarly Publications – up to $1,400 For journals or other academic publications edited and run by grad students Community Outreach – earn up to $200 Budgetary Guideline Highlights: Other Funding Opportunities

14 Interdepartmental Special Activity Up to $400 For activities organized by and for 2 or more departmental clubs GSA can match the amount contributed by the club contributing the least, times the number of participating clubs Budgetary Guideline Highlights: Other Funding Opportunities

15 Conference Funding Up $500 for Ph.D. students over their tenure Up to $300 for Masters students over their tenure Up to $150/year may be used to just attend conferences Mark Diamond Research Fund $1000 for Masters thesis $1500 for MFA $2000 for Ph.D. dissertation Budgetary Guideline Highlights: Other Funding Opportunities

16 No honoraria for UB Faculty Mileage = $0.14 per mile students/$0.56 speakers No secretarial expenses No political and religious activities Does not apply to activities designed to provide information or scholarly debate Budgetary Guideline Highlights: Exclusions

17 Sales Tax Get Tax Exempt Form from Sub-Board Misuse of this form is against the law. Out of State Sales Tax OK Gifts and Contributions Up to $50/semester may be spent on gifts/awards No Donations or Charitable Contributions Budgetary Guideline Highlights: Exclusions

18 Individual Reimbursement for expenses incidental to holding a club activity e.g. Gas money for picking up party supplies Gratuities limited to 20% Budgetary Guideline Highlights: Exclusions

19 All 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. Special Notes

20 Step 1: Find out about your account Know your account balance Call Stop into North Campus office five days a week South campus on Tuesdays Managing Your Clubs Budget

21 Step 2: Fill out an Encumbrance Request Form Managing Your Clubs Budget

22 Step 3: Wait for Encumbrance Approval Managing Your Clubs Budget

23 Step 4: Is there any additional paperwork necessary? TIN Form (Tax Identification Number) General Services Contract Speaker Contract Co-sponsorship Agreement (giving money) Sponsorship Agreement (getting money) * GSA club-to-club money just requires an encumbrance and minutes The GSA will let you know if any of these will be required. Managing Your Clubs Budget

24 Step 5: What to do once you are authorized Get 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 receipts PLEASE ask questions before you make a purchase if you are unsure about anything. Managing Your Clubs Budget

25 Original, itemized receipt(s), invoice or contract No 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. Paperwork required for reimbursement

26 Club minutes showing the vote to approve the expense (must list amount and name of vendor) votes are not accepted unless there are special circumstances Advertisement for the event (flyer or listserv ) Receiving Report All paperwork should be submitted within 2 weeks of the expenditure. Paperwork required for reimbursement

27 Vendor accounts-The GSA can pay some vendors directly Wegmans cards can be signed out at either GSA office Francos, Zettis, or Besta Pizza Eaton Office Supply or Staples (we place the order) UB Bookstore & UB Micro Campus Catering or any Campus Dining and Shops (CDS) organization Great Lakes Graphics and Printing Any 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. Special Notes

28 What to do if you are denied Make an appointment with the GSA Treasurer or the Office Managers IF 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. Managing Your Clubs Budget

29 Ticket Office Policies/ How to make deposits Any 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 It is ALWAYS better to ask first rather than make a mistake and be penalized. Managing Your Clubs Budget

30 All 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. Club Website Policy

31 GSA Officer Training Mike Egnoto, President Philip Siblo-Landsman, Vice President Darrin Griffin, Treasurer


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