1. 2013-2014 GSA Officer Training Mike Egnoto, President
Philip Siblo-Landsman, Vice President
Darrin Griffin, Treasurer

2. Welcome New Club Officers!
Please ask questions throughout
New student orientations & club information packets
GSA Budgetary Guidelines
Managing Your Club’s Budget
Ticket Office Policies
Website 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:
Events
Conference Funding
MDRF
Editorial Services

4. Budgetary Guideline Highlights: General Financial Procedures
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

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 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

7. Budgetary Guideline Highlights: Guidelines For Clubs (section A) All Clubs
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

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

9. Budgetary Guideline Highlights: Guidelines For Clubs All Clubs
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.

10. Budgetary Guideline Highlights: Guidelines For Departmental Clubs
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

11. Budgetary Guideline Highlights: Guidelines For Departmental Clubs
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

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 $1,200
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

14. Budgetary Guideline Highlights: Other Funding Opportunities
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

15. Budgetary Guideline Highlights: Other Funding Opportunities
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

16. Budgetary Guideline Highlights: Exclusions
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

17. Budgetary Guideline Highlights: Exclusions
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

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

19. Special Notes
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.

20. Managing Your Club’s Budget
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

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 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.

24. Managing Your Club’s Budget
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.

25. Paperwork required for reimbursement
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.

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 circumstances
Advertisement for the event (flyer or listserv )
Receiving Report
All 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 office
Franco’s, Zetti’s, 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.

28. Managing Your Club’s Budget
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.

29. Managing Your Club’s Budget
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 money.
It is ALWAYS better to ask first rather than make a mistake and be penalized.

30. Club Website Policy
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.

31. 2013-2014 GSA Officer Training Mike Egnoto, President
Philip Siblo-Landsman, Vice President
Darrin Griffin, Treasurer