1. FINANCE ORIENTATION: FY 2015-16

2. FINANCE ORIENTATIONS Please Fill out the Sign-in Sheet with ALL requested information Organization Name Umbrella Group President Finance Chair Please include Contact Info including Phone # for one representative

3. AGENDA 1.GSG Structure 2.GSG Funding: Two Ways i.Umbrella Organization a.Laws ii.Four Graduate Access Funds a.Laws b.Deadlines c.Processing Cycle d.University Regulations: Four Funds 3.Paperwork 4.Approved Vendor List 5.Application Rules: Summary 6.Finance Committee: Wednesday 5-6pm 7.Contact Information

4. GSG STRUCTURE Graduate Student Government University Park Campus (UPC) Senators Executive Board - Social Programming - Finance - Community Service Health Sciences Campus (HSC) Senators Governing Council - Programming - Operations - Community Service - PR

5. GSG FUNDING: TWO WAYS Fixed amount assigned, based on number of students Can access funds whenever required- still needs approval from Finance Director Fund organizations under them Accessing funds DO NOT require senate or executive board approval UMBRELLA ORGANIZATION

6. UMBRELLA ORGANIZATIONS: LAWS

7. GSG FUNDING: TWO WAYS THREE GRADUATE ACCESS FUNDS

8. ORGANIZATIONAL FUND CHART GSG Umbrella Sub- Umbrella Umbrella Sub- Umbrella Independent Org Fund Access Umbrella Organization Discretionary/ Volunteer, Joint Sub Umbrella Organization (With Umbrella Sponsorship) Discretionary/ Volunteer/ Joint Independent Discretionary/ Volunteer/ Joint

9. FOUR FUNDS: LAWS

10. FOUR FUNDS: DEADLINES Apply via Budget Proposal Form by Tuesday at 5PM (since the Finance Committee meets on Wednesdays) Upon approval E-mail sent to the applicant to submit the expense request form (Complete Expense Request ASAP) If your event occurs between (or later): Budget Proposal Deadline (at 5 pm) Reviewed by Finance Committee on: Reviewed by GSG Executive Board on: Confirmation of Budget Amount: Prior to 9/23/2015 28 Calendar Days Before Event 14 Calender Days Before Event 9/24/2015 - 9/30/20158/31/15Director Approval9/8/159/9/15 10/1/2015 - 10/7/20159/8/15Director Approval9/14/159/15/15 10/8/2015 - 10/14/20159/14/159/16/159/21/159/22/15 10/15/2015 - 10/21/20159/21/159/23/159/28/159/29/15 10/22/2015 - 10/28/20159/28/159/30/1510/5/1510/6/15 10/29/2015 - 11/4/201510/5/1510/7/1510/12/1510/13/15 11/5/2015 - 11/11/201510/12/1510/14/1510/19/1510/20/15 11/12/2015 - 11/18/201510/19/1510/21/1510/26/1510/27/15 11/19/2015 - 11/25/201510/26/1510/28/1511/2/1511/3/15 11/26/2015 - 12/5/201511/9/1511/11/1511/16/1511/7/15 12/6/2015 - 1/11/201611/9/15Director of Finance Special Approval Required  Go to gsg.usc.edu for full deadline list

11. FOUR FUNDS: PROCESSING CYCLE 1. Apply with Budget Application Online (Before Deadline) 3. Receive Notification of Decision 2. App reviewed by USC Finance Director and/ or Committee 4. Submit Expense Request Form Online 5. Purchase Order (PO) or Internal Request (IR) Generated 6. Org. collects IR from TCC – 224 PO number emailed to Org 7. After event, submit all original receipts AND proof of event back to TCC – 224 within 5 business days 8. USC directly pays the vendor

12. UNIVERSITY REGULATIONS: FOUR FUNDS There are NO reimbursements No Alcohol using GSG funds No clothing/non-perishable goods (chairs, tables) No fundraising for the organization itself Open to ALL graduate students Students cannot be charged an entry fee if the event is funded by GSG All events can be audited by any member of the Finance Committee, without prior reservation or notice

13. PAPERWORK Funding paperwork starts online gsg.usc.edu Under the Finance tab click on Budget Proposal Form. Budget Proposal The applicant must be available for questions by phone Wednesdays at 5PM- 8PM until the application is funded. Proxies are okay, but they are responsible for details! Submit before deadline Expense Request After app approval, must go back to gsg.usc.edu Under the Finance tab click on Expense Request Form. Mandatory fields: Purpose (explain: who, what, when, why, where?) Event name Amount ($$) requested Date needed Payable to

14. VENDOR LIST  All purchases for events MUST be made with companies/merchants/vendors who have entered into a contract with USC.  List of established vendors is exclusive every year  E-mail GSG front desk for any questions  (uscgsgfin@gmail.com) – Finance Internuscgsgfin@gmail.com

15. Application Rules: Summary All organizations need to be USC recognized, go to http://sait.usc.edu/stuorgs/recognized.shtml All organizational representatives MUST attend the Finance Orientation to apply for funding P-Card requests will only be entertained in certain conditions. Deadline for application submission, to be considered that week, is Tuesday at 5 PM NO reimbursements will be provided, be sure to submit all paperwork in accordance with the deadline spreadsheet listed on gsg.usc.edu under the finance section

16. FINANCE COMMITTEE: ANNOUNCEMENT  Meeting every Wednesday from 5:00-6:00 PM  Selecting Members for the Finance Committee, please send the following information to gsgfund@usc.edu  Full Name of Applicant with Contact Info  Academic Program and Year  Are you available to meet every Wednesday from 5:00 – 6:00pm ?

17. CONTACT INFORMATION Cameron Gomez Director of Finance USC Graduate Student Government Ronald Tutor Campus Center, Room #224 Email: gsgfund@usc.edu Phone: (213) 740 5649 Douglas O’Connell HSC Operations Chair Office: Right beside Starbucks in Seaver Residence Hall Email: gsghscgc@usc.edu Alyssa Coffey Finance Intern USC Graduate Student Government Ronald Tutor Campus Center, Room #224 Email: uscgsgfin@gmail.com uscgsgfin@gmail.com Phone: (213) 740 5649 Mike Shelton Finance Intern USC Graduate Student Government Ronald Tutor Campus Center, Room #224 Email: uscgsgfin@gmail.com uscgsgfin@gmail.com Phone: (213) 740 5649