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

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

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

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

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)

Budgetary Guideline Highlights: General Financial Procedures Encumbrances for 2013-2014 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: 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

Budgetary Guideline Highlights: Guidelines For All Clubs All events MUST be held in a public place Contact Liz Hladczuk (eam25@buffalo.edu) for on-campus space reservations All Events must be advertised Include a copy of the ad with the final paperwork

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 email reminder after senator misses a meeting.

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

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

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.

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

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

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

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

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

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%

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.

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

Managing Your Club’s Budget Step 2: Fill out an Encumbrance Request Form

Managing Your Club’s Budget Step 3: Wait for Encumbrance Approval

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.

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 645-2954) 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.

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.

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

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.

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.

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 sbi-to@buffalo.edu 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.

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. gsa-webmaster@buffalo.edu

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