1. 2016-2017

2.  Welcome to Fiscal Management 1.5.  The goal of this presentation is to familiarize you with the requirements and processes for handling your RSO finances, and to show you where to find the resources you will need.

3.  Some students mistakenly believe that completing the process to become a Registered Student Organization (RSO) automatically gives funding to the organization. This is not true. Unless your RSO has raised money and deposited it into your account, you have no money. New RSOs also start with no money in their accounts. Zero!  There are two ways to get money to support your RSO activities: You can raise money yourselves or apply for funding from the Student Funding Board (SFB).

4.  RSOs can raise money by collecting dues, charging admission to events, getting donations and sponsorships, and winning campus competitions.  Money that you raise for your organizations is called self-generated revenue, or SGR.  All SGR must be deposited into your GMU-assigned RSO account, unless your organization has a national affiliate that requires an off- campus account for tax purposes.  You can find step-by-step instructions for making deposits in the RSO Fiscal Handbook. Be sure to have your paperwork ready before you go to the Cashier’s Office to make a deposit.

5.  RSOs may not use PayPal or Eventbrite to collect money.  RSOs may not open bank accounts. This includes Apple Federal in the Johnson Center.  SGR may not be deposited into personal bank accounts.

6.  The second way RSOs can get money is to apply for funding.  RSOs in good standing, whose officers have completed ALL required training (s), are eligible to apply for funding from the Student Funding Board, or SFB.  The procedures for applying for SFB funding can be found in the Student Funding Board section of the Student Involvement website: http://si.gmu.edu/get-connected-to-funding/

7.  Applications for funding are accepted throughout the year, with application deadlines roughly every other week.  Applications are reviewed AFTER the deadlines. There are no “rolling” reviews.  The Student Funding Board does not meet when classes are not in session, for example during Spring Break. Take this into account when applying.  Allocations will be sent out 10-14 days after the deadline date.  Student Funding Board awards can be appealed during the two week period following notification from the Board.

8.  Here is an example of the time line for funding applications: -- Application deadline: Friday, September 23rd; -- Reviewed by the following Friday, September 30th; -- Email notification to RSOs by Friday, October 7th. Ideally the event would take place the second week of October or after (10 th -14 th ).  You must apply early, at least four to five weeks before your event date. (Please note: funding requests for events occurring within two weeks of the application deadline will automatically be denied.)  If you want to get funding for events at the beginning of a semester, you should apply for funding at the last application deadline of the previous semester.  Funding will not be awarded for incomplete applications or events that have already taken place.

9.  The form to apply for SFB funding can be found on the Student Involvement website by scrolling over “Student Organizations” and clicking on “Student Funding Board” and then “SFB Application Materials & Forms” in the menu on the left-hand side.  http://si.gmu.edu/get-connected-to-funding/funding-forms/ http://si.gmu.edu/get-connected-to-funding/funding-forms/  When completing your funding application, please include as much detail as possible. List out each expense you anticipate, what you plan to get, and from where. There is an option to attach invoices, Excel worksheets, and other relevant documentation.  NOTE: The Faculty Advisor SFB Approval Form is required only when the amount of funding you are requesting is $500 or more, or when applying for funding for travel. In such cases, your application will be denied if this form is not submitted. The Form can be found on the website under “SFB Application Materials & Forms.”

10.  All SFB funded events must be on the RSO’s GetConnected webpage before receiving any allocation.  Funding can be spent only for the event or purpose for which it was awarded.  All events must be FREE and open to the Mason community; however, each RSO is able to request funding for one ”organization only” program PER YEAR. This closed event cannot exceed more than half of the RSO’s current available funding.  If the date or location of your funded event changes, or if your event is canceled, be sure to notify the Student Funding Board by email so that our records can be adjusted.

11.  To avoid having cancellation fees charged to your RSO account, be sure to inform all vendors (such as Events Production, Student Centers, and Catering) at least 3 business days in advance if your event is canceled.  If you reserve rooms in the Johnson Center or HUB, Student Centers may charge up to $75 for late cancellation, $50 to $100 for no show, and up to $100 for last minute set-up changes.  If you are charged fees, you will have 3 business days from notification to bring payment to Student Involvement. Otherwise, all of your organization’s room reservations for the remainder of the semester will be released, and you will not be able to make any new reservations until the debt is paid.  Student Centers, Center for the Arts, and Harris Theater also may charge fees for damages caused in their facilities by your organization.

12.  Applying for funding and spending funding are two different processes.  You must first submit an on-line application for funding. If the Student Funding Board awards funding, you must then make arrangements to spend the funding. This could include ordering catering, requesting payment to a speaker, charging copies at the Copy Center, etc.  It is especially important that you submit the necessary paperwork for payment to outside vendors in a timely manner so that their relationships with Mason are not negatively impacted.

13.  How can you get money for your organization to spend?  a) collect dues from members (SGR);  b) charge admission to events (SGR);  c) get donations and sponsorships (SGR);  d) win campus competitions (SGR);  e) apply for funding from the Student Funding Board (SFB).

14.  The president and treasurer of your RSO are the only individuals authorized to spend money from the RSO account.  Money cannot be withdrawn from your RSO account.  However, you can spend self-generated revenue (SGR) and/or funding (SFB) in several ways, as follows.

15.  RSOs may use their organization code (six-digit account number starting with “610xxx”) to “charge” goods and services on campus, including Catering, Events Production, Copy Center, Facility Rental, and Parking Services.  The expenses that you charge on campus will be deducted from your RSO account. This is similar to using a debit card.  Make sure you have enough SGR or SFB in your account to cover the charges. Otherwise, you will be required to make a deposit into your RSO account to cover the over-spending.

16.  If the total amount that you plan to spend is over $25, RSOs may request Purchase Orders (POs) to use at participating off-campus vendors, including Domino’s, Giant Food-Fairfax, Panera, Famous Dave’s, Potbelly-Fairfax, and Jason’s Deli.  These vendors should accept Purchase Orders in lieu of payment, so you will not have to pay out-of-pocket for amounts exceeding $25.  Unfortunately, many vendors will not accept Purchase Orders, including Target, Walmart, COSTCO, Whole Foods, and Party City.

17.  To obtain a Purchase Order (PO), submit a Purchase Order Request Form at least 5 business days before your event.  If the Purchase Order is for food, also attach a Food & Beverages Authorization Form.  These forms can be found on the Student Involvement Fiscal Management webpage at: http://si.gmu.edu/registered-student- organizations/spending-money/  We will issue the PO and send it by email to the student who requested it. IMPORTANT: Print out the PO and give it to the vendor upon delivery or forward the PO to the vendor by e-mail.

18.  When placing an order with a vendor, let them know:  a) the order is tax-exempt (e-mail if you need a copy of the tax-exempt certificate), and  b) you will be paying with a purchase order.  Once a purchase order has been issued, you cannot revise its amount without prior permission.  You must submit the invoice or receipt from your purchase ASAP after your event so that the vendor can be paid.  Accounts Payable will not process a payment to the vendor without the itemized invoice or receipt, so it is important that you submit this documentation ASAP.

19.  You can pay out-of-pocket and then request reimbursement.  To seek reimbursement, submit an RSO Payment Request Form signed by the president or treasurer of your RSO and also signed by the individual seeking the reimbursement.  Submit the original, itemized receipt for the purchase. Accounts Payable (AP) does not accept copies.  If you used a credit or debit card for the purchase, submit a bank or credit card statement showing the transaction (in addition to the receipt).

20.  Accounts Payable requires itemized receipts in order to verify that all of the items you purchased are permitted by the Commonwealth and to see the amount of sales tax you paid.  You will not be reimbursed for prohibited items or, in most cases, for sales tax. Exception: AP will reimburse sales tax paid out-of-pocket for catered food (not groceries) and restaurant meals.  The credit card signature slip is not an itemized receipt.  NOTE: It takes 30 days for Accounts Payable to process payments. Payments are usually made by check, but sometimes are made by direct deposit.

21.  Remember, whether you are charging goods and services on campus, or making purchases for which you hope to be reimbursed, you must already have been awarded funding from the Student Funding Board or have self-generated revenue to cover the cost. Without funding or self generated revenue, we will not be able to process any reimbursements and, if you have charged things on campus, you will be required to make a deposit to cover your spending.

22.  To pay a person who charges set fees for his or her services, such as a speaker, DJ, workshop facilitator, or performer, submit a GMU Contract Packet with a Purchase Order Request Form at least 30 days before the event. (All contracts should also be included with your Student Funding Board requests.)  The Contract Packet includes a contract to be signed by the performer, a Virginia Substitute W-9 form to be completed by the performer, an Independent Contractor Form to be completed by you to verify that the performer is not a GMU employee, and other required documentation if applicable.

23.  All contracts and documentation must be submitted online via the dynamic forms system: https://dynamicforms.ngwebsolutions.com/ShowForm.aspx?Reque stedDynamicFormTemplate=b23e4af9-e80d-4d07-abf1- 74e056f57647  There are two contracts: one for Lecturers and one for Entertainment (DJs, photographers, bands, etc.). The contracts differ in terms of the amount of insurance that is required. Everyone, who is contracted to present or perform at GMU, must have insurance.

24.  The insurance requirement can be satisfied by purchasing a general liability policy or by providing a certificate of insurance. Here are some options for obtaining insurance:  -- Persons or entities may be able to buy event liability insurance from the company they already use for their personal insurance (homeowners, auto, health, life etc.). This likely will be the least expensive way to obtain insurance.  -- Persons who belong to a national association may be able to purchase event liability insurance through the national organization. For example, the National Disc Jockey Association offers insurance at http://adja.org/insurance/  -- A TULIP, or Tenants’ and Users’ Liability Insurance Policy, can be purchased just for the single GMU event or for an extended period of time. To purchase a TULIP, visit https://tulip.ajgrms.comhttps://tulip.ajgrms.com

25.  The Commonwealth of Virginia requires the use of the Virginia Substitute W-9 form in order to process payment to any domestic vendor or payee.  Accounts Payable will not accept the Federal W-9 form anymore.  Access the Virginia Substitute W-9 form on the Student Involvement Fiscal Management webpage.  Note that W-9 forms are not required for reimbursement payments to GMU students.

26.  The Contract Packet must be submitted 30 days in advance to allow sufficient time for an authorized GMU official to review and sign the contract. This is the deadline for contracts with no errors.  Students should never sign any contract for any reason.  Accounts Payable will require an invoice from the presenter or performer before payment will be issued.  Mason faculty, staff, and students cannot be paid via contract.  For additional details on how to submit contracts, please watch the Contract Video on the RSO training webpage: http://si.gmu.edu/registered-student-organizations/get-connected- to-workshops/ http://si.gmu.edu/registered-student-organizations/get-connected- to-workshops/

27.  To have GMU pay conference registration fees or dues directly to a national organization, please submit:  a) an RSO Payment Request Form,  b) an invoice or other documentation showing the amount due, and  c) a list of students for whom the registration or dues are being paid.  Requests to pay conference registrations must be submitted at least 30 days before payment is due to the conference.  You must have self-generated revenue (SGR) for dues payments. The Student Funding Board does not award funding for dues payments.

28.  RSOs may pay Honorariums as tokens of appreciation to individuals, who provide professional services (such as presentations) for which payment is not required. There is no set fee for the presentation.  Honorariums cannot be paid to GMU students, current employees, or recent employees. Recipients must be noted scholars or lecturers, who are distinguished in their respective fields.  Honorariums can be paid only to individuals, not to organizations or businesses.  Honorarium payments may not exceed $1,999.

29.  Presenters should arrange and pay for their own transportation.  The Honorarium payment may include a sum to help defray the presenter’s travel expenses in addition to the amount given for appreciation.  Students should never pay out-of-pocket for the presenter’s travel expenses.  To request an Honorarium payment, submit an RSO Payment Request Form, a Virginia Substitute W-9 form for the presenter, an Independent Contractor form, and proof that the presentation took place (a flyer, newsletter, announcement, etc.).

30.  The process for paying a speaker, who charges a fee, differs from the process for paying a distinguished lecturer, who does not charge a fee.  To request payment to a speaker, who charges a fee, you must submit a signed Lecturer contract 30 days in advance, along with an RSO Payment Request Form, a Virginia Substitute W-9 form for the speaker, an invoice, proof of insurance, and an Independent Contractor form.  To request an Honorarium payment to a distinguished lecturer, who does not charge a fee, you must submit an RSO Payment Request Form, a Virginia Substitute W-9 form for the lecturer, an Independent Contractor form, and a flyer or other “proof” of the event.

31.  A Journal Voucher, or JV, can be used for an internal transfer of money to another RSO or a GMU department.  To request a JV transfer, send an e-mail to, stating the amount of money to transfer, the organization to receive the money, and a contact person who expects to receive the transfer.  The Business Manager will verify the account number for the transfer and then prepare the JV.

32.  If you use Mason Rec facilities or equipment, payment will be made by Journal Voucher (JV). Unlike Catering and Events Production, Mason Rec does not automatically charge their fee to your RSO account. Instead, Mason Rec issues invoices for their services.  To request payment to Mason Rec, submit an RSO Payment Request Form and the invoice from Mason Rec. The Business Manager will process a JV transfer.

33.  When an RSO hosts an event that is determined by the police to need enhanced security, there will be a $650 charge to the RSO’s account. (The full cost is actually $1332, but Student Involvement will automatically pay the difference.)  RSOs may apply for SFB money to cover the $650 charge; however, depending upon the anticipated revenue from the event, the SFB may decide to cover only a portion of this charge.  All events that include cash handling must have a Student Involvement representative present to manage the cash handling process, which allows us to track and monitor the amount of revenue that is generated by each organization.

34.  RSOs may use their organization number to charge “regular” catering orders and “Shoestring” orders from the campus caterer, Special Occasions Catering, also known as Sodexo.  Regular catering orders are placed on-line at https://masoncatering.catertrax.com/. Regular catering orders will be delivered to your event, set up, and cleared away afterward. This type of catering is more expensive than Shoestring orders.  Shoestring orders are placed by completing an order form and submitting it to Student Involvement for approval. You must pick up your Shoestring order at the Catering Office, set up the order at your event, clean up afterward, and return the serving utensils to Catering.

35.  All food served at campus events must be purchased from Sodexo or from an approved off-campus caterer. Food from restaurants and caterers that have not been approved by GMU may not be served on campus.  This is a safety measure for the protection of the Mason community. Approved Caterers have provided copies of their health inspections and insurance to Mason.  The list of Approved Caterers is updated regularly: http://shopmason.gmu.edu/catering/list/  When purchasing food from an approved off-campus vendor, you have the choice of paying for the food and then seeking reimbursement, or requesting a Purchase Order to avoid having to pay out-of-pocket.

36.  If paying with a purchase order, remember to include the cost of tips (no more than 15%) when submitting the Purchase Order Request Form. Once a purchase order has been issued, you cannot revise the amount to include tip.  Catering and food orders as well as groceries are exempt from Virginia sales tax. Please e-mail if you need a copy of the tax-exempt certificate.  When placing catering and/or food orders, provide the vendor with valid contact information in case there is a problem with the delivery.

37.  Whenever food is purchased from anywhere other than Sodexo (the campus caterer), a Food & Beverages (F & B) Authorization Form must accompany the payment request.  Accounts Payable uses the information on the form to determine how much money was spent per person to ensure compliance with state rules. Be sure to fill in the date, time, location, and number of attendees.  The “maximum per person” meal amounts are: breakfast $8, lunch $10, and dinner $15.  RSOs should always check box # 3 for “Student Club Function.” Do not check box #2 for Student Academic function.

39.  The Food & Beverages Authorization Form is filled out differently depending on whether the payment will go to a student (as a reimbursement) or to a restaurant/caterer.  For reimbursement to a student, the Food & Beverages Authorization Form should list the student in the vendor/payee section, and the student should sign the top line at the bottom of the form.  For Purchase Order Requests, the Food & Beverages Authorization Form should list the vendor in the vendor/payee section. No signature is needed.

40.  The Commonwealth of Virginia prohibits GMU from paying for alcohol, gifts, gift cards, and items of a personal nature.  If you purchase such items, you will not be reimbursed.  If we issue a Purchase Order for you to shop at an off-campus vendor such as Giant Food, you may not use it to purchase prohibited items.

41.  Options for your RSO to get food to serve on campus include:  a) using Sodexo, the on-campus caterer: You have a choice between regular catering (place orders on-line) and Shoestring catering (fill out order form and submit to Student Involvement). Payment will be charged directly to your RSO account. No Food & Beverages Authorization Form is needed.  b) getting food from an approved off-campus caterer: You can request a Purchase Order so you do not have to pay out-of- pocket, or you can pay for the food and then seek reimbursement afterwards. A Food & Beverages Authorization Form is needed.

42.  Money cannot be donated from RSO accounts.  If you are raising money to donate to a charity or non-profit organization, have participants make their donation payable directly to the charity or non-profit, by check or on-line.  If you collect cash, do not deposit it into your RSO account. Use the cash to buy a money order made payable to the charity or non- profit.

43.  Donations to RSOs are tax deductible only if the money is deposited into your GMU account.  Be sure to acknowledge in writing all donations you receive so that the donor has documentation for tax purposes. There is a sample acknowledgement letter in the RSO Fiscal Handbook.  If you plan to hold a fundraising event with a local vendor, such as Panda Express, the vendor may want tax I.D. information. RSOs are considered part of GMU for tax purposes. You can find a link to GMU’s W-9 form, which includes its tax I.D. number, on the Student Involvement Fiscal Management webpage.

44.  No funding can be awarded for the purchase of t-shirts, pens, cups, wristbands, etc. RSOs must raise SGR to pay for these items. These are considered personal items.  Your organization may buy these items only if you have SGR.  You have the choice of paying for such items and then seeking reimbursement, or you may request a Purchase Order to have the university issue payment directly to the vendor.

45.  If any Mason trademarks will appear on the t-shirts, pens, cups, wristbands, etc., you must purchase them from a GMU approved logo vendor. For more information, please go to: http://trademarks.gmu.edu/about/ http://trademarks.gmu.edu/about/  If you plan to sell shirts with a GMU trademark, the vendor will add an additional 20% royalty fee to the cost of your order. If you are not selling the shirts, be sure the vendor is aware so that you are not charged the royalty fee.  We recommend that RSOs purchase t-shirts from local vendors that are accustomed to doing business with GMU students. Local vendors usually accept Purchase Orders.

46.  When collecting money (for example, dues from members), the Commonwealth of Virginia requires the following:  a) Checks should be made payable to “George Mason University.” If you want, you can list the name of your organization in the memo line.  b) Payments should be recorded in a log.  c) Checks should be restrictively endorsed upon receipt. Turn the check over and write on the back: “For Deposit Only, GMU Org 610xxx”.  d) A receipt must be given to each person who pays.  e) All monies should be properly safeguarded and deposited as soon as possible into the RSO account.

47.  GMU requires all financial records to be kept for at least three fiscal years.  Records should be passed from outgoing officers to incoming officers.  Be sure to keep a copy of all documents submitted to Student Involvement in case the original paperwork is lost.

48.  Tier 3 RSOs must satisfy a Fiscal Management 3.0 training requirement. This training explains the rules for travel and travel reimbursements.  If your Tier 3 organization does not plan to travel this academic year, you may Opt-Out of Fiscal Management 3.0.  The Opt-Out form can be found on the Student Involvement Fiscal Management webpage. Send it as an email attachment to the Student Funding Board at. Student Involvement will not accept paper copies.  Submission of the Opt-Out Form satisfies the 3.0 training requirement.

49.  If your RSO does plan to travel this year, the President and Treasurer must review the Travel Procedures video on the Student Involvement Fiscal Management webpage.  After reviewing the presentation, take the Fiscal Management 3.0 Test on Blackboard.  We recommend that ALL students who plan to travel and request reimbursement review the Travel Procedures presentation to learn more about the reimbursement process.

50.  The RSO Fiscal Handbook can be found on the Student Involvement Fiscal Management webpage: http://si.gmu.edu/registered-student- organizations/spending-money/http://si.gmu.edu/registered-student- organizations/spending-money/  SFB team members have weekly office hours in the Student Involvement office (located in the HUB), during which time they are available to answer your questions.  Their office hours are posted on the Student Involvement website under the Student Funding Board section.  You can also contact SFB by e-mail at.

51.  For questions about funding, contact Associate Director Sara Heming,, or RSO Assistant Director Amber Duffey,.  Sara is out for the fall semester, so keep this in mind when sending emails.  For questions about your account balance and payments, contact Business Manager Margo Thoresen,.

52.  TEST  Be sure to complete the bottom section. If you are an officer for more than one RSO, please list all of your organizations.  Circle correct answers.

53.  1. True or False: Upon completion of registration, RSOs automatically receive funding: $1,000 for Tier 1, $3,000 for Tier 2 and $5,000 for Tier 3.  2. True or False: RSOs can raise money for their organizations by collecting dues from members.  3. True or False: The Student Funding Board does not award funding for the purchase of t-shirts.  4. True or False: If your event has already taken place, it is too late to get funding from the Student Funding Board.  5. True or False: Accounts Payable requires original, itemized receipts to process payments.

54.  6. True or False: You can use your organization number to charge Events Production, Copy Center, and Parking Services expenses as well as catering from Sodexo directly to your account.  7. True or False: If you pay for goods from an off-campus vendor and then seek reimbursement, you will not be reimbursed for Virginia sales tax.  8. True or False: A Purchase Order will enable you to get goods from an off-campus vendor without paying out-of-pocket.  9. True or False: To hire and pay a DJ, you must complete and submit a contract packet.  10. True or False: An Honorarium cannot be paid to a presenter who charges a fee for his/her presentation.

55.  11. True or False: For events on campus at which food will be served, RSOs may choose any restaurant or caterer they like.  12. True or False: The Commonwealth prohibits purchase of alcohol and items for personal use.  13. True or False: Financial records must be maintained for at least 3 fiscal years.  14. True or False: If you charge goods and services on campus and do not have funding or self-generated revenue to cover the charges, you will be required to make a deposit into your account to pay for the over-spending.  15. True or False: Students should never pay for travel expenses for visiting speakers.