1. Finance Orientation
2017

2. Orientation Requirements
Completion is MANDATORY to receive funding for the year
Treasurer MUST attend a Finance Orientation
Senators and Presidents encouraged to attend
Refer to the GSG website for available Orientation dates
Organizations must complete the separate Recognition Process and Workshop through Campus Activities

3. The Ever-Changing Tide of USC Policy
Sometimes new USC policies require us to add, remove, or change our GSG Finance Policies.
Any changes to GSG Finance Policies or Deadlines are supported by the GSG Executive Board, and are communicated directly to Senators and through all available media streams.
Organizations are responsible for following said media streams, as recommended by GSG, and for holding Senators responsible for conveying vital information. Organizations are therefore responsible for and expected to follow all new policies and/or deadlines.
Keep in mind that not all events are guaranteed funding if they have been funded in the past. Policies change over time, so only applications for events that adhere to the current Funding Policies and the Funding Process below will be considered.

4. Organization Types Umbrella Organization Sub-Umbrella Organization
Overarching organization representing the majority graduate student population within a school/department.
Umbrella Organization
Smaller organizations within the same school/department with more specific interests than the general Umbrella Organization. Sub-Umbrellas are ranked under their respective Umbrella Organizations.
Sub-Umbrella Organization
An organization which is not associated with an Umbrella Organization, but is subjected to Sub-Umbrella guidelines.
Independent Organization
Status obtained by completing Recognition process through Campus Activities. Organizations must have to status to request funding.
Recognized Student Organization (RSO)

5. Forms and Related terms
A form available on the GSG website to be submitted 5 weeks in advance to request funding for an organization event. It must include amount requested, event description, line items with costs, etc.
Budget Proposal Form
A form available on the GSG website to be submitted after approval of the Budget Proposal and 3 weeks in advance of the event. Submit a separate Expense Request Form for EACH different vendor used.
Expense Request Form
A form available on the GSG website to be submitted after an event which documents attendance and overall success for the purpose of future funding considerations.
Event Evaluation Form
Internal Requisition
Referred to as an IR
Fast payment process within USC departments and vendors.
Purchase Order
Referred to as a PO
Slower payment process to external businesses in contract with USC.
P-Card
Credit card used for Smart and Final purchases only, managed by Finance Interns.

6. Forms for Umbrella Orgs
A form available on the GSG website for Umbrella Organizations to complete expressing the intent to use organizational funds. This form must be submitted in the fall semester or said funds will be forfeited.
Intent to Use Form
A form available through the Director of Finance for Umbrella Organizations to complete in order to receive a lump disbursement of organizational funds. The form details the requirements and responsibilities and acts as a contract between the organization and GSG.
Organizational Fund Distribution Program Form

7. Funding Sources Discretionary Fund Organizational Fund Joint Fund
$4 per student per year
open to all organizations
available on a first-come-first-served basis
$9 per enrolled student per semester
available to Umbrella Orgs
can be used for closed events
Sub-Umbrellas may only access by requesting an allocation from their respective Umbrellas
$1 per student per year
open to all events organized by two or more organizations from two or more distinct schools/departments
available on a first-come-first-served basis
Sustainability Fund
Volunteer Fund
Social Justice Fund
$1 per student per year
3yr pilot ( ) for a Green Fund
a committee approves proposals
open to all organizations
available on a first-come-first-served basis.
$1 per student per year
open to all organizations for volunteer or community service events
available on a first-come-first-served basis.
$1 per student per year
open to all organizations for social justice related events
available on a first-come-first-served basis.

8. How Funds Flow Discretionary $2,500/semester cap
Joint ∙ Volunteer ∙ Sustainability ∙ Social Justice
First-come-first-served, no cap
Umbrella
Sub-Umbrella
Organization Funds
$9/student/semester
Discretionary, Joint, Volunteer, Sustainability, and Social Justice Funds are available to Umbrellas and Sub-Umbrellas
Organization Funds are available to Umbrellas ONLY
Sub-Umbrellas can request Organization Funds from their respective Umbrella organizations
Umbrella Organizations represent the majority of the school’s population
Sub-Umbrellas represent sub-sets of that population (more specific interests)
How Funds Flow

9. Application laws

10. Requirements to apply for funding
Must obtain/maintain RSO status every academic year
Must have treasurer attend a Finance Orientation every academic year
Must submit forms in completion and without significant error
Erroneous/incomplete forms with be automatically rejected
Must adhere to all application deadlines
Budget Proposals – AT LEAST 5 weeks in advance of event
Expense Report – AT LEAST 3 weeks in advance of event
Summer applications must be submitted by first week of April
Earlier submission encouraged and appreciated

11. Appropriate Use of funds
Events funded by GSG (except Org. Funds) must:
GSG Funds (except Org. Funds) may not be used for:
Be open to all graduate students
Abide by allocation rules
Purchase non-perishable items only (example: food)
Use approved vendors (accept PO’s)
Be advertised on the GSG calendar
Include the GSG logo on promotional material
Clothing items
Retreats
Gift Cards
GSG Funds (including Org. Funds) may not be used for:
Reimbursements
Alcohol
Executive member meetings

12. Accountability
An Event Evaluation form must be submitted after the event.
Recipient information must be provided for any honorariums, gifts, or prizes
Receipts and invoices must be turned in to the Finance Interns within 5 working days of the event
A PO will always require an invoice. An IR may have an invoice and/or receipts.
If not within 5 days, Organization is Blue Listed – no immediate funding
If not within 10 days, Organization is Black Listed – prohibits funding for the semester following the offense (ex. if listed in the spring semester, funding prohibited in the fall semester)

13. Allocation Laws

14. General allocation of Funds
Only fee-paying graduate students are considered as attendees to events (exceptions: events funded by the Volunteer or Social Justice Funds)
Organizations can only request $2,500 from each fund per semester
Organization Funds are available to Umbrellas at $9 per student enrolled in the Umbrella’s program per semester
Umbrellas can allocate Organization Funds to Sub-Umbrellas upon request
Joint, Volunteer, Social Justice, and Sustainability Funds availability depends upon account balances
Event must be appropriately themed
Proposals are considered on a case-by-case basis by the Finance Committee and/or Executive Board
Volunteer and Social Justice Funds may be used for non-graduate student attendees, but meal allocation rules apply

15. Allocation Maximums Meals Raffles/Gifts Honorariums Transportation
Breakfast (8am-11am): $8/person
Lunch (11am-4pm): $12/person
Dinner (4pm-8pm): $16/person
Snacks (Coffee, etc.): $5/person
No two meals will be sponsored for the same event (snacks not included in restriction)
First Prize: $75
Second Prize: $50
Third Prize: $25
$1,000 cap per year
Requests for more than $1,000 will be considered based on impact on the USC community
Only for Org-run events
Transferred as IR to department or check through Kuali
Buses transportation funded on a case-by-case basis
Generally used for Volunteer and Social Justice events
Parking for USC paid through IR

16. Other allocation laws Organizational Fund Distribution Program
All allocation maximums are subject to evaluation of the event and perceived benefit to the community
Personal expense (reimbursement) is only allowed if PO/IR and/or P-Card options are not available
Any reimbursements must be approved by the Finance Director 1 week in advance
Unused Funds must be returned to the University at the end of the spring semester.
Umbrellas may request a lump disbursement of all Organization Funds to a responsible department administrator.
A contract must be submitted to the Finance Director each semester unless otherwise noted.
The responsible administrator must keep records of expenses and send a report upon request.

17. Review of The Funding Process
Causes for Budget App Denials
Become an RSO
Submit Budget Proposal 5 Weeks in Advance
Wait for response
Move on or resubmit
Submit Expense Report 3 weeks in advance for EACH vendor
Pick up IR/use PO reference number
Provide receipts within 5 working days after event
Immediate Denial
Too many errors/deadline issue
Not clear enough to resolve easily
Denial within 48 hours
If no response to initial follow up
Funding may not be guaranteed in time
Denial within 2 weeks
If issues have not been resolved
Funding is improbable due to deadlines

18. Meetings and Contact info
Finance Committee
Executive Board
Directors of Finance
Contact Information
Meets Mondays 12-2pm
Reviews apps under $1,000
Meets Thursdays 6-8pm
Reviews apps over $1,000
Director of Finance Office Hours: Mondays 2-4pm Thursdays 4-6pm
Alternative meeting times can be arranged
Director of Finance:
Finance Interns:
GSG Office: TCC