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

2013-2014GSA Officer Training

Mike Egnoto, PresidentPhilip Siblo-Landsman, Vice President

Darrin Griffin, Treasurer

Please ask questions throughout

New student orientations & club information packets

GSA Budgetary Guidelines

Managing Your Club’s Budget

Ticket Office Policies

Website Info

Welcome New Club Officers!

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

New Student Orientation

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)


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


All events MUST be held in a public place Contact Liz Hladczuk (

[email protected]) 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 All Clubs

mailto:[email protected]

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 Clubs All 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 Departmental Clubs

All activities must be advertised to the Graduate Student Body. Advertisements must be in English, or include

an English translation.

Budgetary Guideline Highlights:Guidelines For Special Interest Clubs

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


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


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


Individual Reimbursement for expenses incidental to holding a club activity e.g. Gas money for picking up party supplies

Gratuities limited to 20%


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.

Special Notes

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


Step 2: Fill out an Encumbrance Request Form


Step 3: Wait for Encumbrance Approval


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.


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.


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.

Paperwork required for reimbursement

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.

Special Notes

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 [email protected] 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.



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. [email protected]

Club Website Policy


2013-2014GSA Officer Training

Mike Egnoto, PresidentPhilip Siblo-Landsman, Vice President

Darrin Griffin, Treasurer

Documents

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