2014-2015

Student Org Leadership

Training

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Benefits of Being an Org

Advisor SupportFinancial Support Room Reservation and Event Support

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Advisor Support

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Advisor Expectations Framework

Transformational: Provide a level of challenge and support that contributes to the organization's

growth as well as the development of its members.

Relational: Define and develop relationships with student organizations and their members by serving

as a knowledge resource and bridge to campus partners.

Transactional: Support organizations in managing logistics, following policies, and understanding

processes.

Hold your advisor accountable! If you feel your advisor is not

meeting the expectations outlined here, email orghelp@gwu.edu

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Advisor Expectations

Transac-tional

Stay up to date on policies; inform

organizations

Provide a response in a

timely manner

Proactively identify and

address issues

Maintain SOMA

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Advisor Expectations

Relational

Create, develop, and

maintain relationships with campus

partners

Facilitate connections

between students and

campus partners

Meet on a regular basis

Understand your role in each unique

org

Meet with new officers, provide

support during transition

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Advisor Expectations

Transfor-mational

Challenge & support

Facilitate planning that

promotes strategic planning Hold

organizations and its

members accountable

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SAT Meetings

Promoting Collaboration

Advisor Training

Team Building

Open Lines of Communicati

on

Effective Event

Planning

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Finances

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Student Org Accounts

The primary student org accounts: All orgs have a revenue, gift, and student association

account Some may have a departmental account (Campus Rec)

How can I see the balance of the student org accounts? View balances at studentengagement.gwu.edu

How can I see the transaction history of the student org accounts? Reach out to your advisor for full transaction history

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Student Org Accounts: Line Items

Student Association Line Item Budgeting All budgets are line-item based Can only spend funds on that line-item funded

i.e. cant spend Fall Musical amount on Freshman Dinner Umbrella organizations are responsible to create line-

item budgets for their sub-org allocation amount for their sub-orgs

Line Item Transfers You may request transfers between existing line items

by submitting a form to the SA (on CSE website)

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EAFs and Payments

Every purchase you wish to make with org money must be accompanied by an Expenditure Approval Form (EAF) Use the SA EAF for purchases using SA

account, and the CSE EAF for purchases using all other accounts

Fill out EAF completely For SA EAFs make sure to always

include the line item For CSE EAFs make sure to always

include which account you want the purchase made from

Your Advisor must sign all EAFs SA must also sign off on all SA EAFs

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SA EAF Process

OPTION 2: Advisor leaves

signed SA EAF at front desk for

student to pick up at later time;

student will take to SA

OPTION 3: Advisor takes signed SA EAF to SA office

for their approval.

OPTION 1: Advisor returns EAF

directly to the student; the

student will take to SA (MC 427) for

their approval

Advisor receives SA EAF from student org (in person or in their mailbox)

They check line item and sign if balance/request is appropriate

EAF for under $500 & not a

reimbursement

EAF for over $500 or a reimbursement

SA OA can sign and return to you or

advisor immediately

Leave at SA front desk for SA VPFA to approve and

sign

All EAFs for p-card, travel, & petty cash purchases require student to return to CSE & meet with Financial Services for payment

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CSE Finance Office Hours

Daily from 1:30-5:00Appointments with Orlando Dozier at

gwcse.checkappointments.comYou should meet with the Financial Team

after your EAF is signed to: Book hotel rooms or flights Make deposits or internal transfers Purchase things using the P-card (University Credit

Card) Pick up or return petty cash General budget questions

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Deposits

Student orgs can make a deposit by completing a deposit slip (at CSE front desk) Must meet with financial team or advisor to turn-in

the formDeposits are credited to the revenue accountAll checks must be written to the The George

Washington University or clearly state in the “to” line “GW Student Organization”

All checks should have the student org name in the memo line

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Reimbursements

Must be submitted within 30 days from the original purchase

6-8 weeks to receive paymentAddress on reimbursement request must

match the address listed in BannerReimbursements may appear in account

history before it is actually paidStudents may not sign off/approve their own

reimbursements (i.e. if the treasurer is being reimbursed, the president must sign off)

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Travel

Travel Registration Strict adherence to 10 day rule Travel Participation & Travel Registration and

Emergency Contact Information Forms (Available on studentorgs website)

Travel Booking Student organization must submit specific forms MUST meet with Orlando for plane/train

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Travel: Driving Policy

Driving Policy 300 mile limit in vehicles- any travel over 300 miles MUST be

commercial vendor 21+ only are eligible to drive rented vehicles; must be authorized Under 21 may drive their personal vehicles; must be authorized

University strongly discourages use of personal vehicles and will assume no responsibility for damage where a student-owned, leased, rented or borrowed automobile is used for University business

To be eligible for reimbursement/ payment for use of personal vehicles OR rental car, a driver must: Be registered driver with GW Healthy & Safety

Complete Registration Application (available on studentorgs website) and send with copy of photo ID to your advisor

Provide proof of personal automobile insurance (personal vehicle only)

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Driving/Travel

Fill out travel registration forms

(2)

To book travel, fill out the appropriate request form (air,

hotel, vehicle)

Submit travel request form +

EAF to advisor for signature

Meet with Orlando (DSA Financial

Services) to book travel with signed

EAF

Connect with advisor before departure to

review itinerary, provide updated

forms

Check out the Quick Guide to Travel on

the website

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Contracts

You need a contract whenever you are entering into an agreement with a party outside of the GW community who will be providing a service This includes:

Speakers Performers Entertainment Vendors Website developers Caterers Etc.

Even when service is being provided free of charge you still should create a contract!

You CANNOT sign any contract – you must contact your advisor to get the authorized University signature

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Third Party Contract GW Contract Template

Contracts

Student org completes Contract

Information Sheet (available

online) and submits to advisor

Advisor uses CIS to fill in GW

Template Contract

Return to vendor to sign GW

contract

When finalized, advisor submits contract to get

University signature

Student org provides third party contract

to advisor

Advisor sends to the Office of

General Counsel & Risk Management

Advisor serves as liaison

between Risk, OGC, and Vendor to

achieve desired changes

When finalized, advisor submits contract to get

University signature

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Petty Cash

Takes 3 days for a request to be processed and approved

Limited to $150 per requestPetty cash receipts and leftover money must

be returned within 5 business days of pickup

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Student Association

Scott Lauermann, VPFA Signs off on all SA EAFs

SA FRONT DESK OAs sign off on following which must meet both criteria: Below $500 AND Petty Cash, Credit Card, Travel, Enterprise

Ben Pryde, SA Finance Committee Chair Reviews all co-sponsorships and approves all budgets (committee)

Nick Gumas and Avra Bosrov, SA Pres. & Exec. V.P. Approves overall SA budget

Co-sponsorship fund: $165,505.65 allocated $60,225.16 roll-over $225,730.81 TOTAL

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Supplier Registration

In order to be paid via check, an individual or business must be a registered vendor with GW

Advisors are in charge of registering vendors for their orgs – if your vendor needs a check start early with your advisor so they can get them registered

Credit card is your friend

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Credit Card Website

my.gwu.edu/mod/cseDeposits are made to student organization

accounts weeklyWe will only provide list of who has paid once

per week via emailWebsite is used to collect payment only

Separate registration process EVENTBRITE is not to be used as it requires outside

bank account

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Finances Pop Quiz

What are the main types of student org accounts?

How can an org make changes to their SA line item budget?

What is the maximum number of miles a student org can drive without commercial or public transit?

Who can sign a contract for your org? How many days do you need to request petty

cash?

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Imprinted Materials (Shirts, giveaways, etc.)

All items printed with GW’s namesake or logo must: Follow GW’s Trademark Guidelines Use an Approved GW Licensed Vendor Submit Artwork through the Artwork Approval Form

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Step 1: Trademark Guidelines

All merchandise must have the university’s approved name or logo

The registration symbol ® must appear in the lower right area of the logo or name

For a full list of artwork guidelines, please visit licensing.gwu.edu and click on “Trademark Guidelines”

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Step 2: Licensed Vendor Approval

Internal vs. External Campus Suppliers

Please note, there are two lists of approved vendors: (1) Promotional Merchandise; (2) Resale/Funding Merchandise. Both categories are treated separately. Please make sure to choose from the correct list of vendors.

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Quote Request Form

If you have merchandise that you or your organization intends to sell or use in a fundraiser, and would like to receive a quote from a licensed vendor through the GW Bookstore, please fill out the Quote Request Form. This form is accessible at licensing.gwu.edu.

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Step 3: Submit Artwork for Approval

Licensing.gwu.edu

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Submit Artwork for Print

Once artwork is reviewed and approved by the Licensing & Trademarks office, the student will receive an email from ltp@gwu.edu stating that the artwork has been approved and the order may be placed to the approved vendor.

Your EAF to pay for/order merchandise MUST be accompanied by this approval email

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Planning Events @ GW

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Scheduling Spaces on Campus

Foggy Bottom Events & Venues: Marvin Center Outdoor space (Kogan Plaza, University Yard, Square 80,

etc) State Room & City View Room (1957 E Street) Alumni House (1918 F Street) Jack Morton Auditorium & MPA 2nd Floor Lobby Lisner Auditorium

Mount Vernon Events & VenuesAcademic SchedulingHousingCSE

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Scheduling

Each org can have up to 3 schedulers. Only schedulers can request, modify and cancel events.

All event forms are located online at http://events-venues.gwu.edu. Online request tutorials are also available on the website.

Space can be booked up to 365 days in advance.

To add schedulers for your org, email your advisor.

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Events with…

Food in the Marvin Center Must utilize Sodexo Catering

Entertainment & Novelties When renting inflatables or games from an outside

company, you must utilize an approved vendor (list available online)

Performers/ speakers Make sure to remember contracts must be used

Outside sponsorship You can partner with businesses or orgs outside of GW, but

this will likely mean you will need to pay for your spaceTickets or collection of money

You can only collect amounts under $10 in cash without GWPD being present

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Events with Alcohol

What is CADE? Resource Center

Workshops on request Programming and events Educational materials

Registers student organization events with alcohol Offers RAM training

Individual members need to sign up. Organization leadership should not be signing up individual people.

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What events require registration?

Any event with alcohol that is: On campus or off campus Advertised by, promoted by, or planned by a student

org Cosponsored with another organization or business Anything emailed to member using a listserv or posted

on the organization’s social media

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Event Planning Scenarios

In small groups of (3-4) discuss the steps that are needed to plan the following event: Students for George are hosting a small benefit

concert to support academic scholarships. They intend to invite current members, students, and alumni to the catered event taking place in Square 80. Where is the funding for the event coming? How do you

gain funding? How do you book the space? What information would you

need to convey and what do you need to ask for? What is needed for a performer to come to campus? You are selling tickets, how do you plan to do this?

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Student Organization Listserv

Important updates and reminders are delivered to student organization leaders through the MC427 listserv.

Please ensure your officers and contact information are up to date by staying in touch with your advisors!

To join the listserv: email awein@gwu.edu