BUDGETARY by niusheng11

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									                       BUDGETARY
               GUIDELINES AND REGULATIONS
                                FOR
                    GRADUATE STUDENT ASSOCIATION
                          ORGANIZATIONS
Last revised May, 2010

I. FINANCIAL PROCEDURES                      providing the necessary paperwork,
                                             contact the GSA BEFORE the deadline.
1. The official records of the GSA are       5. Any organization that wishes an
kept by Sub-Board I, Inc.                    advanced payment to cover a budgeted
2. The entire GSA budget, as approved        expense must first consult the GSA
by the Senate, must be submitted to Sub-     Treasurer. Usually, such payments will
Board I, Inc.                                only be made to off-campus vendors
3. The GSA is not responsible for            upon presentation of an official business
expenses of an organization above and        invoice. The funds for this type of
beyond its approved budget.                  payment can only be released through
4. All funds must be encumbered prior        the REP process as described in the
to the date of expenditure. Funds are        preceding paragraph and will be
expended by the Requisition-                 deducted from the club‟s budget.
Encumbrance-Purchase (REP) process.          6. Nothing can be charged to the GSA
The Encumbrance Request Form is              unless a Charge Authorization Form is
submitted to the GSA along with the          first obtained from the GSA office and
signature of the club President or           approved by the GSA Treasurer.
Treasurer. The club treasurer will be sent   7. It is strictly forbidden for clubs to
an email notifying them of approval of       maintain any GSA monies or any funds
the expenditure. The actual                  generated with the help of GSA monies
reimbursement will take place after the      in any account outside of GSA
event. Your club must return all the         supervision.
necessary paperwork (See REP                 8. For all events that utilize ticket sales,
Procedures) related to that type of          similar forms of admission/
expenditure by the following                 contributions, or ANY collection of
DEADLINES: Fall events (August-              money, clubs must utilize the services of
December), January 31st, Spring events       third party agents such as the UB Ticket
(January-May) June 30th, and Summer          Office. These agents will provide
events (June-July) September 1st. At this    bonded service and their reports will
time the REP is signed by the GSA            satisfy the rather stringent auditing
President and Treasurer and the funds        standards that the university must
are released/reimbursed. Non-                require of all of us (both club and parent
compliance with the above deadline           GSA officers) since we are, in fact,
could result in only partial                 handling “public” monies.
reimbursement of the expense or club         9. The GSA cannot make payment of
budget reduction for the following fiscal    any expenses which were not
year. If you encounter problems              encumbered by July 1st of that fiscal
year. An encumbrance can be made by          16. Conflict of Interest Policy- When it
submitting an Encumbrance Request            is necessary to hire vendors or services
Form with the proper description, and an     from outside sources it is important that
estimate of the expenses involved.           any prior relationship with said vendor
Funds must be used by July 31st or they      be declared. GSA does not patronize
will revert to the GSA general fund.         businesses or vendors that are owned or
Clubs will have until September 1st to       operated by family members or friends
turn in their receipts for expenses          of clubs and/or members of GSA.
encumbered for June and July events.
Receipts must be dated and event held        II. SUBMISSION AND APPROVAL
prior to July 31st.                          OF BUDGETS
10. Any unencumbered club funds will
revert back to the GSA general fund on       1. The Treasurer will be responsible for
August 1st. Any encumbered funds that        submitting an annual budget to the
are not petitioned for through the REP       Finance Committee. The Finance
process by September 1st will also revert    Committee will approve or amend the
to the GSA general fund. Under no            budget and make its recommendation to
circumstance, in other words, will a club    the GSA Senate. Budgets will be
be allowed to build up or roll over its      approved on a yearly basis, the fiscal
funds from one year to the next.             year beginning August 1st and ending
11. No amount of the present year‟s          July 31st.
funds may be applied to expenses             2. Each member of the Senate will, at
incurred in the previous year‟s budget.      the time the Senate is requested to act,
12. The GSA Treasurer shall present a        be provided a copy of the old budget, the
written financial report to the GSA          requested budget and the
Senate at each of its regularly scheduled    recommendation of the Finance
monthly meetings.                            Committee.
13. Expenditures from the GSA                3. All funds, except those allocated to
Executive Committee‟s Special Projects       the Mark Diamond Research Program,
line shall be reported by the Treasurer at   that remain unexpended at the end of the
the GSA Senate meeting immediately           fiscal year will revert to the GSA general
following the transaction.                   account.
14. Adjustments in the GSA‟s budget
lines shall only be made with the signed     III. BUDGETARY GUIDELINES
approval of the GSA Treasurer and
President, all such adjustments will be      A. Departmental Clubs
reported to the GSA Finance Committee
at the Committee‟s meeting immediately       1. Speakers – Allocations are allowed in
following the transaction.                   the following categories: honorarium,
15. The financial record of the GSA in       travel, food, and lodging. For the GSA
the Sub-Board Office will be open to all     to pay these expenses, a Speaker‟s
members of the GSA Senate and to all         Contract and tax form (available at the
members of the GSA Financial                 GSA office) must be filled out and
Committee. The records are also open to      signed by the speaker. Co-sponsorship
all members of the GSA upon request to       of speakers is urged. Speaker publicity
the GSA officers.                            must credit GSA club sponsorship.
                                             Original, itemized receipts must
accompany all travel, food, and lodging     the Finance Committee for approval.
expenses except personal car travel.        This capital equipment purchased with
Personal car travel will be reimbursed at   public moneys is owned by The
the maximum rate of $0.14 per mile for      Graduate Student Association and the
the round trip distance from the current    Academic Club is the depository. Sub-
address. The club must submit a copy of     Board I is the accounting agency for the
the advertisement announcing the            equipment. All items purchased must be
speaker‟s program along with the            for the use of all graduate students in the
Speaker‟s Contract.                         Department and cannot be used by the
2. Films, Slide Shows, Videos, or Other     Department Faculty or Staff for
Media Presentation - may be rented.         educational or clerical purposes. Service
3. Stationary, Postage, and Office          contracts and measures to enhance
Supplies – Funds may be requested for       security are strongly recommended. All
these items. Campus mail should be          the equipment is covered by an
used where possible.                        insurance policy under Sub-Board I.
4. Printing and Publication – Clubs may     At the beginning of the academic year,
publish a newsletter to increase            the GSA office will provide the club
communication between members. Also         representatives with a list of all the
clubs may allocate up to 20% of their       capital equipment that the Departmental
budgets for the publication of scholarly    club is entrusted with. All capital
work of club members. Such money can        equipment must be available for
be used to pay for supplies and/or          inspection by the GSA and/or Sub-Board
services. A club wishing to allocate a      I, and the club officers will be
larger percentage of its budget to this     responsible for presenting the GSA with
purpose must submit a detailed proposal     an accounting of the status of said
in writing to GSA for approval. Such        capital equipment at the end of the
proposal will consist of a budget stating   academic year. A report must be
the nature of expenses and co-              submitted to the GSA office whenever a
sponsorships, along with minutes of the     piece of equipment becomes inoperable.
club‟s meeting at which the proposal        Loss or theft must be reported to
was approved. The proposal will be          Campus Security within 24 hours and a
considered at a regular GSA Finance         copy of the report must be sent to the
Committee meeting. A representative of      GSA. Expenses, such as repair costs can
the club must attend the meeting at         be taken from the club budget. (This
which the proposal will be discussed.       does not cover capital equipment
During those times when the Finance         purchased by the Mark Diamond
Committee does not meet, the Executive      Research Fund).
Committee will review and consider the      6. Socials – This includes parties,
club‟s application. Acknowledgement         orientation, and coffee hours. All club
of GSA club support must be clearly         events MUST be held in public places.
stated.                                     Under no circumstances can events be
5. Capital Equipment – Refers to            held in a private residence. All members
purchases of items costing $500.00+         of each club must be invited and any
each and which have an expected useful      abuse in this line will be presented to the
life of more than one year. Before any      Finance Committee which may freeze
purchase can be made, a “Capital            the club‟s budget until all club members
Equipment Form” must be submitted to        are notified of any mishandling of club
funds. A flyer or advertisement of the       B. Special Interest Clubs
event must accompany the REP.                1. Purpose – the purpose of a Special
7. Conferences and Conventions –             Interest Club shall be to provide the
Clubs may reimburse their individual         Graduate Student Body at large with
members for no more than $200 each for       services which would not duplicate those
presenters and $100 for attendees for        already being provided by the GSA or
registration, transportation, lodging        Departmental Clubs.
(maximum of $150.00/night unless in a        2. Membership – No more than 30% of
high demand area and received prior          any Special Interest Club may belong to
approval from the GSA treasurer), and        any one department. Voting
food (maximum of $30.00/day but no           membership shall be limited to currently
more than $15.00 per meal). Requests         enrolled graduate students that are
for payment for conferences and              represented by the GSA.
conventions must be accompanied by           3. Recognition – Each Special Interest
club minutes from an open general            Club must be recognized by the Senate
membership meeting showing club              each year, unless said club has been
approval of such expenditure. Other          approved under the early renewal
supporting documents such as original,       process (4 and 5) below, and must be
itemized receipts, a Conference Grant        prepared at that time to present a
Agreement, and conference programs           summary of the past year‟s activities and
must also accompany the REP.                 proposals for future activities. This
8. Senate Attendance – All departmental      must be done before the club will be
and international clubs whose elected        allocated a budget.
representatives (Senator/Alternates) miss    4. Eligibility for Renewal – Special
two consecutive Senate meetings shall        Interest Clubs who have been originally
have their budgets frozen, to be             recognized by the Senate are eligible to
reinstated only when the representative      submit for early renewal of recognition
attends a subsequent Senate meeting.         and funding for the next budgetary year.
For the purpose of attendance at Senate      Clubs who have missed three or more
meetings, no person can represent more       Senate meetings in the current year are
than one club, organization, department,     NOT eligible for renewal by this
or special interest group.                   process.
9. Clubs desiring a full budget must         5. Early Renewal Process – Clubs
activate each academic year by               interested in renewal should submit an
submitting all of the required forms to      “Application for Renewal”. The Vice
the GSA no later than October 31st. The      President shall review all requests for
following penalties will be enforced for     early renewal. Renewal of recognition
those clubs not complying with the           shall be based on service to the GSA
above stated deadline. Any club              constituency, service to the club‟s
activating after the December Senate         membership and fiscal responsibility of
Meeting will only receive ½ of their total   the current budget year. The Vice
budget. Any club activating after March      President will then submit a list of clubs
15th will be considered as an active GSA     for proposed renewal to the Treasurer
club but will not be eligible for funding    who will include the clubs in the
for the remainder of the current fiscal      proposed budget for the next budgetary
year.                                        year. This list should be submitted in
                                             writing to the Treasurer before the
Finance Committee is convened for          shall be limited to currently enrolled
assembling the next year‟s proposed        graduate students that are represented by
budget.                                    the GSA.
6. Funding – Special Interest Clubs        3. Recognition – Each International
must submit a proposed budget along        Student Club must be recognized by the
with their renewal of recognition. Clubs   Senate each year, unless said club has
will be funded up to a maximum of          been approved under the early renewal
$500.00 to be determined by the Senate     process (4 and 5) below, and must be
at time of recognition. GSA sponsorship    prepared at that time to present a
can only be cited by a Special Interest    summary of the past year‟s activities and
Club that has been funded by GSA.          proposals for future activities. This must
Allowable expenditures for Special         be done before the club will be allocated
Interest clubs include:                    a budget.
1. Speakers                                4. Eligibility for Renewal –
2. Films, Slide Shows, Videos and          International Student Clubs who have
Other Media Presentations                  been originally recognized by the Senate
3. Stationary, Postage, and Office         are eligible to submit for early renewal
Supplies                                   of recognition and funding for the next
4. Printing and Publication                budgetary year. Clubs who have missed
5. Socials                                 three or more Senate meetings in the
Please see Section III, A, 1-4 and 6 for   current year are NOT eligible for
more details.                              renewal by this process.
7. Activities – All activities sponsored   5. Early Renewal Process – Clubs
by Special Interest Clubs must be          interested in renewal should submit an
advertised to the Graduate Student Body    “Application for Renewal”. The Vice
at large by signs and announcements.       President shall review all requests for
8. Senate Attendance – All Special         early renewal. Renewal of recognition
Interest Clubs must send a non-voting      shall be based on service to the GSA
representative to Senate meetings. If      constituency, service to the club‟s
this representative is missed at two       membership and fiscal responsibility of
consecutive meetings, the club shall       the current budgetary year. The Vice
have its budget frozen, to be reinstated   President will then submit a list of clubs
only when this representative appears at   for proposed renewal to the Treasurer
a subsequent Senate meeting. For           who will include the clubs in the
purposes of attendance at Senate           proposed budget for the next budgetary
meetings, no person can represent more     year. This list should be submitted in
than one club, organization, department,   writing to the Treasurer before the
or special interest group.                 Finance Committee is convened for
                                           assembling the next year‟s proposed
C. International Student Clubs             budget.
1. Purpose – To provide service events     6. Funding – International Student
such as festivals, culture nights, films   Clubs will be funded equally at an
and speakers of interest to the Graduate   amount set at the time that the general
Student Body at large.                     GSA budget is approved by the Senate.
2. Membership – No more than 30% of        Allowable expenditures for International
any International Club may belong to       clubs include:
any one department. Voting membership      1. Speakers
2. Films, Slide Shows, Videos and            directly from GSA, not through club
Other Media Presentations                    budgets.
3. Stationary, Postage, and Office           4. Visibility – GSA sponsorship must be
Supplies                                     made clear on any advertising for
4. Printing and Publication                  Special Activities Funded events.
5. Socials                                   5. Deadlines, Regulations and Funding
Please see Section III, A, 1-4 and 6 for     Approval – Special Activities Funding
more details.                                Requests will be decided by the GSA
7. Activities – All activities sponsored     Senate at regular Senate meetings. To
by International Student Clubs must be       be considered, the proposal must be
advertised to the Graduate Student Body      received in the GSA office fourteen days
at large by signs and announcements          before the Senate meeting for initial
written in English and/or bilingual, and     consideration by the GSA Finance
one language must be English.                Committee. Requests must be presented
8. Senate Attendance – All International     on the proper forms and in accordance
Student Clubs must send a voting             with Finance Committee guidelines
representative to Senate meetings. If        (copies of both the application form and
this representative is missed at two         the Committee‟s guidelines are available
consecutive meetings, the club shall         in the GSA office or on the website at
have its budget frozen, to be reinstated     www.gsa.buffalo.edu). Basically, the
only when this representative appears at     request describes the activity, presents
a subsequent Senate meeting. For             estimated expenses, and details expected
purposes of attendance at Senate             revenues and other co-sponsorships.
meetings, no person can represent more       The Finance Committee will interview
than one club, organization, department      the applicant and review the proposed
or special interest group.                   budget so that the committee can
                                             recommend a funding level to the
D. Special Activities Fund                   Senate. No activity will be funded
1. Purpose – The Special Activities          retroactive to Senate approval. Special
Fund is set up to promote activities that    Interest and International Student Clubs
will be of benefit to a large number of      are encouraged to seek Special Activities
graduate students and not just to a single   Funding.
departmental, international, or special      6. Reimbursement – Following an
interest club. The GSA as a whole            event, the club or sponsoring agency
sponsors the activity, not the individual    must present a detailed account of all
or group of individuals who propose it to    revenues and expenditures including co-
the Senate.                                  sponsorship moneys and ticket sales.
2. Allocation – The use of these funds is    All GSA club co-sponsorships and the
limited to projects adopted by the           Special Activity reimbursement will be
Senate. Such projects may be                 handled out of the Special Activity line
introduced by any graduate student or        of the GSA budget and will conform to
group of students and must also be co-       the procedures outlined above in the
sponsored by other groups both from          “Financial Procedures” section of this
within and outside the University            document.
community.
3. Expenses – Up to the limit of the         E. Mark Diamond Research Fund
Senate approved allocation will be paid      Program
1. Application – for Mark Diamond            from within or outside the University
Research, funding must be submitted to       community.
the Research Council. All grants will be     3. Allocation – The use of these funds
made as per the guidelines of the Mark       are subject to the approval of the GSA
Diamond Research Council. In general,        Senate. The approved amount will be
the applications will be due some time in    paid directly by GSA, not by any other
September, February and May. The             means.
funding periods will be for one year after   4. Visibility – GSA sponsorship must be
the announcement of the funding              included on all advertising (e.g. call for
decisions.                                   papers, abstract collection, program,
2. Funding activities – The following        etc.).
items are usually fundable by the            5. Deadlines, Regulations, and Funding
Research Council. Consult the Mark           Approval – Funding requests will be
Diamond Research Fund Guidelines             decided by the GSA Senate at regular
(available in the GSA office or on the       Senate meetings. The proposal must be
website at www.gsa.buffalo.edu) for          received in the GSA office fourteen days
more exact information.                      before the Senate meeting for initial
a. equipment for most research               consideration by the GSA Finance
purposes.                                    Committee. Requests must be presented
b. materials and non-reusable supplies.      on the proper forms and in accordance
c. travel expenses for required field        with the Finance Committee guidelines.
work or consultation.                        Such forms and regulations are available
d. services requiring expertise not          at the GSA office or on the website at
expected of the applicant or intrinsic       www.gsa.buffalo.edu.
costs of research.                           Basically, the request defines the
e. limited photocopying of required          symposium, estimates the number of
documents at facilities outside              speakers and attendees, presents
SUNY/Buffalo.                                estimated expenses, and details expected
f. computer time.                            revenues and other co-sponsorships.
3. Report to Senate – The Director of        The Finance Committee interviews the
the Mark Diamond Research Fund shall         applicant(s) and reviews the proposed
submit a report of the Council‟s activity    symposium‟s budget so that the
to the Senate at the end of each granting    Committee can recommend a funding
period.                                      level to the GSA Senate. After the
                                             proposal has been approved by the GSA
F. Graduate Symposia Fund                    Senate, the Treasurer should receive
1. Purpose – The Graduate Symposia           periodic updates on the progress made
Fund exists to promote the creation of       by the organizer(s) of the symposium,
formal meetings to give graduate             including the public “call for papers”.
students the opportunity to prepare and      As a result of updates, the Treasurer may
present research papers to their peers.      review and increase the funding level,
The symposium must be public and             provided the availability of GSA funds.
open.                                        No symposium will be funded
2. Eligibility – The symposia creation       retroactive to the Senate approval. No
may be initiated by any graduate student     extra funding will be considered once
or group(s) of graduate students and         the Symposium has taken place.
must be co-sponsored by other groups
6. Reimbursement – Following the            institutions and departments contacted in
approval by the GSA Senate of the           the call for papers; c) Referee or peer
symposium project, the organizer(s) will    review procedure, editorial guidelines;
have access to a negotiated percentage of   d) Proposed deadlines for: 1. formation
the funds to pay for expenses associated    of editorial board, 2. call for papers, 3.
with the preparation of the symposium.      receipt of papers, 4. typesetting and
After the event, the sponsoring             proofreading, 5. printing and
individual or group must present a          distribution; e) Plans for copywriting;
detailed account of all revenues and        f) Co-sponsorships: institutions and
expenditures including co-sponsorships,     amounts; g) Budget: call for papers,
registration fees, if any, along with       mailing, printing and distribution costs.
original receipts for the funded amounts,   4. Exclusions – a) Faculty input must be
and photocopies of receipts for all other   limited to that of advisory status on the
expenditures. All GSA sponsorship           publication‟s editorial board and short
moneys will be handled out of the           commentaries on graduate student
Graduate Symposia Line of the GSA           articles; b) Undergraduate works are not
budget and will conform to the              usually suitable for inclusion in graduate
procedures outlined above in the            student scholarly publications unless
“Financial Procedures” section of this      they are of unique merit such as essays
document.                                   that win special competitive awards
                                            conferred by the faculty of academic
G. Scholarly Publications Fund              programs; c) Proposals for publications
1. Purpose – The GSA Scholarly              advocating specific political or social
Publications Fund exists to support         agendas; d) Publications that feature the
original and scholarly academic             work of graduate students but which are,
publications such as journals of varying    in fact, publications for the benefit of an
periodicity and media or the formal         academic program itself, such as
proceedings of graduate student             recruitment or informational flyers.
conferences.                                5. Sales – Since the moneys in this fund
2. Eligibility Criteria – A proposal may    are generated from the student
be initiated by any group of graduate       mandatory fees paid to the GSA by UB‟s
students for the publication of graduate    graduate student population, any
student scholarly academic works and        publication receiving funds must be
must be co-sponsored by other groups        available to the graduate student
from within or outside the University       population free of charge. Publications
community. Some referee procedure           may be sold to non-GSA members
must be established which must be           provided the publication holds a separate
submitted along with the application        account within the university and the
(e.g. peer review, written response with    GSA sponsors the publication in the
rebuttal, etc.).                            form of a grant.
3. Proposal and Focus – Applicants          6. Visibility – GSA support must be
must apply in writing to GSA by             acknowledged and a disclaimer
completing the official GSA scholarly       (provided by GSA) prominently
publication form. The following             included in the publication.
information must be provided: a)            7. Funding – No grant will be in excess
Purpose of the publication, including       of $1200.00. For the first year,
primary audience; b) Names of the           applicants shall submit a written
proposal describing the publication and a   consideration by the GSA Finance
budget detailing projected production       Committee; c) Proposals must be
and distribution expenses. For each         presented on their proper forms and in
subsequent year, applicants must            accordance with Finance Committee
demonstrate that a number of steps have     guidelines. Such forms and guidelines
been taken to put the publication on        are available at the GSA office or on the
solid financial and scholarly footing.      website at www.gsa.buffalo.edu; d) The
Examples of these steps include but are     Finance Committee will interview
not necessarily limited to: a) An           applicants and review the proposed
organized call for papers which includes    publication‟s budget so that a funding
academic departments on this campus         recommendation can be prepared for the
and other universities; b) Attracting a     GSA Senate; e) After the proposal has
significant number of submissions from      been approved by the GSA Senate, the
other departments and universities; c)      Treasurer must receive periodic written
Distributing copies of the publication to   updates on the progress corresponding to
academic libraries; d) Distributing         the proposed publication timetable made
copies of the publication to national       by the publication‟s editorial board; f)
indexing services; e) Attracting            The Finance Committee cannot
additional funds or in-kind assistance      recommend and the Senate cannot
from other sources such as 1. GSA           approve retroactive funding for any
Department and Special Interest clubs, 2.   expenses; g) A representative must be
UB academic departments, 3. Any             present at the Finance Committee
funding grants administered by Sub-         Meeting and at the Senate Meeting
Board, I, 4. Any funding grants             where the funding proposal is to be
administered by Campus Dining and           approved.
Shops (CDS). Also, each group needs to      10. Reimbursement – Upon approval,
put into place a continuation plan to       the organizers will have access to a
ensure that the publication continues       percentage of the funds (determined in
after they leave the University.            consultation with the GSA Treasurer) to
8. Allocation – The use of these funds      pay for expenses associated with the
are subject to approval by the GSA          preparation of the publication. An
Senate. The approved amount will be         example of these expenses might include
paid directly by GSA, not by any other      the preparation, printing, and mailing of
means. Proposals for support of a           a “Call for Papers”. All expenditures
continuing publication that do not          must receive prior approval. This means
include the steps described above, and      that funds must be encumbered before
do not include a convincing argument        any purchases are made by submitting an
with reasons why these steps should not     Encumbrance Request form to the GSA
apply to the publication, will be subject   office for each vendor. If expenditures
to reduced or denied funding by the         are made before approval, this may
GSA Finance Committee.                      jeopardize your reimbursement. After
9. Deadlines and Regulations – a)           publication, the applicant must present a
Funding requests will be decided at the     detailed accounting of all expenditures
October and February GSA Senate             and revenues along with a copy of the
meetings; b) Proposals must be received     publication to GSA.
in the GSA office fourteen days before
the Senate meeting for initial              H. Non-Profit Outreach Program
1. Purpose – The Non-Profit Outreach       I. Exclusions From Funding
Program is set up to promote service to    1. Speakers – When the guest speaker is
local non-profit agencies for the          a faculty member of the University at
betterment of humanity, and to             Buffalo, University Policies prohibit the
encourage graduate student involvement     payment of honorarium to the speaker.
in the community.                          2. Secretarial Expenses – Each
2. Allocation – Upon completion of the     organization is expected to type its own
community service activity, the            minutes, news bulletins and notices.
organizing graduate student club will      Note: This rule shall not apply to
receive up to a $250 increase to their     necessary clerical services that a
general fund. Submissions will be based    department club may require to produce
on their merits and awards will be made    a scholarly publication (see III, A, 4.
on a first come, first served basis.       above).
3. Deadlines, Regulations and Funding      3. Political and Religious Activities –
Approval – Non-Profit Outreach             No funds shall be allocated for partisan,
Requests will be decided by the GSA        electoral, political activities or sectarian
Senate at regular Senate meetings. To      religious activities. In this regard
be considered, the proposal must be        “partisan, electoral, political activities”
received in the GSA office fourteen days   applies only to persons or organizations
before the Senate meeting for initial      involved in electoral campaigns,
consideration by the GSA Finance           lobbying and/or rallies. Therefore, it
Committee. Requests must be presented      does not apply to activities designed to
on the proper forms and in accordance      provide information or scholarly debate
with Finance Committee guidelines          regarding the academic, national, or
(copies of both the application form and   world arenas.
the Committee‟s guidelines are available   4. Sales Tax – The GSA and all GSA
in the GSA office or on the website at     clubs are exempt from sales tax as we
www.gsa.buffalo.edu). Basically, the       fall under the not-for-profit laws of the
request describes the planned activity,    State of New York. Clubs must pick up
lists how many graduate students will be   a tax exempt form from Sub-Board I, in
involved, and gives contact information    341 Student Union prior to making any
for someone from the Non-Profit            purchases. Note: Misuse of this tax
Agency. After the services have been       exempt number is against the law and
performed, there is a follow-up            carries stiff legal penalties. Not only
questionnaire the Non-Profit must          would such actions be a violation of the
complete and return to the GSA in order    law, but would also be beyond the scope
for the award to be given. The Finance     of the club officers‟ duties and authority.
Committee will interview the               The GSA will not be responsible for any
applicant(s) and review the proposed       misuse of this number.
activity so that the committee can         5. Gifts and Contributions – Clubs shall
recommend a funding level to the           be limited in their spending on gifts and
Senate. No activity will be funded         awards. Each club may spend up to
retroactive to Senate approval. Special    $50.00 per semester from their club
Interest and International Student Clubs   budget on gifts and/or awards. These
are encouraged to seek Non-Profit          expenditures must follow other GSA
Outreach Funding.                          guidelines and should be used for items
                                           in line with the club‟s mission and goals.
No funds may be allocated for donations     within and outside the University
or charitable contributions.                Community.
6. Publications - With the exception of     3. Limitations – No organization shall
club newsletters and student‟s scholarly    have an event funded more than once
works, publications cannot be funded.       during the academic year under the
7. Stipends – The GSA will not finance      „exceptional cases‟ clause stated above
stipends or salaries other than those       in #1 b.
necessary for its operation of GSA, its     4. Expenses – up to the limit of the
clubs and their events. All requests for    Executive Committee‟s approved
salaried positions must carry a job         allocation within the annual GSA budget
description and must be approved by the     will be paid directly from the Executive
Senate.                                     Committee Special Projects Fund, not
8. Course Evaluations – No funds shall      through club budgets. GSA sponsorship
be allocated for such purposes – SCATE      must be made clear on any advertising
or department funds should be sought.       for Executive Committee Special
9. Individual Reimbursement – No club       Projects funded events.
member will be reimbursed for expenses      5. Requests and Determinations –
incidental to holding a club activity       Requests must be in writing and
without prior approval of the Finance       submitted to the Treasurer whose
Committee. Examples of such,                responsibility will be to inform all
telephone costs associated with the use     Executive Committee members and
of a personal phone for club business       notify the club/organization of the
such as calling a guest speaker long        Executive Committee‟s decision.
distance, transportation expenses           6. Reimbursements – All
associated with holding a club activity     reimbursements for activities funded by
such as gas money to pick up guest          the Executive Committee‟s Special
speaker or to go around town to get party   Projects Fund will conform to the
supplies.                                   procedures outlined above in the
10. Gratuity- Gratuities must be limited    “Financial Procedures” section of this
to 20% or less of the total bill.           pamphlet.
Gratuities in excess of this amount will
not be reimbursed.                          IV. INTERPRETATION AND
                                            ENFORCEMENT
J. Executive Committee Special
Projects Fund                               1. The GSA Treasurer and Finance
1. Purpose – to continue promoting          Committee shall be responsible for
activities which will be of benefit to a    interpreting these guidelines and
large number of graduate students: a)       applying them to specific cases where
during the summer or whenever the           they may be unclear.
Senate does not convene, and b) in          2. The Treasurer and Executive
„exceptional cases‟ when the funding of     Committee shall be responsible for
an event cannot wait for a Senate           enforcing these guidelines. This power
meeting.                                    of enforcement shall include any and all
2. Allocation – Such projects must be       means necessary to insure that these
introduced by any graduate student or       guidelines are followed and that GSA
group of students and must also be co-      club officers are fiscally responsible to
sponsored by other groups both from         their constituents.
3. The Finance Committee may
recommend to the Senate exceptions to
these guidelines. Such appeals must be
made by written request and presented to
the Finance Committee at its regular
meeting by a representative of the
appealing party.

								
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