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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