2014-2015 student org leadership training. 11 benefits of being an org advisor support financial...
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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 [email protected]
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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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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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Submit Artwork for Print
Once artwork is reviewed and approved by the Licensing & Trademarks office, the student will receive an email from [email protected] 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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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 [email protected]