Finance Orientation 2017

Orientation Requirements Completion is MANDATORY to receive funding for the year Treasurer MUST attend a Finance Orientation Senators and Presidents encouraged to attend Refer to the GSG website for available Orientation dates Organizations must complete the separate Recognition Process and Workshop through Campus Activities

The Ever-Changing Tide of USC Policy Sometimes new USC policies require us to add, remove, or change our GSG Finance Policies. Any changes to GSG Finance Policies or Deadlines are supported by the GSG Executive Board, and are communicated directly to Senators and through all available media streams. Organizations are responsible for following said media streams, as recommended by GSG, and for holding Senators responsible for conveying vital information. Organizations are therefore responsible for and expected to follow all new policies and/or deadlines. Keep in mind that not all events are guaranteed funding if they have been funded in the past. Policies change over time, so only applications for events that adhere to the current Funding Policies and the Funding Process below will be considered.

Organization Types Umbrella Organization Sub-Umbrella Organization Overarching organization representing the majority graduate student population within a school/department. Umbrella Organization Smaller organizations within the same school/department with more specific interests than the general Umbrella Organization. Sub-Umbrellas are ranked under their respective Umbrella Organizations. Sub-Umbrella Organization An organization which is not associated with an Umbrella Organization, but is subjected to Sub-Umbrella guidelines. Independent Organization Status obtained by completing Recognition process through Campus Activities. Organizations must have to status to request funding. Recognized Student Organization (RSO)

Forms and Related terms A form available on the GSG website to be submitted 5 weeks in advance to request funding for an organization event. It must include amount requested, event description, line items with costs, etc. Budget Proposal Form A form available on the GSG website to be submitted after approval of the Budget Proposal and 3 weeks in advance of the event. Submit a separate Expense Request Form for EACH different vendor used. Expense Request Form A form available on the GSG website to be submitted after an event which documents attendance and overall success for the purpose of future funding considerations. Event Evaluation Form Internal Requisition Referred to as an IR Fast payment process within USC departments and vendors. Purchase Order Referred to as a PO Slower payment process to external businesses in contract with USC. P-Card Credit card used for Smart and Final purchases only, managed by Finance Interns.

Forms for Umbrella Orgs A form available on the GSG website for Umbrella Organizations to complete expressing the intent to use organizational funds. This form must be submitted in the fall semester or said funds will be forfeited. Intent to Use Form A form available through the Director of Finance for Umbrella Organizations to complete in order to receive a lump disbursement of organizational funds. The form details the requirements and responsibilities and acts as a contract between the organization and GSG. Organizational Fund Distribution Program Form

Funding Sources Discretionary Fund Organizational Fund Joint Fund $4 per student per year open to all organizations available on a first-come-first-served basis $9 per enrolled student per semester available to Umbrella Orgs can be used for closed events Sub-Umbrellas may only access by requesting an allocation from their respective Umbrellas $1 per student per year open to all events organized by two or more organizations from two or more distinct schools/departments available on a first-come-first-served basis Sustainability Fund Volunteer Fund Social Justice Fund $1 per student per year 3yr pilot (2014-17) for a Green Fund a committee approves proposals open to all organizations available on a first-come-first-served basis. $1 per student per year open to all organizations for volunteer or community service events available on a first-come-first-served basis. $1 per student per year open to all organizations for social justice related events available on a first-come-first-served basis.

How Funds Flow Discretionary $2,500/semester cap Joint ∙ Volunteer ∙ Sustainability ∙ Social Justice First-come-first-served, no cap Umbrella Sub-Umbrella Organization Funds $9/student/semester Discretionary, Joint, Volunteer, Sustainability, and Social Justice Funds are available to Umbrellas and Sub-Umbrellas Organization Funds are available to Umbrellas ONLY Sub-Umbrellas can request Organization Funds from their respective Umbrella organizations Umbrella Organizations represent the majority of the school’s population Sub-Umbrellas represent sub-sets of that population (more specific interests) How Funds Flow

Application laws

Requirements to apply for funding Must obtain/maintain RSO status every academic year Must have treasurer attend a Finance Orientation every academic year Must submit forms in completion and without significant error Erroneous/incomplete forms with be automatically rejected Must adhere to all application deadlines Budget Proposals – AT LEAST 5 weeks in advance of event Expense Report – AT LEAST 3 weeks in advance of event Summer applications must be submitted by first week of April Earlier submission encouraged and appreciated

Appropriate Use of funds Events funded by GSG (except Org. Funds) must: GSG Funds (except Org. Funds) may not be used for: Be open to all graduate students Abide by allocation rules Purchase non-perishable items only (example: food) Use approved vendors (accept PO’s) Be advertised on the GSG calendar Include the GSG logo on promotional material Clothing items Retreats Gift Cards GSG Funds (including Org. Funds) may not be used for: Reimbursements Alcohol Executive member meetings

Accountability An Event Evaluation form must be submitted after the event. Recipient information must be provided for any honorariums, gifts, or prizes Receipts and invoices must be turned in to the Finance Interns (uscgsgfin@gmail.com) within 5 working days of the event A PO will always require an invoice. An IR may have an invoice and/or receipts. If not within 5 days, Organization is Blue Listed – no immediate funding If not within 10 days, Organization is Black Listed – prohibits funding for the semester following the offense (ex. if listed in the spring semester, funding prohibited in the fall semester)

Allocation Laws

General allocation of Funds Only fee-paying graduate students are considered as attendees to events (exceptions: events funded by the Volunteer or Social Justice Funds) Organizations can only request $2,500 from each fund per semester Organization Funds are available to Umbrellas at $9 per student enrolled in the Umbrella’s program per semester Umbrellas can allocate Organization Funds to Sub-Umbrellas upon request Joint, Volunteer, Social Justice, and Sustainability Funds availability depends upon account balances Event must be appropriately themed Proposals are considered on a case-by-case basis by the Finance Committee and/or Executive Board Volunteer and Social Justice Funds may be used for non-graduate student attendees, but meal allocation rules apply

Allocation Maximums Meals Raffles/Gifts Honorariums Transportation Breakfast (8am-11am): $8/person Lunch (11am-4pm): $12/person Dinner (4pm-8pm): $16/person Snacks (Coffee, etc.): $5/person No two meals will be sponsored for the same event (snacks not included in restriction) First Prize: $75 Second Prize: $50 Third Prize: $25 $1,000 cap per year Requests for more than $1,000 will be considered based on impact on the USC community Only for Org-run events Transferred as IR to department or check through Kuali Buses transportation funded on a case-by-case basis Generally used for Volunteer and Social Justice events Parking for USC paid through IR

Other allocation laws Organizational Fund Distribution Program All allocation maximums are subject to evaluation of the event and perceived benefit to the community Personal expense (reimbursement) is only allowed if PO/IR and/or P-Card options are not available Any reimbursements must be approved by the Finance Director 1 week in advance Unused Funds must be returned to the University at the end of the spring semester. Umbrellas may request a lump disbursement of all Organization Funds to a responsible department administrator. A contract must be submitted to the Finance Director each semester unless otherwise noted. The responsible administrator must keep records of expenses and send a report upon request.

Review of The Funding Process Causes for Budget App Denials Become an RSO Submit Budget Proposal 5 Weeks in Advance Wait for response Move on or resubmit Submit Expense Report 3 weeks in advance for EACH vendor Pick up IR/use PO reference number Provide receipts within 5 working days after event Immediate Denial Too many errors/deadline issue Not clear enough to resolve easily Denial within 48 hours If no response to initial follow up Funding may not be guaranteed in time Denial within 2 weeks If issues have not been resolved Funding is improbable due to deadlines

Meetings and Contact info Finance Committee Executive Board Directors of Finance Contact Information Meets Mondays 12-2pm Reviews apps under $1,000 Meets Thursdays 6-8pm Reviews apps over $1,000 Director of Finance Office Hours: Mondays 2-4pm Thursdays 4-6pm Alternative meeting times can be arranged Director of Finance: gsgfund@usc.edu Finance Interns: uscgsgfin@gmail.com GSG Office: TCC224 213-740-5649