1. GSG FINANCE ORIENTATION
2019
2020

2. This orientation is for applicants interested in funding opportunities for student programming hosted by Recognized Student Organizations (RSO). If you are not looking to fund an event, please see our other resources:
For information on the U-PASS (formerly TAP) Program (being taken over by USC Transportation)
For information on the Childcare Subsidy Grants Program
For information on the Emergency Fund
For information on the Green Engagement Fund
For information on the Travel Grants Program

3. ORIENTATION PROCEDURE
Review Presentation
Review the fundamentals on GSG finance policies and the stepwise application process.
No in-person meetings are required beyond this online orientation, but you may contact for questions.
Complete Assessment
Complete the online assessment with a minimum score of 80%.
You may retake the assessment until you obtain a reasonable score.
This qualifies only an individual applicant to apply for GSG funding.
Sign Up for Updates
Follow the GSG Newsletters and check our website

4. CONTENT OVERVIEW 01 02 03 04 Definition of Terms and General Policies
USC Policy and Campus Recognition
Who, What, When, Where, Why and How
Deadlines
Funding Application
Process 02
Application and Approval Phase
Processing Phase
Reconciling Phase
Etiquette and Accountability 03
Etiquette
Policy Violations and Penalties
Accountability
Contact Information and Assessment Link 04
Contacts
Office Hours
Assessment

5. DEFINITION OF TERMS & GENERAL POLICIES

6. A GENERAL NOTE ON POLICY
Watch out for new policies!
Where our policies conflict, USC policies take precedence.
Organizations are responsible for following updates and are expected to follow all new policies and/or deadlines.
Any changes to GSG Finance Policies are supported by the GSG Executive Board and Campus Activities.
Events are not guaranteed funding even if funded in the past!
Policies change over time, so only applications that adhere to the current policies and processes will be considered
Sign up for GSG Media Streams for regular updates:
Hold your Senators responsible for conveying vital information from GSG Senate meetings.
Regularly check our website for Senate and Finance updates.
Sign up for the GSG Finance Newsletter and the general UPC and HSC GSG Newsletters.

7. Who can apply? The Three Organization Classifications
Umbrella
Represents a majority graduate student population within a school/department
Elects representatives to the GSG Senate
Sub-Umbrella
Represents students with special interests within a school/department
Receives support from closely related Umbrella(s)
Independent
Represents students across multiple schools/ departments
Not closely associated with any Umbrella
Enrolled students representing graduate organizations may apply. Undergraduate organizations may also apply if expecting graduate student attendees.
Alumni, Staff, Faculty, or other individuals are NOT eligible for GSG RSO Event funding.

8. RSO Status OrgSync: New Orgs:
Completing the recognition process updates an org’s online profile in OrgSync. GSG uses this database to check RSO status for funding requests.
Is your organization recognized?
Each Organization MUST be a current Recognized Student Organization (RSO) in order to request GSG funding
The annual recognition process is managed directly by Campus Activities, NOT GSG.
New Orgs:
New organizations that become recognized later during the school year are required to report their recognition status when applying for funding.

9. The GSG Programming Fee
GSG Funds come from the “Programming Fee” assessed to fee-paying graduate students.
The main purpose of these funds is to support graduate student programming for cultural, academic, and social enrichment.
Other programs, such as the Travel Grants Program, have only been instituted using these funds in response to immediate needs that broadly affect USC graduate students.
The purpose of RSO Event Funding specifically is to support RSO programming, which restricts the use of the funds we offer.

10. What can be funded? We can fund: we can’t fund: Food Venue space
Promotion for special events (printing, t-shirts, etc.)
Events must widely impact USC students or related communities
Must include the GSG logo/be approved by Trademarking
Necessity/benefit must be clearly indicated
Prizes
Speaker appreciation gifts (Amazon e-gift card or physical gift)
Event services (security, FMS, TES, entertainment, etc.)
Transportation (buses, parking)
Event Supplies (tablecloths, writing materials, art supplies, etc)
Conference travel or registration
(see our Travel Grants Program),
Other transportation (flights, Uber/Lyft, Metro, etc.)
Hotel accommodations
Retreats (overnight events for student leadership)
Refundable deposits
Honoraria (speaker fees)
School-related supplies (ex. ink, laptops, etc.)
Other permanent items (ex. graduation gifts, equipment, etc.)
“Closed” executive meetings
Department-hosted events or department expenses
Alcohol

11. A note on Amazon
Use of Amazon is restricted to specialty items that are essential to the event and are unavailable through other approved or internal vendors.
Requirements and restrictions for specialty items:
Provide the rationale (2 paragraph maximum) for the item(s) in your application description.
Attach a screenshot of an Amazon cart just before checkout as the quote.
The item(s) must be available using Prime shipping. Prime pantry or other similar options are not acceptable.
Items are subject to a comparable substitution (e.g. the nature of the item is similar but the color may not be exact)
Policy for Amazon e-gift cards:
Only approved for speaker appreciation gifts; no other gift cards or purposes allowed
Cannot exceed $100 in value per individual and must be of equal value if multiple recipients (no one person can receive multiple gift cards)
Gift cards will be issued electronically via after the event.

12. A note on Academic Programming
RSO Event Funds can be used for student-run academic programming such as speaker panels, career networking, and workshops.
We do not fund “school-related supplies,” which may sound like only basic supplies like paper and ink, but also includes any supplies related to academic requirements:
e.g. Strings for Music RSOs;
e.g. Medical supplies for Health Science RSOs;
e.g. Software for Computer Science RSOs
We do not fund department events or expenses, which are expected to be managed by a department or school. GSG Funds support events hosted by students, for students, and are not intended to supplement department funding.
e.g. Department speaker series
e.g. Department supplies or equipment

13. THE FOUR FUNDING SOURCES
DISCRETIONARY
Flexible fund for a variety of social and academic events.
$2500
per semester
General meetings
Workshops and panels
Tailgates
Field trips
JOINT
Encourages collaboration between two or more distinctly different organizations.
$2500
per semester
Workshops and mixers
Speakers and panels
Conferences/Symposia
Game or trivia nights
SOCIAL JUSTICE
Mobilizes students to create systemic change that leads to equitable opportunities.
$2500
per semester
Leadership development
Forums and panels
Local partnerships
Unity and empowerment
VOLUNTEER
Equips students to serve their communities.
$2500
per semester
Soup Kitchen
Youth Mentorship
Conservation efforts
Emergency response
Examples 9

14. Additional Funds for Umbrellas
Umbrella Fund
Requirements:
Budget
At the start of the fall semester, submit a budget for expected use of organizational funds.
Calculated at $20 per enrolled student per year. Based on previous year’s enrollment numbers.
Can be used for “closed” events—exclusive to the Umbrella’s student population, no public advertisement needed.
Available to Umbrella Organizations only.
Umbrellas may approve use by Sub-Umbrellas and Independents at their discretion.
Policies
Publish policies for allocating organizational funds to Sub-Umbrellas and Independents.
Intent to Use
At the start of the spring semester, submit this form to claim the remainder of organizational funds for the rest of the fiscal year.
Templates are available on the GSG Website

15. UMBRELLA FUND DISBURSEMENT PROGRAM
Umbrellas have the option to enroll in the Umbrella Fund Disbursement Program (UFDP); through this program, GSG provides pre-approved Umbrella Organizations with their designated Umbrella Funds via a lump sum disbursement to the advising department at the beginning of the fall semester; this depends upon the department’s ability and willingness to participate.
UFDP Agreement
Umbrella Requirements
Complete agreement by the 2nd week of the fall semester to enroll
Follow the general Umbrella requirements
Receive 60% of funds
July 2019
Fall Semester Report
Submit a report of use of funds during fall semester by the last day of fall classes
December 2019
Intent to Use
Submit Intent to Use form by 2nd week of the Spring Semester to secure remaining 40% of funds
January 2020
Spring Semester Report
Submit a report of use of funds during the spring semester by the last day of classes
May 2020
Final Report
Submit a final report by July 5th with all receipts and final invoices
July 2020

16. How Funds Flow GSG Sub-Umbrellas Umbrellas Independents Sub-umbrellas
Four Funding Sources
Umbrella Funds
Four Funding Sources
Umbrellas
Sub-Umbrellas
Independents
Umbrella Funds
Sub-umbrellas
Independents

17. Events funded by GSG must be:1
Open to ALL graduate students*
The general USC graduate student population should be able to access anything funded by GSG.
Advertised with GSG logo
Include the GSG logo on all promotional materials. Events will be advertised on the GSG website. 2 3
Hosted on campus or public space
Events cannot be held in private residences. 4
Budgeted according to allocations
Only approved line items will be funded for amounts outlined in the next section. 5
Executed as approved by Committee
Events are expected to take place according to the details provided in the application approved by the Finance Committee.
*Does not apply to Umbrella Funds, which may be used for “closed” events exclusive to an Umbrella’s student population. Umbrellas are still not allowed to charge entrance or additional fees. RSVP methods must be equally accessible.

18. What is an “Open” event?
USC graduate students should have equal access to an event, or event aspect, that has been funded by the four general funding sources.
Entrance fees or additional fees cannot bar graduate students from accessing anything funded by GSG.
RSVP options should be equally accessible to all graduate students. In no case should there be evidence of an application or selection process to gain access to an “open” event.
Graduate students should be able to benefit from or participate in any “open” event.
If an event is contingent upon a specialized skill, the event may not be evaluated as an “open” event, because not all graduate students can equally participate or benefit from the event.
e.g. Law pro-bono services to the community; Chemistry demo-day; Health Fairs with health care services
Applicants are encouraged to outline benefits and participation roles for graduate students to emphasize accessibility
If the event is not related to an academic requirement, but is too specialized for the general funding sources, Umbrella funds may be an option.

19. Calendar of submission deadlines Funding Deadlines
Fall Period: August - October
Spring Period: October - April
All forms MUST be submitted according to this calendar!
Accounts for:
Finance Committee Review
Fall Period
Spring Period
Holidays
Breaks
Study days and Finals
Fiscal Year
PHASE 3 - RECONCILING
DUE 5 BUSINESS DAYS AFTER EVENT
PHASE 1 - APPLICATION & APPROVAL
FOLLOW CALENDAR OF SUBMISSION DEADLINES
GENERAL
DEADLINES
PHASE 2 - PROCESSING
MINIMUM 3 WEEKS
BEFORE EVENT

20. Additional Notes on Deadlines
Smart & Final Appointments
Must be scheduled 7 business days in advance by contacting Finance Interns with reference to the Student Organization and Funding Application ID#.
Appointments available only during specific windows on weekdays according to Interns’ schedules - varies by semester!
Your appointment time reflects your CHECK OUT time, not your shopping time. Finance Interns will not allow overspending or purchase of inappropriate items.
Finance Interns will upload your receipt to your application profile. (Best to keep at least a photo for your records.)
Only a 15 minute grace period is given before an appointment is considered as missed. To CANCEL or RESCHEDULE, you MUST contact the Interns in advance.
If you miss your appointment without notifying the Finance Interns, you FORFEIT your approved funds. Multiple offenses may result in PROBATION.
Smart & Final is a privilege, not a guaranteed option for the convenience of RSOs.
It is time consuming and tiring for our Interns to make multiple trips to meet the schedules of RSOs. If you cannot make it during a given appointment time, ask another member or a friend to go for you!

21. Additional Notes on Deadlines
Funding for Summer Events
Funding Closures
Funding may be used for summer events taking place through June 30th.
Budget Applications must be submitted during the Spring Application Period.
Post Event Forms must be submitted within 5 days of the event.
Events that take place after June 30th occur in the new fiscal year. As of now, GSG funding for events taking place between June 30th and the first day of the fall semester is not available.
If a funding source is exhausted, GSG will announce the fund is closed until further notice and will no longer accept applications for that funding source.
Closed funds may reopen if more funding becomes available.

22. Deadlines are absolute, based on time required for the Finance Directors, Finance Committee, and Finance Interns to review applications, to correct for errors, and/or to provide additional information that the USC Business Office requests.
If an organization fails to adhere to deadlines or application requirements, GSG is not responsible for premature or personal payments by the organization to vendors. GSG does not honor reimbursements or cover late fees, cancellation fees, or overages.

23. Funding Application Process

24. Online Application Portal
MEET PLUTO!
“Pluto” is our online application portal!
Name related to the Greek God of Wealth (Plutus)
Not named for the God of the Underworld
Not named after the planet or this Disney pal, but these are great ways to remember the portal!
Here’s a “Quick Guide to Navigating Pluto” recommended for viewing AFTER completion of this Orientation and Assessment.

25. Online Application Portal
Create an account to login and submit applications
All information related to a Funding Application (FA) is contained within that FA profile.
No more separate forms!
There are 3 main phases to each FA (next slide)
Pluto logs all applications under each user’s account and records all application history!
Pluto also advertises all events with approved funding that are accessible to all graduate students!

26. OVERVIEW APPLICATION APPROVAL PHASE PROCESSING PHASE RECONCILING PHASE
Submit ONE Funding Application (FA) PER EVENT
The Finance Committee reviews applications once per week
APPROVAL PHASE
Submit revisions if required by the Director of Approvals and Finance Committee
Receive notification of final decision within one week of Committee review
PROCESSING PHASE
Finance Interns will initiate payments to vendors
Wait for notification of payment reference #s
Wait for notification of expected deliveries
RECONCILING PHASE
Submit ONE Post-Event (PE) form PER APPLICATION
Make revisions as needed by the Director of Disbursements and Reconciling

27. Contact Information
Who are you?
Provide basic contact information. We may need to contact you by with questions!
Line Items
What do you need?
What items do you intend to purchase? How much will your budget be? Use our allocation maximums in the next slide to calculate!
Event Details
Who, What, When, Where, Why, and How!
What kind of event are you planning and why do you need funding? Who will attend? Which Funding Source* are you requesting?
Vendors and Payment
Where are your items or services coming from?
Consider vendors you can use and how each vendor is paid. Use our guide in this section. A small list of commonly used vendors may be found here.
Application Phase
*Note: For Joint Funding, only ONE of the participating RSOs may submit an application PER EVENT.
Within the application, Co-Sponsors who also wish to utilize GSG funds may be assigned to individual expenses (e.g. Food, Venue, etc.).

28. Item Allocation Maximums
Meals:
Breakfast: $8/person
Lunch: $16/person
Dinner: $16/person
Snacks: $5/person
Promotional Items:
T-Shirts: $12/person
Printing: $50/event
Other: $5/person
Prizes:
$150/event
Venue/Services:
$20/person
Supplies:
$5/person
Must be perishable
Transportation:
Buses: $25/person
Parking*: $300/event
*USC ONLY
Speaker Gifts:
$1000/year
Physical gift or e-gift card - No fees
Allocations are per fee-paying graduate student ONLY.
Exceptions: for Volunteer and Social Justice Funds, we allow half of each allocation amount per non-fee-paying or non-graduate student attendee (e.g. $16 per grad student for dinner, so $8 per non-graduate student).

29. Calculating Funds
When calculating how much funding to request for each expense, consider:
(1) Desired Funding Source
(2) The number of expected attendees
(3) Allocation maximums for approved line items
(4) Service fees, tips, tax, etc.

30. Calculating Funds: Example 1
An applicant requests funding for dinner, funded by the Discretionary Fund
The group anticipates 200 individuals will attend; 120 expected to be graduate students
Determine maximum per graduate student:
$16/student for dinner
Calculate maximum for dinner:
120 x $16 = $1,920
Anticipate tax and delivery:
$1920 * = $ $40 = $222.40
Total = $
Consider account balance:
The RSO has already used $1,000 Discretionary funds, so only eligible to request remaining $1,500

31. Calculating Funds: Example 2
An RSO requests funding for breakfast and lunch at a day-long symposium, funded by the Social Justice Fund.
The RSO anticipates 100 individuals will attend, of whom 40 are expected graduate students
Determine maximum per graduate student:
$8/person for breakfast
$16/person for lunch
Determine maximum per non-fee-paying graduate student or non-graduate student:
$4/person for breakfast
$8/person for lunch
Calculate funds (assume pickup, no delivery fee):
40 * (8+16) = $960 for graduate students
60 * (4+8) = $720 for non-graduate students
Total = $ tax = $
Consider account balance:
Since this RSO has not used any Social Justice funds, can request full $

32. Vendors and Payments 1 2 3 4 5 Vendor Type Payment Examples
USC Hospitality (Express Catering)
Trojan Events Services
The Bookstore
Internal Requisition
(IR) 1
Internal USC Vendor
FMS 2
Facilities Management Services (FMS)
Internal Billing Requisition (IBR)
Togos
Fedex
Manhattan Stitching
Purchase Order
(PO) 3
External Approved Vendor
Amazon
Smart & Final
Procurement Card
(P-card) 4
Smart & FInal
Ralphs
Uber
In-N-Out Burger
Credit Card
Cash
Reimbursement 5
Unapproved Vendor

33. Multi-day or Recurring Events
Applicants may request OPEN IRs for any events that last multiple days or for recurring meetings.
Same as a regular IR, except for the full sum needed for multiple days
One IR PER internal vendor
The RSO must use copies of the approved OPEN IR for multiple days
The RSO must track the balance used and NOT EXCEED full approved sum
The RSO must keep copies of all receipts or final invoices for records

34. Vendor Quotes What is a quote?
A formal statement from a vendor to supply goods or services at a specified price within a given period.
A quote must be submitted with the Funding Application (FA) for EACH vendor, summarizing the items and expected costs in advance of purchase.

35. Quote Criteria What if I can’t get a quote?
Quotes must be:
Formally requested by phone or to the vendor
Meet the following criteria set by the USC Business Office:
The vendor name
Quote or Invoice#
Payable address for vendor (use correct vendor locations)
Phone and if available
Explanation of costs for items or services
Be equal to or less than the budget amount approved by GSG
Some vendors do not need formal quotes, but require PDF/Excel documents or cart screenshots with anticipated expenses:
USC Bookstore
Amazon
Oriental Trading
Office Depot
Dining In (The Lab, Tommy’s Place, etc.).

36. FMS Quotes Express Catering Quotes
To obtain a quote quickly, as directed by Express Catering:
Create an account on expresscatering.usc.edu
Select your campus and vendor
Add order and select your event date(s)
Select delivery method (time and location)
Under "order name" input "QUOTE"
Enter for the Account Number
Enter Y for the Requisition Number
If your application is approved, or call Express Catering to confirm your quote as an order to fulfill.
If your application is denied or details change, or call Express Catering to cancel your quote.
We understand that getting FMS quotes can be difficult, but we cannot accept anything less than an official quote for payment.
If you are having trouble getting a quote for FMS in time for your application, contact us.

37. Students CANNOT and MUST NOT sign contracts
Some vendors require that contracts be signed, usually for venue space, rentals, or services such as entertainment or staffing
Students CANNOT and MUST NOT sign contracts
Work with a department administrator if you are able, to have a staff member sign
OR attach the blank contract to the Funding Application so that we can find a staff member to assess and sign it for you
Some contracts are combined with the initial quote or invoice - be careful!

38. Additional Forms Attach to Funding Application!
Student Affairs VP Approval Form*
Needed for any event with admission (most entertainment), or for single items over $100.
Department Approval Memo
Required for any event taking place during Study Days or Finals, stating the event will not interfere with students’ academics.
Umbrella Fund Approval Memo
Details approved use of Umbrella Funds by Sub- Umbrellas and Independents. Must be signed by the Umbrella.
Attach to Funding Application!
These forms must be attached to the application as needed depending upon event details.
All additional forms, templates, and other resources are supplied on the Finance Resources page of our website.
*Note: Edit VP Approval template for your event purposes and submit with blank signature (we will collect the signature for you).

39. Approval The Finance Committee
Composed of graduate student representatives
The GSG UPC and HSC Directors of Finance input decisions made by the Committee within a week of the review.
The Directors may require revisions before approving an application.
The Finance Committee
Approval
Meets once a week to review applications
Managed by the GSG UPC and HSC Directors of Finance.

40. Application Denial
If the an application is not satisfactory with minor revisions, an application may be denied.
Applicants can:
Contact the Finance Directors and within 5 business days of the decision with a written request to reconsider the application
State why you feel the application was unfairly denied
Emphasize why the event deserves funding
Incorporate feedback from the Finance Directors and Finance Committee in a new application.
Applicants who decide to re-apply must follow the Calendar of Submission Deadlines.

41. Processing Phase Finance Interns Notifications Vendor Payments
As an integral part of the GSG Finance Team, our Finance Interns are responsible for recording and generating payments.
Notifications
Applicants are notified when payment reference numbers are available to use to place their orders.
Vendor Payments
Payments are initiated based the vendor information, approved budget, and quote amounts.
Orders and Deliveries
Applicants are notified of online order numbers and any deliveries to the SKS 410 office. Amazon orders are delivered directly the University Village store.
Processing Phase

42. Payments and Orders Placing Orders
Use the Reference #s for the respective payment options to place orders with vendors.
For POs, a Requisition # is an early stage of payment. Use the PO#, once it is generated after the Requisition #.
Applicants do not need to pursue the following, as these orders are placed directly by our office according to the quote:
Amazon
Orientation Trading
Office Depot
FMS
Vendor Type
Payment
Reference #
Internal Requisition
(IR)
IR #: Begins with Y, followed
by 7 digits (Y )
IR is scanned to applicant 1
Internal USC Vendor
Doc # with 7 digits 2
Facilities Management Services (FMS)
Internal Billing Requisition (IBR)
Purchase Order
(PO)
Initial Requisition #: 8 to 9 digits;
PO #: 8 to 9 digits (different from Requisition #) 3
External Approved Vendor
Procurement Card
(P-card)
Use FA # when scheduling with FInance Interns 4
Amazon
Smart & FInal

43. USC Express Catering 01
Express Catering Website
Create Account at 05
Download final invoice and submit with PE
Final Invoice(s) due within 5 business days after the event
Questions? Call Express Catering: (213)
HSC Orgs: Call to confirm delivery from UPC to HSC campus is available. 02
Select food options and generate quote
Here is a short guide on how to request funds for and order through Express Catering, our most common (and fastest) funding request for food. 04
Upon approval, obtain IR and place order 03
Provide quote in FA and wait for decision from GSG
Follow the instructions previously mentioned to generate a quote
Note: Be sure to request enough funding to cover delivery charge.
or call Express Catering to confirm or cancel your quote order
Upload copy of IR sent to you by GSG to pay for a confirmed order

44. Accommodations
If issues arise due to difficulties with venue space, guest commitments, travel, or vendor cooperation, GSG will accommodate for these issues without penalty.
Changes to approved application details must be:
In response to uncontrollable, unavoidable circumstances
Clearly and immediately communicated to GSG and respective RSO(s)
Limited to date, vendor and payment options
If GSG assesses a situation as preventable by the RSO, accommodations may be made with penalties incurred due to lack of responsibility.
If accomodations cannot be made or if an RSO decides not to move forward with an event, the FA related to the event in question may be cancelled:
The RSO must not have placed orders with any vendors
Contracts must not prevent cancellation of payments

45. Host Your Event!
GSG expects events to adhere to the details provided in the FA and approved by the Finance Committee
GSG reserves the right to audit any event

46. Reconciling Phase Receipts and Invoices Post-Event Form (PE)
We need to provide receipts and invoices for USC to pay vendors. Take pictures to ensure you don’t lose any! Upload them directly to your Funding Application alongside your approved expenses.
Post-Event Form (PE)
Submit the PE within 5 days. The PE evaluates the success of your event, which may impact future funding. Tell us how it went and what you plan do you in the future. Memos should be uploaded with the PE.
Event Pictures
How did your event go? We’d love to know! Take pictures at your event and upload at least one to show its success.
Revisions
If anything is missing or has errors, the Director of Disbursements and Reconciling will require revisions until the payments are closed out. USC has 30 days to complete payments.
Reconciling Phase

47. Receipts and Invoices What is an Invoice? What is a Receipt?
An itemized bill for goods sold or services provided, containing individual prices, the total charge, and the terms.
What is a Receipt?
Proof of payment listing items purchased, item costs and total cost; typically a traditional register receipt.

48. Invoice Criteria What if I can’t get an invoice or receipt?
Invoices must include:
“Invoice” as the heading;
Invoice #
Invoice date
Vendor name, address, phone #
“Payable to USC”
Funding Application (FA) #
PO #
Itemized list with a final cost
An initial invoice may be provided as a quote, but a final invoice is required to finalize payments.
Some vendors do not need formal invoices or receipts because they are handled internally by our office:
FMS
Amazon
Oriental Trading
Smart & Final
It is still best to take at least a photo of all receipts for your records.

49. Receipt Criteria What if I can’t get an invoice or receipt?
Receipts must include:
Funding Application number written in a noticeable place
Traditional register receipts are associated with common vendors:
Smart & Final
USC Bookstore
Dine-In locations such as The Lab
If Umbrellas utilize other vendors through their departments, any traditional receipts are required in the Final Report.
Some vendors do not need formal invoices or receipts because they are handled internally by our office:
FMS
Amazon
Oriental Trading
Office Depot
Smart & Final
It is still best to take at least a photo of all receipts for your records.

50. Submit memos with Post-Event Form (PE) as needed for:
Recipient Memos
Prize/gift memos for physical items must be signed by recipients to acknowledge they received the items. Provide USC ID#s if applicable.
An acknowledgment is acceptable at minimum.
For Amazon e-gift cards to speakers, provide the speakers’ names and s in a message on your application in Pluto. A Finance Intern will issue the gift cards electronically and upload the final invoice. No additional memo is needed in this case.
Transportation Memos
Transportation Memos must include names of passengers and student ID#s when applicable.

51. Post Event Checklist
Invoices and Receipts must be uploaded for each expense under the approved FA.
At least one Post-Event Form (PE) must be submitted with appropriate Memos included.
Amounts must be equal to or less than the budget approved PER VENDOR by GSG.
All Post Event materials must be submitted within 5 business days after the event.
USC has 30 days after receiving documentation to finalize payments.
If Amazon e-gift cards were requested, the reconciling phase may be delayed until gift cards have been issued after the event. This will not count against the applicant.
Contact if you are having difficulty meeting the post event deadline for any reason.

52. Etiquette and Accountability

53. Communication Etiquette
Applicants are expected to exercise professional communication and discretion when contacting GSG and Campus Activities officials:
First contact the appropriate director before including any higher officers or staff members.
If an applicant experiences any difficulty with a particular director, the applicant may contact the GSG Vice President of Administration
Time-sensitive topics may be labelled as “URGENT” in the subject line, but only if absolutely necessary.
Applicants are welcome to contact the Finance Directors to schedule individual meetings if office hours are not convenient.

54. Suspension
GSG reserves the right to suspend an individual applicant if the applicant:
Inappropriately contacts GSG or Campus Activities staff,
Is non-communicative, or
Does not adhere to the responsibilities of an applicant as defined in our policies and orientation.
This does NOT penalize the RSO, only the individual. The RSO will have to select another officer to submit applications for GSG funding.

55. Accountability All RSOs MUST follow GSG and University policies.
Please also review SCampus Part G for Student Organizations
GSG penalties for policy violations include but are not limited to:
Probation of current and future funding
Loss of privileges such as the UFDP
Campus Activities may issue its own penalties including but not limited to:
Loss of campus recognition status
All penalties are issued in respect to the severity and repetition of offenses.

56. What is probation in the context of GSG Funding?
A temporary period during which an RSO is prohibited from requesting or receiving GSG RSO Event Funding in response to policy violations.
During this period, an RSO is expected to reflect upon the violations and reinforce its leadership to prevent future offenses.

57. Probation Lists Blue List
Prohibits an RSO from requesting or receiving any immediate funds within the semester of the offense
Occurs when:
PE is not submitted within 5 business days after an event
PE is incomplete
Missing receipts, invoices and/or memos
Missing revisions
GSG identifies other policy violations that merit this penalty

58. Probation Lists Cardinal List
Prohibits an RSO from requesting or receiving funds within the semester of the offense, plus the semester following the offense
E.g. If penalized during spring semester, the organization is barred from funding for the following fall semester.
Occurs when:
PE is not submitted within 10 business days after an event
PE remains incomplete and applicant is unresponsive
GSG identifies other policy violations that merit this penalty
Depending upon severity and repetition of offenses, the duration of the probation period may be extended

59. Regaining Good Standing with GSG
Communicate acceptance of penalties
Educate and reinforce RSO leadership responsible for funding
Follow our Finance Newsletter to stay up to date with funding policies and processes

60. Contact Information & Assessment

61. Contacts
Contact Information
Best Contact for:
Caitlin Mills
Director of Finance - Education and Access
Office Hours: By Appt.
Finance Policies and the Application Process
Application details before submission
Advice on budgeting or event planning
Funding Application Portal
Application details after submission
Finance Committee
Tomasz Fechner
Director of Finance - Approvals (UPC)
Office Hours: By Appt.
HSC event planning and resources
HSC application details before and/or after submission
Finance Committee
Christine Naya
Director of Finance - Health Sciences Campus (HSC)
Office Hours: By Appt.
Post-Event Form requirements
Issues with receipts or invoices from vendors
Umbrella Fund Disbursement Program (UFDP)
Kris Coombs
Director of Finance - Disbursements and Reconciling
Office Hours: By Appt.
a Director to request an individual or group appointment outside of office hours.

62. Other information Finance Committee Finance Interns GSG Vice President
Meeting Days: M 4PM SKS 410
Composed mainly of Senators, though other graduate student representatives may join. Overseen by the Director of Approvals and HSC Director of Finance. Reviews Funding Applications.
Finance Committee
Contact Director of Approvals or HSC Director of Finance to get involved.
or send representatives with concerns or ideas.
Typically Works Study students pursuing degrees in related backgrounds. Overseen by Campus Activities staff as well as the Director of Education and Access. Process vendor payments.
Finance Interns
to schedule Smart & Final appointments.
Finance Interns and Director of Approvals regarding any issues with vendors during the processing phase.
Manages GSG Administration Team including Director of Operations, Director of Grants, Directors of Finance, and, by proximity, related Committees and Interns.
GSG Vice President
Administration-
Melisa Osborne
if encountering issues with any Finance Director(s).

63. FINANCE ORIENTATION ASSESSMENT
Thank you for completing this orientation!
Please contact with any questions or concerns.
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