Club Leadership Guide

2016

A Quick Guide to USG Policies and Procedures

Hikari Oshiro USG Treasurer 2016-2017

Last Revised: June 2016

Agenda

• Deadlines
• Fall 2016 Deadlines
• Spring 2017 Deadlines

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• Structure of USG

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• Club Contacts
• Club Contacts
• Voucher Process
• New Vendor Request
• Reimbursement Process
• Picking up Orders
• Picking up Checks

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• Bookings
• Hotel Booking
• Rental Car Booking
• Off-Campus Trips

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• Grant
• Grants

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• Club Expectations
• USG Expectations of Clubs
• USG vs Student Activities
• Common Reasons for Losing Line Budget Status
• Contact Information
• Office hours/Budget Committee info

Fall 2016 USG Deadlines

• Campusvine AY Accounts Updated: August 15th
• Semester Begins: August 29th
• Fall Revision Application Due:
• Leadership Conference #Sports: September 7th
• Leadership Conference #Multicultural: September 9th
• Grant Open Forum: TBD
• Leadership Conference #Others: September 11th
• Last Day to Register with Student Activity:
• Grant Applications Accepted: November 9 (Close Fall Open Spring Application)
• Fundraising Open Forum: TBD
• Last Day to Turn in Grant Application: TBD
• Open Forum #3: TBD
• Last Day to Submit Level A and B OCT: November 16th
• Last Day to Submit Event and Online Order Voucher: November 16th
• Last Day to Submit Non-Event Voucher: November 22nd
• Last Day to Submit Reimbursement Voucher: November 22nd
• Last USG Check Run: December 1st
• ALL RECEIPTS DUE TO USG: December 8th
• Semester Ends: December 9th

Spring 2017 USG Deadlines

• Semester Begins:
• Spring Treasury Conference #1:
• Spring Treasury Conference #2:
• Spring Budget Application Due:
• Last Day to Submit Level A and B OCT:
• Last Day to Submit Event and Online Order Voucher:
• Last Day to Submit Non-Event Voucher:
• Last Day to Submit Reimbursement Voucher:
• Last USG Check Run:
• ALL RECEIPTS DUE TO USG:
• Semester Ends:

USG Structure

• Executive Branch
• President
• Executive Vice President
• Treasurer
• VP of Communications
• VP of Student Life and Programming
• VP of Clubs and Orgs
• VP of Academic Affairs

USG Structure

• Legislative Branch
• Senate
• Committees
• Budget/Grants Committee
• Vetting and Legislative Review Committee
• Academic Affairs Committee
• Special Services Council

USG Structure

• Judicial Branch
• Supreme Court of USG

Club Contacts

Must be resubmitted every academic year

Club Contacts

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• Create a Campusvine account and make sure account is verified/activated.
• Complete signature card by filling out a google form on the USG Website. - make sure email on the card is same as the one you made your Campusvine account with.
• Make sure all information is typed, except for the signature.
• If your club is not updated within 2 business days, it is because the email address provided on the signature card did not work. If this happens, you must schedule a meeting with the USG Treasurer.

**THE USG TREASURER CANNOT ADD AN EMAIL ADDRESS TO CAMPUSVINE IF IT IS NOT LINKED TO AN ACCOUNT**

Voucher Process (Direct Pay/Online)

• Executive Board members must create and sign voucher such that USG has at LEAST two weeks to process the vouchers.
• The Administrative Director checks that all required documents for liability and processing are submitted and approved.

Example: off campus trip forms, food permits, W-9’s, contracts, services rendered forms, invoices, receipts, etc.

• The USG Treasurer checks that the appropriation abides by NYS and federal laws, SUNY Chancellor Guidelines, USG Constitution, USG Financial Bylaws, USG Standard Operating Procedures, USG Code, University Policies, and club’s constitution.
• Fiscal Agent: approval and processing.
• Bookkeeper: approval and processing.
• Check is cut for direct pay or order is placed for online vouchers.
• Club picks up check at the front desk in the USG Suite (SAC 202) and pick up delivery at the Accounting Office .

**Please see the USG Clubs & Organizations helps page to see a video on how to create a reimbursement**

New Vendor Request

• Go to the USG website, “Treasury” tab, then “Campusvine” tab.
• Complete the vendor form.
• Click Submit.
• You will receive a confirmation email within 2 business days.
• You must give at least 1 week for this to be processed.
• You will be notified if the vendor is added.

Why does this take so long?

• When we have to add a new vendor, we have to contact them to check that they acknowledge we are tax exempt, that they will accept out checks, know our policies, are from the United States, will give change and receipts, have the proper insurance, are legal, etc.
• It takes time because the vendor usually needs time to check these things too.

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Reimbursement Process

• Clubs should complete the Reimbursement Request Form from the USG website.
• Clubs are allowed to make reimbursements up to twice a semester.
• Email the form to the USG Treasurer to get prior approval at least 2 weeks in advance of the event and before the club purchases the items.
• The Treasurer will respond via email whether the reimbursement is approved or not.

Certain types of items are not reimbursable under any circumstances, such as but not limited to NYS tax, bottle deposits, lodging/hotels, etc.

• The club then creates the reimbursement voucher and turns in all receipts and other supporting documentation as would be done for a regular voucher.
• If a club does not get prior approval from the USG Treasurer then it is not guaranteed that they will be reimbursed.

**Please see the USG CLubs & Organizations help page to see a video on how to create a reimbursement**

Details can be found in Section 109 of the financial Bylaws

Picking Up Orders

• The accounting office will call e-board members to pick up ordered items based on the club signature cards.
• It will be stated on the voucher if the item is considered an asset by the Treasurer or Fiscal Agent.
• Items considered assets require the e-board member picking up the item to go to the ticket office and check in with Elizabeth Frisenda prior to being able to pick up the order from the accounting office.
• An e-board members goes to the accounting office to pick up the item and must follow Elizabeth’s instructions in the case of an asset.

**Only e-board members may pick up orders and will have to sign off when picking up the item(s).

Picking up Checks

• Checks will be available on Wednesday and Fridays this year at the USG Front Desk, SAC 202 during business hours.
• Checks are printed on Tuesdays and Thursdays, but do not get to the office until the afternoon and need to be processed.
• Any vouchers that are not on the Fiscal Agent’s dashboard on Campusvine by 8:00 am on a Tuesday or Thursday will not be able to be processed during that day’s check run.
• Vouchers are processed in a first come, first serve fashion. If your check is late, it is probably because you did not submit all of the required documentation at least 2 weeks in advance.

All Bookings

Taqrim Sayed

USG Assistant Treasurer

Please contact Taqrim Sayed(Taco) for all bookings.

tsayed@stonybrookusg.org

Hotel Booking

• Get off campus trip approval.
• Submit vendor request form if need be.
• Make sure hotel accepts third party authorizations. Have hotel rooms on hold with a personal card. ** You must have this transferred to the USG card as hotels are not reimbursable**
• Create the voucher (not a reimbursement).
• Makes sure all of your club members sign the voucher.
• Once the Administrative Director(Tom) approves the voucher, it will go to the USG Treasurer for approval, then to the Fiscal Agent. Once Gina sees the voucher, your club can do the following to complete the booking process:
• Forward the confirmation email to USG Assistant Treasurer, Taqrim Sayed (Taco).
• Make an appointment with Taco at least 48 hours in advance.

Rental Car Booking

• Get off campus trip approval.
• Create voucher on Campusvine.
• Make sure all of your club members sign the voucher.
• Once the Administrative Director(Tom) approves the voucher, it will go to the USG Treasurer(Hikari) for approval, then to the Fiscal Agent(Gina). Once Gina sees the voucher your club can do the following to complete the booking process:
• Complete the following form:
• Schedule a booking appointment with USG Assistant Treasurer, Taqrim Sayed.
• At the appointment we will call the rental company and request a Purchase Order form be faxed over to complete payment and finalize reservations.
• If you would like to expedite the process (and help guarantee your reservations), you may call Enterprise(or other company) ahead of time and ask them to hold the car(s)/van(s) until your booking appointment with Taco.
• All appointments must be made at least 48 hours in advance.

**Enterprise is the preferred option for clubs because of our corporate agreement with USG and discounted rates.

Off Campus Trips

• Complete Off Campus Trip Forms as directed by your advisor by your advisor in Student Activities or Campus Recreation (club specific).
• Must follow the 2 or 3 week policy as required by Student Activities depending on the level of the trip. This includes voucher submissions.
• Your trip/event is not guaranteed to be able to occur if all pertinent information is not submitted to USG at least weeks in advance.
• Vouchers for off campus that are not approved by Campus Recreation or Student Activities will not be processed until we receive confirmation of the OCT approval.
• Off campus trips have other forms associated with them depending on the trip: LENS Checks for drivers, hotel booking form, code of conduct, etc.

Grant Process

Grant applications are on the USG website. You do not need the password or to unprotect the document in order to complete.

• Make sure all relevant documentation is completed (off campus trip forms, etc).
• Email supplemental documentation and the grant application to the USG Treasurer at least 4 weeks prior to the event. See the USG Fall and Spring Deadlines to see when I am accepting applications and when you can no longer turn them in.
• The USG Treasurer will email you within 1 week that they received the application and when Grant Committee will review it. A club member is expected to attend the meeting to present the application and answer questions.
• Grant committee will vote on it.
• 3 days must pass to allow for the USG President to possibly veto the grant.
• The allocations approved by the committee will be added to Campus within 10 business days. If you do not have access, you must contact the USG Treasurer.

Grant

USG Expectations of Clubs

• Know and abide by the Financial Bylaws, USG policies and procedures, your constitution, and university policies.
• Utilize the website and resources available.
• Follow up with us via email or meeting to address concerns. Regularly check you emails that were submitted on the signature card.

Risks of not complying:

• Loss of line budget status
• Your budget is revoked and you are sent back to being a probationary state club.
• You have to go through the SSC process in order to get back to line budget status.
• You cannot apply for a line budget during the Spring Budget Period for the next academic year.
• You cannot receive and apply for USG grants.
• Loss of University Recognition
• This is through Student Activities.
• Not being recognized by the university means you cannot book space, practice, or host any events on campus.
• You cannot get funding through the university, USG
• Legal charges
• Breaking university policies often result in these

USG vs Student Activities

USG - Undergraduate Student Government

• Funds clubs that qualify
• Is student run, not full time positions.
• Organizes the concerts and SAB events on campus.
• Works with administration to represent students on various issues, such as the GPNC policy.
• Manages Campusvine, USG Funded Clubs and Organizations Facebook Page; USG Website

SA - Student Activities

• Manages booking spaces/scheduling for club events
• Handles club annual registration
• Is responsible for SB Life
• Requires forms for university liability, such as off campus trip forms, food permit, etc.

Common Reasons for losing Line Budget Status

• Not abiding by your constitution
• Not hosting at least 3 General Body Meetings per semester
• Not holding elections according to your constitution
• Not using 20% of your funds for each semester
• Not holding an On-Campus Event
• Over spending your budget
• Violating university policies
• Going on an off campus trip without approval from Student Activities or Campus Rec
• Not having a budget for 2 years in a row
• Attaining a reimbursement for any amount without prior approval from the USG Treasurer
• Losing receipts to checks
• Breaking any Financial bylaws
• Having a constitution that does not abide by the USG governing documents (mainly Constitution and Financial Bylaws)
• Not being registered with Student Activities

Contact Information

USG Office: SAC 202�Accounting Office: SAC 229�Student Activities Office: SAC 218�Ticket Office: SAC Lobby

Office of Treasury:

Treasurer: Hikari Oshiro hoshiro@stonybrookusg.org

SAB Treasurer: Mark Wu mwu@stonybrookusg.org

Grant/Booking Treasurer: Taco Sayed tsayed@stonybrookusg.org

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Administrative Director: Tom Kirnbauer�Question related to liability paperwork requirements. thomas.kirnbauer@stonybrook.edu

Fiscal Agent: Gina M. Windisch gina.windisch@stonybrook.edu

Bookkeeper: Denise Eylers denise.eylers@stonybrook.edu

Vice President of Clubs & Organizations: Lydia Senatus�Contact for starting a new club and SSC Processes�lsenatus@stonybrookusg.org

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Office of Treasury: Office Hours, Committee times

Office Hours

Mondays: 11am-2pm

Tuesdays: 1-2pm

Wednesdays: 11-12pm

Thursdays: 1-2pm, 4-6pm

Fridays:by Appointment

Budget/Grant Committee

Wednesdays, 11pm-1pm

Vice Chair: Senator Nagami (knagami@stonybrookusg.org)

• Senator Salama (knagami@stonybrookusg.org)
• Senator Rodriguez (jrodriguez@stonybrookusg.org)
• Senator Arai (sarai@stonybrookusg.org)
• Senator Shaps (zshaps@stonybrookusg.org)
• Senator Scalamandre (jscalamandre@stonybrookusg.org)

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