Treasurer Meeting

2023-2024

Steps to Take When Planning �Student Club Events

• Check with Dean Sozzo first if planning an in-person event especially if there is food or other funding requests.

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• PLAN YOUR EVENTS WELL IN ADVANCE.

�Check the lecture Schedules�will students be around.��

Next: Check the Student Activities Calendar�

• Student Activities Calendar

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Next: If planning an in-person event, check for space availability using scheduler system.

• Resource Scheduler System

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Submit your event request for approval

• Student Event Request Form

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FINAL STEPS:

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I get notified of the proposed event for review and approval.

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If an in-person event with tables and chairs, I alert Facilities Dept. to place the work order.

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Notify Public Safety office if necessary.

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Seek clearance form PR dept and if necessary Legal Dept.

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If virtual event get club zoom link for event

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If there is an approved funding request, notify Treasurer or respective school financial person to place an Amazon order or prepare for reimbursement later.

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Finally, let club leader know event is good to go!!!

Thank You�Tony

Resources

Senate Website

• Club Manual
• Club List
• Reimbursement Form

Contact Information

• Audrey Huang (ahuang10@student.nymc.edu)
• Tony Sozzo (TONY_SOZZO@nymc.edu)

Reimbursement Steps

All of the following must be true:

• Your club has been approved formally by Dean Tony Sozzo.
• Your club is an SOM club.
• Your event and purchases were previously approved by Dean Sozzo and the Senate Treasurer.
• Your event and purchases comply with all NYMC policies.

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Reimbursement Steps (cont.)

1. The Treasurer or President must fill out the Club Reimbursement Form.
2. As part of the form, you will need to upload the following:
1. In a single PDF:
1. Itemized receipt (breakdown of charges) that indicates your credit card was used
2. Credit card statement indicating the charge
2. Explanation of charge
3. If a gift card was purchased (see next slide).
1. As with all purchases, this must be approved.

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Gift Cards

If your club wants to award gift cards, there are 2 methods to do this:

1. Awarded after your event: forward the names of the winners with their email addresses to the Senate Treasurer. This will be an electronic Amazon gift card. No reimbursement needed.
2. Awarded at the event: individual student would need to purchase the gift card(s) on their own and submit for reimbursement.
1. The reimbursement steps are the same, but you must check the gift card field on the form and fill out the following:
• Details about who received the card(s)
• Explanation of event, reason for why recipients are receiving the card(s)

Amazon Orders

• The school has an Amazon account!
• You are encouraged to plan ahead in order to receive your items on time.
• All requests must be approved through Tony and the Senate Treasurer.
• You will be contacted to pick up when items arrived at 40 Sunshine Cottage.

Next Steps

1. Senate Treasurer will review documents to ensure they are correct.
2. Senate Treasurer will send Shaneia Perryman a spreadsheet (once per month) containing responses from the Club Reimbursement Form, as well as the uploaded documents.
3. Shaneia will reach out individually if there are any issues. Please keep an eye on your email!
4. You will receive your reimbursement from Accounts Payable via check or direct deposit. The mailing address in the Touro portal must be updated or a check cannot be mailed.
1. If you would like your reimbursement to occur through direct deposit and you have not already completed the forms for this, please contact Shaneia.

Approximate timeline to receive your reimbursement is 7-10 business days

Common Errors

• No credit card/transaction statement uploaded
• Receipt is not itemized
• Credit card/transaction statement without identification

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