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GSA FUNDING INFO SESSION 2014-2015 ACADEMIC YEAR. Traci Ballou-Broadnax (Previous Business Manager) Susan Polkowski (Current Business Manager) Viral Sagar (Current Treasurer) September 4, 2014—GSL. The Rutgers Graduate Student Association. PURPOSE.

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Gsa funding info session 2014 2015 academic year


Traci Ballou-Broadnax (Previous Business Manager)

Susan Polkowski (Current Business Manager)

Viral Sagar (Current Treasurer)

September 4, 2014—GSL

The Rutgers Graduate Student Association


  • To clarify funding policies and procedures

  • To ensure that the GSA is providing clear and consistent guidelines and information

  • To hold GSOs accountable for abiding by the policies and procedures

    • Please pass info along to anyone in GSO who will be handling events, requesting reimbursements, or submitting PERs

    • Note: If your GSO changes officers in Dec/Jan, the new treasurer must meet with the business manager to go over this presentation. Your GSO remains accountable to following all policies and procedures and exceptions will not be allowed.


  • Recognition

  • Funding Policies

  • Funding Applications

    • Programs & Events

    • Event Series

    • Conferences

    • Honoraria

  • Allocations & Contracts

  • Paperwork

    • Post-Event Reports (PERs)

    • Honorarium Requests

  • Check Processing & Pickup

  • Questions?


  • See GSA Constitution for requirements (Article V)

  • All GSOs, new and existing, must submit recognition applications each year

    • GSO name & type (academic/department or non-)

    • Constitution & Mission Statement

    • Membership list w/ e-mail addresses

    • Officers

    • Comments (# of part-time/full-time students)*

  • 2014 Deadline: September 3rd by 11:59pm

  • GSA Secretary approves/provides comments

    • Check the site/email to verify approval or respond to any requests for additional information

Funding policies

  • Limits (4.1 & 4.2)

    • $4,500 maximum allocation per group, per year

      • NOT guaranteed (4.6)

      • $4,000 non-participation limit (spring allocation will be reduced)

    • $2,500 conference maximum per group, per year (

      • Included in total allocation

    • $300 for Orientation

    • Events are limited by allocationANDattendance

      • Breakfast/Snacks--$4/attendee

      • Lunch--$5/attendee

      • Dinner--$10/attendee

        • Accurate estimation of attendance or confirmation required; funds cannot be transferred to cover overspending based on lower than expected attendance

        • Limit includes drinks (possibility of free drinks through RU Pepsi Allocation process)

Funding policies1

  • Limits (cont’d)

    • Speakers (General Rule #5 & #2[exception])

      • $1,000 per person maximum for honoraria

        • Requires approval from the EAC Standing Committee

      • $1,000 per person for travel reimbursement

      • $250 per person, per evening for hotel reimbursement

      • $46 per person, per day for meal reimbursement

      • Post-Event Meal with Visiting Speaker & Students

        • Same limit applies for speaker’s meal

        • $30 per graduate student attendee AND $150 maximum for graduate student attendees

Funding policies2

  • Rules

    • No durable goods

      • Semi-durable for single event OK (e.g., disposable tablecloths or poster board)

    • On-campus ONLY -- (Cook, Douglass, College Ave, Busch, or Livingston)

      • Locations close to campus, at a department-affiliated site, or a restaurant are NOT allowed

      • Exceptions: Post-conference meal w/ speaker or BBQ in local park (with approval)

    • No honoraria for Rutgers affiliates (e.g., administrators, faculty, staff, students)

    • No academic prizes

    • No funds for events taking place before, or the same day, as council meeting where funding is approved

Funding policies3

  • Rules (cont’d)

    • No funds for events that violate any laws

    • No funds for events that involve religious proselytizing or worship

    • No alcoholic beverages

    • No disposable items when durable/kitchen are available

  • Essential Requirements

    • Events must meet EGS (entirely grad student) guidelines (3.1)

    • -It is okay to have some departmental funding and involvement in events, but funding eligibility can be denied if it becomes apparent that department staff are too involved in event planning and logistics

Funding policies5

  • The GSA understands that there are a number of policies to keep in mind and follow. We encourage you to contact the business manager ([email protected]) with any questions in advance of your events.

Funding applications

  • 2014 Deadline: September 12 by 11:59pm

  • Important Notes:

    • Plan events and expenses carefully

    • Submit events for fall, spring, and summer

      • You will be able to make adjustments for spring or summer

Allocations contracts

  • EAC Meeting: September 13, 2014 from 11am - 3pm, GSL

    • The GSA is asking for 6 - 10 volunteers, who are comfortable with the policies, to help with the review

    • Requests will be reviewed for status as EGS/Non-EGS and adherence to funding rules

    • EAC reps will make a recommendation on approval status

  • Following the EAC meeting, the GSA treasurer will review all applications and make the final allocations

  • First GSA Council Meeting: September 21, 2014, RSC 411

    • All GSOs must send the president/treasurer to review and sign funding contracts

Allocations cont d

  • Transferring Funds

    • If an event goes over the allocated amount, a GSO representative must email the treasurer to request a funds transfer from another approved event allocation

    • Include the event you are transferring from, the event you are transferring to, and the exact amount

    • Copy the business manager on the email, and attach a copy of the approval to the relevant PER

  • It is the responsibility of the GSO to monitor allocations and spending, and to ensure funds are transferred to cover events. If a PER is submitted and the event is over the allocated amount, the GSA will only reimburse what was allocated unless there is record of the transfer and approval. GSOs will no longer be contacted with a request/reminder to transfer funds.

Allocations cont d1

  • Pay attention to, and abide by, the funding breakdown requested in the event application

    • If a GSO is allocated $300, based on a request for $200 towards food and $100 for speaker expenses, it is not okay to spend $250 on travel and only $50 on food.

    • If, while planning an event, the actual expenses do not match what was anticipated in the application, contact the treasurer and business manager in advance to ensure that the changes are allowed.

  • If the allocation is less than the requested amount, be sure to pay attention and note any adjustments to the funding breakdown in the comments

    • If $1000 was initially requested for an event, with $500 for food and $500 for honorarium, but only $700 was allocated, you should note in the comments how the funds should be redistributed (e.g., “We want to reduce the honorarium to $300 and use $400 for food).


Post-Event Reports (PERs)

All PERs are due within 90-days of the event OR the end of the semester; whichever is sooner

Must fill in all information on all 3 pages

Event title MUST match approved event in funding system

Time of event required to determine reimbursement

Sponsoring organization = your GSO name

Attendance must match sign-in sheet and show actual not expected

Receipts, announcement, and handwritten sign-in sheet required

Itemize expenses on page 2; include item numbers

List payees on page 3; reference item numbers from page 2

Put contact information on page 3 as well

Do not forget to sign page 3


Post-Event Reports

Do not staple anything to the front of the PER

Ensure all attachments are secure before dropping off

Please write legibly especially on payee names and contact email

Honorarium Agreements

Must have final approval from treasurer

Check the funding system to ensure allocation is listed

Submit at least 2 weeks before event (4 weeks for non-US citizens*)

Include speaker, amount, and event details; as well as address and social on agreement and W-9

NO signature or date

Pick up check and original forms in advance and give check to speaker AT event

Get signatures and dates when you give the check


Honorarium Agreements (cont’d)

Return documents with PER

PER, with supplemental documents, is required even if there are no other reimbursed expenses

*If your speaker is a Foreign Visitor/Entity, there is additional paperwork--You must start this process at least one month in advance

Note: Sending honorariums after an event has taken place will not be allowed going forward unless there are extenuating circumstances communicated in advance

Please download current forms from our website

Check processing pickup

Processing time is typically 2 - 3 weeks after PER is submitted

May take longer, particularly at the end of the semesters

Submit PERs sooner if there is a time-sensitive reimbursement or invoice payment

An email will be sent when the check is ready

Whoever is listed on the PER will be contacted

Checks expire after 90 days

Be prompt about picking up checks

Reissues will not be allowed except in extenuating circumstances

Pick up during scheduled office hours



Recognition ([email protected])

Allocations ([email protected])

Reservations/Vendors ([email protected])

Reimbursements/Paperwork/General Questions ([email protected])