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Club Leadership Guide

Club Leadership Guide. A quick guide to USG policies and procedures. Kathryn Michaud Treasurer 2014 – 2015 Last Revised: September 2014. Fall USG Timeline. Semester Starts: August 25th. Semester Ends: December 5th. Leadership Conference #1: August 30th.

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Club Leadership Guide

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  1. Club Leadership Guide A quick guide to USG policies and procedures Kathryn Michaud Treasurer 2014 – 2015 Last Revised: September 2014

  2. Fall USG Timeline • Semester Starts: August 25th • Semester Ends: December 5th • Leadership Conference #1: August 30th • Leadership Conference #3: September 6th • Leadership Conference #2: August 31st • Last Leadership Conference #8: September 28th • Fall Revision Applications Due: August 31st • Grant Applications Accepted: September 18th • Last USG check run: TBA • Last day to Register via Student Activities: September 12th • Last day to submit Level A OCT: TBA • Last day to submit Level B OCT: TBA • Last day to submit vouchers: TBA

  3. Spring Timeline • Semester Starts: January • Semester Ends: May • Last USG check run: TBA • Last day to submit Level A OCT: TBA • Last day to submit Level B OCT: TBA • Last day to submit vouchers: TBA • Spring Leadership Conference: TBA • Last day to apply for grants: TBA • Spring Budget Applications Due: TBA

  4. Club Contact Updates *Must be redone each year even if the eboard members are constant. Clubs: Log on to Campusvine to make sure they have an account. Attain a signature card from USG website. Complete signature card and make sure members can log on to Campusvine with the email addresses provided. Submit the signature card to the USG front desk. If your club is not updated within 2 business days, it is because the email address provided on the signature card did not work. USG: Front desk distributes copies of the signature card to the accounting office and USG Treasurer. USG Treasurer then adds the new contacts to Campusvine and email lists. *The USG Treasurer cannot add any email addresses to Campusvine that are not linked to an account. It is the CLUBS’s responsibility to follow up on this and let the treasurer know if they make an account after submitting the signature card. Michaud - 2014

  5. Voucher Process • Club members must all sign vouchers such that USG has at least 2 weeks to process the vouchers. • The administrative Director checks that all required documents for liability and processing are submitted and approved. • Examples: 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 federal laws, SUNY Chancellor Guidelines, USG Constitution, USG Financial Bylaws, USG Standard Operating Procedures, USG Code, University Policies, and the club’s constitution. • Fiscal Agent approval and processing. • Bookkeeper approval and processing. • Check is cut or order is placed. • Club picks up check or order. Michaud - 2014

  6. Picking up Orders The accounting office will call eboard members to pick up ordered items. 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 eboard 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 eboard member goes to the accounting office to pick up the item and follow Elisabeth’s instructions in the case of an asset. *Only eboard members may pick up orders and will have to sign off when picking up the item(s). Michaud - 2014

  7. Picking up Checks • Checks will be available on Wednesdays and Fridays this year at the USG Front Desk, SAC 202during business hours. • Checks are printed on Tuesdays and Thursdays, but do not get to the office until the afternoon and need to be processed.

  8. Reimbursement Process Clubs must complete the Reimbursement Form from the USG website. Clubs must email the form to the USG Treasurer to get prior approval. The Treasurer will respond via email whether the reimbursement is approved or not. The club then creates the reimbursement voucher and turns in all receipts and other supporting documentation as would be done for a regular voucher. *Any reimbursement request that was not approved by the USG Treasurer prior to purchasing the item will NOT be approved under any circumstances as stated in the Financial Bylaws. Michaud - 2014

  9. Hotel Booking • Get off campus trip approval. • Submit vendor request form if need be. • Make sure hotel accepts third part 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). • Complete the following form: https://docs.google.com/forms/d/1N7Oav1Q6kBcXaqSWz6oEls8ZRupf0F9YHQO3Ujr4o5Q/viewform?usp=send_form • Schedule an appointment with USG Assistant Treasurer, Collin Bartoldus. • At the appointment we will transfer the reservations from your personal card to the USG credit card and handle any third party authorizations. • If you do not have a personal card, please contact Collin to make a special booking appointment. • all appointments must be made at least 48 hours in advance. Contact information: Collin Bartoldus Office hours: M 11am-2pm, Th 1pm-3pm USG Treasury office (SAC suite 202) cbartoldus@stonybrookusg.org Michaud - 2014

  10. Rental Car Booking Get off campus trip approval. Create voucher on Campusvine. Complete the following form:https://docs.google.com/forms/d/1ZN1VBKIB-givQn26eFb8PuYMq2tkaKmdhBKT4xIiWxg/viewform?usp=send_form Schedule a booking appointment with USG Assistant Treasurer, Collin Bartoldus. Make sure the voucher is on the USG Treasurer or Fiscal Agent’s desk prior to the appointment. Contact information: Collin Bartoldus Office hours: M 11am-2pm, Th 1pm-3pm USG Treasury office (SAC suite 202) cbartoldus@stonybrookusg.org Michaud - 2014

  11. Off Campus Trips • Complete Off Campus Trip forms as directed 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 submission. Michaud - 2014

  12. Grant Process • Grant applications are on the USG website. • Complete the grant application and email it to the USG Treasurer at least 4 weeks prior to the event. • Make sure all relevant documentation is completed (off campus trip forms, etc). • Email supplemental documentation and the grant application to the USG Treasurer. • 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 3 business days. Michaud - 2014

  13. USG Expectations of Clubs • Know and abide by the Financial Bylaws, your constitution, and university policies. • Utilize the website and resources available. • Follow up with us via email or meetings to address concerns. • Regularly check your emails that were submitted on the signature card. Michaud - 2014

  14. Main USG Club Directory USG Office: SAC 202 Accounting Office: SAC 229 Student Activities Office: SAC 218 Ticket Office: SAC Lobby Administrative Director: Contact for questions related to paperwork requirements. Thomas Kirnbauer -- Thomas.kirnbauer@stonybrook.edu Treasurer: Contact for all financially related questions. Kathryn Michaud -- kmichaud@stonybrookusg.org Vice President of Clubs & Organizations: Contact for starting a new club and basic USG questions. Kim Pacia-- kpacia@stonybrookusg.org Michaud - 2014

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