Club Leadership Guide
A quick guide to USG policies and procedures
Kathryn Michaud
Treasurer 2014 – 2015
Last Revised: August 2014
Fall USG Timeline
Spring Timeline
Club Contact Updates
*Must be redone each year even if the eboard members are constant.
Clubs:
1. Attain a signature card from USG website or front desk.
2. Complete signature card and make sure members can log on to Campusvine
with the email addresses provided.
3. Submit the signature card to the USG front desk.
USG:
1. Front desk distributes copies of the signature card to the Accounting office and
USG Treasurer.
2. 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.
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Picking up Orders
1. The accounting office will call eboard members to pick up ordered items.
2. It will be stated on the voucher if the item is considered an asset by the
Treasurer or Fiscal Agent.
3. 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.
4. 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).
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Picking up Checks
• Checks will be available on Wednesdays and Fridays this year at the USG Front
Desk, SAC 202.
Reimbursement Process
1. Clubs must complete the Reimbursement Form from the USG website.
2. Clubs must email the form to the USG Treasurer.
3. The Treasurer will email back a scanned and signed copy of the
Reimbursement Form if it is approved.
4. 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.
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Hotel Booking
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All hotel booking will be handled by the USG Assistant Treasurer, Collin
Bartoldus.
Booking can be done during his office hours, or by appointment.
Prior to your club booking appointment you must have the hotel picked out and
the rooms on hold with a personal card.
• 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.
If you have any questions about these procedures, please reach out to us.
Contact information: Collin Bartoldus
Office hours: M 11am-2pm, Th 1pm-3pm
USG Treasury office (SAC suite 202)
cbartoldus@stonybrookusg.org
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Rental Car Booking
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These will be handled by the USG Assistant Treasurer, Collin Bartoldus.
Booking can be done during his office hours, or by appointment.
All appointments must be made at least 48 hours in advance.
If you have any questions about these procedures, please reach out to us.
Contact information: Collin Bartoldus
Office hours: M 11am-2pm, Th 1pm-3pm
USG Treasury office (SAC suite 202)
cbartoldus@stonybrookusg.org
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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.
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Grant Process
• Grant applications are on the USG website.
• Once completed, grant applications should be emailed to the USG Treasurer.
• Within 1 week the club will be notified of when the grant will be discussed in Grant
Committee after Fall Revisions are established. A club member is expected to attend
the meeting to present the application and answer questions.
• The allocations approved by the committee will be added to campus week 4-5 days
later because of having to wait for the USG President to possibly veto the grant
approval.
• All supplementary paperwork must be completed and turned in in order to be
approved by Grant Committee. This includes but is not limited to off campus trip
forms, contract request forms, food permits, etc.
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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.
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Club Expectations of USG
• Keeping the website updated.
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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
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