Student Organization
Leadership Training – Financial
Officers
A STEP-BY-STEP
INTRODUCTION TO
ORGANIZATION MANAGEMENT,
BUDGET AND EVENT
PLANNING AT THE
GEORGE WASHINGTON
UNIVERSITY
Introduction
 What is the Center for Student Engagement?
 What is your role as the financial officer?
 Who is there to help?
 TBD (Senior Coordinator, DSA Financial Services)
 Orlando Dozier (Coordinator, DSA Financial Services)
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Patrick Mitchell (Coordinator, DSA Financial Services)
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odozier@gwu.edu
pmitchel@gwu.edu
Your SAT Advisor!
Student Association
 Who is the Student Association?
 Nick Gumas– Student Association President
 Avra Bossov– Student Association Executive Vice President
 Scott Lauermann– Vice President of Financial Affairs (vpfa@gwu.edu)
 Ben Pryde – Chairperson, SA Finance Committee
(gwsafinance@gmail.com)
 What do they do for student organizations?
 Should your student organization ask them for money?
 How do you receive funding for the SA?
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Budget allocation after registration
Co-Sponsorships
 Questions?
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Financial Policies – Finance Chair
EAFs or reimbursements - VPFA
Financial Accounts
CSE
Accounts
Student Association
Account
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SA allocation:
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Must submit budget request (when
registering organizations) to be eligible to
receive funding
Not all organizations receive funding
SA will distribute allocations to
organizations for all expenses for the entire
year!
SA EAF (white form)
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Signed by President or Treasurer
Must be signed by SAT advisor
Submit to SA Office
Blank EAF’s are located at the CSE Office,
SA Office
Must be fill out every time a financial
transaction is made
•
Three primary types:
o
o
o
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Revenue Account: Funds generated by the
organization (fundraisers, member dues,
ticket sales, etc.)
Gift Account: Money typically obtained
through corporate or individual donations
Campus Recreation Account: Money
provided by Campus Recreation for Club
Sports***DOES NOT ROLL OVER
Roll Over from year to year
Revenue EAF (white form)
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Signed by President or Treasurer
Must be signed by SAT advisor
Submit to CSE Office
Blank EAF’s are located at the CSE Office,
SA Office or under the “Forms” link on the
left side of the Student Org’s web page.
Must be fill out every time a financial
transaction is made
Off campus bank accounts - Not allowed or supported
Types of Payments on EAFs
Student Association EAF
CSE EAF
 PETTY CASH
 PETTY CASH
 CREDIT CARD
 CREDIT CARD
 CHECK TO VENDOR
 CHECK TO VENDOR
 REIMBURSEMENT
 REIMBURSEMENT
 UNIVERSITY TRANSFER
 UNIVERSITY TRANSFER
 SODEXO CATERING
 SODEXO CATERING
 MARVIN CENTER/LISNER
 MARVIN CENTER/LISNER
 ENTERPRISE CAR RENTAL
 ENTERPRISE CAR RENTAL
 TRAVEL
 TRAVEL
 OTHER
 OTHER
Expenditure Approval Forms (EAF)
Student Association
CSE
SA ACCOUNTS
Administrative
Programming
 Memberships
 Events that occur on
 Subscriptions
 NON-GW Office Copying
 Miscellaneous Office
 Conferences
 Postage
 Office Supplies
 Uniforms
 Miscellaneous Supplies
 Advertising
 Athletic/Game Officials
 GW Printing/Graphics
annual basis (i.e.
Recruitment, Fall Speaker
Series, etc.)
 Events that you are
planning on having the
upcoming year
 Events for members and
student body at large
SUB-ORGANIZATIONS
 Each sub-organization provides umbrella organization
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with a budget request
Umbrella organization is allocated funds for all suborganizations
Umbrella organizations must re-allocate suborganization funding to each sub-organization with SA
allocation
Umbrella organizations must sign off on each SA EAF
Umbrella groups with sub-organization funding:
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Club Sports Council
Engineer’s Council
GSEHD SA
MBAA
SA Finance Policy Manual
 Details SA Allocation process
 Details rules and regulations regarding SA Funding
 Details prohibited items
 Details allocation appeals process
 Criteria the SA considers when deciding allocations
 Refer to the SA’s senate finance committee policy manual
if you have questions
 Contact Ben Pryde, Senate Finance Committee Chair,
with questions at gwsafinance@gmail.com or your SAT
Advisor
Now what?
 Make certain you keep up with the amount of money
you have in all of your accounts by creating a budget
tracking system or emailing your SAT advisor for an
update on your account balances
 Only the President and Financial Officer (you) has
access to request your organization’s Revenue & SA
Account balances
 Keep accurate records of all financial transactions for
your organization’s account (copy everything!)
 Contact the staff in DSA Financial Services in CSE with
any questions
Questions
 Q: What are the types of accounts?
 Q: What accounts roll over each year?
 Q: Who has access to request the balance for your organization’s
accounts?
Answers
 A: SA Account, Revenue Account, Gift Account, Club
Sports Account
 A: Revenue and Gift- NOT SA or CLUB SPORTS
 A: The president and financial officer
Creating Budgets
Budget Document
 All student organizations that requested SA funding
for 2015-2016 academic year completed the SA
Budget Excel document
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Creates uniformity amongst student organizations
Adds further details for the SA Finance Committee
Differentiates between Administrative, Programming, and
Suborganization Expenses
Creates an overview sheet for the SA Finance Committee

Student organizations NOT requesting funding did not have to
create/submit budget
Budget Document
 Four main components

Administrative
Memberships
 Subscriptions
 NON-GW Office Copying
 Miscellaneous Office
 Conferences
 Postage
 Office Supplies
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Programming
Suborganizations
Revenue
•
•
•
•
•
Uniforms
Miscellaneous Supplies
Advertising
Athletic/Game Officials
GW Printing/Graphics
Financial Policies
CSE Quick Guides
 Quick Reference Guides on policies, procedures for
all student organization transactions
 Available on Student Organization Forms and
Documents website:
http://studentengagement.gwu.edu/studentorganization-forms-and-documents
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Quick Guide on Contracts
Quick Guide on Payments
Quick Guide on SA EAFs
Quick Guide on Tax Exemption
Quick Guide on Travel
Quick Guide on Vendors
Payment to Vendors
 Registration/Tournament Fees
 Individual and Sole Proprietorships
 Commercial Vendors
 Prizes, Awards, and Scholarships
Reimbursements & EAFs
All reimbursements MUST be submitted within 30 days of ORIGINAL
purchase!
 Org must have sufficient funds to cover the expense
 Must submit paperwork within 30 days of original purchase
 Original receipts must be attached to an EAF
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Must be taped to an 8 ½ x 11 sheet of paper (no staples)
Reimbursement request must equal or be less than receipt amount
Follow all guidelines on the EAF form (incomplete EAF’s will delay reimbursement time)
Complete the Individual Reimbursement section of the EAF
Must have appropriate signatures
Must submit to the correct location (different depending on type of EAF)
ADDRESS MUST MATCH BANWEB!!!!
Note: You will be contacted by your student organization to find out if you can work with staff to put
charges on a University credit card
Reimbursements & EAFs
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Individual being reimbursed MUST be the same person that made the
original purchase
RECEIPTS FOR REIMBURSEMENT SHOULDNOT INCLUDE
ANY ITEMS EXCEPT WHAT IS BEING REIMBURSED
Students CANNOT/WILL NOT be reimbursed for personal (out of
pocket) money spent for services requiring contracts (i.e. performer
payment with personal money = NO REIMBURSEMENT)
Each individual may only request $600 in reimbursements per academic
year (any amount over $600/individual may be taxed to that individual).
ALL ADDRESS MUST BE UPDATED AND ACCURATE IN
BANWEB (where you register for classes)
Signing up for direct deposit will decrease time it takes to receive
reimbursement
If you are a student employee being reimbursed please see Orlando
Dozier for further steps to reimbursement.
Questions
 Q: What is the maximum for reimbursements in one year
before being taxed?
 Q: How many days do you have to turn in a receipt?
 Q: Where do I turn in the reimbursement request?
Answers
 A: $600
 A: 30
 A: Student Association (white copy and receipt)
Center for Student Engagement (yellow and receipt)
TRAVELLING
 NEED TO TRAVEL?
 MUST NOTIFY CSE in advance
 CSE books all travel that is fully paid for with university funds
(reimbursements are available for portions of travel expenses)
 There are three forms for travel: Vehicle Request Form; Hotel
Request Form; Air Travel Request Form
Fill out forms and turn in with EAF
 LOCATED IN CSE

TRAVEL POLICIES
 iBuy Travel

All travel reservations are to be made through at CSE UNLESS special rate
through CONFERENCE OR TOURNAMENT
http://www.gwu.edu/~supchn/iBuy_Travel
Driving Policy

Must be 21 years old to drive
Authorized student drivers will be required to purchase insurance
through Enterprise
 Authorized student drivers can drive 300 miles one way per trip
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All authorized drivers are required to be registered and approved to
drive through the CSE and Risk Management
All minivans have 250 free miles per day, $.25/mile above 250 miles
IF AN ACCIDENT OCCURS, MUST NOTIFY CSE AND RISK
MANAGEMENT IMMEDIATELY
Travel
 Travel Form 1- Registration and Emergency Contacts
 (This form needs to be completed and submitted to your SAT Advsior
at least (10) business days before leaving for the trip.)
 Travel Form 2 – Participation
 (EVERY person traveling must fill out this form. All travelers must be
listed in the student organization roster. Submit all participant forms
together at the same time to your SAT Advisor before leaving for the
trip.)
 Driver Registration Form
 (EVERY driver needs to complete this form to become a registered
driver. After completing the form, take it to your SAT advisor and have
them sign and fax to the Office of Health and Safety)
studentorgs.gwu.edu/StudentOrganizationForms
Driving Radius
Driving Radius
 Locations drivers can drive to:
 New York City
 Pittsburgh, PA
 Philadelphia, PA
 Raleigh, NC
 Roanoke, VA
 Morgantown, WV
 All of NJ, MD, DE
 Most of VA
Questions
 Q: How do you get registered to drive?
 Q: How far can drivers drive?
 Q: How many free miles do you get with a minivan per day?
 Q: Who is covered under GW’s insurance?
Answers
 A: Contact student organization advisor, fill out
application, pass test
 A: 300 miles per trip each way
 A: 250 FREE MILES PER DAY
 A: Registered drivers
Deposits
 Deposit Slip
 Student must come into the CSE and fill out and meet with an authorized staff
member who will confirm deposited amount
 Where does it go?
 The deposit will be credited to the student organization Revenue Account
 The deposit will be subject to reduction should a check be returned for
nonsufficient funds
 All checks must be written to “The George Washington University” or
must state clearly in the “TO” line “GW STUDENT
ORGANIZATION”
 OVER NIGHT DEPOSITS ARE AVAILABLE
Questions
 Q: Where do you hand in overnight deposits?
 Q: Which account does you student orgs deposit go into?
 Q: When depositing a check, who must the checks be written to when
to?
Answers
 A: Fifth floor Marvin Center.
 A: The student organization’s Revenue Account.
 A: All checks must e written to “The George
Washington University,” or must state clearly in the
“To” line “GW Student Organization.”
Petty Cash
 Available to all student organizations and staff
 Must fill out an EAF requesting Petty Cash
 Takes three business days for request to be processed & approved
 Limited to $150.00 per request
 Cannot be used for tobacco, alcohol, or to pay vendors
 Petty cash receipts and left over cash
 Turn back into CSE within 5 business days of pick up
 Penalties: Organization will be charged for full amount/unable to
request money for the remainder of the year
 Pick up petty cash at CSE
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5th floor Marvin Center – Orlando Dozier and CSE Student Coordinator for
Financial Services
Donations
 Donations can be made with funds from your Revenue Account
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Submit a memo to the CSE with:
 Organization’s name, address, contact person, amount you wish to donate
 Copy of the organization’s W-9
International Organization Donations require:
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Name of organization
Bank name, bank account #, bank routing #, bank address
Type of entity (corp, partnership)
Domicile of entity (name of country)
Copy of organization’s W-9
Takes time to complete donation
 SA funds are NOT allowed to be used for donations
Questions
 Q: What’s the Maximum amount of money a student org can request in
petty cash?
 Q: Petty cash and left over receipts must be returned in how many
business days from pick up?
 Q: Are SA Funds allowed to be used for Donations?
Answers
 A: One can request up to $150.
 A: Left over petty cash and receipts must be returned
within 5 business days?
 A: No, donations can only be made with funds from
your revenue account.
CSE Credit Card Payment Website
 Members of student organizations can make payments
for various items with a credit card
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Dues
T-Shirts
Event Registration/Tickets
Other
 Purchaser must select student organization
 Student organization’s Revenue Account will be credited
at least twice per month
 Purchaser will receive a receipt and email confirmation
 Student organization will receive an email with the list of
deposits
 https://my.gwu.edu/mod/cse/index.cfm
Event Planning
GW for George Presents:
George’s Fall Ball
 What is the purpose of the event?
 Where will you host the event?
 When is the best time for the event?
 How many people are you anticipating?
 Who can co-sponsor the event with you?
 Music?
 Publicity?
 Theme?
 Decorations?
 The earlier you plan the better!
Marvin Center Event Scheduling
 Changes and new policies

All forms can be found online

https://events-venues.gwu.edu/
 The George Washington University has hundreds of
rooms that can be booked for various events – therefore
be sure to print out the receipts to avoid confusion
 Lisner Auditorium is booked through contacting them
directly:

http://www.lisner.org/contact.asp
Developing Date and Location

Look at event calendar to make sure your student
organization is not planning an event that will coincide
with a major university event or holiday
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Make certain you choose both an ideal location
and a rain/alternative location

In this case, we want the Grand Ballroom and will book
the space through Events and Venues
Campus Spaces & Payments

Marvin Center & University Conferences
 https://events-venues.gwu.edu/student-organizations
 Marvin Center Space, Outdoor Space, E Street, Alumni House: Marvin Center 204, 202-9947470
 Space fees apply [if less than 75% of your audience is GW affiliated]
 Space fees always apply with events in E Street space
 Technology/equipment fees apply
 Requests GWPD for student organization use
 Must identify whether funding for event will come from SA or Revenue Account
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Mount Vernon
 Hand Chapel, Post Hall, Pelham Commons, Eckles Auditorium, The Quad:
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mvc.events-venues.gwu.edu
mvevents@gwu.edu
Space fees may apply [if less than 75% of your audience is GW affiliated]
Technology/equipment fees apply
Requests GWPD for student organization use
Summit payment fees applicable
Jack Morton Auditorium: 202-994-7736
 Space fees always apply with events; $750
 Equipment fees apply
Campus Spaces Continued
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Academic Space: 202-994-4915 or sched@gwu.edu
 Fees apply
 Rental Request Form must be submitted to Academic Scheduling Office (electronic form)
 Contact Coordinator, DOS Financial Services afterwards to initiate payment

http://www.gwu.edu/~regweb/web-content/scheduling/res_procedures.html
 Policies: http://www.gwu.edu/~regweb/web-content/scheduling/res_policies.pdf

Academic Technologies: 202-994-7900 or acadtech@gwu.edu
 Fees apply
 Contact Coordinator, DSA Financial Services afterwards to initiate payment
 Technology Request Form must be submitted to Academic Technologies Solution Center
Note: Plan on additional fees for a/v tech equipment, grounds crew (if outdoors and large
attendance, etc.)
Finding Co-sponsorships
 SA Co-sponsorship (through Student Org Management
Website)
 GW Student Dining Board (through Student Org
Management Website)
 Marvin Center Governing Board (through Student Org
Management Website)
 Residence Hall Association (contact RHA directly)
Co-Sponsorships
 Criteria varies for each department, committee, association, or
council that provides funding
 Other funding opportunities may exist that are specific to individual
groups.
How to apply for a Co-sponsorship:
1)
2)
3)
4)
5)
Start at http://studentengagement.gwu.edu/student-organizations
and click on log-in
Login with personal username & netid
Click on organization name link
Click “Co-sponsorships” on the right side
Follow the steps to apply
Co-Sponsorships
Contracts

Contract Information Sheets (CIS) must be filled out
with anyone who is will be participating in the event
that is not affiliated with the university
The form must be processed before the event occurs
 The contract process takes 8 weeks for process. If you want your
vendor to be approved or paid on time turn the CIS form in as
soon as possible
 Students are not allowed to sign contracts so be in
constant contact with your SAT Advisor until it is fully
processed
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Contracts
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When do you need a contact?
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Anytime a student organization wants to hire a vendor/performer regardless of
payment
What is the timeline of a contact?
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Takes at least 8 weeks PRIOR to event to fully process a contract
Payments occur AFTER service is provided (typically 4-6 weeks after)

What do I need to submit to begin the contract process:
 Completed Contract Information Sheet (CIS)
 Signed EAF(s)
 If vendor has their own contract, attach vendor’s contract to the CIS

Students are not allowed to sign contracts
Contracts: The Advisor’s Role
→ Advisor works with vendor to reach a contractual agreement for services
requested
→ Advisor works with vendor to complete additional documentation with
vendor (tax form, registration, & payment procedures)
→ Contract is reviewed by a number of Administrators (SAT Advisor,
General Counsel, and Risk Management
→ A typical contract exchanges hands 5-6 times before it is complete!
TIPS:
→ Keep in contact with SAT Advisor
Questions
 Q: When do you need a contract?
 Q: What is the timeline of a contract?
 Q: When is the vendor/performer paid?
 Q: What do I need to begin the contract process?
 Q: Are students allowed to sign contracts?
Answers
 A: Anytime a student organization wants to hire a
vendor/performer regardless of payment.
 A: It takes at least 8 weeks prior to the event to fully process a
contract.
 A: Payments occur 4-6 weeks after service is provided.
 A: You need a completed Contract Information Sheet (CIS),
Signed EAF(s), and attach the vendor’s contract to the
CIS. GIVE TO ADVISOR!
 A: No, students are not allowed to sign contracts.
Risk Management
 Center for Alcohol and other Drug Education
 George Washington University Police Department

If requesting GWPD in Marvin Center & University Conferences governed space, MC Event
Planners will submit request per your notification/request. MC Event Planners will include
GWPD cost in your MC invoice
 If requesting GWPD for non Marvin Center & University Conferences supervised
activities/events:
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http://gwired.gwu.edu/upd/Services/MakeaRequestforService/Sec
urityServicesRequest/
Online request required
Must identify whether funding for GWPD will come from SA or Revenue
Account
 Transportation Vendors
 Entertainment Vendors
Marketing and Publicity
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Make certain that your student organization is using their resources for
creating posters and making their event known on campus.
A co-sponsorship with a student organization can be fiscal, manual
assistance, or spreading the word.
Generate a poster for the event and be very careful to include all of the logos
of the student organizations and other university departments that are cosponsoring.
QUESTIONS ABOUT CREATIVE MANAGEMENT- visit
http://creativeservices.gwu.edu/
Use current and up to date logos
QUESTIONS ABOUT T-SHIRTS, LOGOS- contact Licensing and
Trademarks at ltp@gwu.edu
Must use approved vendors for imprinted items. For list of vendors visit:
http://studentengagement.gwu.edu/student-organization-forms-anddocuments
Catering
 Foggy Bottom Colonial Catering (Sodexo): Marvin Center 204, 202-994-7472
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EAF required
Submit catering contract with EAF
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DO NOT SIGN CONTRACT
 Mount Vernon Colonial Catering (Sodexo): 202-242-3923
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EAF required
Submit catering contract with EAF
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DO NOT SIGN CONTRACT
 Any indoor Marvin Center or West Hall space requires Sodexo catering. Any
outdoor space or other indoor space other catering vendors may be utilized.
 Academic Space does not allow food.
Important Financial Dates
 Fall Organization Registration Period………………
9/18/14
 Fall Student Organization Leadership Training…….
 Spring Student Organization Leadership Training….
 Spring Organization 2015-2016 Registration Period..
 SA Mid-Year Review………………………..
 Budgets Due…………………………..…..
 SA Budget Decisions (emailed) ……………
 SA Allocation Appeals…………………
 SA Co-sponsorship Requests Due………..……
 EAF final submission due date….…..…………
 2014-2015 Registration Expires……………....
9/9/14 8/24/14
1/11/14
TBD
TBD
TBD
TBD
TBD
TBD
TBD
5/1/15
Questions?
CONTACT YOUR STUDENT ORGANIZATION
ADVISOR WITH ANY FUTURE CONCERNS!