Student Org
Leadership Training
2014-2015
Benefits of Being an Org
 Advisor Support
 Financial Support
 Room Reservation and Event Support
1
Advisor Support
2
Advisor Expectations Framework
Hold your advisor accountable! If
you feel your advisor is not meeting
the expectations outlined here,
email orghelp@gwu.edu
Transformational: Provide a level of challenge and
support that contributes to the organization's growth as well
as the development of its members.
Relational: Define and develop relationships with student
organizations and their members by serving as a knowledge
resource and bridge to campus partners.
Transactional: Support organizations in managing
logistics, following policies, and understanding processes.
3
Advisor Expectations
Provide a
response in a
timely manner
Stay up to date
on policies;
inform
organizations
4
Proactively
identify and
address issues
Maintain
SOMA
Transactional
Advisor Expectations
Meet on a
regular basis
Facilitate
connections
between
students and
campus partners
Create, develop,
and maintain
relationships
with campus
partners
5
Understand your
role in each
unique org
Relational
Meet with new
officers, provide
support during
transition
Advisor Expectations
Facilitate
planning that
promotes
strategic
planning
Challenge &
support
Transformational
6
Hold
organizations
and its
members
accountable
SAT Meetings
Promoting
Collaboration
Advisor
Training
Open Lines of
Communication
7
Team Building
Effective Event
Planning
Finances
8
Student Org Accounts
 The primary student org accounts:
 All orgs have a revenue, gift, and student association account
 Some may have a departmental account (Campus Rec)
 How can I see the balance of the student org
accounts?

View balances at studentengagement.gwu.edu
 How can I see the transaction history of the student
org accounts?

9
Reach out to your advisor for full transaction history
Student Org Accounts: Line Items
 Student Association Line Item Budgeting
 All budgets are line-item based
 Can only spend funds on that line-item funded
i.e. cant spend Fall Musical amount on Freshman Dinner
 Umbrella organizations are responsible to create line-item budgets
for their sub-org allocation amount for their sub-orgs

 Line Item Transfers
 You may request transfers between existing line items by
submitting a form to the SA (on CSE website)
10
EAFs and Payments
 Every purchase you wish to make
with org money must be
accompanied by an Expenditure
Approval Form (EAF)

Use the SA EAF for purchases using SA
account, and the CSE EAF for purchases
using all other accounts
 Fill out EAF completely
 For SA EAFs make sure to always include the
line item
 For CSE EAFs make sure to always include
which account you want the purchase made
from
 Your Advisor must sign all EAFs
 SA must also sign off on all SA EAFs
11
SA EAF Process
Advisor receives SA EAF from student org (in person or in their mailbox)
They check line item and sign if
balance/request is appropriate
OPTION 1: Advisor
returns EAF directly
to the student; the
student will take to
SA (MC 427) for their
approval
OPTION 2: Advisor
leaves signed SA EAF
at front desk for
student to pick up at
later time; student
will take to SA
OPTION 3: Advisor
takes signed SA EAF
to SA office for their
approval.
EAF for under $500 &
not a reimbursement
EAF for over $500 or a
reimbursement
SA OA can sign and
return to you or advisor
immediately
Leave at SA front
desk for SA VPFA to
approve and sign
All EAFs for p-card, travel, & petty cash purchases require student to return to CSE &
meet with Financial Services for payment
12
CSE Finance Office Hours
 Daily from 1:30-5:00
 Appointments with Orlando Dozier at
gwcse.checkappointments.com
 You should meet with the Financial Team after your
EAF is signed to:





13
Book hotel rooms or flights
Make deposits or internal transfers
Purchase things using the P-card (University Credit Card)
Pick up or return petty cash
General budget questions
Deposits
 Student orgs can make a deposit by completing a
deposit slip (at CSE front desk)

Must meet with financial team or advisor to turn-in the form
 Deposits are credited to the revenue account
 All checks must be written to the The George
Washington University or clearly state in the “to”
line “GW Student Organization”
 All checks should have the student org name
in the memo line
14
Reimbursements
 Must be submitted within 30 days from the original




15
purchase
6-8 weeks to receive payment
Address on reimbursement request must match the
address listed in Banner
Reimbursements may appear in account history
before it is actually paid
Students may not sign off/approve their own
reimbursements (i.e. if the treasurer is being
reimbursed, the president must sign off)
Travel
 Travel Registration
 Strict adherence to 10 day rule
 Travel Participation & Travel Registration and Emergency
Contact Information Forms (Available on studentorgs website)
 Travel Booking
 Student organization must submit specific forms
 MUST meet with Orlando for plane/train
16
Travel: Driving Policy
 Driving Policy



300 mile limit in vehicles- any travel over 300 miles MUST be
commercial vendor
21+ only are eligible to drive rented vehicles; must be authorized
Under 21 may drive their personal vehicles; must be authorized


University strongly discourages use of personal vehicles and will
assume no responsibility for damage where a student-owned, leased,
rented or borrowed automobile is used for University business
To be eligible for reimbursement/ payment for use of
personal vehicles OR rental car, a driver must:
Be registered driver with GW Healthy & Safety
 Complete Registration Application (available on studentorgs
website) and send with copy of photo ID to your advisor
 Provide proof of personal automobile insurance (personal vehicle
only)

17
Driving/Travel
Fill out travel
registration forms
(2)
Check out
the Quick
Guide to
Travel on
the website
18
To book travel, fill
out the appropriate
request form (air,
hotel, vehicle)
Submit travel
request form + EAF
to advisor for
signature
Connect with advisor
before departure to
review itinerary,
provide updated
forms
Meet with Orlando
(DSA Financial
Services) to book
travel with signed
EAF
Contracts
 You need a contract whenever you are entering into an
agreement with a party outside of the GW community who
will be providing a service

This includes:







Speakers
Performers
Entertainment Vendors
Website developers
Caterers
Etc.
Even when service is being provided free of charge you still should
create a contract!
 You CANNOT sign any contract – you must contact your
advisor to get the authorized University signature
19
Contracts
Third Party Contract
GW Contract Template
Student org
provides third
party contract to
advisor
Advisor sends to
the Office of
General Counsel
& Risk
Management
Student org
completes Contract
Information Sheet
(available online)
and submits to
advisor
Advisor uses CIS to
fill in GW Template
Contract
When finalized,
advisor submits
contract to get
University
signature
Advisor serves as
liaison between
Risk, OGC, and
Vendor to achieve
desired changes
When finalized,
advisor submits
contract to get
University
signature
Return to vendor to
sign GW contract
20
Petty Cash
 Takes 3 days for a request to be processed and
approved
 Limited to $150 per request
 Petty cash receipts and leftover money must be
returned within 5 business days of pickup
21
Student Association
 Scott Lauermann, VPFA

Signs off on all SA EAFs

SA FRONT DESK OAs sign off on following which must meet both
criteria:
 Below $500 AND
 Petty Cash, Credit Card, Travel, Enterprise
 Ben Pryde, SA Finance Committee Chair

Reviews all co-sponsorships and approves all budgets (committee)
 Nick Gumas and Avra Bosrov, SA Pres. & Exec. V.P.

Approves overall SA budget
 Co-sponsorship fund:



22
$165,505.65 allocated
$60,225.16 roll-over
$225,730.81 TOTAL
Supplier Registration
 In order to be paid via check, an individual or
business must be a registered vendor with GW
 Advisors are in charge of registering vendors for
their orgs – if your vendor needs a check start early
with your advisor so they can get them registered
Credit card is your friend
23
Credit Card Website
 my.gwu.edu/mod/cse
 Deposits are made to student organization accounts
weekly
 We will only provide list of who has paid once per
week via email
 Website is used to collect payment only


24
Separate registration process
EVENTBRITE is not to be used as it requires outside bank
account
Finances Pop Quiz
 What are the main types of student org accounts?
 How can an org make changes to their SA line item
budget?
 What is the maximum number of miles a student org
can drive without commercial or public transit?
 Who can sign a contract for your org?
 How many days do you need to request petty cash?
25
Imprinted Materials
(Shirts, giveaways, etc.)
 All items printed with GW’s namesake or logo must:
 Follow GW’s Trademark Guidelines
 Use an Approved GW Licensed Vendor
 Submit Artwork through the Artwork Approval Form
26
Step 1: Trademark Guidelines
 All merchandise must have the university’s
approved name or logo
 The registration symbol ® must appear in the lower
right area of the logo or name
 For a full list of artwork guidelines, please visit
licensing.gwu.edu and click on “Trademark
Guidelines”
27
Step 2: Licensed Vendor Approval
 Internal vs. External Campus Suppliers
Please note, there are two lists of
approved vendors: (1) Promotional
Merchandise; (2) Resale/Funding
Merchandise. Both categories are
treated separately. Please make
sure to choose from the correct list
of vendors.
28
Quote Request
Form
If you have merchandise
that you or your
organization intends to
sell or use in a fundraiser,
and would like to receive a
quote from a licensed
vendor through the GW
Bookstore, please fill out
the Quote Request Form.
This form is accessible at
licensing.gwu.edu.
29
Step 3: Submit Artwork for Approval
 Licensing.gwu.edu
30
Submit Artwork for Print
 Once artwork is reviewed and approved by the
Licensing & Trademarks office, the student will
receive an email from ltp@gwu.edu stating that the
artwork has been approved and the order may be
placed to the approved vendor.
 Your EAF to pay for/order merchandise MUST be
accompanied by this approval email
31
Planning Events @ GW
32
Scheduling Spaces on Campus
 Foggy Bottom Events & Venues:
 Marvin Center
 Outdoor space (Kogan Plaza, University Yard, Square 80, etc)
 State Room & City View Room (1957 E Street)
 Alumni House (1918 F Street)
 Jack Morton Auditorium & MPA 2nd Floor Lobby
 Lisner Auditorium
 Mount Vernon Events & Venues
 Academic Scheduling
 Housing
 CSE
33
Scheduling
 Each org can have up to 3 schedulers. Only
schedulers can request, modify and cancel events.
 All event forms are located online at http://eventsvenues.gwu.edu. Online request tutorials are also
available on the website.
 Space can be booked up to 365 days in advance.
 To add schedulers for your org, email your advisor.
34
Events with…
 Food in the Marvin Center
 Must utilize Sodexo Catering
 Entertainment & Novelties
 When renting inflatables or games from an outside company, you
must utilize an approved vendor (list available online)
 Performers/ speakers
 Make sure to remember contracts must be used
 Outside sponsorship
 You can partner with businesses or orgs outside of GW, but this will
likely mean you will need to pay for your space
 Tickets or collection of money
 You can only collect amounts under $10 in cash without GWPD
being present
35
Events with Alcohol
 What is CADE?
 Resource Center
Workshops on request
 Programming and events
 Educational materials


Registers student organization events with alcohol

36
Offers RAM training
 Individual members need to sign up. Organization leadership
should not be signing up individual people.
What events require registration?
 Any event with alcohol that is:
 On campus or off campus
 Advertised by, promoted by, or planned by a student org
 Cosponsored with another organization or business
 Anything emailed to member using a listserv or posted on the
organization’s social media
37
Event Planning Scenarios
 In small groups of (3-4) discuss the steps that are
needed to plan the following event:

Students for George are hosting a small benefit concert to
support academic scholarships. They intend to invite current
members, students, and alumni to the catered event taking
place in Square 80.
Where is the funding for the event coming? How do you gain
funding?
 How do you book the space? What information would you need to
convey and what do you need to ask for?
 What is needed for a performer to come to campus?
 You are selling tickets, how do you plan to do this?

38
Student Organization Listserv
 Important updates and reminders are delivered to
student organization leaders through the MC427
listserv.
 Please ensure your officers and contact information
are up to date by staying in touch with your advisors!
To join the listserv: email awein@gwu.edu
39