What is the GSA GSA Executive Board Elected by the Senate President Vice President Vice President of External Affairs Treasurer Historian Office of Graduate Student Life Graduate Assistants ID: 466026
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Slide1
GSO Officer TrainingSlide2
What is the GSA?
GSA Executive Board
Elected by the Senate
President
Vice PresidentVice President of External AffairsTreasurerHistorian
Office of Graduate Student Life
Graduate AssistantsCommunity LiaisonCommunications ManagerTravel and Research Grants CoordinatorWriting Advisor
GSA Executive Administrative Assistant Advises Executive Board and Supervises the OGSL StaffSlide3
GSA Senate
Meets monthly: First Monday of Every Month
Senators
Chosen by Graduate Program Directors
GSO RepresentativesOne member per GSOCan be officer or a general memberVotes on GSA policies, budgets, and programsSlide4
Graduate Student Organizations
Established in the GSA Constitution and By-Laws
Funded in the GSA budget, which comes from graduate student fees
New GSOs must be approved by the GSA Senate
GSOs must maintain membership and be reactivated each yearSlide5
Three Steps for Success
1. Stay Active and Recognized!
2. Event Approval and Planning
3. Payments and ReimbursementSlide6
Stay Active and Recognized
By the second senate meeting or with first co-sponsorship request
Submit
a budget
Submit a registration formAttend senate meetingsMore than two absences will result in losing recognitionNew or inactive GSOs also need:A letter from faculty member agreeing to serve as advisorConstitutionLetter of IntentA list of members
Recommendation: Contact the GSA Community LiaisonSlide7
Approval and Planning
Check out our Page!
Event Planning
Submit a co-sponsorship application online
Submit a meal pre-approval form (food expenses)Submit liability forms (off-campus events)To be handed in the week BEFORE your event Community Liaison will contact you with forms for you to distribute Contact a catererReserve Space in 25Live
only presidents and VPs have access Slide8
Sample Co-sponsorship form and
meal pre-approval forms Slide9
25Live
http
://events.umbc.edu/
Sign in using your myUMBC information Create an Event Search for your GSO or Program name
When prompted for a chart string number, write “GSA
funded organization Scheduling will email confirmation to your UMBC email
Tutorials on how to use 25Live are made available through the website Slide10
Approved Catering
GSOs are responsible for contacting caterers and placing orders for events. GSA will pay caterers directly, which eliminates upfront costs to your GSO. Please forward any invoices you may receive to gsa@umbc.edu.
You may only use these approved caterers to order food for your event:
Chartwell’s
: Mr. Tom DeLuca (443) 612-3463Glenmore Caterers: Mr. Scott Parry (410) 455-5930Classic Catering People: Mr. Larry Frank (410) 356-1666Linwood’s Catering: Ms. Taliya
Adelstein (410) 581-4920 ext. 26Main Street Catering: Ms. Kerri Clark (301) 805-2508
ROUGE Fine Catering: Ms. Jean Wade Mayer (410) 527-0007GSA can also pay directly for:Giant Peapod OrdersSkylight RoomTrue GritsSlide11
Payments and Reimbursements
Submit a post-event form
Include a flyer or e-mail advertising the event and a sign-in sheet of
ALL
attendees Submit all original, itemized receiptsSubmit invoices from UMBC vendorsSubmit Google Map directions (travel reimbursement)If off-campus: ALL liability forms from all UMBC students Slide12
Sample post event form
After any event, submit post-event form packet within 10 days which includes:
Post event form
Flyer/email
Original receipts
Catering invoices (if applicable)
Sign-in list of all attendees If off-campus: Liability forms of Google map directions (to be reimbursed for mileage)
Electronic signature allowed Slide13
Updates
Extravagant Expenses
GSA Executive Board has the right to review approval of funds if the expenditures are thought to be excessive
Estimated Attendance will be considered when approving events
Out-of-State or Overnight TravelMust submit names, travel dates, departure and destination locations, and mode of transportationFor reimbursement purposes, out-of-state restaurant meals have the following per person limits:Breakfast $9Lunch $11Dinner $25Slide14
Processing Your Documents
Once completed and approved by Community Liaison and Executive Administrative Assistant, all reimbursements are processed through
Accounting
Caterers are paid directly
Particular Items must be shown on all paperworkAllow 5-6 weeks for payment Delivered via check to your address If Direct Deposit: “State of MD- Vendor Payment” Slide15
Contact Info
Deanna
Cerquetti
GSA Community Liaisongsa@umbc.edu(In subject line include “Attn: Deanna/Community Liaison”)410-455-2773GSA Office Hours
Monday- Thursday*
9:00a.m.- 4:00 p.m.* The GSA Community Liaison will be in on Mondays, Wednesdays, and Thursdays. Feel free to schedule a specific time and day to meet.Slide16
Were you paying attention?
What do GSOs have to submit in order to have active status?
What do inactive or new GSOs have to do to become active?
How many weeks before an event do you need to submit your co-sponsorship forms?
Who has access to scheduling events in 25Live? Do students ever pay out of pocket for catering?How long after an event do you have to submit post event forms?