student government association (sga) reimbursement guidelines 2015-2016

STUDENT GOVERNMENT ASSOCIATION (SGA) REIMBURSEMENT GUIDELINES2015-2016

BUDGETSDue 10/5

No Budget = No Money

• Recognized student groups are given $1,000 per semester• Approval for Fall Budgets will be made at the Oct 12th SGA

General Body Meeting• Spring budgets are due by 1/29/16• Sample budget available upon request

REIMBURSEMENTWhen food and/or a purchase is being ordered for a meeting/event you must submit the following forms:

1. Original Itemized Receipt2. Original SGA Reimbursement Form3. Attendance Sheet – already created for your convenience4. Agenda5. Food Service Approval Form6. Honoraria Form (if applicable)

Request must be given to SGA Treasurer within 14 days• Drop in SGA mailbox – located in 1st floor break room (1E02)• Pick-up is on Monday afternoons

A way to ensure this happens within the 14 days so vendors can be paid in a timely fashion, submit all documents immediately after your meeting/event is held.

Forms can be found online at: www.ssw.umaryland.edu/sga/important-forms/

CONT’Dwww.ssw.umaryland.edu/sga/important-forms/

Funds cannot be used for purchasing alcohol• Gratuities/Tips are NOT covered under this process• Reimbursement process takes 6 weeks for out of pocket

payments• You will be reimbursed through check • If you are on the University Payroll and have Direct Deposit,

funds will be remitted to your account• Purchase Order (PO) require 3 weeks advance notice to

process, this must include:1. Billing Invoice/Contract with the title of the event2. Date/Time/Location of event3. Cost for Services/Activity being provided

HONORARIA V. PAID SPEAKER

• PAID SPEAKERS will ask for money up front!• Requires a Purchase Order (PO)

• Speakers willing to provide their time and expertise for free are able to receive Honoraria (a monetary gift)• Checks are mailed 6 weeks after the event

• State Employees (including the University Employees) are exempt from receiving an Honorarium• If you still wish to give a “token” of appreciation to

these people, please see Theresa Washington in Student Services for available options

FOOD VENDORSPayments cannot be made same day!

University VISA Check with vendors to see if they accept before purchase, they should be coded as

a caterer (5811). Pizza can only be purchased with an approved vendor (Domino’s, Papa Johns, etc.

are NOT approved vendors)

Food Convenience List http://www.ssw.umaryland.edu/sga/catering-options/

Support Local Community Vendors https://cf.umaryland.edu/localfood/

New This Year – FOODIFY One Stop Shopping – over 100 vendors!

OUTSIDE FUNDINGDo you have an idea for an event?

• USGA Funding• You must attend one of the funding meetings held by

the USGA Treasurer – Desiree Dantona, SSW• 9/14 6PM Campus Ctr 223• 9/16 6PM Campus Ctr 223• 9/19 10AM Campus Ctr 223

• Funding packets will include all requirements to request funds from the USGA Body

• Voting will take place for funding during the USGA mtg on 9/30 5:30PM Campus Ctr 349; attendance required

QUESTIONS?If you have questions please reach out to:SGA Treasurer, Kendall KodeyEmail: kendall.kodey@umaryland.eduPhone: 202.352.5891

-please give your name, group, & phone number when leaving a message, including texts.