student government association (sga) reimbursement guidelines 2015-2016
DESCRIPTION
REIMBURSEMENT When food and/or a purchase is being ordered for a meeting/event you must submit the following forms: 1.Original Itemized Receipt 2.Original SGA Reimbursement Form 3.Attendance Sheet – already created for your convenience 4.Agenda 5.Food Service Approval Form 6.Honoraria Form (if applicable) Request must be given to SGA Treasurer within 14 days Drop in SGA mailbox – located in 1 st 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:TRANSCRIPT
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STUDENT GOVERNMENT ASSOCIATION (SGA) REIMBURSEMENT GUIDELINES2015-2016
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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
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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/
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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
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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
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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!
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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
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QUESTIONS?If you have questions please reach out to:SGA Treasurer, Kendall KodeyEmail: [email protected]: 202.352.5891
-please give your name, group, & phone number when leaving a message, including texts.