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Written by Director of Finance | 01 October 2010
Posted in GPSS Main - Funding

Update 1 (09/24/2012): PLEASE USE THE GUIDELINES FOR PLANNING ANY EVENT STARTING 09/24/2012.

Please see the following documents for your referal while applying for funding

1. Guidelines for funding

2. Umbrella Organization funds flowchart

3. Graduate Access Funds (4 Funds) flowchart

4. Business Process Cycle: Budget Proposal-to-Payment

Budget Proposal Form: A form for your events- where you can request the amount and mentions the event details and line items with costs, available on the GSG Finance website.

Annual Budget Proposal: A list of projected organizational activities and the amount associated with these events, based on previous year expenses.

Expense Requests: A form submitted after notification of Budget approval, available on the GSG website. A different Expense Request must be written for each vendor, and must include the vendor code. Expense Requests must be submitted in order to process payment. Non-submission of Expense Requests in a timely fashion will result in voiding of Budget approved for event, as no reimbursements will be provided.

These are the organizations representing various schools and departments.

1.       Umbrella submits a budget forecasting their expenses for the year

i. This is used to analyze the expenses from the previous years and helps to allocate funds to the umbrella organizations in an effective manner

2.       Umbrella organizations get funds based on the student enrollment in each school

i. This generally happens after the third (3^rd) week of school.

ii. Only once these numbers get finalized, GSG receives its funds and is able to allocate to the student organizations.

3.       After steps 1. and 2. the umbrella organizations get their funds allocated

i. The funds are not liquid cash or physical checks but the allocated amount from the funds given by the USC to the GSG.

ii. The Director of Finance allocates these funds based upon the number of students in the department.

iii. Umbrella organizations apply for the funds directly to the Director of Finance.  This ONLY applies if the entirety of the request from GSG funding sources is from the Umbrella/Organizational Funds. For any Budget Request involving any of the 4-Funds (Discretionary, Volunteer, Joint, and Sustainability funds), such as with Co-Sponsorships, please follow the 4-Funds deadlines as these funds have to be approved by the Finance Committee and the Senate or the Executive Board (Calendar: http://www.gpssusc.com/finance/apply-for-funding/funding-deadlines.html, also attached).

iv. Umbrella Organizations are responsible for strategic use of these funds for both the events of the umbrella and the organizations under them.

v. Umbrella Organizations and the Director of Finance are equally responsible for keeping track of the funds

vi. The Finance Director will review all Umbrella Organization funding applications on Wednesdays.

vii. To be considered for review on any Wednesday, the application must be submitted by the Tuesday of the same week at 5 pm. Please note that it takes 14 days after the submission of an expense report for processing.

viii. To calculate your deadline date:

a. Note the date of your event

b. On a calendar, note the date 2 weeks before your event.

c. Submit your Budget Request by no later than the Tuesday before this date at 5 pm.

d. Submit your Expense Request(s) no later than Friday at noon of the same week.

e. RECOMMENDED: In step b. above, utilize 3 weeks instead, and submit by that Tuesday at 5 pm.

NOTE: Please look at the Finance ‘Deadlines’ as posted on the GSG Finance website

4.       Umbrella organizations can request funding for programming/event with:

 

i. Another Umbrella Organization:

a. Director of Finance will review these applications every Wednesday- if the entirety of the funds being tapped are the organization funds (else if requesting funds from ‘Graduate Access Funds’, the Finance Committee and the Executive Board or Senate, depending on the amount, needs to approve the event).

b. In this case, umbrella funds from both the organizations in the event get used.

c. The organizations applying need to mention the co-pay amount by the other umbrella organization and the name of that organization correctly as (Organization (b). Your organization will be Organization (a)); else it may lead to the rejection of the application. If there are additional organizations co-sponsoring, please note this in the 1^st paragraph of the description section.

d. Have the right vendor name and code, else it may lead to the rejection of the application. Vendor Codes can be found by calling the USC Purchasing Office (213-740-2281).

NOTE: When in doubt, consult with Jakita Morgan (jakitamo@usc.edu) or the Director of Finance (gsgdofinance@gmail.com).

ii. Another organization (sub-umbrella organization) - Best practice is to have the organization under the umbrella submit the Budget and Expense Request for funds:

a. Finance Committee reviews these applications.

b. The amount being requested from the GSG (‘graduate access funds’) should be mentioned clearly and exclusively in the appropriate input boxes provided on the Budget Request form.

c. Have the right vendor name and code, else it may lead to the rejection of the application. Vendor Codes can be found by calling the USC Purchasing Office (213-740-2281).

NOTE: When in doubt, consult with Jakita Morgan (jakitamo@usc.edu) or Director of Finance (gsgdofinance@gmail.com)

 

These are the organizations falling UNDER an umbrella.

5.       Sub-Umbrella organizations need to FIRST apply for funding to their respective Umbrella Organizations.

i. If the umbrella organization agrees to  fund the event COMPLETELY

a. Submit the budget proposal indicating the amount in the box next to Organization Funds.

b. Once reviewed and approved by the executive board, the associated amount gets deducted from the Umbrella Organization’s Funds.

c. Please make sure the name of the Umbrella Organization and the amount being funded for by the umbrella is mentioned exclusively and correctly as (Organization (b). Your organization will be Organization (a)). If there are additional organizations co-sponsoring, please note this in the 1^st paragraph of the description section.

d. Have the right vendor name and code, else it may lead to the rejection of the application. Vendor Codes can be found by calling the USC Purchasing Office (213-740-2281).

NOTE: when in doubt, consult with the Jakita Morgan (jakitamo@usc.edu) or Director of Finance (gsgdofinance@gmail.com)

ii. If the umbrella organization does NOT agree to fund OR funds for the PARTIAL amount

a. Submit the budget proposal specifying the exact amounts requested from the GSG Volunteer, Sustainability, Joint-Programming or Discretionary funds (using the input boxes associated with each funding type).

b. IF the umbrella organization is funding, please note this next to Organizational Account, and under Co-Pay Information, utilizing their exact name. Be sure to input your Organization as Organization (a) and the Umbrella as Organization (b). If there are additional organizations co-sponsoring, please note this in the 1^st paragraph of the description section.

c. The following guidelines apply when requesting funds from the following:

· Discretionary:

- Make sure you confirm with the umbrella organization for the co-pay amount of $25.

- This $25 amount is the minimum to be paid out of the Umbrella Organization, but it is the responsibility of the organization applying for funds to have the umbrella organization aware of this. The organization can request for more funds from their umbrella organization.

- Please have this amount entered in the co-pay information section along with the name of the umbrella. Failure to do so may result in the rejection of the application.

· Joint Programming (Encouraged)- 2 DIFFERENT SCHOOLS and NOT just 2 Different Umbrellas (basic condition):

- Input the exact amount being asked from the GSG

- Please mention the name of the organization you are doing the joint- programming with and the amount being funded by them, as Organization (b). If there are additional organizations involved in the joint-programming, please note this in the 1^st paragraph of the description section.

- Organizations can joint-program with any organization on campus, including the undergraduate organizations- as long as they agree and follow the basic condition.

· Volunteer:

- This fund is dependent on the event and needs to be rightly determined by the organization applying to access it.

- Examples: It may include free vaccination for elderly, flu shots or anything similar in nature.

NOTE: When in doubt, ask questions! Email Rohan Handa, Director of Finance, at gsgdofinance@gmail.com

These are the organizations which DO NOT fall under any umbrella organization.

6. These organizations follow all the guidelines as under the Sub-Umbrella Organizations except the following:

i. They DO NOT have to adhere to the mandatory co-pay from any organization rule. This does not preclude any organization from agreeing to sponsoring/co-paying for the event.

AFTER notice of budget approval, Expense Requests may be submitted.

Note 1: This is a different form/tab than the Budget Request.

Note 2:  A separate expense report must be submitted for each vendor used, and each vendor must have a Vendor Code, EXCEPT for Honorariums.

Failure to submit Expense Requests in a timely or correct manner will result in voiding of Budget approved for event, as no reimbursements will be provided

i. Internal Requisitions (IRs): Check this box if your vendor is internal to USC (i.e. USC Hospitality (Lemonade, The Lab, etc.), USC Scheduling, etc).

ii. Purchase Orders (POs): For outside vendors. Please have the right vendor name and code, else it may lead to the rejection of the request. Vendor Codes can be found by calling the USC Purchasing Office (213-740-2281).

Additional Considerations:

iii. Honorariums (A maximum of $500 per semester/org): Must include the email of the person as a separate line in the payment “Purpose” section, as a separate line at the bottom of the description.

iv. Gifts (refer to ‘Finance Laws’ for details): Please note that you will have to procure information on whom the prizes were given to which must be reported back with your receipts.

Some dates to remember:

v. Receipts should be submitted no later than 5 working days after your event. Please note that you may and are encouraged to submit invoices and receipts prior to your event.

vi. Failure to submit the receipts within 5 working days will result in funding ineligibility for your organization until funds are submitted.

vii. Failure to submit receipts within 10 working days will result in funding ineligibility for your organization for AY 2012-’13.

NOTE: when in doubt, consult with Jakita Morgan (jakitamo@usc.edu) or Director of Finance (gsgdofinance@gmail.com). Please do not hesitate to call the office at 213-740-5649 if you have questions about the Expense Report Process.

This is a shopping card which can be used for short-notice events.

Kevin Anderson: UPC Campus

Megan Yardley: HSC Campus.

7. Request for use of the P-card can be done for events requiring immediate funding for an amount less than () $300 needs to go through the process as outlined previously.

i. The request to use the P-card have the following guidelines:

a. Submit the Budget Proposal Forms ATLEAST 5 business days (not actual days) prior to the event.

b. An organization can request the use of P-card ONLY 2 times per semester. This is to ensure that funds are getting used based on the needs and not just convenience. 

c. Director of Finance will review these requests every Tuesday.

ii. To calculate your deadline date:

     a. Note the date of your event.

     b. On a calendar, note the date 5 business days before your event

     c. Submit your Budget Request by no later than the Monday, 5PM before this date.

     d. Submit your Expense Request(s) no later than Wednesday at noon of same week.     

     e. Submit your receipts no later than 2 business days after your event.

 

iii. The budget proposal form does not have a P-card tab under the drop-down tab, so please notify it in the form if you would like to use the P-card for a certain event in the 1^st paragraph of the Budget Request. Please also note this in the 1^st sentence of the Expense Request, and email uscgsgfin@gmail.com/ gsgdofinance@gmail.com AFTER submission of the Expense Request needing P-Card Usage. In the email, please note the following in Bullet points (Please keep the heading, i.e. 1. Event Name: Party in the GSG):

a. Event Name:

b. Budget ID number:

c. Amount Used:

d. Vendors:

e. Date of Event:

f. Date P-Card Usage Requested by:

iv. You will be notified if P-Card usage is approved by Kevin Anderson (gsgvicepresident@gmail.com) once it is approved by the Director of Finance.

NOTE: The receipts after the usage of P-card should be turned in within 2 business days; else the organization will be barred from its further use for the academic year (AY).