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Club Leadership Guide

Club Leadership Guide. A quick guide to USG policies and procedures. Kathryn Michaud Treasurer 2014 – 2015 Last Revised: August 2014. Fall USG Timeline. Semester Starts: August 25th. Semester Ends: December 5th. Last USG check run: TBA. Last day to submit vouchers: TBA.

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Club Leadership Guide

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  1. Club Leadership Guide A quick guide to USG policies and procedures Kathryn Michaud Treasurer 2014 – 2015 Last Revised: August 2014

  2. Fall USG Timeline • Semester Starts: August 25th • Semester Ends: December 5th • Last USG check run: TBA • Last day to submit vouchers: TBA • Last day to submit Level A OCT: TBA • Last day to submit Level B OCT: TBA • Leadership Conference #1: August 30th • Leadership Conference #3: September 6th • Leadership Conference #2: August 31st • Grant Applications Accepted: September 10th • Fall Revision Applications Due: August 31st • Last day to Register via Student Activities: September 12th

  3. Spring Timeline • Semester Starts: January • Semester Ends: May • Last USG check run: TBA • Last day to submit Level A OCT: TBA • Last day to submit Level B OCT: TBA • Last day to submit vouchers: TBA • Spring Leadership Conference: TBA • Last day to apply for grants: TBA • Spring Budget Applications Due: TBA

  4. Club Contact Updates *Must be redone each year even if the eboard members are constant. Clubs: Attain a signature card from USG website or front desk. Complete signature card and make sure members can log on to Campusvine with the email addresses provided. Submit the signature card to the USG front desk. USG: Front desk distributes copies of the signature card to the Accounting office and USG Treasurer. USG Treasurer then adds the new contacts to Campusvine and email lists. *The USG Treasurer cannot add any email addresses to Campusvine that are not linked to an account. It is the CLUBS’s responsibility to follow up on this and let the treasurer know if they make an account after submitting the signature card. Michaud - 2014

  5. Picking up Orders The accounting office will call eboard members to pick up ordered items. It will be stated on the voucher if the item is considered an asset by the Treasurer or Fiscal Agent. Items considered assets require the eboard member picking up the item to go to the ticket office and check in with Elizabeth Frisenda prior to being able to pick up the order from the accounting office. An eboard member goes to the accounting office to pick up the item and follow Elisabeth’s instructions in the case of an asset. *Only eboard members may pick up orders and will have to sign off when picking up the item(s). Michaud - 2014

  6. Picking up Checks • Checks will be available on Wednesdays and Fridays this year at the USG Front Desk, SAC 202.

  7. Reimbursement Process Clubs must complete the Reimbursement Form from the USG website. Clubs must email the form to the USG Treasurer. The Treasurer will email back a scanned and signed copy of the Reimbursement Form if it is approved. The club then creates the reimbursement voucher and turns in all receipts and other supporting documentation as would be done for a regular voucher. *Any reimbursement request that was not approved by the USG Treasurer prior to purchasing the item will NOT be approved under any circumstances as stated in the Financial Bylaws. Michaud - 2014

  8. Hotel Booking • All hotel booking will be handled by the USG Assistant Treasurer, Collin Bartoldus. • Booking can be done during his office hours, or by appointment. • Prior to your club booking appointment you must have the hotel picked out and the rooms on hold with a personal card. • At the appointment we will transfer the reservations from your personal card to the USG credit card and handle any third party authorizations. • If you do not have a personal card, please contact Collin to make a special booking appointment. • All appointments must be made at least 48 hours in advance. • If you have any questions about these procedures, please reach out to us. Contact information: Collin Bartoldus Office hours: M 11am-2pm, Th 1pm-3pm USG Treasury office (SAC suite 202) cbartoldus@stonybrookusg.org Michaud - 2014

  9. Rental Car Booking • These will be handled by the USG Assistant Treasurer, Collin Bartoldus. • Booking can be done during his office hours, or by appointment. • All appointments must be made at least 48 hours in advance. • If you have any questions about these procedures, please reach out to us. Contact information: Collin Bartoldus Office hours: M 11am-2pm, Th 1pm-3pm USG Treasury office (SAC suite 202) cbartoldus@stonybrookusg.org Michaud - 2014

  10. Off Campus Trips • Complete Off Campus Trip forms as directed by your advisor in Student Activities or Campus Recreation (club specific). • Must follow the 2 or 3 week policy as required by Student Activities depending on the level of the trip. Michaud - 2014

  11. Grant Process • Grant applications are on the USG website. • Once completed, grant applications should be emailed to the USG Treasurer. • Within 1 week the club will be notified of when the grant will be discussed in Grant Committee after Fall Revisions are established. A club member is expected to attend the meeting to present the application and answer questions. • The allocations approved by the committee will be added to campus week 4-5 days later because of having to wait for the USG President to possibly veto the grant approval. • All supplementary paperwork must be completed and turned in in order to be approved by Grant Committee. This includes but is not limited to off campus trip forms, contract request forms, food permits, etc. Michaud - 2014

  12. USG Expectations of Clubs • Know and abide by the Financial Bylaws, your constitution, and university policies. • Utilize the website and resources available. • Follow up with us via email or meetings to address concerns. • Regularly check your emails that were submitted on the signature card. Michaud - 2014

  13. Club Expectations of USG • Keeping the website updated. Michaud - 2014

  14. Directory USG Office: SAC 202 Accounting Office: SAC 229 Student Activities Office: SAC 218 Ticket Office: SAC Lobby Administrative Director: Contact for questions related to paperwork requirements. Thomas Kirnbauer -- Thomas.kirnbauer@stonybrook.edu Treasurer: Contact for all financially related questions. Kathryn Michaud -- kmichaud@stonybrookusg.org Vice President of Clubs & Organizations: Contact for starting a new club and basic USG questions. Kim Pacia-- kpacia@stonybrookusg.org Michaud - 2014

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