GSG FINANCE ORIENTATION

1. GSG FINANCE ORIENTATION 2019 2020

2. This orientation is for applicants interested in funding opportunities for student programming hosted by Recognized Student Organizations (RSO). If you are not looking to fund an event, please see our other resources: For information on the U-PASS (formerly TAP) Program (being taken over by USC Transportation) For information on the Childcare Subsidy Grants Program For information on the Emergency Fund For information on the Green Engagement Fund For information on the Travel Grants Program

3. ORIENTATION PROCEDURE Complete Assessment Sign Up for Updates Review Presentation Review the fundamentals on GSG finance policies and the stepwise application process. No in-person meetings are required beyond this online orientation, but you may contact gsgfinea@usc.edu for questions. Complete the online assessment with a minimum score of 80%. You may retake the assessment until you obtain a reasonable score. This qualifies only an individual applicant to apply for GSG funding. Follow the GSG Newsletters and check our website

4. CONTENT OVERVIEW 04 03 02 01 • Contacts • Office Hours • Assessment • Etiquette • Policy Violations and Penalties • Accountability • Application and Approval Phase • Processing Phase • Reconciling Phase • USC Policy and Campus Recognition • Who, What, When, Where, Why and How • Deadlines Contact Information and Assessment Link Etiquette and Accountability Funding Application Process Definition of Terms and General Policies

5. DEFINITION OF TERMS & GENERAL POLICIES

6. A GENERAL NOTE ON POLICY • Watch out for new policies! • Where our policies conflict, USC policies take precedence. • Organizations are responsible for following updates and are expected to follow all new policies and/or deadlines. • Any changes to GSG Finance Policies are supported by the GSG Executive Board and Campus Activities. • Events are not guaranteed funding even if funded in the past! • Policies change over time, so only applications that adhere to the current policies and processes will be considered • Sign up for GSG Media Streams for regular updates: • Hold your Senators responsible for conveying vital information from GSG Senate meetings. • Regularly check our website for Senate and Finance updates. • Sign up for the GSG Finance Newsletter and the general UPC and HSC GSG Newsletters.

7. Who can apply? The three organization Classifications Independent Sub-Umbrella Umbrella Represents students across multiple schools/departments Not closely associated with any Umbrella Represents students with special interests within a school/department Receives support from closely related Umbrella(s) Represents a majority graduate student population within a school/department Elects representatives to the GSG Senate Enrolled students representing graduate organizations may apply. Undergraduate organizations may also apply if expecting graduate student attendees. Alumni, Staff, Faculty, or other individuals are NOT eligible for GSG RSO Event funding.

8. OrgSync: New Orgs: RSO Status Is your organization recognized? • Each Organization MUST be a current Recognized Student Organization (RSO) in order to request GSG funding • The annual recognition process is managed directly by Campus Activities,NOT GSG. Completing the recognition process updates an org’s online profile in OrgSync. GSG uses this database to check RSO status for funding requests. New organizations that become recognized later during the school year are required to report their recognition status when applying for funding.

9. The GSG Programming Fee • GSG Funds come from the “Programming Fee” assessed to fee-paying graduate students. • The main purpose of these funds is to support graduate student programming for cultural, academic, and social enrichment. • Other programs, such as the Travel Grants Program, have only been instituted using these funds in response to immediate needs that broadly affect USC graduate students. • The purpose of RSO Event Funding specifically is to support RSO programming, which restricts the use of the funds we offer.

10. What can be funded? We can fund: we can’t fund: • Food • Venue space • Promotion for special events(printing, t-shirts, etc.) • Events must widely impact USC students or related communities • Must include the GSG logo/be approved by Trademarking • Necessity/benefit must be clearly indicated • Prizes • Speaker appreciation gifts(Amazon e-gift card or physical gift) • Event services(security, FMS, TES, entertainment, etc.) • Transportation(buses, parking) • Event Supplies(tablecloths, writing materials, art supplies, etc) • Conference travel or registration • (see our Travel Grants Program), • Other transportation(flights, Uber/Lyft, Metro, etc.) • Hotel accommodations • Retreats (overnight events for student leadership) • Refundable deposits • Honoraria (speaker fees) • School-related supplies (ex. ink, laptops, etc.) • Other permanent items(ex. graduation gifts, equipment, etc.) • “Closed” executive meetings • Department-hosted events or department expenses • Alcohol

11. A note on Amazon • Use of Amazon is restricted to specialty items that are essential to the event and are unavailable through other approved or internal vendors. Policy for Amazon e-gift cards: • Only approved for speaker appreciation gifts; no other gift cards or purposes allowed • Cannot exceed $100 in value per individual and must be of equal value if multiple recipients (no one person can receive multiple gift cards) • Gift cards will be issued electronically via email after the event. Requirements and restrictions for specialty items: • Provide the rationale (2 paragraph maximum) for the item(s) in your application description. • Attach a screenshot of an Amazon cart just before checkout as the quote. • The item(s) must be available using Prime shipping. Prime pantry or other similar options are not acceptable. • Items are subject to a comparable substitution (e.g. the nature of the item is similar but the color may not be exact)

12. A note on Academic Programming • RSO Event Funds can be used for student-run academic programming such as speaker panels, career networking, and workshops. • We do not fund “school-related supplies,” which may sound like only basic supplies like paper and ink, but also includes any supplies related to academic requirements: • e.g. Strings for Music RSOs; • e.g. Medical supplies for Health Science RSOs; • e.g. Software for Computer Science RSOs • We do not fund department events or expenses, which are expected to be managed by a department or school. GSG Funds support events hosted by students, for students, and are not intended to supplement department funding. • e.g. Department speaker series • e.g. Department supplies or equipment

13. $2500 per semester $2500 per semester $2500 per semester $2500 per semester THE FOUR FUNDING SOURCES SOCIAL JUSTICE JOINT DISCRETIONARY VOLUNTEER Mobilizes students to create systemic change that leads to equitable opportunities. Encourages collaboration between two or more distinctly different organizations. Flexible fund for a variety of social and academic events. Equips students to serve their communities. • Workshops and mixers • Speakers and panels • Conferences/Symposia • Game or trivia nights • Soup Kitchen • Youth Mentorship • Conservation efforts • Emergency response • General meetings • Workshops and panels • Tailgates • Field trips • Leadership development • Forums and panels • Local partnerships • Unity and empowerment Examples 9

14. Additional Funds for Umbrellas Budget At the start of the fall semester, submit a budget for expected use of organizational funds. Umbrella Fund Requirements: Policies Publish policies for allocating organizational funds to Sub-Umbrellas and Independents. Calculated at $20 per enrolled student per year.Based on previous year’s enrollment numbers. Can be used for “closed” events—exclusive to the Umbrella’s student population, no public advertisement needed. Available to Umbrella Organizations only. Umbrellas may approve use by Sub-Umbrellas and Independents at their discretion. Intent to Use At the start of the spring semester, submit this form to claim the remainder of organizational funds for the rest of the fiscal year. Templates are available on the GSG Website

15. UMBRELLA FUND DISBURSEMENT PROGRAM July 2019 May 2020 July 2020 December 2019 January 2020 Umbrellas have the option to enroll in the Umbrella Fund Disbursement Program (UFDP); through this program, GSG provides pre-approved Umbrella Organizations with their designated Umbrella Funds via a lump sum disbursement to the advising department at the beginning of the fall semester; this depends upon the department’s ability and willingness to participate. Fall Semester Report Spring Semester Report Intent to Use Final Report UFDP Agreement Umbrella Requirements • Complete agreement by the 2nd week of the fall semester to enroll • Follow the general Umbrella requirements • Receive 60% of funds • Submit a report of use of funds during fall semester by the last day of fall classes • Submit Intent to Use form by 2nd week of the Spring Semester to secure remaining 40% of funds • Submit a report of use of funds during the spring semester by the last day of classes • Submit a final report by July 5th with all receipts and final invoices

16. How Funds Flow GSG Four Funding Sources Four Funding Sources Umbrella Funds Umbrellas Sub-Umbrellas Independents Umbrella Funds Sub-umbrellas Independents

17. Events funded by gsg must be: Hosted on campus or public space Executed as approved by Committee Budgeted according to allocations Open to ALL graduate students* Advertised with GSG logo Events cannot be held in private residences. Only approved line items will be funded for amounts outlined in the next section. The general USC graduate student population should be able to access anything funded by GSG. Events are expected to take place according to the details provided in the application approved by the Finance Committee. Include the GSG logo on all promotional materials. Events will be advertised on the GSG website. 1 2 3 4 5 *Does not apply to Umbrella Funds, which may be used for “closed” events exclusive to an Umbrella’s student population. Umbrellas are still not allowed to charge entrance or additional fees. RSVP methods must be equally accessible.

18. What is an “Open” event? • USC graduate students should have equal access to an event, or event aspect, that has been funded by the four general funding sources. • Entrance fees or additional fees cannot bar graduate students from accessing anything funded by GSG. • RSVP options should be equally accessible to all graduate students. In no case should there be evidence of an application or selection process to gain access to an “open” event. • Graduate students should be able to benefit from or participate in any “open” event. • If an event is contingent upon a specialized skill, the event may not be evaluated as an “open” event, because not all graduate students can equally participate or benefit from the event. • e.g. Law pro-bono services to the community; Chemistry demo-day; Health Fairs with health care services • Applicants are encouraged to outline benefits and participation roles for graduate students to emphasize accessibility • If the event is not related to an academic requirement, but is too specialized for the general funding sources, Umbrella funds may be an option.

19. Funding Deadlines Calendar of submission deadlines PHASE 1 - APPLICATION & APPROVAL FOLLOW CALENDAR OF SUBMISSION DEADLINES PHASE 3 - RECONCILING DUE 5 BUSINESS DAYS AFTER EVENT Spring Period: October - April Fall Period: August - October All forms MUST be submitted according to this calendar! Accounts for: Finance Committee Review Fall Period Spring Period Holidays Breaks Study days and Finals Fiscal Year GENERAL DEADLINES PHASE 2 - PROCESSING MINIMUM 3 WEEKS BEFORE EVENT

20. Additional Notes on Deadlines Smart & Final Appointments • Must be scheduled 7 business days in advance by contacting Finance Interns with reference to the Student Organization and Funding Application ID#. • Appointments available only during specific windows on weekdays according to Interns’ schedules - varies by semester! • Your appointment time reflects your CHECK OUT time, not your shopping time. Finance Interns will not allow overspending or purchase of inappropriate items. • Finance Interns will upload your receipt to your application profile. (Best to keep at least a photo for your records.) • Only a 15 minute grace period is given before an appointment is considered as missed. To CANCEL or RESCHEDULE, you MUST contact the Interns in advance. • If you miss your appointment without notifying the Finance Interns, you FORFEIT your approved funds. Multiple offenses may result in PROBATION. Smart & Final is a privilege, not a guaranteed option for the convenience of RSOs. It is time consuming and tiring for our Interns to make multiple trips to meet the schedules of RSOs. If you cannot make it during a given appointment time, ask another member or a friend to go for you!

21. Additional Notes on Deadlines Funding for Summer Events Funding Closures • Funding may be used for summer events taking place through June 30th. • Budget Applications must be submitted during the Spring Application Period. • Post Event Forms must be submitted within 5 days of the event. • Events that take place after June 30th occur in the new fiscal year. As of now, GSG funding for events taking place between June 30th and the first day of the fall semester is not available. • If a funding source is exhausted, GSG will announce the fund is closed until further notice and will no longer accept applications for that funding source. • Closed funds may reopen if more funding becomes available.

22. Deadlines are absolute, based on time required for the Finance Directors, Finance Committee, and Finance Interns to review applications, to correct for errors, and/or to provide additional information that the USC Business Office requests. If an organization fails to adhere to deadlines or application requirements, GSG is not responsible for premature or personal payments by the organization to vendors. GSG does not honor reimbursements or cover late fees, cancellation fees, or overages.

23. Funding Application Process

24. Online Application Portal MEET PLUTO! • “Pluto” is our online application portal! • Name related to the Greek God of Wealth (Plutus) • Not named for the God of the Underworld • Not named after the planet or this Disney pal, but these are great ways to remember the portal! • Here’s a “Quick Guide to Navigating Pluto” recommended for viewing AFTER completion of this Orientation and Assessment.

25. Online Application Portal • Create an account to login and submit applications • All information related to a Funding Application (FA) is contained within that FA profile. • No more separate forms! • There are 3 main phases to each FA (next slide) • Pluto logs all applications under each user’s account and records all application history! • Pluto also advertises all events with approved funding that are accessible to all graduate students!

26. OVERVIEW RECONCILING PHASE PROCESSING PHASE APPROVAL PHASE APPLICATION Finance Interns will initiate payments to vendors Wait for notification of payment reference #s Wait for notification of expected deliveries Submit ONE Post-Event (PE) form PER APPLICATION Make revisions as needed by the Director of Disbursements and Reconciling Submit revisions if required by the Director of Approvals and Finance Committee Receive notification of final decision within one week of Committee review Submit ONE Funding Application (FA) PER EVENT The Finance Committee reviews applications once per week

27. Contact Information Who are you? Provide basic contact information. We may need to contact you by email with questions! Event Details Who, What, When, Where, Why, and How! What kind of event are you planning and why do you need funding? Who will attend? Which Funding Source* are you requesting? Line Items What do you need? What items do you intend to purchase? How much will your budget be? Use our allocation maximums in the next slide to calculate! Vendors and Payment Where are your items or services coming from? Consider vendors you can use and how each vendor is paid. Use our guide in this section. A small list of commonly used vendors may be found here. Application Phase *Note: For Joint Funding, only ONE of the participating RSOs may submit an application PER EVENT. Within the application, Co-Sponsors who also wish to utilize GSG funds may be assigned to individual expenses (e.g. Food, Venue, etc.).

28. Item Allocation Maximums Meals: Breakfast: $8/person Lunch: $16/person Dinner: $16/person Snacks: $5/person Promotional Items: T-Shirts: $12/person Printing: $50/event Other: $5/person Prizes: $150/event Venue/Services: $20/person Supplies: $5/person Must be perishable Transportation: Buses: $25/person Parking*: $300/event *USC ONLY Speaker Gifts: $1000/year Physical gift or e-gift card - No fees Allocations are per fee-paying graduate student ONLY. Exceptions: for Volunteer and Social Justice Funds, we allow half of each allocation amount per non-fee-paying or non-graduate student attendee (e.g. $16 per grad student for dinner, so $8 per non-graduate student).

29. When calculating how much funding to request for each expense, consider: (1) Desired Funding Source (2) The number of expected attendees (3) Allocation maximums for approved line items (4) Service fees, tips, tax, etc. Calculating Funds

30. An applicant requests funding for dinner, funded by the Discretionary Fund The group anticipates200 individuals will attend; 120 expected to be graduate students Determine maximum per graduate student: $16/student for dinner Calculate maximum for dinner: 120 x $16 = $1,920 Anticipate tax and delivery: $1920 * 0.095 = $182.40 + $40 = $222.40 Total = $2142.40 Consider account balance: The RSO has already used $1,000 Discretionary funds, so only eligible to request remaining $1,500 Calculating Funds: Example 1

31. An RSO requests funding for breakfast and lunch at a day-long symposium, funded by the Social JusticeFund. The RSO anticipates 100 individuals will attend, of whom 40 are expected graduate students Determine maximum per graduate student: $8/person for breakfast $16/person for lunch Determine maximum per non-fee-paying graduate student or non-graduate student: $4/person for breakfast $8/person for lunch Calculate funds (assume pickup, no delivery fee): 40 * (8+16) = $960 for graduate students 60 * (4+8) = $720 for non-graduate students Total = $1680 + tax = $1839.60 Consider account balance: Since this RSO has not used any Social Justice funds, can request full $1839.60 Calculating Funds: Example 2

32. Vendors and Payments Vendor Type Payment Examples Internal Requisition (IR) • USC Hospitality (Express Catering) • Trojan Events Services • The Bookstore Internal USC Vendor 1 Internal Billing Requisition (IBR) • FMS Facilities Management Services (FMS) 2 Purchase Order (PO) Procurement Card (P-card) Credit Card Cash Reimbursement • Amazon • Smart & Final • Ralphs • Uber • In-N-Out Burger • Togos • Fedex • Manhattan Stitching Amazon Smart & FInal Unapproved Vendor External Approved Vendor 3 4 5

33. Multi-day or Recurring Events • Applicants may request OPEN IRs for any events that last multiple days or for recurring meetings. • Same as a regular IR, except for the full sum needed for multiple days • One IR PER internal vendor • The RSO must use copies of the approved OPEN IR for multiple days • The RSO must track the balance used and NOT EXCEED full approved sum • The RSO must keep copies of all receipts or final invoices for records

34. Vendor Quotes What is a quote? • A formal statement from a vendor to supply goods or services at a specified price within a given period. • A quote must be submitted with the Funding Application (FA)forEACH vendor, summarizing the items and expected costs in advance of purchase.

35. Some vendors do not need formal quotes, but requirePDF/Excel documents or cart screenshotswith anticipated expenses: • USC Bookstore • Amazon • Oriental Trading • Office Depot • Dining In (The Lab, Tommy’s Place, etc.). Quote Criteria What if I can’t get a quote? Quotes must be: • Formally requested by phone or email to the vendor • Meet the following criteria set by the USC Business Office: • The vendor name • Quote or Invoice# • Payable address for vendor (use correct vendor locations) • Phone and email if available • Explanation of costs for items or services • Be equal to or less thanthe budget amount approved by GSG

36. To obtain a quote quickly, as directed by Express Catering: • Create an account on expresscatering.usc.edu • Select your campus and vendor • Add order and select your event date(s) • Select delivery method (time and location) • Under "order name" input "QUOTE" • Enter 0000000000 for the Account Number • Enter Y0000000 for the Requisition Number • If your application is approved, email or call Express Catering to confirm your quote as an order to fulfill. • If your application is denied or details change, email or call Express Catering to cancel your quote. FMS Quotes Express Catering Quotes We understand that getting FMS quotes can be difficult, but we cannot accept anything less than an official quote for payment. If you are having trouble getting a quote for FMS in time for your application, contact us.

37. Contracts • Some vendors require that contracts be signed, usually for venue space, rentals, or services such as entertainment or staffing Students CANNOT and MUST NOTsign contracts • Work with a department administrator if you are able, to have a staff member sign • OR attach the blank contract to the Funding Application so that we can find a staff member to assess and sign it for you • Some contracts are combined with the initial quote or invoice - be careful!

38. Additional Forms Student AffairsVP Approval Form* Umbrella Fund Approval Memo Department Approval Memo Attach to Funding Application! Details approved use of Umbrella Funds by Sub-Umbrellas and Independents. Must be signed by the Umbrella. These forms must be attached to the application as needed depending upon event details. Required for any event taking place during Study Days or Finals, stating the event will not interfere with students’ academics. Needed for any event with admission (most entertainment), or for single items over $100. All additional forms, templates, and other resources are supplied on the Finance Resources page of our website. *Note: Edit VP Approval template for your event purposes and submit with blank signature (we will collect the signature for you).

39. The GSG UPC and HSC Directors of Finance input decisions made by the Committee within a week of the review. The Directors may require revisions before approving an application. Meets once a week to review applications Composed of graduate student representatives Approval The Finance Committee Managed by the GSG UPC and HSC Directors of Finance.

40. If the an application is not satisfactory with minor revisions, an application may be denied. Applicants can: Contact the Finance Directors (gsgupcfi@usc.edu and gsghscfi@usc.edu) within 5 business days of the decision with a written request to reconsider the application State why you feel the application was unfairly denied Emphasize why the event deserves funding Incorporate feedback from the Finance Directors and Finance Committee in a new application. Applicants who decide to re-apply must follow the Calendar of Submission Deadlines. Application Denial

41. Finance Interns As an integral part of the GSG Finance Team, our Finance Interns are responsible for recording and generating payments. Vendor Payments Payments are initiated based the vendor information, approved budget, and quote amounts. Notifications Applicants are notified when payment reference numbers are available to use to place their orders. Orders and Deliveries Applicants are notified of online order numbers and any deliveries to the SKS 410 office. Amazon orders are delivered directly the University Village store. Processing Phase

42. Placing Orders Payments and Orders Reference # Vendor Type Payment Use the Reference #s for the respective payment options to place orders with vendors. For POs, a Requisition # is an early stage of payment. Use the PO#, once it is generated after the Requisition #. Applicants do not need to pursue the following, as these orders are placed directly by our office according to the quote: Amazon Orientation Trading Office Depot FMS Internal Requisition (IR) IR #: Begins with Y, followed by 7 digits (Y0000000) IR is scanned to applicant Internal USC Vendor 1 Internal Billing Requisition (IBR) Doc # with 7 digits Facilities Management Services (FMS) 2 Procurement Card (P-card) Purchase Order (PO) Use FA # when scheduling with FInance Interns Initial Requisition #: 8 to 9 digits; PO #: 8 to 9 digits (different from Requisition #) Amazon Smart & FInal External Approved Vendor 4 3

43. USC Express Catering 01 Create Account at Express Catering Website Download final invoice and submit with PE 05 02 • HSC Orgs: Call to confirm delivery from UPC to HSC campus is available. • Final Invoice(s) due within 5 business days after the event • Questions? Call Express Catering: (213) 740-6801 Here is a short guide on how to request funds for and order through Express Catering, our most common (and fastest) funding request for food. Select food options and generate quote Upon approval, obtain IR and place order 04 03 Provide quote in FA and wait for decision from GSG • Follow the instructions previously mentioned to generate a quote • Note: Be sure to request enough funding to cover delivery charge. • Email or call Express Catering to confirm or cancel your quote order • Upload copy of IR sent to you by GSG to pay for a confirmed order

44. Accomodations • If issues arise due to difficulties with venue space, guest commitments, travel, or vendor cooperation, GSG will accomodate for these issues without penalty. • Changes to approved application details must be: • In response to uncontrollable, unavoidable circumstances • Clearly and immediately communicated to GSG and respective RSO(s) • Limited to date, vendor and payment options • If GSG assesses a situation as preventable by the RSO, accommodations may be made with penalties incurred due to lack of responsibility. • If accomodations cannot be made or if an RSO decides not to move forward with an event, the FA related to the event in question may be cancelled: • The RSO must not have placed orders with any vendors • Contracts must not prevent cancellation of payments

45. Host Your Event! GSG expects events to adhere to the details provided in the FA and approved by the Finance Committee GSG reserves the right to audit any event

46. Receipts and Invoices We need to provide receipts and invoices for USC to pay vendors. Take pictures to ensure you don’t lose any! Upload them directly to your Funding Application alongside your approved expenses. Event Pictures How did your event go? We’d love to know! Take pictures at your event and upload at least one to show its success. Post-Event Form (PE) Submit the PE within 5 days. The PE evaluates the success of your event, which may impact future funding. Tell us how it went and what you plan do you in the future. Memos should be uploaded with the PE. Revisions If anything is missing or has errors, the Director of Disbursements and Reconciling will require revisions until the payments are closed out. USC has 30 days to complete payments. Reconciling Phase

47. REceipts and invoices What is an Invoice? • An itemized bill for goods sold or services provided, containing individual prices, the total charge, and the terms. What is a Receipt? • Proof of payment listing items purchased, item costs and total cost; typically a traditional register receipt.

48. Some vendors do not need formal invoices or receipts because they are handled internally by our office: • FMS • Amazon • Oriental Trading • Smart & Final It is still best to take at least a photo of all receipts for your records. Invoice Criteria What if I can’t get an invoice or receipt? Invoices must include: • “Invoice” as the heading; • Invoice # • Invoice date • Vendor name, address, phone # • “Payable to USC” • Funding Application (FA) # • PO # • Itemized list with a final cost • An initial invoice may be provided as a quote, but a final invoice is required to finalize payments.

49. Some vendors do not need formal invoices or receipts because they are handled internally by our office: • FMS • Amazon • Oriental Trading • Office Depot • Smart & Final It is still best to take at least a photo of all receipts for your records. Receipt Criteria What if I can’t get an invoice or receipt? Receipts must include: • Funding Application number written in a noticeable place • Traditional register receipts are associated with common vendors: • Smart & Final • USC Bookstore • Dine-In locations such as The Lab • If Umbrellas utilize other vendors through their departments, any traditional receipts are required in the Final Report.

50. Memos Submit memos with Post-Event Form (PE) as needed for: • Recipient Memos • Prize/gift memos for physical items must be signed by recipients to acknowledge they received the items. Provide USC ID#s if applicable. • An email acknowledgment is acceptable at minimum. • For Amazon e-gift cards to speakers, provide the speakers’ names and emails in a message on your application in Pluto. A Finance Intern will issue the gift cards electronically and upload the final invoice. No additional memo is needed in this case. • Transportation Memos • Transportation Memos must include names of passengers and student ID#s when applicable.