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Student Organization
Management Workshop
A STEP-BY-STEP
INTRODUCTION TO
ORGANIZATION MANAGEMENT,
BUDGET AND EVENT
PLANNING AT THE
GEORGE WASHINGTON
UNIVERSITY
Introduction
 What is the Center for Student Engagement?
 What is your role as the financial officer?
 Who is there to help?
 Nick Hudson (Coordinator, DOS Financial Services)
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Orlando Dozier (Accounting Analyst)
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[email protected]
[email protected]
Your Advisor!
 What is SOMA?
Student Organization Registration
 Use your GW email username and password to log into the bottom right side of the
screen at studentorgs.gwu.edu and click on the "Awaiting Registration" link next to
the name of the organization that needs to be re-registered.
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If you are registering a new org, click on "Register New Organization" at the top right side of the
screen to begin. Fill in all requested information and submit. Online registration includes the
following steps in addition to entering basic information about your org:
Student Org Town Hall
Student Org Management Workshop
Responsibility Statement
Constitution
Budget
Online Quizzes
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Financial Quiz
Tutorial Quiz
 Await final SAT Advisor review and approval
 Upon completion of these steps, your SAT (Student Advisory Team) Advisor
will review the documents you have submitted. Please allow at least five
business days from the day your organization completed their steps to hear
about approval. You will know that your organization has been approved when
you receive an email from your advisor stating your registration is complete.
Financial Accounts
CSE
Accounts
Student Association
Account
 SA allocation:
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Must submit budget request (when
registering organizations) to be eligible to
receive funding
Not all organizations receive funding
SA will distribute allocations to
organizations for all expenses for the
entire year!
 SA EAF (white form)
 Sign and submit to SA Office
 Blank EAF’s are located at the CSE
Office, SA Office
 Must be fill out every time a financial
transaction is made
•
Three primary types:
o
o
o
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Revenue Account: Funds generated by the
organization (fundraisers, member dues, ticket
sales, etc.)
Gift Account: Money typically obtained
through corporate or individual donations
Campus Recreation Account: Money provided
by Campus Recreation for Club
Sports***DOES NOT ROLL OVER
Roll Over from year to year
Revenue EAF (white form)
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Sign and submit to CSE Office
Must be signed by SAT advisor
Blank EAF’s are located at the CSE Office, SA
Office or under the “Forms” link on the left
side of the Student Org’s web page.
Must be fill out every time a financial
transaction is made
 Band
 TRAiLS
Types of Payments on EAFs
Student Association EAF
CSE EAF
 PETTY CASH
 PETTY CASH
 CREDIT CARD
 CREDIT CARD
 CHECK TO VENDOR
 CHECK TO VENDOR
 REIMBURSEMENT
 REIMBURSEMENT
 UNIVERSITY TRANSFER
 UNIVERSITY TRANSFER
 SODEXO CATERING
 SODEXO CATERING
 MARVIN CENTER/LISNER
 MARVIN CENTER/LISNER
 ENTERPRISE CAR RENTAL
 ENTERPRISE CAR RENTAL
 TRAVEL
 TRAVEL
 OTHER
 OTHER
Expenditure Approval Forms (EAF)
Student Association
CSE
SA ACCOUNTS
Administrative
Programming
 Memberships
 Events that occur on
 Subscriptions
 NON-GW Office Copying
 Miscellaneous Office
 Conferences
 Postage
 Office Supplies
 Uniforms
 Miscellaneous Supplies
 Advertising
 Athletic/Game Officials
 GW Printing/Graphics
annual basis (i.e.
Recruitment, Fall Speaker
Series, etc.)
 Events that you are
planning on having the
upcoming year
 Events for members and
student body at large
SUB-ORGANIZATIONS
 Each sub-organization provides umbrella organization with a
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budget request
Umbrella organization is allocated funds for all suborganizations
Umbrella organizations must re-allocate sub-organization
funding to each sub-organization with SA allocation
Umbrella organizations must sign off on each SA EAF
Umbrella groups with sub-organization funding:
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Club Sports Council
Engineer’s Council
GSEHD SA
MBAA
Medical Center Student Council
Trachtenberg Student Organization
Student Association
 Who is the Student Association?
 Julia Susuni – Student Association President
 Kostas Skordalos– Student Association Executive Vice President
 Scott Lauerman– Vice President of Financial Affairs ([email protected])
 What do they do for student organizations?
 Should your student organization ask them for money?
 Important dates for budget submission:
All budgets are due on March 24th , 2014 by close
of business
 How do you receive funding for the SA?
 How does the appeal process work?
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Any questions regarding your budget or allocation should be directed to
your SAT Advisor or Ryan Counihan ([email protected])
 Questions?
Important Financial Dates
 Fall Organization Registration Period………………
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9/25/13- 10/16/13
Spring Organization 2014-2015 Registration Period….......... 2/24/14- 3/24/14
Organization Management Workshops……..……................ 8/28; 9/3; 9/5; 9/30;
10/4; 10/9; (2 HOUR MEETINGS)
Fall Town Halls ………………………………….
11/18; 11/19
SA Mid-Year Review………………………..
1/28/14
Spring Town Halls …………………………
1/22/14; 1/30/14
Organization Management Retreat ……………
1/31/2014
Budgets Due…………………………..…..
3/24/14
SA Budget Decisions (emailed) ……………
4/6/14
SA Allocation Appeals …………………
4/7/14-4/12/14
SA Co-sponsorship Request Due………..……
4/11/14
EAF final submission due date….…..…………
4/25/14
2013-2014 Registration Expires……………....
5/1/14
SA Finance Policy Manual
 Details SA Allocation process
 Details rules and regulations regarding SA Funding
 Details prohibited items
 Details allocation appeals process
 Criteria the SA considers when deciding allocations
 Refer to the SA’s senate finance committee policy manual
if you have questions
 Contact Ryan Counihan, Senate Finance Committee
Chair, with questions at [email protected] or your
SAT Advisor
Now what?
 Make certain you keep up with the amount of money you have
in all of your accounts by looking it up online
 Only the Financial Officer (you) has access to view your
organization’s Revenue & SA Account balances (updated weekly)
 Keep accurate records of all financial transactions for your
organization’s account (copy everything!)
 Contact the Coordinator, DSA Financial Services in CSE with any
questions
How to Access & View your account:
1.
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Start at http://studentengagement.gwu.edu/student-organizations and click on
log-in
Login with personal username & netid
Click on organization name link
Scroll down to the “About this Organization” Text box
Click “financial officer click here to view your budget(s)” link
View your budget!
Questions
 Q: What are the types of accounts?
 Q: What accounts roll over each year?
 Q: Who has access to view your organization’s accounts?
Answers
 A: SA Account, Revenue Account, Gift Account, Club
Sports Account
 A: Revenue and Gift- NOT SA or CLUB SPORTS
 A: The Treasurer
Creating Budgets
Budget Document
 All student organizations requesting SA funding for
2014-2015 academic year MUST complete the SA
Budget Excel document
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Creates uniformity amongst student organizations
Adds further details for the SA Finance Committee
Differentiates between Administrative, Programming, and
Suborganization Expenses
Creates an overview sheet for the SA Finance Committee

Student organizations NOT requesting funding do not have to
create/submit budget
Budget Document
 Four main components
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Administrative
Memberships
 Subscriptions
 NON-GW Office Copying
 Miscellaneous Office
 Conferences
 Postage
 Office Supplies
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•
•
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Uniforms
Miscellaneous Supplies
Advertising
Athletic/Game Officials
GW Printing/Graphics
Programming- Create as many tabs as you have programs
Suborganizations- Use each suborganization tab for each org
Revenue- List dues, fundraising, etc. to determine actual request
amount
Budget Document Tips
 You can only edit WHITE CELLS- everything in blue or buff is
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locked
Do not change the format
Be as explicit and detailed as possible
CSE Financial Services and CSE will be available every
Monday and Wednesday for specific budget office hours from
1:30-3:00pm during Student Organization Registration
(March 1-March 24)
Sub-organizations DO NOT have to fill out this document
Questions about document see CSE Financial Services or SA
Finance Committee
 SUGGESTIONS?
GW FOR GEORGE EXAMPLE
 Go to http://studentengagement.gwu.edu/student-
organization-forms-and-documents to access
instructions for completing budget document and
template
Student Organization Creates Budget
 Should cover full year’s fiscal spending
FALL EVENT
Food
Decorations
Entertainment
GWPD Fees
OFFICE SUPPLIES
Paper
Tape/Pens/etc
HP Printer
580.00
250.00
50.00
200.00
80.00
SPRING EVENT
Food
Decorations
Entertainment
GWPD Fees
580.00
250.00
50.00
200.00
80.00
200.00
GENERAL BODY MEETINGS 400.00
100.00
50.00
50.00
Food
Publicity
Grounds Fees
Entertainment
100.00
100.00
20.00
180.00
Create Budget for Event
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Co-sponsorships
Amount
Residence Hall Association 1000.00
Student Dining Board
1300.00
Colonial Army
150.00
Interfraternal Council
300.00
Panhellenic Council
300.00
Total:
 Difference:
Expenses
Amount
Catering Food
2665.00
Tiffany’s Cake
150.00
GW Jazz Band
150.00
DJ Premier Services250.00
Decorations:
Balloons
53.77
Tickets
10.00
Supplies
19.13
University Police
161.00
$3050.00
$ 3733.60
$683.60
 The difference will be paid from the student organization’s budget
Financial Policies
CSE Quick Guides
 Quick Reference Guides on policies, procedures for
all student organization transactions
 Available on Student Organization Forms and
Documents website:
http://studentengagement.gwu.edu/studentorganization-forms-and-documents
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Quick Guide on Contracts
Quick Guide on Payments
Quick Guide on SA EAFs
Quick Guide on Tax Exemption
Quick Guide on Travel
Quick Guide on Vendors
Account Basics
 Four types of accounts:
 SA Account (allocated by SA, once/academic year)
 Revenue Account (funding generated by organization, roll over)
 Gift Account (donations from outside donors)
 Campus Recreation (Club Sports teams)
 Payment Methods:
- Direct payment to vendors (invoices)
- Credit Card payment to vendors
- Reimbursements
- Petty cash
 Off campus bank accounts
 Not allowed or supported
Payment to Vendors
 Registration/Tournament Fees
 Individual and Sole Proprietorships
 Commercial Vendors
 Prizes, Awards, and Scholarships
Reimbursement Policy
 IBUY REIMBURSEMENTS
All student employees are NOT
required to create IBUY profile
 All staff and/or faculty who
receive student organization
funding must still create IBUY
Profile
 All reimbursements will
be electronic for Accounts
Payable

Reimbursements & EAFs
All reimbursements MUST be submitted within 30 days of ORIGINAL
purchase!
 Org must have sufficient funds to cover the expense
 Must submit paperwork within 30 days of original purchase
 Original receipts must be attached to an EAF
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Must be taped to an 8 ½ x 11 sheet of paper (no staples)
Reimbursement request must equal or be less than receipt amount
Follow all guidelines on the EAF form (incomplete EAF’s will delay reimbursement time)
Complete the Individual Reimbursement section of the EAF
Must have appropriate signatures
Must submit to the correct location (different depending on type of EAF)
ADDRESS MUST MATCH BANWEB!!!!
Note: You will be contacted by your student organization to find out if you can work with staff to put
charges on a University credit card
Reimbursements & EAFs
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Individual being reimbursed MUST be the same person that made the original
purchase
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Individual being reimbursed MUST have direct deposit
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RECEIPTS FOR REIMBURSEMENT SHOULDNOT INCLUDE ANY
ITEMS EXCEPT WHAT IS BEING REIMBURSED
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Students CANNOT/WILL NOT be reimbursed for personal (out of
pocket) money spent for services requiring contracts (i.e. performer payment
with personal money = NO REIMBURSEMENT)
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Each individual may only request $600 in reimbursements per academic year
(any amount over $600/individual may be taxed to that individual).
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ALL ADDRESS MUST BE UPDATED AND ACCURATE IN BANWEB
(where you register for classes)
Questions
 Q: What are the four payment methods?
 Q: What is the maximum for reimbursements in one year
before being taxed?
 Q: How many days do you have to turn in a receipt?
 Q: Where do I turn in the reimbursement request?
Answers
 A: Credit Card; Petty Cash; Direct Payment (check);
Reimbursement
 A: $600
 A: 30
 A: Student Association (white copy and receipt)
Center for Student Engagement (yellow and receipt)
TRAVELLING
 NEED TO TRAVEL?
 MUST NOTIFY CSE in advance
 CSE books all travel that is fully paid for with university funds
(reimbursements are available for portions of travel expenses)
 There are three forms for travel: Vehicle Request Form; Hotel
Request Form; Air Travel Request Form
Fill out forms and turn in with EAF
 LOCATED IN CSE

TRAVEL POLICIES
 iBuy Travel
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All travel reservations are to be made through at CSE UNLESS special rate
through CONFERENCE OR TOURNAMENT
http://www.gwu.edu/~supchn/iBuy_Travel
Driving Policy

21 years old and above drivers
Authorized student drivers will be required to purchase insurance
through Enterprise
 Authorized student drivers can drive 300 miles per day but must take
a break somewhere within that radius
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20 year old drivers
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Authorized drivers will be covered under GW’s insurance
 Authorized drivers are limited to 200 mile radius around
Washington, D.C.
All authorized drivers are required to be registered and approved to
drive through the CSE and Risk Management
All minivans have 250 free miles per day, $.25/mile above 250 miles
IF AN ACCIDENT OCCURS, MUST NOTIFY CSE AND RISK
MANAGEMENT IMMEDIATELY
Travel
 Travel Form 1- Registration and Emergency Contacts
 (This form needs to be completed and submitted to your SAT Advsior
at least (10) business days before leaving for the trip.)
 Travel Form 2 – Participation
 (EVERY person traveling must fill out this form. Submit all participant
forms together at the same time to your SAT Advisor before leaving
for the trip.)
 Driver Registration Form
 (EVERY driver needs to complete this form to become a registered
driver. After completing the form, take it to you SAT advisor and have
them sign and fax to the Office of Health and Safety)
studentorgs.gwu.edu/StudentOrganizationForms
20 Year Old Driving Radius
20 Year Old Driving Radius
 Locations 20 year old drivers can drive to:
 New York City
 Pittsburgh, PA
 Philadelphia, PA
 Raleigh, NC
 Roanoke, VA
 Morgantown, WV
 All of NJ, MD, DE
 Most of VA
Questions
 Q: How do you get registered to drive?
 Q: How far can 21 and above drivers drive?
 Q: How far can 20 years drivers drive?
 Q: How many free miles do you get with a minivan per day?
 Q: Who is covered under GW’s insurance?
Answers
 A: Contact student organization advisor, fill out
application, pass test
 A: 300 miles per day, MUST TAKE A BREAK
 A: 200 MILE RADIUS FROM DC
 A: 250 FREE MILES PER DAY
 A: 20 year old drivers (21+ drivers under Enterprise)
Deposits
 Deposit Slip
 Student must come into the CSE and fill out and meet with an authorized staff
member who will confirm deposited amount
 Where does it go?
 The deposit will be credited to the student organization Revenue Account
 The deposit will be subject to reduction should a check be returned for
nonsufficient funds
 All checks must be written to “The George Washington University” or
must state clearly in the “TO” line “GW STUDENT
ORGANIZATION”
 OVER NIGHT DEPOSITS ARE AVAILABLE
Questions
 Q: Where do you hand in overnight deposits?
 Q: Which account does you student orgs deposit go into?
 Q: When depositing a check, who must the checks be written to when
to?
Answers
 A: Fifth floor Marvin Center.
 A: The student organization’s Revenue Account.
 A: All checks must e written to “The George
Washington University,” or must state clearly in the
“To” line “GW Student Organization.”
Petty Cash
 Available to all student organizations and staff
 Must first fill out a Petty Cash Request Form and an EAF
 Takes a few days for request to be processed & approved
 Limited to $150.00 per request
 Cannot be used for tobacco, alcohol, or to pay vendors
 Petty cash receipts and left over cash
 Turn back into CSE within 5 business days of pick up
 Penalties: Organization will be charged for full amount/unable to
request money for the remainder of the year
 Pick up petty cash at CSE
 5th floor Marvin Center – Nick Hudson or Orlando Dozier
Donations
 Donations can be made with funds from your Revenue Account
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Submit a memo to the CSE with:
 Organization’s name, address, contact person, amount you wish to donate
 Copy of the organization’s W-9
International Organization Donations require:
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Name of organization
Bank name, bank account #, bank routing #, bank address
Type of entity (corp, partnership)
Domicile of entity (name of country)
Copy of organization’s W-9
Takes time to complete donation
 SA funds are NOT allowed to be used for donations
Questions
 Q: What’s the Maximum amount of money a student or g can
requesting petty cash?
 Q: Petty cash and left over receipts must be returned in how many
business days from pick up?
 Q: Are SA Funds allowed to be used for Donations?
Answers
 A: One can request up to $150.
 A: Left over petty cash and receipts must be returned
within 5 business days?
 A: No, donations can only be made with funds from
your revenue account.
CSE Credit Card Payment Website
 Available on August 30th
 Members of student organizations can make payments
for various items with a credit card
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Dues
T-Shirts
Event Registration/Tickets
Other
 Purchaser must select student organization
 Student organization’s Revenue Account will be credited
at least once per month
 Student organization can contact CSE for a report on
who made payments
 Purchaser will receive a receipt and email confirmation
Event Planning
GEORGE’S FALL BALL
GW for George Presents:
George’s Spring Fling
 What is the purpose of the event?
 Where will you host the event?
 When is the best time for the event?
 How many people are you anticipating?
 Who can co-sponsor the event with you?
 Music?
 Publicity?
 Theme?
 Decorations?
 The earlier you plan the better!
Marvin Center Event Scheduling
 Changes and new policies

All forms can be found online

https://events-venues.gwu.edu/
 The George Washington University has hundreds of
rooms that can be booked for various events – therefore
be sure to print out the receipts to avoid confusion
 Lisner Auditorium is booked through contacting them
directly:

http://www.lisner.org/contact.asp
Developing Date and Location

Look at event calendar to make sure your student
organization is not planning an event that will coincide
with a major university event or holiday

Make certain you choose both an ideal location
and a rain/alternative location

In this case, we want U-yard and will use Marvin Center
Great Hall/Columbian Plaza in case of rain
Campus Spaces & Payments

Marvin Center & University Conferences
 https://events-venues.gwu.edu/student-organizations
 Marvin Center Space, Outdoor Space, E Street, Alumni House: Marvin Center 204, 202-9947470
 Space fees apply [if less than 75% of your audience is GW affiliated]
 Space fees always apply with events in E Street space
 Technology/equipment fees apply
 Requests GWPD for student organization use
 Must identify whether funding for event will come from SA or Revenue Account
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Mount Vernon
 Hand Chapel, Post Hall, Pelham Commons, Eckles Auditorium, The Quad:
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mvc.events-venues.gwu.edu
[email protected]
Space fees may apply [if less than 75% of your audience is GW affiliated]
Technology/equipment fees apply
Requests GWPD for student organization use
Summit payment fees applicable
Jack Morton Auditorium: 202-994-7736
 Space fees always apply with events; $750
 Equipment fees apply
Campus Spaces Continued
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Academic Space: 202-994-4915 or [email protected]
 Fees apply
 Rental Request Form must be submitted to Academic Scheduling Office (electronic form)
 Contact Coordinator, DOS Financial Services afterwards to initiate payment

http://www.gwu.edu/~regweb/web-content/scheduling/res_procedures.html
 Policies: http://www.gwu.edu/~regweb/web-content/scheduling/res_policies.pdf

Academic Technologies: 202-994-7900 or [email protected]
 Fees apply
 Contact Coordinator, DOS Financial Services afterwards to initiate payment
 Technology Request Form must be submitted to Academic Technologies Solution Center
Note: Plan on additional fees for a/v tech equipment, grounds crew (if outdoors and large
attendance, etc.)
Finding Co-sponsorships
 SA Co-sponsorship (through SOMA)
 GW Student Dining Board (through SOMA)
 Marvin Center Governing Board (through
SOMA)
 Residence Hall Association (contact RHA
directly)
Co-sponsorships
 Criteria varies for each department, committee, association, or
council that provides funding
 Other funding opportunities may exist that are specific to individual
groups.
How to apply for a Co-sponsorship:
1)
2)
3)
4)
5)
Start at http://studentengagement.gwu.edu/student-organizations
and click on log-in
Login with personal username & netid
Click on organization name link
Click “Co-sponsorships” on the right side
Follow the steps to apply
Our arch nemesis- CONTRACTS

Contract Information Sheets (CIS) must be filled out
with anyone who is will be participating in the event
that is not affiliated with the university.
The form must be processed before the event occurs
 The contract process takes 8 weeks for process. Do not allow
your student organization to let this form slip their mind. It is
very important and if they want their vendor to be approved or
paid on time.
 Students are not allowed to sign the CIS so be in constant
contact with your students until it is fully processed.

Contracts
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When do you need a contact?

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Anytime a student organization wants to hire a vendor/performer regardless of
payment
What is the timeline of a contact?
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
Takes at least 8 weeks PRIOR to event to fully process a contract
Payments occur AFTER service is provided (typically 4-6 weeks after)

What do I need to submit to begin the contract process:
 Completed Contract Information Sheet (CIS)
 Signed EAF(s)
 If vendor has their own contract, attach vendor’s contract to the CIS

Students are not allowed to sign contracts
Contracts: The Advisor’s Role
→ Advisor works with vendor to reach a contractual agreement for services
requested
→ Advisor works with vendor to complete additional documentation with
vendor (tax form, registration, & payment procedures)
→ Contract is reviewed by a number of Administrators (SAT Advisor,
Associate Dean - CSE, General Counsel, & Chief Financial Officer)
→ A typical contract exchanges hands 5-6 times before it is complete!
TIPS:
→ Keep in contact with student organization
→
Don’t wait for the “uh-oh”
Questions
 Q: When do you need a contract?
 Q: What is the timeline of a contract?
 Q: When is the vendor/performer paid?
 Q: What do I need to begin the contract process?
 Q: Are students allowed to sign contracts?
Answers
 A: Anytime a student organization wants to hire a
vendor/performer regardless of payment.
 A: It takes at least 8 weeks prior to the event to fully process a
contract.
 A: Payments occur 4-6 weeks after service is provided.
 A: You need a completed Contract Information Sheet (CIS),
Signed EAF(s), and attach the vendor’s contract to the
CIS. GIVE TO ADVISOR!
 A: No, students are not allowed to sign contracts.
Risk Management
 Center for Alcohol and other Drug Education
 University Police Department

If requesting GWPD in Marvin Center & University Conferences governed space, MC Event
Planners will submit request per your notification/request. MC Event Planners will include UPD
cost in your MC invoice
 If requesting GWPD for non Marvin Center & University Conferences supervised
activities/events:
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
http://gwired.gwu.edu/upd/Services/MakeaRequestforService/Sec
urityServicesRequest/
Online request required
Must identify whether funding for UPD will come from SA or Revenue
Account
 Transportation Vendors
 Entertainment Vendors
Marketing and Publicity

Make certain that your student organization is using their resources for
creating posters and making their event known on campus.

A co-sponsorship with a student organization can be fiscal, manual
assistance, or spreading the word.

Generate a poster for the event and be very careful to include all of the
logos of the student organizations and other university departments that
are co-sponsoring.

QUESTIONS ABOUT CREATIVE MANAGEMENT- visit
http://creativeservices.gwu.edu/

Use current and up to date logos

QUESTIONS ABOUT T-SHIRTS, LOGOS- contact [email protected] Jessyka
Castillo
Catering
 Foggy Bottom Colonial Catering (Sodexo): Marvin Center 204, 202-994-7472


EAF required
Submit catering contract with EAF

DO NOT SIGN CONTRACT
 Mount Vernon Colonial Catering (Sodexo): 202-242-3923


EAF required
Submit catering contract with EAF

DO NOT SIGN CONTRACT
 If you need to seek and outside caterer for an event in a GW building you
will need to ask for permission. Otherwise, it will always be Sodexo who
caters for your events.
Questions?
CONTACT YOUR STUDENT ORGANIZATION
ADVISOR WITH ANY FUTURE CONCERNS!