The RSO self-service center features how-to instructions, forms, deadlines and processing times. This tool will guide you through complicated processes and help you understand important RSO policies, procedures, and guidelines.
Read this before you start!
- We recommend you use a laptop or desktop to navigate the RSO Self-Service Center. Although the table is mobile-responsive, it works much better on a bigger screen.
- You can use the search box embedded in this web page to narrow your search (the search box is located below, right above the column “Processing Time”). For example, if you would like to learn more about kiosk reservation, you enter “kiosk” in the search box. The table will show you only items that include the search word “kiosk”. If you want to do another search, simply delete your previous search and enter another key word.
- If you have any follow-up questions about an item in the table below, please contact the responsible office listed in the last column “Processing Time”.
Acronyms
- A/P = Accounts Payable
- ES = Event Services, es@gmu.edu
- PO = Purchase Order
- RSO = Registered Student Organization
- SFB = Student Funding Board, sfb@gmu.edu
- SGR = Self-Generated Revenue
- SI = Student Involvement, sa@gmu.edu
- SIBA = Student Involvement Budget Assistants, sibudget@gmu.edu
- SC = Student Centers, scenters@gmu.edu
- UE = University Events, klongbot@gmu.edu
| Item | Deadline | Description & Requirements | Processing Time |
|---|---|---|---|
| 25live access | INSTRUCTIONS 1. Inform the RSO Lead Team about the newly appointed President/Treasurer using the Re-Registration Application during the re-registration period in late spring. Otherwise, email the RSO Lead Team the full names and Mason Email for the outgoing and the incoming officer. The officer changes that must occur through our office are for President, Treasurer and the two (2) 25Live Representatives (account access positions). You can update all the other officer positions on Mason360 as needed. Don't forget to update your RSO's Mason360 group page as well. 2. President, Treasurer, and/or 25Live Representatives: after you have successfully completed the online RSO training, you will receive login instructions to 25live.gmu.edu. Your username will be the first part of your Mason email address (e.g., abcde@gmu.edu, username is abcde). If you have not set a password before, use “changeme”, and then change it after you log in. | ||
| 25live: How to Reserve a Classroom (Video Tutorial) | LINK: How to Reserve a Classroom (Video Tutorial) *You will be redirected to coursemedia.gmu.edu. | ||
| 25live: How to Reserve a Space | LINK: Review: How to Reserve a Space in 25live (RSO 25Live Pro Training Module) | ||
| 25live: Reserving Center for the Arts | INSTRUCTIONS 1. Log in to 25live.gmu.edu. 2. Click the “locations” tab at the top and type “Center for the Arts” into the search box to see availability. 3. Once you have determined a time and date that are available, you must secure the funding to pay for the space rental. 4. Once you have determined availability and funding, you may contact David Foti (dfoti@gmu.edu) for questions and reservations. |  Automatic |
|
| 25live: Reserving George Mason Statue | INSTRUCTIONS 1. Log in to 25live.gmu.edu to check if the statue is available for reservation. 2. Click the “locations” tab at the top and type “JC North Plaza statue-DISPLAY ONLY” into the search box to see availability. | Automatic |
|
| 25live: Reserving Harris Theatre | INSTRUCTIONS 1. Log in to 25live.gmu.edu. 2. Click the “locations” tab at the top and type “Harris Theatre" into the search box to see availability. 3. Once you have determined a time and date that are available, you must secure the funding to pay for the space rental. 4. Once you have determined availability and funding, you may contact David Foti (dfoti@gmu.edu) for questions and reservations. | Automatic |
|
| Advertising: Banners |  Banner Request Form to Student Centers at least 5 business days before the desired reservation date | Banners are a great, compelling way for internal organizations to promote themselves to the Mason Community. Banners hang in the Student Centers buildings and allow students and other visitors in the buildings to learn about these organizations at a glance. For more information, please visit the Student Centers Advertising webpage. | |
| Advertising: Easels | Reservation Request to Student Centers at least 2 business days before the first desired reservation date | Easels and free-standing advertising allow Mason organizations and departments to advertise their events or their organization as a whole within the Student Centers buildings. Organizations can decorate an easel how they want – either by placing a poster or flyer of their own or by drawing on the easel’s whiteboard surface, or they can even provide their own free-standing banner or other advertising materials! For more information, please visit the Student Centers Advertising webpage. | |
| Advertising: Flyers | Stamp of approval from Student Centers required prior to hanging | Hanging flyers on designated bulletin boards within Student Centers buildings is a great way to advertise your student organization. For more information, please visit the Student Centers Advertising webpage. | |
| Advertising: Kiosks / Tables | Reservation Request to Student Centers at least 2 business days before the desired reservation date | Kiosks are a great way for student organizations and external companies to be seen and heard on campus. Using kiosks allows organizations to interact face-to-face with the Mason Community and advertise their events and services. For more information, please visit the Student Centers Advertising webpage. | |
| Advertising: Leafleting | Leafleting is the act of distributing materials or information to passerby without the use of tables or props. For more information, please visit the Student Centers Advertising webpage. | ||
| Approved Vendors: Promotional Items, T-Shirt Screen-Printing, Embroidery & Printing | The University has awarded contracts to certain vendors for the purchase of promotional items, t-shirt screen-printing, embroidery & printing. Regardless of the spending method (i.e., purchase order, purchasing card, or reimbursement) used, we are required to order these types of items through a University-approved vendor. (For catering, please refer to the Approved Caterers List.) Promotional Item Vendors T-Shirt Screen-Printing Vendors Embroidery Vendors Printing Vendors | ||
| Catering: Approved Off-Campus Caterers & Payment Options |  Reimbursement request to SIBA within 45 days of the purchase date  Purchase order or purchasing card request to SIBA at least 5 business days prior to event | To use an off-campus caterer, Registered Student Organizations (RSOs) are highly encouraged to select one of the vendors on the University’s Approved Caterers List. If the caterer is providing services on campus, (i.e. set up, staffing, breakdown), your RSO MUST use an approved caterer. If the meal is being delivered or picked up by an RSO member, your RSO may choose an unapproved caterer. Whoever is receiving/holding/serving the food should ensure the food safety basics are followed, as provided by the Virginia Department of Health. Food Safety Basics - Environmental Health (virginia.gov) OPTION 1: If the catering costs less than $5000, you may submit a request to have a SI Budget staff member pay for the catering with their purchasing card (Pcard). See Purchasing Card instructions. OPTION 2: If the catering costs less than $5000 and doesn't include setup, staffing, or breakdown by the caterer, a member of your RSO may pay for the expense out-of-pocket and then seek reimbursement afterwards. See Reimbursement instructions. OPTION 3: If the catering costs $5000 or more, you must submit a request to have a purchase order (PO) issued for the expense. See Purchase Order instructions. Additional Information / Requirements |  Reimbursement payment sent via direct deposit or mailed to payee usually within 4 weeks. Pcard payment made to vendor within a few business days. Purchase order sent to requester within 3 to 5 business days. |
| Catering: Mason Catering Office (Sodexo) | The easiest way to purchase food from on-campus is to order it from the Mason Catering office, known as Sodexo. The Mason Catering handout includes information about placing and paying for Mason Catering orders. | ||
| Corner Pocket Reservation (Game Room, Side Pocket, Patio & Club Collaboration Discount) | Registered Student Organizations (RSOs) are eligible to reserve the Corner Pocket Game Room, Side Pocket and Patio. The Corner Pocket Reservation handout includes reservation instructions and provides information about the club collaboration discount. Advertising: Donation Boxes Donation Box Space Allocations are designated spaces for Mason organizations and departments to collect donation items within the Student Centers buildings. These spaces are in high-volume areas and are great places to promote your cause! For more information, please visit the Student Centers Advertising webpage. Time: Reservation Request to Student Centers at least 2 business days before the first desired reservation date. | ||
| Distinguished Quill Awards (DQA) Application | The Distinguished Quill Awards (DQA) is an opportunity for members of the Mason community, including students, faculty, and staff, to recognize our hard-working student leaders, organizations, and their advisors. This event is hosted by Student Involvement and the RSO Lead Team. | ||
| Event Planning: RSO Event Management | In order to host a successful event, Registered Student Organizations (RSOs) must understand the basics of event planning as well as know policies and procedures for planning an event at Mason. The RSO Event Coordinators Required Viewing will serve as your guide to host a successful event at Mason. | Automatic |
|
| Executive Board Member Change | Whenever a Registered Student Organization (RSO) has a scheduled or unscheduled officer (President, Treasurer, 25Live Representative) change, the organization needs to notify the RSO Lead Team as soon as possible. RSO@gmu.edu | ||
| Honorarium | Guest Lecturer Acknowledgement submitted to RSO Lead Team 5 business days prior to event + Honorarium documents submitted to SIBA no later than 30 days after event | An honorarium is a one-time payment issued as a token of appreciation to an individual for a special, non-recurring activity or event for which no payment is required. There are two types of honoraria: TYPE 1: A Traditional Honorarium, which is typically paid to persons of scholarly or professional standing with the intent of showing good will and appreciation for a speech given (e.g., a public address, oration, or other forms of oral presentation and includes participation in a panel, seminar or debate). TYPE 2: An Operational Honorarium, which is typically paid to an individual with the intent of showing appreciation for participation in university education, research or public service activities (e.g., a volunteer judge). INSTRUCTIONS 1. Secure funding to pay for the honorarium. 2. Have the honorarium recipient go to Doing Business with Mason to submit their completed Virginia Substitute W-9 Form (or the W-8BEN for foreign nationals) via the secure Vendor Maintenance Form. Ask the vendor to list "Student Involvement Budget" (as the Name) and "sibudget@gmu.edu" (as the Contact Email) in the George Mason University Contact Information section of the Vendor Maintenance Form. 3. Log into Mason360 and select "Honorarium" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 4. Fill out the required information and attach the completed Independent Contractor Evaluation Form and a flyer or newsletter (advertising the presentation) to the RSO Spending Request form. 5. Submit the RSO Spending Request Form in Mason360. Additional Information / Requirements |  Honorarium payments issued at least net 30 days after event. |
| Housing & Residence Life (HRL): Space Use Policy | Please refer to the Housing & Residence Life Space Use Policy for more information about the availability and procedure for reserving HRL spaces for your RSO events. | ||
| Journal Voucher (JV) Transfer | A journal voucher (JV) transfer is an internal movement of money between Mason accounts. Typically, journal voucher (JV) transfers are used when RSOs co-sponsor events and/or need to share the cost of an expense with another RSO or Mason office. INSTRUCTIONS 1. Log into Mason360 and select "Journal Voucher (JV) Transfer" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 2. Fill out the required information and submit the RSO Spending Request form in Mason360. The General Accounting office usually processes journal voucher transfer requests within two weeks of receiving them. Additional Information / Requirements | ||
| Mason360: New RSO Registration | Interested in registering a new student organization at Mason? The incoming President should log into Mason360 and fill out the New RSO Registration Application. | ||
| Mason360: Tool Kit | For more information on the following topics, please visit the Mason360 Officer Tool Kit. GROUP & MEMBER MANAGEMENT
How to individually add a group member How to manage members using member / sub-group tags How to mass upload member tags Difference between member & sub-group tags How to validate members How to validate members automatically How to manage all members in a group How to create service hours How to upload service hours How to verify service hours EVENTS
How to create an event How to create a parent event How to track event attendance How to check-in students using a tap leader EMAIL / NEWSLETTER
How to send an email with an email template ADDITIONAL RESOURCES
How to find quality photos for your event photo Mason360 Image Dimensions List of all Mason campus building addresses Set-up Meeting Scheduler | ||
| Off-Campus Bank Accounts | To set up an off-campus bank account, your RSO will first need to apply for a Tax Identification Number (TIN) from the IRS. The How to Apply for a TIN handout provides instructions on how to do this. After your RSO has its own TIN, it should work directly with a bank of its choosing to open up an off-campus account in the name of its organization. Depending upon the bank you choose, you may be asked to prove that you are a registered student organization at Mason. Email sibudget@gmu.edu to obtain an RSO Letter of Recognition. Additional Information / Requirements | ||
| On-Campus Charging | Your RSO may provide its organization code to certain on-campus offices to “charge” goods and services directly to its budget if it has requested and been allocated funding by SFB. If using off-campus funds, please read the handout below for details. These offices include: Corner Pocket, Event Services, Mason Catering, Parking Services, Police Services, and/or Print Services. Instructions for Paying by Charging to Org Code: 1. Secure funding to pay for the on-campus charge by requesting SFB. Be sure you have been allocated the funds before the event. 2. Contact the Mason office, from which you want to "charge" a good or service, and submit your order/request. 3. Provide the Mason office with your RSO's organization code (i.e., five-digit account number, starting with "M" or "W"). 4. After the event, the cost of the good or service will be deducted automatically from your RSO account. Instructions for Paying with Off-Campus Funds: 1. Secure funding to pay for the on-campus charge in your off-campus bank account. 2. Please click on the link to the handout below for more details on how to pay the different offices. The On-Campus Charging handout provides more information about on-campus charging and the Mason offices that offer it. |  On-Campus charges post at the end of each month. |
|
| Paying Conference Registration / Membership Dues | Registered Student Organizations (RSOs) have two options when paying for conference registration fees and/or membership dues. OPTION 1: We reimburse each RSO member for their registration fee / membership dues. INSTRUCTIONS 1. Each RSO member pays for their own registration fee / membership dues out-of-pocket and then seeks reimbursement afterwards. (Due to tax implications, RSO members cannot pay on behalf of another student and expect reimbursement afterwards.) 2. Each RSO member logs into Mason360 and selects "Reimbursement" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 3. Fill out the required information and attach an itemized receipt (in this case it will likely be an email confirmation, showing the student's name, the description of the expense, the total cost, and payment details). 4. Submit the RSO Spending Request form in Mason360. The Accounts Payable office will issue a reimbursement check and send it directly to the student payee's address on file in Patriot Web within approximately four weeks. OPTION 2: Mason issues payment directly to the conference organizer/ national organization for the group registration fees / membership dues. INSTRUCTIONS 1. Log into Mason360 and select "Purchase Order (PO) / Purchasing Card (Pcard)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 2. Answer "no" to the questions that appear (e.g., "Is the total cost of your expense $5000 or more?" and "Does your expense require at Student Services Entertainment and Event Agreement?") to be routed to the Purchasing Card (Pcard) Order Form. 3. Fill out the required information and attach a price quote/invoice and the list of RSO members, for whom we are paying the group registration fees / membership dues, and their G numbers. 4. Submit the RSO Spending Request form in Mason360. An SI Budget staff member will use their purchasing card to pay for the expense. | Reimbursement payment sent via direct deposit or mailed to payee usually within 4 weeks. Payment made to vendor within a few days. |
|
| Pcard | Pcard Order Request submitted at least 5 business days before the online or over the phone order needs to be placed or the food shopping trip needs to occur | For online or over the phone orders of $100 or more, RSOs may request that a purchasing card (Pcard) be used to pay for the expense. The purchasing card may also be used to pay for groceries at the Giant Food Store located at University Mall. INSTRUCTIONS 1. Log into Mason360 and select "Purchase Order (PO) / Purchasing Card (Pcard)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 2. Answer "no" to the questions that appear (e.g., "Is the total cost of your expense $5000 or more?" and "Does your expense require a Student Services Entertainment and Event Agreement?") to be routed to the Purchasing Card (Pcard) Order Form. 3. Fill out the required information and attach any supplemental documentation (e.g., price quote, invoice, catering contract, list of RSO members) that is requested. 4. Submit the RSO Spending Request form in Mason360. An SI Budget staff member will use their purchasing card to pay for the expense. Additional Information / Requirements | Pcard payment made to vendor within a few business days. |
| Purchase Order (PO) | Purchase order request to SIBA at least 5 business days prior to event | For orders that cost $5000 or more or when paying a contractual or entertainment expense, a purchase order (PO) is required. INSTRUCTIONS 1. Log into Mason360 and select "Purchase Order (PO) / Purchasing Card (Pcard)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 2. If your expense costs $5000 or more, answer "yes" to the question that appears (i.e., "Is the total cost of your expense $5000 or more?"). If your expenses costs less than $5000, but you are paying a contractual or entertainment expense, answer "yes" to the next question that appears (i.e., "Does your expense require a Student Services Entertainment and Event Agreement?"). You will be routed to the Purchase Order (PO) Request Form. 3. Fill out the required information and attach the supplemental documentation (e.g., Virginia Substitute W-9 form, price quote, Student Services Entertainment and Event Agreement, vendor's Certificate of Insurance, Independent Contractor Evaluation Form) that is requested. 4. Submit the RSO Spending Request form in Mason360. 5. If your RSO has adequate funding, the purchase order will be sent to the requestor, who is then responsible for providing the vendor with a copy of it and informing them that after the good or service has been provided they must email an invoice (referencing the PO number listed on the purchase order) to Accounts Payable at acctpay@gmu.edu to receive payment in net 30 days (Mason's standard payment terms). Tell the vendor that their invoice must meet the following requirements:
b. Invoice must reference the PO number (i.e., the purchase order number). c. Invoice must include an itemized list of what was purchased. d. Invoice must list the vendor's remittance address. e. Invoice must be billed to "George Mason University" only. | Purchase order sent to requester within 3 to 5 business days. |
| Reimbursement | Reimbursement request to SIBA within 45 days of the purchase date | If your purchase must be made in person or if it costs less than $100 (but no more than $5000), then one of your RSO members will need to pay out-of-pocket for the expense and seek repayment afterwards. Reimbursement is also the spending method used for all travel expenses. INSTRUCTIONS 1. An RSO member pays the vendor using their personal cash or credit card. 2. The student payee logs into Mason360 and selects "Reimbursement (including Travel)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 3. Fill out the required information and attach the itemized receipt(s), which should clearly show proof of payment. 4. Submit the RSO Spending Request form in Mason360. The reimbursement payment will be sent via direct deposit or mailed to the payee's current address in Patriot Web. Additional Information / Requirements | Reimbursement payment sent via direct deposit or mailed to payee usually within 4 weeks. |
| RSO Debt Deposits | Due to overspending or the failure to secure funding before expenses are incurred, an RSO may find itself in debt. When this occurs, the RSO president and treasurer will be notified via email by SIBA and told to make a deposit immediately into their Mason RSO account to pay off the amount they owe. RSOs in debt are considered out of good standing and as a result are not allowed to (re)register, apply for SFB funding, or reserve spaces on campus. INSTRUCTIONS1. Email sibudget@gmu.edu to obtain an electronic Cash Receipt form. (Each Cash Receipt form has a unique reference number in the upper right hand corner; therefore, please don't use the form for multiple deposits. Instead, email SI Budget for a new form each time.) 2. Print and fill out the form in ink (no pencils) accordingly:
b. Check the box next to "Checks." (Cash and credit cards cannot be accepted at this time.) c. List the current date. d. "Fund/Org" number is your RSO’s five-digit organization code, which starts with “M" or "W.” e. "Account No." is 58411. f. List "RSO Debt" as the description for the deposit. g. Enter in the amount owed. h. Calculate the total amount and enter it as the "Cash Receipt Total." i. Fill out the "Remarks" section with the contact information of the RSO member, making the deposit. 4. Make a copy of the Cash Receipt form and the check(s) for your RSO's fiscal records. 5. Either send (via U.S. or campus mail) or submit via the drop box (located outside the Cashier's office in the SUB I basement) the Cash Receipt form, the endorsed check(s), and your name and address (so the Cashier's office can return to you a signed copy of the Cash Receipt form after they process the deposit). GMU Cashier’s Office Additional Information / Requirements |  Deposits post within 2 to 3 business days. |
|
| RSO Funding Sources | There is one main funding source for RSO activities: Student Funding Board (SFB) allocations. To apply for SFB money, an RSO must be in good standing. This means that your RSO president and treasurer have completed all of the required trainings; and your RSO has no current debt with Student Involvement or any campus partners or off-campus vendors. Because SFB allocations are funded by the student activity fee, the money must be spent not only in adherence to Mason’s policies and procedures but also according to the policies set by the Student Funding Board. (For more information on the SFB application process, please go to the SFB webpage.) Another potential funding source available to RSOs is self-generated revenue (SGR). SGR is money that your RSO raises through the collection of dues from its members, charging admission to its events, seeking out donations and sponsorships from on or off-campus vendors, winning campus competitions, and fundraising. SGR should be deposited into your RSO's off-campus bank account. Please review the RSO Fiscal Management: Funding video in this training module for additional information. | ||
| RSO Opportunities: Fall Get Connected Fair | The Fall Get Connected Fair takes place within the first three weeks of the fall semester during Welcome2Mason. This is the LARGEST organization fair that takes place on campus and includes registered student organizations (RSOs), departments, offices, and community partners! Additional Information / Requirements | ||
| RSO Opportunities: Spring Get Connected Fair | The Spring Get Connected Fair generally takes place early in the spring semester in Dewberry Hall (located in the Johnson Center) and/or virtually. Additional Information / Requirements | ||
| RSO Opportunities: YardFest | Yardfest takes place once per semester and is run by the Admissions office! Fall Preview Yardfest generally takes place in October, and Spring Premiere Yardfest generally takes place in April. Additional Information / Requirements | ||
| RSO Spending Methods | The Mason-approved spending methods available to RSOs include: purchase order (PO), purchasing card (Pcard), reimbursements, on-campus charging, honorarium, and journal voucher (JV) transfers. (For a description of these spending methods, please review the RSO Fiscal Management: Spending video or refer to the RSO Spending Methods cheat sheet. For instructions on how to use these spending methods, simple search for them within the RSO Self-Service Center. ) Additional Information / Requirements | ||
| RSO Training Modules | **Account access is only given to President, Treasurer, and or 25Live representative(s) upon completion of trainings & quiz on Mason360.** Any officer may review the training modules and attempt the quiz to help enhance their skills. RSO Trainings Website | ||
| Special & Major Event Checklist |  10 business days prior to event | A Registered Student Organization (RSO), hosting a special or major event, may be required to complete a Special & Major Event Checklist. This checklist is to ensure that you have made all of the necessary arrangements for your event to be safe and successful. Click on RSO Event Management INSTRUCTIONS 1. Once the RSO's designated user submits an event via 25live, the University Events scheduler will take all of the logistics surrounding the event to determine if a checklist is needed. Common determinants for a checklist are: the size of the event, the space for the event, and the type of event. 2. The University Events scheduler e-mails the RSO to let them know that their space has been tentatively booked. It is then the responsibility of the RSO to set up a time to meet with the scheduler to pick up the actual checklist (Merten Hall, room 2600). 3. The checklist is due 10 business days before the event. Failure to turn the checklist in on time will result in the space being cancelled. 4. The checklist will need to be signed by each of the offices indicated. (Please remember to contact each office, whose signature you need, ahead of time to schedule a time for them to sign your checklist. Don't just show up at their office and expect to be seen immediately.)5. The last signatures will be that of Student Involvement and University Events. To schedule a meeting with Student Involvement staff, e-mail the following information to sa@gmu.edu: the RSO name, date and name of the event as well as the due date of the checklist. The event must also be submitted on Mason360. 6. After the checklist has been signed by Student Involvement, it should be dropped off at University Events (Merten Hall, room 2600). 7. The space is then confirmed. | |
| Student Funding Board (SFB) Application |  SFB application submitted 45 days prior to event | INSTRUCTIONS 1. On the Student Involvement website, click on the "RSO Forms & Resources" header and select "Forms & Resources" from the drop-down menu. 2. Select "Registered Student Organizations - Student Funding Board." 3. Click on the link next to your event type (single organization or collaborative event) 4. Fill out the application on Mason360. (You may need to log in and/or set up a VPN to access the website.) 5. Press submit at the end! You should receive an email confirmation of your submission. | |
| Student Funding Board (SFB) Event Evaluation Form | INSTRUCTIONS **Must be submitted within 10 days after your event.** 1. On the Student Involvement website, click on the "RSO Forms & Resources" header and select "Forms & Resources" from the drop-down menu. 2. Select "Registered Student Organizations - Student Funding Board." 3. Select the link titled "SFB Event Evaluation Form 2020-2021." 4. Fill out the form on Mason360. (You may need to log in and/or set up a VPN to access the website.) 5. Press submit at the end! | ||
| Student Funding Board (SFB) Faculty Advisor Form | INSTRUCTIONS **Faculty advisor approval form must be completed by your Advisor ONLY.** 1. On the Student Involvement website, click on the "RSO Forms & Resources" header and select "Forms & Resources" from the drop-down menu. 2. Select "Registered Student Organizations - Student Funding Board." 3. Select the link titled "Faculty Advisor SFB Approval Form." 4. Fill out the application on Mason360. (You may need to log in and/or set up a VPN to access the website..) 5. Press submit at the end! | ||
| Student Services Entertainment & Event Agreement |  Student Services Entertainment & Event Agreement to RSO Lead Team at least 20 days prior to event + Purchase order request to SIBA at least 5 business days prior to event | If your Registered Student Organization (RSO) plans to use a non-Mason individual or company to provide a service (such as a DJ, workshop facilitator, or performer), then you will need to complete a Student Services Entertainment & Event Agreement, also referred to as a contract. (Review : RSO Event Management) INSTRUCTIONS 1. Approximately one month prior to your event, contact the RSO Lead Team at rso@gmu.edu for assistance in determining if the Student Services Entertainment & Event Agreement is needed and/or in completing this Agreement. IMPORTANT: Since this multi-page document must be reviewed and approved by several University Life staff members, it is essential that you submit it as early as possible. All Agreements must be completed --- this means submitted, reviewed, and approved -- at least 20 days prior to the event; otherwise, your RSO risks having its event cancelled. 2. At the same time that your RSO is working on getting the Agreement approved, please start the purchase order process by logging into Mason360 and selecting "Purchase Order (PO) / Purchasing Card (Pcard)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 3. Answer "yes" to the question, "Does your expense require a Student Services Entertainment and Event Agreement?" You will be routed to the Purchase Order (PO) Request Form. 4. Fill out the required information and attach a copy of the vendor-signed Student Services Entertainment and Event Agreement, the vendor’s Certificate of Insurance, and the Independent Contractor Evaluation Form. If the vendor hasn't been paid by Mason within the last calendar year, also attach the Virginia Substitute W-9 Form. 5. Submit the RSO Spending Request form in Mason360. 6. If your RSO has adequate funding, the purchase order will be sent to the requestor, who is then responsible for providing the vendor with a copy of it and informing them that after the good or service has been provided they must email an invoice (referencing the PO number listed on the purchase order) to Accounts Payable at acctpay@gmu.edu to receive payment in net 30 days (Mason's standard payment terms). Tell the vendor that their invoice must meet the following requirements:
b. Invoice must reference the PO number (i.e., the purchase order number). c. Invoice must include an itemized list of what was purchased. d. Invoice must list the vendor's remittance address. e. Invoice must be billed to "George Mason University" only. | Purchase order sent to requester within 3 to 5 business days. |
| The Mix Reservation | The MIX is a collaborative and innovative ‘makerspace’ open to anyone in the Mason community. It offers access to tools and technology, including 3-D printing, virtual reality head sets, sewing machines, and much more. It’s a place where Mason students, staff, faculty, and alumni can come together to develop ideas, research problems, craft solutions, and start companies. INSTRUCTIONS 1. Fill out and submit the online Event Request Form, taking into consideration that your event must be in line with The Mix’s mission: "With the goal of encouraging and celebrating entrepreneurship and innovation across the whole of the university, George Mason University has begun to build out a network of on-campus entrepreneurship-focused collaboration and maker spaces. We call this network the Mason Innovation Exchange (MIX). Programs encourage multi-disciplinary collaboration across all of Mason’s schools and degree programs (e.g. engineering, science, business, liberal arts). It is the place at Mason where groups can come together to develop ideas, research problems, craft solutions, and start companies. We currently operate at two locations at the Fairfax campus, the MIX@Innovation and the MIX@Fenwick.” 2. After your space request has been reviewed, you will receive an email, either confirming that the space has been reserved for your RSO, or (if your requested date and/or time is not available) providing you with alternative dates and/or times. 3. If a contract is required due to rental fees, the staffing of The MIX before or after regular business hours, the participation of minors, or the exclusive use of the MIX, it will be included in the email that you receive. 4. When you receive your email confirmation, you may be asked to reconfirm your contact information. | ||
| Travel Policy & Procedure | Travel Reimbursement must be submitted within 45 days of return date. | All travel expenses are paid by the traveler and reimbursed after the trip. Travelers should carefully review the Travel Procedures for Registered Student Organizations presentation at least two weeks prior to their departure date. Failure to adhere to any of the travel policies or procedures in the presentation may prevent a traveler from being reimbursed. INSTRUCTIONS 1. The student pays their travel expenses using their personal cash or credit card. 2. The student payee logs into Mason360 and selects "Reimbursement (including Travel)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.) 3. Fill out the required information and attach the itemized receipt(s), which should clearly show proof of payment. 4. Submit the RSO Spending Request form in Mason360. The reimbursement payment will be sent via direct deposit or mailed to the payee's current address in Patriot Web. Additional Information / Requirements | Reimbursement payment sent via direct deposit or mailed to payee usually within 4 weeks. |