George Mason University: Student Involvement
(703) 993-2909
sa@gmu.edu

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
ItemDeadlineDescription & RequirementsProcessing Time
25live accessInstructions
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, contact the RSO Lead Team (at rso@gmu.edu) about any changes. Don't forget to update your RSO's Mason360 webpage as well.
2. Complete the online RSO training (content and quiz).

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 GMJ 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 Large Space (Video Tutorial)Link: How to Reserve a Large Space in 25live (Video Tutorial)

*You will be redirected to coursemedia.gmu.edu.
25live: Reserving Center for the ArtsInstructions
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 (either SFB or SGR) 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.
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25live: Reserving George Mason StatueInstructions
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.
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25live: Reserving Harris TheatreInstructions
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 (either SFB or SGR) 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.
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Advertising: Banners
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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
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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
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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
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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: LeafletingLeafleting 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 & PrintingThe 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 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
Cash Handling Policy & Procedure: Events in ArlingtonWhen an event is scheduled through University Events, Registered Student Organizations (RSOs) must communicate if this is an event where cash will be exchanging hands.

For events that occur on the Arlington campus, RSOs should contact Dr. Lori Cohen Scher, Assistant Dean for University Life Arlington, directly to determine procedures for that specific campus (ularl@gmu.edu).

Instructions
1. Read the Cash Handling Policy & Procedure handout.
2. Inform University Life Arlington that your event involves cash collection.
Cash Handling Policy & Procedure: Events in FairfaxWhen an event is scheduled through University Events, Registered Student Organizations (RSOs) must communicate if this is an event where cash will be exchanging hands.

For events that occur on the Fairfax campus, University Events will notify Student Involvement of all student events with cash collection scheduled to occur. For all late night events and major events, a Student Involvement representative will be assigned to the event. (Student Involvement reserves the right to determine if an event other than those in the categories stated above need to have a Student Involvement representative present.)

Instructions
1. Read the Cash Handling Policy & Procedure handout.
2. Inform University Events that your event involves cash collection.
Cash Handling Policy & Procedure: Events in SciTechWhen an event is scheduled through University Events, Registered Student Organizations (RSOs) must communicate if this is an event where cash will be exchanging hands.

For events that occur on the SciTech campus, RSOs should contact Assistant Director of University Life Erin Brandt (ulscitec@gmu.edu) directly to determine procedures for that specific campus.

Instructions
1. Read the Cash Handling Policy & Procedure handout.
2. Inform University Life SciTech that your event involves cash collection.
Cash Handling Policy & Procedure: Wristband ProcedureA Student Involvement representative will be scheduled for all Registered Student Organization (RSO) sponsored events where wristbands are required. The RSO must designate one of its members to work alongside the Student Involvement representative from the start of the event (when wristbands are to be given out) and remain in this role until the final wristband is distributed.

Instructions
1. Read page 2 of the Cash Handling Policy & Procedure handout.
Catering: Approved Off-Campus Caterers & Payment Options
OPTION 1:
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Reimbursement request to SIBA within 45 days of the purchase date


OPTION 2:
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Purchase order request to SIBA at least 3 full business days prior to event (5 full business days prior to event if submitted in April or May or if PO amount is $2000 or more)
To use an off-campus caterer, Registered Student Organizations (RSOs) are required to select one of the vendors on the University’s Approved Caterers List. When using a GMU approved caterer, you have two options for paying.

OPTION 1: If the catering is less than $2000, a member of your RSO may pay for the food out-of-pocket and then seek reimbursement afterwards. See Reimbursement instructions.
OPTION 2: A Purchase Order (PO) may be requested in advance. See Purchase Order (General) instructions.

Additional Information / Requirements
  • With the exception of orders placed with Sodexo, a Food & Beverage Authorization and Payment Form is required for catering orders that are $2000 or more and/or exceed the individual meal per diem rates ($10 breakfast, $15 lunch, and $25 dinner).
  • If the catering order is $2000 or more, a vendor price quote is required.
  • Not all vendors on the University's approved caterers list will accept a PO. When dealing with these vendors, you will have to pay out-of-pocket (no more than $2000) and then seek reimbursement afterwards.
    • OPTION 1:
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    Reimbursement check issued and sent to payee within 1 to 2 months.


    OPTION 2:
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    Purchase order emailed to requester within 3 to 5 business days.
    Catering: Mason Catering Office (Sodexo)The easiest way to purchase food for your events is to order it from the on-campus Mason Catering office, known as Sodexo. The Mason Catering office offers two types of catering: regular and Shoestring Menu orders.

    The Mason Catering handout includes information about placing and paying for Mason Catering orders.
    Catering: Mason Retail Dining (Sodexo)In addition to the University's Approved Caterers List and the Mason Catering office, Registered Student Organizations (RSOs) are also allowed to order food from any of the Sodexo-owned and operated, on-campus retail dining locations, including Dunkin' Donuts, Starbucks, Subway, etc.

    The Mason Retail Dining handout includes information about placing and paying for catering orders at these locations.
    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.
    Deposits into Your RSO AccountDeposits are made at the Cashier’s Office in SUB I.

    Instructions
    1. Obtain a Cash Receipt Form from the front desk of Student Involvement. (This is a carbon copy form, which means that it cannot be downloaded.)
    2. Fill out in ink (no pencils) the Cash Receipt Form accordingly:
      a. "Bank No." is 1.
      b. Check the box next to either "Cash" or "Checks."
      c. List the current date.
      d. The "Fund/Org" is your RSO’s six-digit org code, which starts with “61xxxx.”
      e. Select (from the following list) the "Account No." that best describes the type of money that you have collected.

      Dues - 08411
      Event Ticket Revenue - 08412
      Admission Fees - 08413
      Booth/Concessions - 08415
      Sportswear Sales - 08417
      Sponsorships - 08418
      Food Sales - 08420
      Other Receipts - 08499 (use for RSO debts)

      f. List a specific description, such as “Kappa dues” or “Alumni Club sponsorship" or "RSO Debt."
      g. Enter in the amounts.
      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.
    3. On the back side of each check in the "Endorse Here" section, write the following: “For Deposit Only, GMU Org 61xxxx”. (Replace the x’s with the last four digits of your RSO account number.)

    Additional Information / Requirements
  • The Cash Receipt Form should be completed before arriving at the Cashier’s Office in order to avoid creating delays for other customers in line.
  • If you are depositing cash and checks at the same time, fill out a separate Cash Receipt Form for each.
  • If you are depositing more than one check, please type up a list that includes the following information: check no., remitter's name, and amount. Submit this list along with the Cash Receipt Form and checks to the cashier.
  • After making your deposit, retain the carbon copy of the Cash Receipt Form for your records for at least three fiscal years.
  • If you send an email request to sibudget@gmu.edu, we can check to see that your deposit(s) posted properly to your RSO account.
    • “Clock”
    Deposits post within 2 to 3 business days.
    Distinguished Quill Awards (DQA) ApplicationThe 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: 15-Step Event Planning ChecklistIn 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 15-Step Event Planning Checklist will serve as your guide to host a successful event at Mason.
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    Executive Board Member ChangeWhenever a Registered Student Organization (RSO) has a scheduled or unscheduled executive board member change, the organization needs to notify Student Involvement as soon as possible.

    Instructions
    1. Email rso@gmu.edu to let the RSO Lead Team know that the executive board member is changing. Include the following information in the email:
      a. Name of previous executive board member
      b. Position that is being changed
      c. Name of the new executive board member
      d. George Mason email and G# of new board member
    2. Online trainings will be set up for the officer by the RSO Lead Team.
    Fundraising (SGR)Fundraising is a great way to generate revenue to pay for your Registered Student Organization (RSO) expenses.

    Instructions
    1. To establish a fundraiser, you'll likely be asked to prove that your group is a non-profit organization. As an entity of the University, your RSO's tax status and tax ID number (or TIN, also known as the EIN) is the same as the University's. To obtain the University's EIN or a copy of the University's W-9 form, which you may be asked to provide, please e-mail sibudget@gmu.edu.
    2. Since the W-9 form, which proves that you are a non-profit organization (thus making you eligible for a fundraiser), is the University's and your RSO account belongs to the University, the fundraiser check should be issued in the name of "George Mason University" and sent to its primary address (i.e., 4400 University Drive, Fairfax, VA 22030), listed on the W-9 form.
    3. However, it is important to include (probably within the street address) either the name of our office (i.e., Student Involvement) or our mail stop number (2D6) as part of the mailing address. Otherwise, the fundraiser check will likely bounce around campus from office to office and may never get delivered to you.
    4. It is also helpful to include (maybe in the description section) the name of your RSO, so when the check arrives in our office we know whom to contact to pick it up. When we receive fundraiser checks that don't clearly indicate the RSO's name on the check stub, our office must then contact the vendor (i.e., Chipotle or Panda Express) with the check number to figure out to which RSO it belongs. This obviously causes delays in getting the check to you.
    5. Finally, when our office receives the fundraiser check and knows to whom it belongs, Team SI (i.e., the front desk staff of Student Involvement) will log it in and contact the RSO president or treasurer to come by the office to pick it up and take it to the Cashier's office for deposit. (Instructions on how to make a deposit at the Cashier's office can be found on the online RSO Self-Service Center).
    Honorarium
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    Guest Lecturer Acknowledgement submitted to RSO Lead Team 2 business days prior to event

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    Honorarium documents submitted to SIBA 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 (either SFB or SGR) to pay for the honorarium.
    2. Have the honorarium recipient fill out and hand sign a Virginia Substitute W-9 Form. (Digital signatures are not allowed. If the honorarium recipient is a foreign national, contact sibudget@gmu.edu as soon as possible for further instructions.)
    3. Email the following documents to sibudget@gmu.edu after the event:Additional Information / Requirements
  • There is no contract, and the amount is not set or negotiated by the recipient and cannot exceed $1,999 or be paid to a third party. (RSOs should avoid discussing any sort of payment or compensation with the recipient prior to the event. Doing so could prevent an honorarium request from being processed.)
  • Honorariums cannot be paid to Mason students or employees (including part-time employees or even recent employees).
  • Honorariums can be paid only to individuals, not to businesses or non-profit organizations.
  • Honorariums may include an amount to help defray the cost of the recipient’s travel expenses. For example, you may pay a speaker a $400 honorarium, which includes $200 for a presentation and $200 for travel expenses. (Note: Presenters should arrange and pay for their own transportation; students should never pay out-of-pocket for a presenter’s travel expenses.)
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    Honorarium payments issued at least net 30 days after event.
    Housing & Residence Life (HRL): Space Use PolicyPlease 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) TransferA journal voucher (JV) transfer is an internal movement of money between University accounts. Typically, JV transfers are used when RSOs co-sponsor events with other RSOs or university offices. JVs are also used to pay Mason Recreation for use of their fields or equipment.

    Instructions
    1. Email the following information to sibudget@gmu.edu:
      a. Your RSO name and organization code
      b. Amount of money to be transferred
      c. Purpose and/or name of event associated with the transfer
      d. Name, organization code and contact information of the receiving RSO or office (i.e., the group being given the money)
    Mason360 Tool KitFor more information on the following topics, please visit the Mason360 Officer Tool Kit.

    GROUP & MEMBER MANAGEMENT
      How to mass upload group members
      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 access the event creation form
      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 to your group members
      How to send an email with an email template

    ADDITIONAL RESOURCES
      How to add files (Documents and Photos) to your group
      How to find quality photos for your event photo
      Mason360 Image Dimensions
      List of all Mason campus building addresses
      Set-up Meeting Scheduler
    On-Campus "Charging"Your RSO may provide its organization code to certain on-campus offices to “charge” goods and services directly to its budget. These offices include: Parking Services, Event Services, Print Services, the Catering Office, and Police Services.

    Instructions
    1. Secure funding (either SFB or SGR) to pay for the on-campus charge.
    2. Contact the GMU office, from which you want to "charge" a good or service, and submit your order/request.
    3. Provide the GMU office with your RSO's org code (i.e., six-digit account number, starting with "61xxxx").
    4. After the event, the cost of the good or service will be deducted automatically from your RSO account.

    The On-Campus "Charging" handout provides more information about on-campus charging and the GMU offices that offer it.
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    On-Campus charges post at the end of each month.
    Paying Conference / National DuesRegistered Student Organizations (RSOs) have two options when paying for conference registration fees and/or membership dues.

    OPTION 1: The University issues payment directly to the conference organizer / national organization for the registration fees / membership dues.
    Instructions
    1. Fill out the RSO Payment Request Form, listing the conference organizer / national organization, to whom we owe payment, as the payee.
    2. Email the following documents to sibudget@gmu.edu:3. The Accounts Payable office will issue payment in net 30 days and send it directly to the conference organizer / national organization.


    OPTION 2: 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 fills out the RSO Payment Request Form, listing themselves as the payee.
    3. Submit to the front desk of Student Involvement the RSO Payment Request Form and original 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.. 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.

    Additional Information / Requirements
  • If we are only reimbursing the registration fee (i.e., no other travel expenses are being reimbursed), then the student does not need to use the university's Travel Request System.
    • OPTION 1:
    “Clock”
    Payment issued and sent to vendor net 30 days after submission.


    OPTION 2:
    “Clock”
    Reimbursement check issued and sent to payee within 1 to 2 months.
    Purchase Order (PO)
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    Purchase order request to SIBA at least 3 full business days prior to event (5 full business days prior to event if submitted in April or May or if PO amount is $2000 or more)
    		Some local vendors will accept a Mason purchase order (PO) in lieu of a cash or credit card payment at the point of sale, thus saving you from having to pay out-of-pocket for an expense.

    Instructions
    1. Ask the vendor if it accepts Mason purchase orders.
    2. If it does, then request a price quote (if applicable) that excludes Virginia sales tax. (GMU is a tax-exempt organization. E-mail sibudget@gmu.edu to obtain a copy of the university’s tax-exempt certificate.)
    3. Fill out the Purchase Order (PO) Request Form. (Remember to obtain either the RSO president or treasurer’s signature on the form.)
    4. E-mail the form along with the price quote (if applicable) to sibudget@gmu.edu at least 3 full business days before the PO is needed (i.e., prior to the event date or receipt of the good or service). During busier times of the year (April and May) and/or if the PO amount is over $2000, the request needs to be submitted at least 5 full business days in advance.
    5. If the RSO has adequate funding (either SFB or SGR), a copy of the PO will be e-mailed to the RSO.
    6. Provide the vendor with a copy of the PO (either via e-mail or by sending a hard copy) prior to placing any order or purchasing any items.
    7. After the event or the good or service has been received, the vendor MUST email their invoice directly to the Accounts Payable office at acctpay@gmu.edu to receive payment in net 30 days (the University's standard payment terms). Let them know that their invoice must meet the following requirements:
      a. Invoice needs to state "invoice" on it.
      b. Invoice must reference the EP 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.
    Additional Information / Requirements
  • Once a PO has been issued, its amount cannot be revised without prior permission.
  • POs may not be used to purchase prohibited items (i.e., alcohol, gifts, gift cards, personal items, etc.).
  • The purchase of promotional items, printing, and t-shirts must be done through a university-approved vendor. See Approved Vendors for more information.
    • “Clock”
    Purchase order emailed to requester within 3 to 5 business days.
    Reimbursement
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    Reimbursement request to SIBA within 45 days of the purchase date
    		If a vendor does not accept a Mason purchase order or your RSO does not have enough time prior to your event to request one from Student Involvement, then one of your RSO members will need to pay out-of-pocket for the expense (under $2000) and seek repayment afterwards.

    Instructions
    1. An RSO member pays the vendor using their personal cash or credit card.
    2. The student payee fills out the RSO Payment Request Form. (The RSO president or treasurer should sign the first line as the “RSO Officer.” The payee should sign the second line as the “GMU Student or Employee.” If the payee is the RSO president or treasurer, then they should sign the form twice.)
    3. Attach the original, itemized receipt(s), which should clearly show proof of payment.
    4. Make copies (either electronic or paper) of all the documentation for your RSO records.
    5. Submit the form, original receipt(s), and proof of payment (if applicable) to the front desk of Student Involvement within 45 days of the purchase date.

    Additional Information / Requirements
  • Virginia sales tax is not reimbursable, so you will need to obtain from sibudget@gmu.edu a copy of the University's tax-exempt certificate in advance.
  • Prohibited items (i.e., alcohol, gifts, gift cards, personal items, etc.) are not reimbursable.
  • Copies of receipts are not accepted.
  • The credit card receipt is not considered an itemized receipt.
  • If your receipt does not clearly show payment details, then you will need to submit additional proof of payment (i.e., a copy of the front and back sides of a cashed check or a copy of the credit card or bank statement, showing the charge for the transaction).
  • The purchase of promotional items, printing, and t-shirts must be done through a university-approved vendor. See Approved Vendors for more information.
    • “Clock”
    Reimbursement check issued and sent to payee within 1 to 2 months.
    RSO Funding SourcesThere are two funding sources for your RSO activities: Self-Generated Revenue (SGR) and Student Funding Board (SFB).

    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. This money is then deposited into your RSO account at the Cashier's office. (For instructions on how to deposit SGR into your RSO account, please go to the section titled, "Deposits into Your RSO Account.")

    The second way to obtain funding for your RSO activities is to apply for it from the Student Funding Board, or SFB. 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.)
    RSO Opportunities: Get Connected FairThe 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
  • Signups for this event open in the late summer for all RSOs.
  • Information regarding each year’s fair will go out in the RSO Newsletter and via RSO social media, or you can visit the RSO webpage and click on “Opportunities.”
  • Contact Information: Welcome2Mason committee (welcome@gmu.edu)
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    RSO Opportunities: RSO Winter FairThe RSO Winter Fair generally takes place early in the spring semester in Dewberry Hall (located in the Johnson Center).

    Additional Information / Requirements
  • Signups for this event open in the late fall for all RSOs.
  • Information regarding each year’s fair will go out in the RSO Newsletter and via RSO social media, or you can visit the RSO webpage and click on “Opportunities.”
  • Contact Information: RSO Lead Team (rso@gmu.edu)
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    RSO Opportunities: YardFestYardfest 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
  • Signups for these events open in the middle of each semester from Student Involvement, but the contact for the event will be someone in the Admissions office.
  • Information regarding each year’s fair will go out in the RSO Newsletter and via RSO social media, or you can visit the RSO webpage and click on “Opportunities.”
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    RSO Spending MethodsThe University-approved spending methods available to RSOs include: on-campus charging, purchase orders, reimbursements, and JV transfers. (For more information and instructions on each of these spending methods, please search for these terms.)

    Additional Information / Requirements
  • The RSO president and treasurer are the only individuals authorized to approve spending from your RSO account. One of their signatures is required on all spending requests submitted to Student Involvement.
  • Your RSO will be assigned a six-digit organization code (also referred to as the account number) that starts with either “610” or “611” with the last three digits being unique to your RSO. This organization code (or org code for short) will be used by your RSO to spend both its SFB funding and self-generated revenue. Additionally, your RSO will use the same spending methods for both SFB funding and SGR. In other words, there is no difference in how your RSO will spend these two funding sources.
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    RSO Training Modules**These links do NOT give access. Access is only given to President and Treasurer upon completion of trainings in Blackboard.**

    RSO Need to Know
    Fiscal Management
    25live (Tier 1)
    25live (Tier 2)
    Special & Major Event Checklist
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    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.

    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
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    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. Select the first link titled "2019-2020 SFB Application (All event types)."
    4. Fill out the application on Mason360. (You may need to log in.)
    5. Press submit at the end! You should receive an email confirmation of your submission.
    Student Funding Board (SFB) Event Evaluation FormInstructions
    **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 2019-2020."
    4. Fill out the form on Mason360. (You may need to log in.)
    5. Press submit at the end!
    Student Funding Board (SFB) Faculty Advisor FormInstructions
    **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.)
    5. Press submit at the end!
    Student Services Entertainment & Event Agreement
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    Student Services Entertainment & Event Agreement to RSO Lead Team at least 15 business days prior to event


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    Purchase order request to SIBA at least 5 full business days prior to event

    		If your Registered Student Organization (RSO) plans to bring a non-Mason individual or company onto campus 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.

    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 15 business 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 e-mailing a copy of the vendor-signed Agreement to sibudget@gmu.edu along with the following documents at least 5 full business days prior to the event:3. If funding (either SFB or SGR) has already been secured for the expense, a copy of the purchase order (PO) will be e-mailed to the RSO.
    4. Provide the vendor with a copy of the PO (either via e-mail or by sending a hard copy) prior to the event.
    5. After the event, the vendor MUST email their invoice directly to the Accounts Payable office at acctpay@gmu.edu to receive payment in net 30 days (the University's standard payment terms). Let them know that their invoice must meet the following requirements:
      a. Invoice needs to state "invoice" on it.
      b. Invoice must reference the EP 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.
    Additional Information / Requirements
  • The Agreement serves several purposes, the most important of which is to establish the purpose of the service to be provided, the dates of the service, and the vendor's obligations and responsibilities, including the amount of liability insurance that they must carry.
  • The Agreement protects the interests of both the University and your RSO.
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    The Mix ReservationThe 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
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    Travel Authorization must be approved one week prior to departure date.


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    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.

    Additional Information
  • At least one week prior to the departure date, the traveler must log into the Travel Request System (TRS) to fill out and submit their Request and Authorization to Travel. The traveler should alert their RSO faculty advisor that they will receive an automated email, asking them to approve the authorization. The authorization must be approved prior to any travel.
  • Within 45 days of the return date, the traveler must log into the TRS to fill out and submit the Travel Expenses Reimbursement Voucher. The travel reimbursement must be submitted and approved (by the RSO faculty advisor) within 45 days to avoid taxes being deducted from the reimbursement amount.
  • Due to tax implications, each traveler must pay for their own expenses. Travelers should not pay for another traveler's expenses (including but not limited to shared hotel accommodations, airfares, meals, registration fees, etc.) nor should they claim another traveler's expenses for reimbursement. Doing so may prevent the traveler from being fully compensated.
    • “Clock”
    Reimbursement check issued and sent to payee within 1 to 2 months.
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