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 at the top of the table to narrow your search. 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
- AP = Accounts Payable
- ES = Event Services, es@gmu.edu
- RSO = RSO Lead Team, rso@gmu.edu
- SFB = Student Funding Board, sfb@gmu.edu
- SI = Student Involvement Staff, aduffey3@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 |
|---|---|---|---|
| 15-Step Event Planning Checklist | In order to host a successful event, student organizations 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. Handout (png): 15-Step Event Planning Checklist. | ||
| Bench Painting Application | 04/19/18 11:59pm EST | Bench painting is a both a tradition and also a way of honoring outstanding organizations here at George Mason University. Each year, the RSO department allocates the 38 benches to the organizations that apply and are reviewed on the timeliness of their application, completion as well as academic and leadership based merits. Application instructions: 1.. Print and complete the Bench Painting Design Sketch-Signature Sheet 2. Complete the Bench Painting Application on GetConnected and upload the Bench Painting Design Sketch-Signature Sheet 3. Click the submit button GetConnected step-by-step instructions: 1. The first page will have the rules for the application and will require you to SIGN your NAME at the bottom, click next after. 2. The second page will have Contact Info for President and Treasurer, Org Info and Faculty Advisor Info. 3. The last part will be a section to upload your “Bench Painting Design Sketch- Signature Sheet” using .jpeg -- KEEP YOUR SKETCH. 4. The next page is to indicate the 3 colors you will need on that day. 5. The next page are a series of questions asking you about why your organization should have a bench and what your mission is. Be as elaborate as possible. 6. The final page is also a series of rules to double check, and will require to SIGN your NAME. 7. Make sure you press submit at the end! |  5 business days (application review) |
| Cash Handling Policies and Procedures - Events in Arlington | When 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 Policies & Procedures handout (Spring 2018) 2. Inform University Life Arlington that your event involves cash collection | ||
| Cash Handling Policies and Procedures - Events in Fairfax | When 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 Policies & Procedures handout (Spring 2018) 2. Inform University Events that your event involves cash collection | ||
| Cash Handling Policies and Procedures - Events in SciTech | When 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 Erin Brandt, Assistant Director of University Life, directly to determine procedures for that specific campus (ulscitec@gmu.edu). Instructions: 1. Read the Cash Handling Policies & Procedures handout (Spring 2018) 2. Inform University Life SciTech that your event involves cash collection | ||
| Cash Handling Policies and Procedures - Wristband Procedures | Wristband Procedures A Student Involvement representative will be scheduled for all RSO sponsored events where wristbands are required. One RSO member must be designated to be the responsible person to work alongside the Student Involvement representative from the initial point 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 Policies & Procedures handout (Spring 2018) | ||
| Corner Pocket Reservation (Game Room, Side Pocket, Patio & Club Collaboration Discount) | Registered Student Organizations are eligible to reserve the Corner Pocket Game Room, Side Pocket and Patio. The handout includes reservation instructions and also covers the club collaboration discount. Handout (pdf): Corner Pocket Reservation | ||
| Distinguished Quill Awards (DQA) Application | The Distinguished Quill Awards 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 the Student Involvement and the RSO Leadership Team. (Enter instructions) | RSO | |
| Event Services - Advertising - Flyers in Student Centers | How to hang flyers in Student Centers buildings (no reservation needed) Guidelines: 1. Each flyer must contain the organization’s name and contact information (email/phone number) in order to be hung. 2. All Registered Student Organizations are allowed to hang a total of 18 flyers; the Johnson Center (12), SUB 1(4), HUB(1), and Southside(1). 3. Before hanging, take all of your flyers by the Student Centers Office (JC324) to be stamped. All flyers posted without the Student Centers approval stamp will be discarded. 4. The flyer will be stamped with a designated date. This date will be an event date or registration deadline. For a full list of flyer guidelines and procedures, visit the Student Centers website. | ES | |
| Event Services - Advertising - Johnson Center (JC) Pole Banners | 5 business days prior to reservation begin date | How to use Johnson Center pole banners Guidelines: 1. Reservation must be made at least 5 business days prior to reservation begin date. Pole banners are only available in the Johnson Center on the 1st and Ground floors. 2. Banners are to be used to promote school spirit, campus-wide events, academics, or campus services 3. Requirements: Pole banners must be made of vinyl and 30” wide by 60-64” tall with a 2.5” seam on top to be hung from. 4. All banner reservations are hung up and taken down on Sunday afternoons. 5. The name of the sponsoring organization must appear on all banners. Banners must be approved by Student Centers before being hung. You must send a picture of the banner to scenters@gmu.edu prior to your reservation start date. 6. Reservations for banners must be made through your organizations, 25live account. 7. You will receive a confirmation from Student Centers once the reservation is confirmed. 8. Banner MUST be dropped off in the Student Centers office (JC324) by 3pm the Friday BEFORE your reservation begins in order to be hung. | ES |
| Event Services - Advertising - Kiosk Fundraiser | 2 business days prior to reservation begin date | How to host a fundraiser at a kiosk Guidelines: 1. Reservations must be made at least 2 business days before reservation begin date 2. Kiosks MUST be reserved through 25live.gmu.edu. Those who submit forms through the Student Centers website will be asked to resubmit through 25live. 3. All food and beverages being sold or given out may be individual serving size HOWEVER, they MUST be commercial produced or store bought. Under no circumstance can homemade baked goods be distributed. 4. If you are selling or passing out food that is not from a vendor on the GMU approved caterers list, you MUST post a sign on your kiosk stating: “This food is not provided by a George Mason University approved caterer. Consume at your own risk.” For a full list of food safety procedures visit, https://studentcenters.gmu.edu/mason-event-food-safety-procedures-guidelines/. 5. If you are hosting a donation drive at your kiosk, you MUST submit documentation from the receiving organization, which demonstrates that organization’s acknowledgment and approval of the collection of funds and/or items for them, to scenters@gmu.edu at least 2 business days prior to your kiosk reservation. Kiosk approval will not be granted until documentation has been received. 6. For a full list of kiosk guidelines, visit the Student Centers website. |  2 business days |
| Event Services - Advertising - Kiosk Reservation | How to reserve Student Centers kiosks Guidelines: 1. Reservations must be made at least 2 business days before reservation begin date 2. Kiosks are available for Registered Organizations free of charge. They are a great way to recruit members, advertise events, promote fundraisers, etc. Each organization is able to rent kiosks for up to 60 hours per semester. 3. The Johnson Center, SUB 1, the HUB, and Southside have both indoor and outdoor kiosk locations available. Space is available on a first come, first serve basis which means, reservations should be submitted as early in the semester as possible. 4. Requirements: You must have a student from your organization at the kiosk at all times. 5. Only 1 item, such as a stand-up banner is allowed on one side of the kiosk, but not both. The item must fit within a 3’ by 3’ area. No extra tables are to be set up next to your kiosk. Kiosks, under no circumstance, are to be moved from their designated location. 6. Kiosks MUST be reserved through 25live. Those who submit forms through the Student Centers website will be asked to resubmit through 25live. For a full list of kiosk guidelines, visit the Student Centers website. | ES | |
| Event Services - Advertising - Space Allocations for Collection Drive | Collection drive: How to reserve space allocations Guidelines: 1. Forms must be submitted to Student Centers at least 3 business days before reservation begin date 2. If you are hosting a collection drive, Space Allocations can be reserved for donation boxes/bins. Space Allocations are available in the Johnson Center, SUB 1, Southside, and the HUB. 3. The organization is responsible for providing their own collection box/bin as well its set up and removal. All boxes/bins must be removed within one day of the reservation’s end date. 4. Space Allocation request forms may be picked up and completed in the Student Centers office JC 324. 5. Once the request is approved by Student Centers’ staff, a copy of the signed form must be placed on each box/bin. 6. Boxes/bins without the signed request form will be discarded. For a list of Space Allocation locations, visit the Student Center website and select Procedures or contact Student Centers at scenters@gmu.edu or 703-993-2921. | ES | |
| Event Services - Advertising - Student Centers Easels | How to reserve Student Centers easels Guidelines: 1. Reservations must be made at least 3 business days prior to reservation start date. 2. If you need signage in another location, please reserve an easel (for a fee) through Event Services on the booking form at https://studentcenters.gmu.edu/events/student-centers-event-booking/ . 3. Reservations for free advertising easels may be made through your organization’s 25live account. You will receive a confirmation from Student Centers once the reservation is confirmed. 4. Easels are used to promote organizations, events, and provide directional support. Each location can be reserved for up to 14 consecutive days. 5. Easels and free-standing advertising are available free of charge when used in one of the 10 assigned locations. Easels MUST remain in the assigned areas and may NOT be moved. For a full list of guidelines and locations, visit the Student Centers website. | ES | |
| Event Services - Advertising - Student Centers Rail Banners | How to use Student Centers rail banners Guidelines: 1. Reservation must be made at least 5 business days before reservation begin date 2. Banners are to be used to promote school spirit, campus-wide events, academics, or campus services. Rail banners are available in all Student Center buildings. All banners are able to be hung for a total of 28 days per semester per banner. For dimensions and a full list of guidelines, visit the Student Centers website 3. All banner reservations are hung up and taken down on Sunday afternoons. 4. The name of the sponsoring organization must appear on all banners. Banners must be approved by Student Centers before being hung. You must send a picture of the banner to scenters@gmu.edu prior to your reservation start date. 5. Reservations for banners must be made through your organizations, 25live account. 6. You will receive a confirmation from Student Centers once the reservation is confirmed. 7. Banner MUST be dropped off in the Student Centers office (JC324) by 3pm the Friday BEFORE your reservation begins in order to be hung. | ES | |
| GetConnected - Add Faculty Advisor (to roster) | Add Faculty Advisor to roster instructions 1. Go to the getConnected webpage (https://getconnected.gmu.edu) 2. Click on the nine (9) square box in the top-right corner of the window screen 3. A drop-down menu with three (3) sections will appear on the screen. Click the manage section. 4. An organization search bar will appear in the middle of the window. Search for the name of the organization 5. Select the name of the organization for which you are searching. Click the three (3) bars in the top-left corner of the window screen 6. A drop-down menu will appear on the screen. Click the roster section. 7. Click the tab labeled ‘Invite People’ on the right side of the window. 8. Enter in the email address of the Mason employee you are requesting to be the faculty advisor of the organization. 9. Press send! (or ‘Add email addresses’) 10. Faculty/Staff member will be sent an invitation. 11. On the Faculty/Staff member getConnected home page, a tab labeled ‘Invitation Pending” will appear. 12. The Faculty/Staff member MUST accept the organization’s request by clicking the confirm button. | RSO | |
| GetConnected - Community Service Hours | The "Track Your Community Service Hours" handout provides information on how both Student Organization Leaders and Individual Students can record their community service hours through getconnected.gmu.edu. Handout (pdf): Track Your Community Service Hours | RSO | |
| GetConnected - Event Evaluation Form | Event Evaluation Form instructions 1. Click here to access the Event Evaluation Form (you will be redirected to getConnected) 2. Enter your Mason username/password 3. Fill in ALL information on the Event Evaluation Form 4. Be sure to press submit at the end of the form! (Please DO NOT assume the evaluation is automatically submitted to the SFB board!) | RSO | |
| GetConnected - Event Submission | Event submission instructions 1. Go to the getConnected webpage (https://getconnected.gmu.edu) 2. Click on the nine (9) square box in the top-right corner of the window screen 3. A drop-down menu with three (3) sections will appear on the screen.Click the manage section. 4. An organization search bar will appear in the middle of the window. Search for the name of the organization. 5. Select the name of the organization for which you are searching. Click the three (3) bars in the top-left corner of the window screen 6. A drop-down menu will appear on the screen. Click the event section. 7. Click the tab labeled ‘Create Event’ on the top right side of the web page 8. Fill out the event submission form 9. Press submit! | RSO | |
| GetConnected - Faculty Advisor Form | Faculty Advisor Form instructions **These steps MUST ONLY be done by the Faculty Advisor! 1. Click here to access the Faculty Advisor Form (you will be redirected to getConnected) 2. Enter your Mason username/password 3. Fill in ALL information on the Faculty Advisor Form 4. Be sure to press submit at the end of the form! (Please DO NOT assume the form is automatically submitted to the SFB board!) | RSO | |
| GetConnected - Roster Update | 9/1/18 and 2/1/19 | Roster update instructions 1. Go to the getConnected webpage (https://getconnected.gmu.edu) 2. Click on the nine (9) square box in the top-right corner of the window screen 3. A drop-down menu with three (3) sections will appear on the screen. Click the manage section. 4. An organization search bar will appear in the middle of the window. Search for the name of the organization 5. Select the name of the organization for which you are searching. Click the three (3) bars in the top-left corner of the window screen 6. A drop-down menu will appear on the screen. Click the roster section. 7. Navigate to the bottom section of the web page where organization rosters can be updated by clicking on the pencil icon on the right-side of the web page (i.e. leadership switches, removal of members, etc.) | RSO |
| Honorarium Process | An honorarium is a one-time payment for a special, non-recurring activity or event for which a fee is not legally or traditionally 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 (i.e., a public address, oration, or other forms of oral presentation and includes participation in a panel, seminar or debate); and, 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). There is no contract, and the amount is not set or arranged by the recipient and cannot exceed $1,999. Honorariums can be paid only to individuals, not to businesses or non-profit organizations. Honorariums cannot be paid to GMU faculty, staff or students (including part-time employees or even recent employees). Please note than an honorarium 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. Presenters should arrange and pay for their own transportation; students should never pay out-of-pocket for a presenter’s travel expenses. To pay an honorarium, email the five documents listed below to sibudget@gmu.edu: 1. RSO Payment Request Form 2. Virginia Substitute W-9 form from the presenter 3. Independent Contractor Form 4. Volunteer/No Pay Agreement, and 5. Flyer or newsletter advertising the presentation |  5 business days  10 business days |
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| Journal Voucher (JV) Process | RSOs can send money from their accounts to other RSO accounts or GMU offices by requesting an internal transfer called a Journal Voucher, or JV. Typically, JVs 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 to request a JV transfer of money to another RSO or GMU office: Email sibudget@gmu.edu the following information: 1. Your RSO name and organization code 2. Amount of money to be transferred 3. Purpose and/or name of event associated with the transfer 4. Name, organization code and contact information of the receiving RSO or office (i.e., the group being given the money) | SIBA: 5 business days General Accounting: 5 business days |
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| List of Approved Off-Campus Caterers and Payment Options | If you prefer to use a caterer other than Sodexo, you must use one of the GMU approved caterers 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 can pay for the food out-of-pocket and then seek reimbursement afterwards by filling out and submitting: 1. RSO Payment Request Form 2. itemized receipt or invoice 3. proof of payment (i.e., copy of credit card or bank statement, showing the charge for the transaction) Option 2: A Purchase Order (PO) can be requested. To request a PO: 1. E-mail to sibudget@gmu.edu an estimate or an invoice for the order and a Purchase Order Request Form 2. If the catering order is $2000 or more or exceeds the individual meal per diem rates (i.e., $8 breakfast, $10 lunch, and $15 dinner), you must also submit the Food & Beverages Authorization Form 3. Within one week of the event, e-mail the itemized invoice to sibudget@gmu.edu or submit the original itemized receipt to the Student Involvement office NOTE: Not all GMU approved caterers will accept a PO. When dealing with those vendors, you will have to pay out-of-pocket (no more than $2000) and then seek reimbursement afterwards. With the exception of orders placed with Sodexo, a Food & Beverages Authorization Form is required for catering orders that are $2000 or more and/or exceed the individual meal per diem rates (i.e., $8 breakfast, $10 lunch, and $15 dinner). | SIBA | |
| Making Deposits in Your RSO Account (General) | Deposits are made at the Cashier’s Office in SUB I. To make a deposit, you will need to complete a triplicate Cash Receipt form, which is similar to a bank deposit slip. Cash Receipt forms are available at the Student Involvement office in The HUB. 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. To complete the Cash Receipt form: 1. Bank number is always “1” 2. Use the current date 3. The organization code is your RSO’s six-digit account number, which starts with “610xxx” 4. Select (from the following list) the five-digit account code 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 5. List a specific description, such as “Kappa dues” or “Alumni Club sponsorship.” After making your deposit, retain the yellow copy of the Cash Receipt form for your records for at least three (3) 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. To find out how much SGR is in your RSO account, send an email to sibudget@gmu.edu. If your organization does not spend all of its SGR, the remaining amount will be carried forward to the next fiscal year. Unspent SFB, however, does not carry over from one year to the next. | SIBA | |
| Making Deposits in Your RSO Account to Pay Off Debt | Deposits are made at the Cashier’s Office in SUB I. To make a deposit, you will need to complete a triplicate Cash Receipt form, which is similar to a bank deposit slip. Cash Receipt forms are available at the front desk of Student Involvement (located in the HUB #2300). 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 a check, please make sure it is written out to (i.e., "paid to the order of") George Mason University. To complete the Cash Receipt form: 1. Bank number is always “1” 2. Use the current date 3. The organization code is your RSO’s six-digit account number, which starts with “610xxx” 4. The account code is 08499 5. List a specific description, such as “RSO debt” After making your deposit, retain the yellow copy of the Cash Receipt form for your records for at least three (3) fiscal years. If you send an email request to | SIBA | |
| No Pay Agreement | Any outside entity (vendor, speaker or otherwise) who is not employed by the Commonwealth of Virginia needs to submit a “No-Pay Agreement” at least 5 business days prior to the event. Instructions to complete the form: Use the Student Involvement information at the top: Student Involvement, 703-993-1614, MSN 2D6 (do not worry about the fax number); In the “To” field: enter who will be coming to campus- name and affiliation; In the “From” field: enter the organization, name of contact for event (plus email and phone number); In the "Date" field: enter the date of the event; In the Mason Office/department field: enter the organization name; Fill out the rest of the blanks to the best of your ability with the “job title” being what they are coming for; Supervisor will be “Amber Duffey c/o of Student Involvement”. Form (pdf): No Pay Agreement | SI | |
| On-Campus "Charging" | RSOs may use their organization code (six-digit account number starting with “610xxx”) to “charge” on-campus services such as Print Services/Copy Center, Events Services, Catering (Sodexo), and facility rental (i.e., the Corner Pocket or Center for the Arts). When using your organization code to “charge” things, the cost of the expense will be deducted automatically from your RSO account (similar to using a debit card). Make sure there is enough SFB or SGR in your RSO account to cover the charges. Otherwise, your RSO will be required to make a deposit into its account to cover the cost of any overspending. RSOs accounts are not allowed to carry a negative balance. To learn more about on-campus charging, review the handout below: Handout (pdf): On-Campus "Charging" | SIBA | |
| Paying Conference/National Dues | RSOs have two options when it comes to 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. To do so: 1. RSO president or treasurer fills out the RSO Payment Request Form, listing the payee as the conference organizer/national organization we owe payment to. 2. He/she submits (preferably via e-mail to sibudget@gmu.edu) the form + conference organizer/national organization's invoice & Virginia Substitute W-9 form + the list of RSO student names, whose registration fees/membership dues we are paying. 3. Accounts Payable 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 his/her registration fee/membership dues. To do so: 1. Each RSO member pays his/her registration fee/membership dues out-of-pocket and then seeks reimbursement afterwards. 2. Each RSO member fills out the RSO Payment Request Form, listing his/herself as the payee. 3. He/she submits the form + original receipt (in this case it will likely be an electronic receipt, showing the student's name, the description of the expense, and the total amount paid) + proof of payment (i.e., a copy of the student's bank or credit card statement, showing the charge for the transaction) to the front desk of Student Involvement. 4.. Accounts Payable office will issue a reimbursement check within two to three weeks and send it directly to the student. NOTE: 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. | SIBA | |
| Purchase Order Process (Contracts) | To pay a speaker, DJ, performer, or workshop presenter: E-mail to sibudget@gmu.edu the six following documents: 1. Purchase Order Request Form 2. Student Services Entertainment and Event Agreement (along with a copy of the electronic routing document), which must be completed and signed by the presenter 3. vendor’s Certificate of Insurance, 4. Virginia Substitute W-9 form, which the presenter must complete 5. Independent Contractor Form, which you must complete to verify that the presenter is a contractor and not a GMU employee 6. invoice from the vendor NOTE: There are two types of contracts. For speakers, use the Lecturer contract. For all others, use the Entertainment contract. All parties contracted to perform at GMU will need to submit proof of insurance along with the signed contract. They must also submit an invoice after the event to receive payment. Mason faculty, staff, and students cannot be paid via contract. Under no circumstances should a student sign a contract. | SIBA | |
| Purchase Order Process (General) | Purchase Order Process 1. Ask the vendor if it accepts POs as a form of payment. 2. If it does, then request a price quote (when applicable) that excludes Virginia sales tax. o 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 to sibudget@gmu.edu at least 3 full business days before the PO is needed. During busier times of the year (September, May and June) and 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. 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.). 6. Provide the vendor with a copy of the PO (either via e-mail or by sending it a hard copy) prior to placing any order or purchasing anything. 7. Within one week of receiving the good or service, e-mail the invoice to sibudget@gmu.edu or submit the original itemized invoice to the Student Involvement office. Accounts Payable will not process a payment to the vendor without the invoice, so it is important that you submit this documentation as soon as possible. | SIBA | |
| Reimbursement Process | Reimbursement Process 1. A RSO member pays the vendor using his/her personal cash or credit card. Virginia sales tax is not reimbursable, so remember to obtain a copy of the university’s tax-exempt certificate beforehand by e-mailing sibudget@gmu.edu. Prohibited items (alcohol, gifts, gift cards, personal items, etc.) are not reimbursable. 2. Fill 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 he/she should sign the form twice. 3. Attach the original receipt(s) and proof of payment. Copies of receipts are not accepted. The receipt must be itemized. (The credit card signature slip is not an itemized receipt.) If you paid via check, credit card or debit card, proof of payment must also be submitted. Proof of payment is 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. 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 to the front desk of Student Involvement | SIBA | |
| Self-Generated Revenue (SGR) - Collecting Money Procedures (Fundraising, Campus Competitions, Membership Dues, Event Admission and Outside Donation/Sponsorship) | When collecting money for any reason, the following procedures apply: 1. Checks need to be made payable to “George Mason University.” If you want, you can list the name of your RSO in the memo line. 2. Cash and check receipts should be recorded using a cash register or log. Checks should be restrictively endorsed upon receipt. Turn the check over and write on the back: “For Deposit Only, GMU Org 610xxx”. (Replace the x’s with the last three digits of your RSO account number.) 3. A receipt must be given to each person who pays money. Receipt books are available to borrow from the Student Involvement office. Receipt books must be returned within a week after the collection of money has taken place. 4. All monies collected should be properly safeguarded between the time of collection and deposit. Cash amounts greater than $500 should be deposited the following business day. Lesser amounts must be deposited within the week. 5. All money collected must be deposited and expended through a university account. Money should never be deposited into a personal and/or off-campus bank account. If we find this happening, your RSO or individual members will be referred to Student Conduct. (Exception: RSOs with national or international affiliates that require their chapters to maintain outside bank accounts for tax purposes may do so.) 6. RSOs may not use third party processors (i.e., PayPal, Eventbrite, Venmo) to collect money that will be deposited in their RSO account at the Cashier’s office. 7. When money is collected at events, such as dances or parties, cash handling and wristband procedures must be followed. | SIBA | |
| Sodexo Catering (On-Campus Caterer | The easiest way to purchase food for your events is to order from the on-campus caterer, Special Occasions Catering, also known as Sodexo. Sodexo offers two types of catering: regular and Shoestring Menu orders. The handout includes information about Sodexo Catering and payment options for RSOs: Handout (pdf): Sodexo Catering (On-Campus) | SIBA | |
| Student Funding Board (SFB) - Application | SFB | ||
| Student Funding Board (SFB) - Faculty advisor Form | SFB | ||
| Student Funding Board (SFB) -Event Evaluation | SFB | ||
| Student Services Entertainment and Event Agreement | 10 business days prior to event | Agreement process IMPORTANT: The agreement process consists of six key steps. Please note that it takes between 20-30 days to complete all the requirements. Failure to complete this process at least 10 business days before the event will result in the event's cancellation, regardless of what has already been done for the event to happen, this includes but is not limited to: event services confirmation, checklist process, commitment to vendors etc. It is your responsibility, as the student organizer of this event, to successfully complete this agreement process within 10 business days of the event in order for the vendor to receive payment. Handout (pdf): Agreement process with SFB tips | SI |
| The Mix Reservation | The MIX is a collaborative and innovative ‘makerspace’ for anyone in the Mason community that offers open 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. 1. RSOs should send Nicole Kelleher (nkelleh@gmu.edu) an email with event name, brief description, date, time, and expected attendance. And consider that the 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. Nicole will respond via email within the week by sending the organization a request to fill out the “Request Mix” space form. 3. Once received, a team reviews the request to determine if the event is in line with the MIX’s mission statement. 4. If the requested date/time is available, Nicole will confirm via email with the organization that the space is being held for the organization. If not, Nicole will provide alternative dates. 5. If a contract is required due to rental fees, staffing of MIX before or after regular hours, participation of minors, or exclusive use of the MIX, Nicole will forward that via email as well. 6. Along with the confirmation of holding the space, Nicole will reconfirm contact information for university services such as parking, and/or any questions that might need to help complete the form. | ||
| Travel Policy and Procedure | All travel expenses are paid by the traveler and reimbursed after the trip. The Commonwealth of Virginia requires that travel be conducted in the most economical manner possible. For this reason, travel reimbursement requests submitted by GMU employees and students are closely reviewed for accuracy and appropriateness. If you do not follow proper procedures, it may be impossible for you to receive your travel reimbursement. Click on the link below to view the complete travel policy and procedure. Handout (pdf): Travel Policy and Procedure | SIBA | |
| Travel Procedures - Fiscal Management 3.0 Opt Out Form | 9/21/18 11:59pm (EST) | Fiscal Management 3.0 is the online training required for Tier 3 RSOs, which plan to apply for travel funding from the Student Funding Board. If a Tier 3 RSO does not plan to request SFB travel funding during the entire academic year, then both the President AND Treasurer must fill out and submit to sfb@gmu.edu the Fiscal Management 3.0 Opt Out Form. NO PAPER COPIES should be submitted. Instructions: 1. Print out the Fiscal Management 3.0 Opt Out Form 2. Complete and sign the form (both President AND Treasurer) 3. Scan form and email copy to sfb@gmu.edu | SIBA |
| Travel Procedures - Fiscal Management 3.0 Training | Fiscal Management 3.0 is the online training required for Tier 3 RSOs, which plan to apply for travel funding from the Student Funding Board. Each academic year that a Tier 3 RSO plans to apply for SFB travel funding, both the President and Treasurer must take this training and score at least 80% (or 8 questions correct out of 10) on the Blackboard quiz to ensure their understanding of the university’s travel policy and procedure. We highly recommend that any RSO member who plans on traveling — regardless of whether SFB funding or self-generated revenue (SGR) is being used to pay for it — read through this presentation, so he/she is aware of the travel policy and procedure, which if not followed can prevent him/her from being reimbursed for his/her travel expenses. Instructions: 1. Review travel procedures 2. Login in to Blackboard 3. Click on "Organizations" 4. Select the organization (enter name) 5. Complete the quiz | SIBA | |
| University Events - 25live access | 25live access Instructions: 1. Inform the RSO Lead Team about the new appointed President/Treasurer using the Re-Registration Application on GetConnected. If it is past deadline email rso@gmu.edu. 2. Complete the online RSO training (content and quiz) After you have successfully completed the online RSO training, you will receive log-in instructions to 25live.gmu.edu. Your username will be the first half of your gmu email (e.g.: abcde@gmu.edu, username is abcde). If you have not a set a password before, use “changeme”, and then change it after you log in. | SI UE |
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| University Events - Special and Major Event Checklist | 10 business days prior to event | RSO hosting a special or major event may be required to complete a Special and 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. Process: 1. Once an event is submitted via 25live (25live.gmu.edu) from a designated user for the organization, the scheduler (Kerry Longbottom - klongbot@gmu.edu) will take all of the logistics surrounding the event to determine if a checklist is needed. These are common determinations of a checklist but are not limited to the following: size of event, space for event, and type of event. 2. An email is sent from the scheduler (Kerry Longbottom - klongbot@gmu.edu) to let organizer know that the space is tentatively booked. The organizer needs 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 always email the contact to schedule a meeting and allow time for the administrator to respond to the request. 5. The last signatures will be Student Involvement and University Events. To schedule a meeting with Student Involvement, send an email with organization name, date and name of event as well as due date of the checklist to sa@gmu.edu. The event must also be submitted on GetConnected (getconnected.gmu.edu) 6. After the checklist is signed by Student Involvement then the checklist can be dropped off to Kerry Longbottom, Merten Hall, room 2600. 7. The space is then confirmed. | UE |
