Hope all of you are having a great start to the semester! We are excited to start this year by announcing a streamlined process for clubs to fund their events!
If you have not already completed the re-activation, or chartering process, the handbook for 2011-2012 is attached to this email. Teneia Wooten (twooten@hunter.cuny.edu) has a checklist of necessary steps as well.
After Teneia Wooten has notified you that your club is approved for the 2011 to 2012 school year, you may submit your initial budget request to the Graduate Student Association (GSA) directly. There is no need to submit a paper budget to the College Association (CA) Office.
In order to be funded each club must submit an initial budget of up to $2,000 to the GSA by November 1st. This budget proposal does not have to be very detailed, just give us a sense of how much you will need to get your club off the ground and/or to throw your first event.
GSA will notify you once the budget is reviewed, and approved. For each event you will have to submit a more detailed budget, but all forms will be submitted through the GSA.
If your club needs more funds for events beyond the initial request, there will be opportunities to apply for additional funding during 3 GSA allocation periods. The deadlines for these allocation periods are as follows: December 1st, February 15th and April 2nd
(To be reimbursed for events, clubs must submit a Student Event Information Form (SEIF) to the GSA four weeks before the event. SEIF’s can be picked up at he GSA office. This form asks you to explain in more detail how you plan on spending the money for your event.
Note: clubs only have to fill out the top information, and have club president or treasurer sign it. GSA will get the other necessary signatures for you (i.e. public safety, and the dean of student representatives).
Along with a SEIF the club must submit their proof of Room Reservation (if the event is taking place on campus), and the Flyer for the event. GSA will stamp the flyer, so that clubs can then advertise around campus for their event. Once you’ve gotten this together, simply drop the form off at the GSA office and we will take care of the rest. We will notify you when the event has final approval.
If a club is requesting Advance funding (before the actual event occurs), the club must submit the SEIF 6 weeks before the event. If a club needs a Purchase Order, the SEIF must be submitted 8 weeks in advance.
After the event happens, clubs will be reimbursed by submitting vouchers to GSA. Vouchers require receipts, attendance sheets, and contracts. The reimbursement process can take anywhere from 2 to 6 weeks.
GSA will email you with a tracking number to inform you when the voucher was submitted to the College Association. The College Association will review the voucher and send it to the accounting office, and business office. The check will then be mailed!
In order to ensure that clubs are reimbursed, and the process runs smoothly, the GSA will adhere to these deadlines and cannot provide funding if clubs do not adhere to them as well.
This whole reimbursement process is illustrated in a flow chart on the GSA website. Please visit http://www.huntergsa.org/ to view this chart. We are currently updating our site, with special events, and information for graduate students. Check back often!
The GSA will be installing a drop box (with a lid and lock for security) outside of the office TH 209, so that clubs can drop off important documents (i.e. SEIF’s and flyers). A tracking number for each document sent will be emailed to you within one week. If you do not receive a tracking number for a document submitted, email us.
If there are any questions please feel free to contact any of our officers. Have a great day!
The GSA Officers of 2011-2012
