Planning an Event or Traveling?

Transcription

1 Financial Policies

2 Planning an Event or Traveling? We provide funding from Travel for on-campus events and for students to travel to conferences, conventions, meetings, presentations, festivals, or competition directly related to your field of study We also provide funding from Contract, Fees, and Rentals for speakers, lecturers, performers, and club-sponsored oncampus events

3 ASI Corporate Policies ALL ASI FORMS AND PAPERWORK MUST BE TYPED All ASI sponsored events must be FREE and OPEN ASI funding is NOT FOR CLASS CREDIT/GRADE NO OFF-CAMPUS EVENTS are funded by ASI, unless approved by ASI Download the ASI Off-Campus Approval Form Remember, when traveling using ASI fees, your are representing CSUF; therefore, your behavior should be responsible and mature

4 Proposal By-Laws Clubs wishing to host an event or travel must be in contact with the AICC Vice Chair at least FIVE weeks prior to the scheduled event Try meeting with the Vice Chair at least TWO weeks before proposal date to submit the rough draft of your proposal suggestions, corrections, comments Turn in all paperwork the One Week before to be put on the agenda Your proposal will not be accepted during the meeting if you did not meet with the Vice Chair to receive approval.

5 Guest Speaker Proposal Procedures Proposal and get Council Approval Turn in Signed Forms TWO weeks before event Meet with Vice Chair TWO weeks before proposal Check Request!

6 Guest Speaker Proposal 1) Before and 2) During Proposal The following must be turned in during the proposal Description of the event Curriculum Vitae Flyer w/ ASI, AICC, and SORC logos Allocation Request Form

7 Guest Speaker Proposal 3) After Council Approval The following completed by the speaker and turned in Standard Agreement Form W-9 Form * ASI Requires both forms TYPED * This should be turned it immediately after council approval, at least TWO weeks before the actual event

8 Guest Speaker Proposal 4) Check Request Check requests are turned in on Monday after the meeting and will be available on Friday by 3pm. If documents are turned in on time, 2 weeks prior to the event, the check can be picked up from ASI Accounting (TSU Room 224) Otherwise, checks will be mailed to speaker s address * If Standard Agreement Form and W-9 are not signed and turned in to the AICC Vice Chair before the event occurs, the speaker will not get paid through ASI individual clubs will be responsible for paying the speaker

9 Guest Speaker Proposal 5) Event Evaluation Form Once your event has transpired, you need to fill out an ASI Evaluation Form, or complete the online version This is Due within TWO weeks of your event Online Executive Senate Program Evaluation

10 Travel Proposal Procedures Proposal and get Council Approval Written and Oral Reports Meet with Vice Chair TWO weeks before proposal Check Request! Travel Event

11 Travel Proposals $500 per student per academic year maximum ASI does not fund per diems (meals and other expenses) NO INTERNATIONAL TRAVEL (Hawaii and Puerto Rico are okay) Travel expenses include conference registration fees, lodging for events, airfare and vehicle/mileage reimbursement

12 Travel Proposals Types Active Non Active * Travel, mileage and lodging fees shall be funded Presentation by the student of academic research of creative work evaluated in the context of his/her major or minor No more than four (4) students can receive funding for attending the same travel event as active participants ---- * Only registration fees shall be funded A student attending a conference or event, but is not directly participating in the presentation of academic research or material No more than eight (8) students can receive funding for attending the same travel event as non-active participants and the total amount cannot exceed $800

13 Travel Proposal 1) Before and 2) During Proposal Active *** Travel, mileage and lodging reimbursement are only for Active Participants The following must be turned in during the proposal for each student Description of the conference/travel event Agenda showing the name and time slot of the participant s presentation Letter of confirmation of the conference Receipt/invoice of each student s registration fees Three (3) price quotes from separate hotels Three (3) price quotes from separate airlines

14 Travel Proposal 1) Before and 2) During Proposal Continued The following forms and receipt must also be turned in Active Allocation request form Delegate contract (per student) * ORIGINAL receipts for travel, lodging, and registration

15 Travel Proposal 1) Before and 2) During Proposal Continued Travel by Personal/Rental Vehicle All students who are funded to drive must pass the university defensive driving on-line class Active (Student Portal > Student Training > Environment Heath & Instructional Safety) Must complete the Authorization to Use Privately Owned/Rental Vehicle Form and provide photocopy of his/her driver s license and current insurance to ASI Administrative Offices * ASI does not fund individuals to drive outside of the following areas: to the north, San Francisco bay area, to the East, Phoenix/Tuscan, and to the south, San Diego + Personal Vehicle: Mileage reimbursement to the rate set by State of California (50 cent/mile) + Rental Vehicle: ASI requires the insurance provides by rental agency No larger vehicles (Vans, large SUVs) ASI reimburses gas with original receipt

16 Travel Proposal 1) Before and 2) During Proposal Continued Active Other Modes of Travel Only Coach class is reimbursed Train or Bus Travel (punched ticket stubs are accepted) Public Transportation (original receipts are required) Taxi (original signed receipts are required) Air Travel (original boarding pass required) * ORIGINAL boarding passes for each leg of the trip and tickets must be submitted with original purchase receipts for reimbursement

17 Travel Proposal 1) Before and 2) During Proposal Continued *** Only registration fees shall be funded for non-participants Non Active The following must be turned in during the proposal Description of the conference/travel event Receipt/invoice of each student s registration fees An agenda of the event

18 Travel Proposal 1) Before and 2) During Proposal Continued The following forms and receipt must also be turned in Non Active Allocation request form Delegate contract (per student) * ORIGINAL receipts for travel, lodging, and registration

19 Travel Proposal 3) After Travel Event Each student receiving funding must submit a written report that is a minimum 350 words summarizing: Topics/panel/speakers attended and what was learned What will you bring back to the university How CSUF and ASI benefit The club rep will present to the AICC information form the conference pertinent to other students in their major/student organization within 15 days of your return * The WRITTEN REPORT along with all ORIGINAL receipts for registration and/or travel and/or lodging needs to be turned into the AICC Vice Chair to process the check request

20 Travel Proposal 4) Check Request Check requests are usually (if all paperwork is correct) turned in on Monday after the meeting and will be available on Friday by 3pm. If documents are turned in on time, the check can be picked up from ASI Accounting (TSU Room 224) OR mailed to each student s address (addresses should be provide when receipts are due if this option is utilized) * If receipts are not accepted or paperwork is not correct, the process will take longer.

21 Questions? ASI Executive Senate senate of all ICC chair/vice chair and details on their activities and regulations Financial Handbook regulations on what is allowed to be proposed for by ASI standards AICC Website Bylaws and Constitution will have many of the exact rules this PowerPoint is based off on and that is unique of our ICC