All Graduate Student Organizations are funded by the Graduate Student Association and work directly with the GSA Financial Director on money matters. Jon Jakoblich is the 2008-2009 GSA Financial Director. (jon.jakoblich.1@bc.edu)
Each term the GSA Financial Director conducts "Treasurer Training" sessions to ensure that treasurers are equipped with the tools they need to manage their group's finances. Every Graduate Student Organization treasurer must complete "treasurer training" in order to gain access to their group's funds. Please note! Treasurers are now required to attend training at the start of every academic year, whether or not they have been trained in the past.
Upcoming Treasurer Training Sessions
Fall Treasurer Trainings TBD (If you are a new treasurer and would like to access your funds this summer, contact Jon Jakoblich (jon.jakoblich.1@bc.edu) to set up a training session.
Online Resources for Treasurers
Requesting a Reimbursement:
(To ensure you've completed all the necessary steps below, review the GSA Payment Request Checklist.)
In order to receive a reimbursement for an expense, you must fill out two forms: Payment Request Form and Expense Report Form.
When completing the forms:
1. If the payee is a BC student or employee, you must include the Eagle ID (first eight digits only) and BC email address of the person who will be reimbursed.
2. If the payee is not a BC employee or student, you must complete an online "Vendor Request" Form. Once you have completed this form, you will receive a "Voucher ID" which you must include on the reimbursement form.
3. Once you have completed the forms (and they are signed by your group's treasurer), submit the forms to the GSA Financial Director at the Murray Graduate Student Center, Room 101.
Back-Up Documentation:
1. You must submit original, itemized receipts. Tape (do not staple!) these receipts to a blank 8.5-11 inch piece of paper and paperclip the paper to the reimbursement forms.
2. If you pay with a credit card you must submit a credit card statement with your name on it and the transaction listed on it (please black out all other information!)
3. If you pay with a check, you must provide a copy of the canceled check or checking account statement showing the transaction.
4. You must also submit some form of documentation that proves the legitimacy of your purchase (i.e. an email or poster notifying your group about an event; a registration form showing that you paid to attend a conference; etc.)
5. If you are submitting a travel reimbursement request for airfare, you must submit the original boarding passes.
Requesting Advance Payment for an Event:
(To ensure you've completed all the necessary steps below, review the GSA Payment Request Checklist.)
When Completing the Forms:
Sometimes you will request that a check be cut in advance of an event rather than pay out of pocket and seek reimbursement (i.e. if you are planning an event at a hotel downtown or are paying a speaker honorarium.) In this case, you will also need to fill out the two forms noted above: Payment Request Form and Expense Report Form.
Back-Up Documentation (INCLUDING CONTRACTS):
You will still need to provide back-up documentation proving the legitimacy of your event. However, instead of providing receipts, you will need to provide an invoice and/or contract for services provided:
1. All contracts must be signed by Katie O'Dair, the Associate Dean for Graduate Student Life. Katie can be reached at odair@bc.edu.
2. You may use the establishment's contract or obtain a standard contract from Katie. However, the following information must be included on the contract:
- Name of Person/Group Providing Services
- Federal ID or Social Security Number
- Contractor's Address and Phone
- Name of Group and Contact for BC Group (i.e. Graduate Education Association)
- Name and Venue of Event
- Date, Time and Duration of Event
- Amount Due
- Description of Services Agreed Upon.
Plan ahead! Reimbursement requests and Requests for Advance Payment can take up to two weeks to process (and that's IF your request is not kicked back due to incomplete information!)
Requesting an Internal Transfer of Funds:
If you wish to request an internal transfer of funds from your account into another BC account, you must fill out a "Transfer of Funds" Form and submit it to the GSA Financial Director at the Murray Graduate Student Center, Room 101.
Depositing Money into Your Account:
Sometimes you will collect money and need to deposit it into your account (i.e. ticket sales for an event your group has planned and purchased group tickets for.) You will need to complete two forms: GSA Deposit Cover Sheet and GSA Deposit Spreadsheet. After you have completed these forms, you must submit them and the deposit directly to Katie O'Dair or Joy Galarneau Briggs in the Office of Graduate Student Life (Rooms 202/203 at the Murray Graduate Student Center.) NOTE: Never leave deposits with the GSA Financial Director or with the Center Assistants in at the Murray Graduate Student Center. And please, NEVER leave deposits in the slots outside of Katie and Joy's office doors!
Inquiries Regarding Your Group's Account Balance:
Treasurer's should keep track of the funds in their respective group's accounts. However, to aid you in your book-keeping duties, Joy Galarneau Briggs sends out a monthly account statement to each treasurer. This is not an itemized list of expenditures, but a "bottom line" figure. Please note: the balance may not reflect reimbursement/check requests in process. If you would like to know what your current balance is before your monthly statement arrives, feel free to email Joy at joy.galarneau@bc.edu.