SFB Frequently Asked Questions - TEST
FAQ’s
How do I pay a DJ/Artist or Speaker?
Submit a check request along with a George Mason University Contract
How do I pay for a speaker’s traveling expenses?
Include speaker’s traveling cost in total payment amount in the George Mason University Contract; this will protect you as the sponsoring organization.
How do I pay a vendor for catering or food?
- If the vendor will accept payment at a later date(30 days), submit a Purchase Order request form along with a food and beverage authorization form
- If the vendor requires payment in advance, submit a check request along with a food and beverage authorization form and original receipt/invoice
Where do I find the approved caterer’s list?
This list is not managed by the Student Activities Office please contact University Services
http://www.gmu.edu/univserv/approved.htm
How do I deposit money into my student organization account?
Fill out a cash receipt form (located in the SA office) and take form along with cash or check to the cash office to deposit funds. Please see list of account codes:
How do I receive a reimbursement for travel related expenses & what should I submit in advance (prior to attending trip/conference)?
The following forms must be submitted two weeks prior to travel for each person traveling:
http://fiscal.gmu.edu/forms/Travel%20Forms/TravelAuthorization.pdf
http://www.gmu.edu/org/gstf/pdfs/risk.pdf
The reimbursement voucher form is submitted after you return to get reimbursed for any money spent along with all original receipts. Airline itinerary and boarding passes must be submitted if your getting reimbursed for airfare or rail travel along with credit card statement:
http://fiscal.gmu.edu/forms/Travel%20Forms/TravExpReimForm.pdf
For additional questions related to travel please visit the travel office website:
http://fiscal.gmu.edu/Departments/Travel%20Office/Travel_page.htm
How do I find out what vendor’s accept Purchase Orders?
Please visit the eVA website to see if vendor is registered and contact vendor to see if they will accept a George Mason University Purchase Order:
http://learnabouteva.dgs.virginia.gov/Vendors.aspx
Where do I find the check request form, food and beverage authorization form, W-9 form, and other financial related forms?
http://fiscal.gmu.edu/forms/index.html#AccountsPayable
How do I receive a reimbursement for money spent for an event?
Please submit check request along with original receipt/invoice and proof of payment (i.e. check copy (front & back of cleared check), bank or credit card statement. If food was purchased please attach a completed food and beverage authorization form. Reimbursements must be pre-approved; if there is no money in your student organization account, reimbursement will not be processed.
How long will it take to receive a reimbursement?
It will take a minimum of 30 days if all information submitted is correct
How far in advance should I submit a check request to pay a vendor/individual?
A minimum of 10 business days, but the check may take longer so please allow additional time.
Can I go to the cash office to take money out of my student organization account to pay a vendor or pay for an event?
No, the only way to use money in your student organization account is by using the required forms i.e. check request or by using departments that bill internally.
How do I place an order through catering services?
Please visit Mason’s catering website:
Student Funding Board (SFB) FAQ’s
How far in advance should I submit a funding application for an event?
A minimum of two weeks, but please keep in mind there will be two to three week turn-around time for funding approvals. The student funding board recommends applying at least four weeks prior to your event.
Can I apply for funding after the event has already taken place?
No, all funding requests/applications must be submitted prior to the event
Where do I find the Student Funding Board Forms?
http://sa.gmu.edu/student_orgs/sfb/hearings.php
Where do I receive help on applying for funding and how to fill out the forms?
Please visit an SFB Governor during office hours or email sfb@gmu.edu:
http://sa.gmu.edu/student_orgs/sfb/index.php
Do I need to apply for funding before submitting check request and other expenses?
Yes, unless you have SGR (you must have money available before you can spend money)
Do I need to submit all original invoices/receipts in my student funding board application?
No, only submit copies to support the cost of your event, all original documentation must be submitted to the Assistant Director of Fiscal Management when using money.
