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1. What are the GSA guidelines for using GSA fee money? Generally, the GSA Constitution and GSA Codes (Section 10 PDF) are the defining guidelines to determine whether an expenditure is appropriate. Occasionally, UCOP policies (content neutrality, transfer of funds to non-university entities, etc.) or ASUCLA guidelines (on personal goods, capital items, etc.) are invoked when GSA guiding documents do not address the specific situation. Also enforced are any restrictions required by a funding source (PAB, ASUCLA Interaction Fund, etc.)
2. What are different transaction types in a requisition and how do they differ? A. Most common is the reimbursement. Individuals or entities can be reimbursed for expenses approved by a GSA council. The original receipts must be attached to the requisition. Some reimbursements also require special documentation (see special cases). B. direct payment for invoices (original invoice must be attached). C. request for a purchase order (attach quotes or itemized list of items) D. A cash advance check may also be requested with a requisition. The original receipts and/or unused funds must be turned in within two weeks of picking up the cash advance check from the Student Government Accounting office.
3. How can I request a cash advance? A cash advance follows the exact same process and requirements as other requisitions, except that the original receipts and/or unused funds must be turned in within two weeks of picking up the cash advance check from the Student Government Accounting office.
4. What are Council signatures and who are Council signatories? Council Officers who are on the Council Signatory form (turned in at the beginning of the year) are considered "Council Signatories" by Student Government Accounting and by GSA. Only officers who are "Council Signatories" may sign council requisitions (authorized "council signatures" on requisition form). If a council representative is not on the signatory list, then he/she is not authorized to sign the requisition form. Consult the Council Signatory List to find your Council's signatories.
5. What qualifies as proof of payment? Original receipts, cancelled checks (front and back copy of the check), credit card statements, bank statements, university or other official ledgers showing payment. An invoice sometimes constitutes proof of payment if it shows that payment was made and there is no balance due. Otherwise, an invoice is a bill, not a proof of payment.
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1. Requisitions for permanent equipment Requisitions for permanent equipment, such as computers, appliances, and other big items, require a departmental letter from a manager or SAO stating where the item will be located, who will be responsible for it and keep track of it (include a phone number), and that the item will be used by graduate students.
2. Requisitions for T-shirts or banners using UCLA logo All T-shirts using the UCLA logo most be purchased from a licensed vendor. A recent list of licensed vendors can be obtained from GSA or from Student Government Accounting. Any time GSA fee money is used to purchase T-shirts or banners with the UCLA logo, the design must include the phrase "paid for by GSA" to indicate how it was paid for and to exempt the student group from paying royalties. For reimbursement, the design of the T-shirt or a description of the design must be submitted with the requisition.
3. Requisitions for other printed material When requesting reimbursement for copies, brochures, invitations, flyers or other printed media, you must attach an example copy to the requisition.
Any time a performer, DJ, guest speaker or individual is paid for a special service, an honorarium agreement form must be filled out and submitted with the requisition. Fill out the Honorarium agreement completely (link to form). Very important: do not forget to include a SSN or Tax ID, a complete name and a permanent address (no P.O. box addresses).
5. Reimbursing university departments Sometimes graduate students use GSA money to reimburse university departments for expenses incurred on behalf of graduate students. Documentation for this type of requisition must include a ledger account that shows the department's expenditure for the item being reimbursed.
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