Org Budgets & Voucher Submission
Org Budgets & Treasurer Training
In order to receive your annual budget, all orgs must complete the Chartering & Recognition process. Once complete, departmental orgs receive a budget based on the number of graduate students enrolled in their program. SCMA orgs and interest groups each receive a joint budget that is then split between their member orgs.
Please see the GSO Budget for details. You can find your org’s account number on the budget as well.
Once chartering & recognition is complete, the org treasurers must meet with the GSO Treasurer for treasurer training. Please contact our Treasurer to schedule: treasurer@gsobinghamton.org.
Event Guidelines
All org events must meet these guidelines in order to qualify for GSO funding.
- Events must be listed in B-Engaged.
- Event flyer must include the GSO Logo and “This event is sponsored by the GSO, which is funded by student activity fees.”
- Please present the GSO Tax Exempt Form to vendors at time of service. Taxes will not be reimbursed. (This document is restricted to @gsobinghamton.org emails. Please login with your GSO email to access.)
- Binghamton University Dining Services (BUDS) has the exclusive right to provide catering on-campus, with limited exceptions, such as an event where food and beverage cost totals under $300, or in the case where specialty food or support of local establishments is in the best interest of the University. Exceptions over $300 must be approved by Auxiliary Services and BUDS through the use of the online Food Policy Portal. For more information, please see the University Food Policy. Outside catering for on-campus events will not be reimbursed without Dining Services approval.
- Alcohol Policy:
- For ALL events serving alcohol, one of the following qualifications must be met:
- Alcohol is served by Sodexo.
- Alcohol is served by an outside vendor with a liquor license.
- Alcohol service is supervised by a TIPS certified individual. (Please visit New York TIPS to find out more about certification).
- An Alcohol Approval Form (with supporting documentation) must be submitted along with your voucher. Without a completed Alcohol Approval Form, an event that served alcohol will not be reimbursed for ANY expenses.
- For events on-campus, an “Application for Permission to Serve Alcoholic Beverages” form must be submitted to Dining Services at least 30 days prior to the event. See Binghamton University Alcohol Policy for details.
- For ALL events serving alcohol, one of the following qualifications must be met:
- Please speak to our Treasurer if you intend to fundraise, or if you intend to hire a speaker/ facilitator for an event.
Voucher Submission
For each event, the following should be submitted by the org treasurer.
- Screenshot of B-Engaged listing. (B-Engaged training is recommended for all org officers)
- Flyer for the event (see guideline above).
- Two of the following:
- RSVP
- Attendance sheet
- Photos from the event
- Post-event survey
- Completed Voucher
- Invoices/Receipts
- Outside Catering and/or Alcohol Approval Form if necessary.
Ready to submit?
Documents & Forms
Before Your Event
- Logo
- Tax Exempt Form (This document is restricted to @gsobinghamton.org emails. Please login with your GSO email to access.)
Special Circumstances
These forms may be needed under certain conditions. See guidelines above.
After Your Event
Conference Allocation and Funding Endowment (CAFÉ)
Orgs looking for additional funding to support a conference, guest speaker or other professional event may apply for the CAFÉ fund. Applications will be submitted to the budget committee for approval. Applications requesting more than the allotted amount will have to present their proposal to the Senate for consideration.
Unchartered groups that wish to organize a single professional event may apply for CAFÉ funding as well.