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How do I charter my club?

How can I use club funds before my club budget is approved?

How do we submit a budget for a chartered club? 

How do I hold a club event?


    Reserving Space 

    Student Event Information Form 

    Tickets 

    Flyers 
       
When are the best days/times to obtain signatures and turn in paperwork?      

How do I hold an off-campus event?

How do I hold event that generates income? 

What if two organizations are co-sponsoring an event?

How do I request an advance check?

How do I purchase equipment or services?

How do I hire an employee or speaker?
       
How do I get reimbursed for a club purchase or make a club payment?

Can I combine expenses for multiple events onto one voucher?

Can I combine expenses for multiple lines onto one voucher?

What if the dollar amount on a voucher does not match the total amount of receipts or invoices?

How do I access funds granted to me by the Graduate Investment Fund (GIF) or the Auxillary Enterprise Board (AEB)?

How do I charter my club? 

 All  graduate organizations wishing to reserve Hunter College space and/or  use student activity funds must be chartered. 
 The chartering process  involves official establishment through the Graduate Student  Association (GSA). 
       

NOTE:   Graduate organizations are typically chartered at the beginning of the  Fall semester. 
Please consult the GSA if you wish to start a club  mid-year. 

 To charter a club, student groups must take the following steps: 



CLICK HERE TO DOWNLOAD ALL CHARTERING DOCUMENTS

1. Student groups must have a minimum of ten members, including a designated President, Vice President, Secretary and Treasurer.

2.  An  election meeting must be held to vote in the club officers. Based on  this meeting, six separate documents must be completed; and:

•  Signature Profile Form (downloadable above): three ORIGINAL (no photocopies) completed by the newly elected President,  Vice President, Secretary and 
   Treasurer to record contact information; 

  •  *(Please  note, the Student Profile Forms must be a stand alone document, i.e. -  if you tear out the necessary forms from the 
       Chartering Handbook,  please do not use the signature profile form on the back of the Meeting  Minutes Form). 

•  Election Meeting Minutes Form (downloadable above) signed by the incumbent Secretary; 

•  Election Meeting Attendance Sheet (downloadable above) signed by all members present to verify the count of the elections;

•  Organization Membership Form (downloadable above) completed by all members, a minimum of ten; and 

  •  (Do not include social security OR the last 4 digits of members’ social security). 

•  Constitution  signed by the President and Treasurer. For assistance in preparing a  constitution, see the “Basic Guide for 
   Drafting a Constitution” in the  Chartering Handbook, pg. 25. 

3.  The above forms must be submitted IN PERSON during office hours or by appointment to the GSA, Thomas Hunter Hall, Room 218 (TH 218).

 How can I use club funds before my club budget is approved? 

 
Clubs  are able to access up to $300 before club budgets are approved by the  College Association. This can be done before or after chartering;  
however only once, and for an event only (not the purchase of equipment or supplies, etc.). This request can be processed by completing the following steps: 
       

1.  Fill out a Request for Reimbursement Form. Important – funds spent without submitting this form will only be reimbursed up to 80%; 

2.  Submit, IN PERSON, to the College Association (CA), TH 214, for approval prior to event or purchase; and 

3.  Upon approval, attach this form to the final revised Budget Request Form (discussed below). 

How do we submit a budget for a chartered club? 

 All chartered clubs must submit and receive budget approval to access available funds. Presidents and Treasurers must attend one mandatory 
 CA workshop to complete the budgeting process. See the workshop schedule here - http://studentweb.hunter.cuny.edu/clubs/HCCA/memos.htm#workshopdates 

 
To submit a budget, take the following steps: 
       

1.  The President AND Treasurer must attend a mandatory CA budgeting workshop, the schedule is available on the College 
    Association website; 

2.  All club officers must reply to the Hunter email test to confirm that Hunter email accounts are regularly checked; 

3.  Complete a draft Budget Request Form and Budget Cover Letter and submit electronically to the GSA, gsa@hunter.cuny.edu or 
   in person by this year's budget deadline; 

4.  Upon  review of all draft budgets, the GSA allocates the available funds and  notifies each club of their allocation. 
    The GSA determines budget  allocation based on the following criteria; and 

5.  Using  the newly allocated amount, revise the Budget Request Form accordingly,  and submit it to the CA, TH 214. In addition, fill out a Consolidated  
    Funds Form and attach your Request for Reimbursement Form (if  applicable). 

How do I hold a club event? 

 To  hold a club event, clubs must reserve space (if applicable), complete a  Student Event Information Form, advertise for the event with a  GSA-approved flyer, 
 and distribute and collect tickets for the event.  Off-campus events and events that generate income have additional  requirements and paperwork that are explained separately below. 

Reserving Space 

 To reserve space for a club event, student clubs must follow these steps: 
       

1.  Check  with Central Reservations for a tentative date at least three weeks  before the event (or six weeks before the event for requests of the  Hunter North Assembly Hall or Brookdale Auditorium); 

2.  Once a reservation is made, Central Reservations will send a reservation form; 

3.  Complete the Central Reservations Form and acquire all applicable signatures; and 

4.  Pay  all applicable costs. The cost of reserving space is determined by the  space being reserved. Costs associated with Hunter College spaces are  outlined here. 

Student Event Information Form 

 Effective  Fall 2007, a “Student Event Information Form” (SEIF) must be submitted  for every club event held on- or off-campus*. Please submit the form at  least two weeks prior to each event. 

 Step 1. Complete SEIF, including signature from club officer; 
       

 Step 2. Attach FINAL event flyer approved and stamped by the GSA**; 
       

 Step 3. Attach all contracts (if applicable); 
       

 Step 4. Attach Central Reservations Form (if applicable); 

 Step 5.  If  no Central Reservation Form is required, attach a memo to Mr. Jerrell  Robinson (Student Activities) stating how the reservation was made and have Public Safety  
& Security B 122 sign the memo; 
       

Step 6.  Obtain signature of GSA President or Treasurer;       
       

Step 7.  Attach a copy of the Ticket Request Form (if applicable)***;
       

 Step  8. Take the SEIF and all supporting documents to Mr. Jerrell Robinson,  E 1107 for signature (if Mr. Robinson is not available, please see Ms.  Julie Agosto, E 1131); and 
       

 Step  9. Turn in completed form to Mr. Seckou Traore in HE 1103 (if Mr.  Traore is not available, please turn the form in to Ms. Mary Michaels). 

 *Additional paperwork is required for off-campus events. Please see below and/or contact the GSA. 

 **If the event is free, please indicate this on the flyer. 

 ***Tickets  are required for most event spaces that are reserved through Central  Reservations or the Undergraduate Student Government (USG). Please see  below for further details. 

Tickets 

 Tickets are required for all student events held in the following spaces:
       

• Tickets  provided by the College Association are required for: East Lounge, HW  lecture halls, HW Cafeteria, HW 217, HW 3rd Floor Snack Area,  Faculty/Staff Dining Room, Brookdale Dining Room,
   Brookdale North Lounge

•  Tickets provided by Central Reservations are required for: 68th Street Assembly Hall, Brookdale Assembly Hall

• Tickets provided by USG are required for: TH 105
         

The process for tickets is as follows: 

1.  Obtain tickets from the appropriate office; 

2.  Number tickets; 

3.  Obtain a ticket control form from the CA and submit with your SEIF; and 

4.  Distribute tickets prior to the event and collect during the event. 

 Flyers 

 All flyers should include the name, date, time and location of the event and MUST be approved and stamped by the GSA BEFORE posting. If the event is free, please state this on the event flyer. 

When are the best days/times to obtain signatures and turn in paperwork?

Please consult GSA's online calendar for the most updated schedule of office hours. 
       

The College Association normal office hours are below, but please also check their CA Office Hours page for any changes.

College Association Regular Office Hours:
       

NOTE:  For the Fall 2007 semester, Ms. Julie Agosto  (Student Activities) will usually be available Mondays until 5 p.m., Tuesdays until 7 p.m.,  
and Wednesdays and Thursdays until 5:30 p.m.  Mr. Seckou Traore (Student Activities) will be  usually available Tuesdays, Thursdays, and Fridays 9:00 a.m. - 5:00 p.m.
       

How do I hold an off-campus event? 

 
To hold an off-campus event, in addition to the aforementioned event requirements, the following is required: 

1.  A copy of the facilities certificate of occupancy;

2.  A  letter from those in charge of the facility or the NYC Fire Department  indicating that the facility is in full compliance with all fire codes; 

3.  If  alcoholic beverages are to be served, a copy of the facilities liquor  license must be submitted. If the facility does not have a license, a  New York State temporary wine 
    beer permit needs to be obtained and  a copy provided; 

4.  A letter from those in charge of the facility which describes, in detail, the security they will provide for your function;

5.  Proof of liability insurance of at least $5,000,000; and 

6.  All  contacts, including the names of both parties, must be submitted. The  Hunter contract must be used and can be obtained in the CA Office;

7. If  guests other than currently registered Hunter students are permitted to  attend the event, prior approval must be obtained from the CA.

How do I hold event that generates income? 

 To  hold an event that generates income, including fund raiser, bake sales  or events charting admission, in addition to the aforementioned event  requirements, the following is required: 

1.  Obtain a packet of Reconciliation Forms from Seckou, E 1103 or the GSA, TM 218; and 

2.  Complete  a packet of Reconciliation Forms, which holds one of your club officers  to take responsibility for the money until it is deposited with the  Hunter College Business Office.
    (If generated income is not deposited  within a week of the event, a hold will be placed on that student’s  personal academic record and a freeze on the club’s budget). 

 Following the event, all generated income must be deposited with the Hunter College Business Office immediately. 

 In addition, within 7 school days of the event the following must be submitted to the CA, TH 214: 

1.  A copy of the receipt of the group’s deposit; 

2.  A detailed statement of actual revenue and expenses; 

3.  A copy of all bills. Original bills/receipts and those paid from advance should be given to the Business Office; and 

4.  All unsold tickets. Unsold tickets, complimentary tickets and sold tickets must be equal to the number received from the CA. 

What if two organizations are co-sponsoring an event?       

Each  organization that is incurring costs, earning revenue, or otherwise  assuming a portion of responsibility for an event should submit its own  Student Event Information Form. 
The SEIF should indicate the  organization's expected costs and revenues associated with that event  and should also list the names of other co-sponsoring organizations in  
case the paperwork needs to be cross-referenced.  The flyers attached  to each SEIF should also list all of the co-sponsoring organizations.   (Note: if your organization is paying a 
portion of a bill or invoice requesting partial reimbursement for an expense, see "What if the dollar amount on a voucher does not match the sum total of the receipts?")
      
       

How do I request an advance check? 

 To request an advance check*, the following is required: 
       

1.  All advances should be submitted two weeks prior to the event; 

2.  For travel advances: 

1.  Submit advance request form (available at the Business Office, E 1601) with your voucher; 

2.  Include name and social security number of the individual/s or traveling; 

3.  Attach  documentation to support the request (e.g. brochure describing the  conference and cost; copy of bus, train or plane ticket etc.); 

4.  Clear  advance within 7 working days of your return by submitting original  receipts, train ticket stubs or boarding pass to the business office;  and 

5.  Deposit  any unused portion of the advance back into the account at the Bursar's  Office using Deposit slip (A copy of the Deposit slip must be taken to 
    the College Association Office, TH 214 and the Business Office, E 1601). 

3.  For non-travel advances: 

1.  Attach estimated invoice to advance request form; 

2.  Attach a stamped flyer of the event (if applicable); 

3.  Account for advance within 7 working days of the receipt of the check; and 

4.  Submit all receipts to the Business Office, E 1601 within 7 days (retain copies of your receipts for your files). 

 *  A student may request an advance for up to $500, however only $250 can  be used to purchase from a single vendor. In addition, travel advances 
    over $500 require a quote from the vendor, and Power of attorney is  required if the individual requesting the advance is an employee of  Hunter College. 

How do I purchase equipment or services? 

To purchase equipment, clubs may be required to bid for  the item dependent on cost. The guidelines for bidding are as follows:

1.      $250  or less – bidding is not required and a purchase order is not required.

2.      $251  to $499.99 – one written price quotation on company’s letterhead, less than  thirty days old including the following:

a.       Vendor’s  Federal Identification Number;

b.      Price  per unit;

c.       Quantity;

d.      Delivery  charges;

e.       Expected  delivery date after receipt of purchase order by vendor; and

f.         Vendor’s name, address, telephone number, contact  person and fax number.

In addition, a purchase order  is required (available at the C.A.)

3.      $500  to &4,999.99 – requires at least three vendors to quote or bid by telephone  or fax (the only exception to the three bid requirement is if the purchase is 
          being made from a New York State  contractor.  A list of such contractors  is available here,  and can also be obtained from the college association).The lowest quotation  
         must be in writing and follow the above requirements. If the vendor selected is  not the lowest, all bids must also have the above requirements.

In addition, a purchase order  is required (available at the C.A.)

A Note regarding special purchases:

            Before  soliciting quotes for computers and  computer related items, you must speak to ICIT, and in some cases, gain  approval from them.  
            ICIT will also be  able to direct you towards particular vendors who offer Hunter special rates  and/or tax exemption.  ICIT can be  reached at 212.772.4946.

            For  on-line purchases the following documents must be submitted with the voucher:

1. Printout of order confirmation or statement from online company providing:

1. Confirmation number/order number/item number;

2. Item description;
3. Email address;
4. Customer service information; and
5. Name of purchaser and method of payment.

2. If paid by credit card, and you would like a direct payment to the purchaser’s credit card  company, please provide original credit card statement showing payment for  online purchase;

3. If paid by credit card and you would like a payment to the purchaser, the original credit card statement is not necessary;

4. If paid by check, please provide original cancelled check from the bank;

5. Original packing slip or invoice received from online company indicating that merchandise has been  delivered to Hunter College

6. No second-hand or used items are to be purchased;

7. No online bidding; and

8. The Hunter College Business Office reserves the right to request confirmation of item delivery from club’s       president or treasurer.

All equipment or  supplies that are purchased using student activity fees MUST be  tagged by Hunter College Office of Facilities, Management and Planning. 
These  items are the property of Hunter College.  Contact the OFMP at (212) 772-4422 to tag your purchased equipment or supplies.

How do I hire an employee or speaker? 

 To hire an employee or speaker, a contract is necessary. Guidelines for preparing and submitting a contract are as follows: 

1.  Prepare a contract using the Contract Document available here. 

2.  Obtain all necessary signatures; 

3.  If the contract is with an individual, attach a copy of the person’s social security card; 

4.  If the contract is with a company or organization, attach a copy of the Federal Tax I.D.; 

5.  If the contract is with a foreign speaker: 

1.  Attach a copy of the person’s passport; 

2. Attach a letter (from your club president or treasurer) stating that the person is a foreigner; and
3. Attach a letter from the person stating that he or she HAS NOT worked in the United States more than 90 days.

6.  Submit  the contract to the CA within 7 working days before the event.  Contracts are not valid until signed by an official representative of  the CA; and 

7.  Submit a voucher, with the attached signed contract, and GSA approved and stamped event flyer. 

How do I get reimbursed for a club purchase or make a club payment? 

 To  be reimbursed for a club purchase or to make a payment, you must fill  out a pink voucher, also called a Request for Check Form, 
 and attach  any applicable documents. These forms are available at the GSA, TH218  and the CA, TH214. 

 Make Sure your Check Request Form has the following: 
       

1.  Correct Date;

2.  The name and address of the person wishing to receive the payment; 

3.  Correct budget line number and itemization of your purchase (look at the sample here); 

4.  Name and specific account number of your club; 

5.  Signature  by either your club President or Club Treasurer – NOT BOTH! The other  signature space is for a GSA officer upon approval; and 

6.  Any associated invoice or account number for the vendor must be included on the voucher. 

 Make Sure you have attached the correct documents, if needed: 

1.  AN  ORIGINAL RECEIPT – no copies, faxes, etc. are accepted. If you forgot  to get one, you must return to the place of purchase and request  another original. 
   Tape the receipt to a plain white 8 ½ X 11 piece of  paper. Make sure your receipt includes the following items (or include  them on the white piece of paper): 

•  Name and Address of store; 

• Invoice number method of payment;
• Tax and tip, if applicable; and
• An itemized account of what you bought.

2.  An ORIGINAL INVOICE if applicable. 

3.  If you are requesting a check for an event related purchase, you must attach a GSA APPROVED flyer and a copy of the approved STUDENT EVENT INFORMATION FORM for said event.

•  The flyer must include the name, date, time and location of the event; 

• Flyers MUST BE STAMPED by the GSA prior to the event; and
• If the event is free, please include this on the flyer.

8.  If  you are requesting a check for an equipment or services purchase, you  must attach the purchase order and bids, if applicable – see guidelines  ‘How do I purchase equipment or 
   services?’ above. 

9.  If  you are requesting a check for payment to an individual or  organization, you must attach the signed Contract Form – see guidelines  ‘How do I hire an employee or speaker?’ above. 

What if the dollar amount on a voucher does not match the total amount of receipts or invoices?
       

There  are various reasons why the dollar amount listed on a voucher may not  match the sum total of all receipts attached to the voucher.  Please  note the following guidelines, and consult with the GSA 
       or the College  Association if you have other questions: 
       

• If you are requesting partial reimbursement  for an expense, please write "Partial Payment" on the voucher (for  example, if have a receipt for $100 for 
  refreshments but wish to be  reimbursed a lesser amount).

• Taxes and tips will not be reimbursed.  If you mistakenly paid tax for a club expense or added a tip to a bill,
• do not include these in the amount requested for reimbursement.  Include only the subtotal(s) indicated on the receipt(s), before tax and tip.  

Can I combine expenses for multiple events onto one voucher?

Yes, as long as the expenses are coming from the same line (i.e. "Line 1 - Refreshments") and the payee to be reimbursed is the same person.

 
Can I combine expenses from multiple Lines onto one voucher?

No, expense reimbursements that are coming from different lines within your budget (i.e. "Line 1 - Refreshments" and "Line 4 - Supplies")

must be separated: one voucher for Line 1, one voucher for Line 3, etc.

How do I access funds granted to me by the Graduate Investment Fund (GIF) or the Auxillary Enterprise Board (AEB)?

Graduate Investment Fund (GIF):

If you were awarded Graduate Investment Funds (GIF) monies, these monies were transferred to your associated department.  GIF funds  are tax levy monies and are governed by 
New York State/CUNY OTPS Guidelines, which differ from student activity fees (club monies)  and/or auxiliary enterprise board (AEB) funds. 

Please consult the  Hunter College Accounting Office website, located here -->  http://hr.hunter.cuny.edu/bus-office/accounting/index.html#1 
(under SUBMISSION OF CHECK REQUESTS FOR DEPARTMENTS) and the 
Hunter  College Accounts Payable and Cash Management website, located here à  http://hr.hunter.cuny.edu/bus-office/acct-pay/index.html. 

If this  GIF award is paying for honorarium, there is additional paperwork  (including a contract) required BEFORE the honorarium presents/speaks.  
Go to the Hunter College Accounts Payable website, located here à http://hr.hunter.cuny.edu/bus-office/acct-pay/index.html Click on -  CONSULTANTS, 
HONORARIUMS, MODELS AND CONTRACTORS.

A pdf of the contract  documents are linked, as well as the list of additional paperwork. It  is very important that you coordinate with your School/Department to  work out the 
honorarium/payroll appointment.

In  addition, when using these funds a separate justification memo  explaining why OTPS funds are being used to fund student activities  must be prepared and submitted to alert 
both Purchasing and Accounts 
Payable AND prevent rejection for a non-allowable OTPS expenditure.   (This should come from someone in your dept., or the Dean).

Finally, once this money is spent, please make sure to notify and provide documentation to the GSA. 

Auxialliary Enterprise Board (AEB):    

If you were awarded Auxiliary Enterprise Board (AEB) monies, these monies were transferred to a separate  account (different from your club account) for your use.

To use AEB monies, follow the same  general guidelines of club monies mentioned above for GIF monies.
    
If you have not done so already,  notify the AEB of your acceptance of the grant; 

Submit a revised AEB budget to the  College Association (CA) totaling the amount you were allocated (this would be  a revision of the budget you submitted for your request). 
The budget form is  located here à http://www.hunter.cuny.edu/aeb/budgetform.shtml 

The CA will provide you with an AEB  account number.


The same rules and regulations for  Student Activity Fees (SAF) {club monies}  apply to AEB monies, however AEB vouchers DO NOT need to be signed by the GSA.  
These vouchers can be submitted directly to the CA. (However, the GSA would be  more than happy to review a voucher prior to submittal).