PGC 2018-2019 Reimbursement Guidelines Table of Contents Introduction...2 General Policies and Procedures...2 Non-Reimbursable Situations...3 Required Documentation...3 Student-Organized Events...4 Convention Reimbursements...5 Midyear Reimbursements...7 Suggested Allocation Request Procedure and Timelines...8 Conclusion...8 1
Introduction The Pharmacy Governing Council (PGC) strongly believes in supporting Ernest Mario School of Pharmacy s students and student activities. Unlike other governing councils on campus, PGC is in a unique position to allocate monetary funding directly to pharmacy-related organizations and student affairs, in a manner regulated only by guidelines in the PGC constitution which are compliant with the Student Activities Business Office (SABO) and endorsed by the Dean s Office. Because the allocation system is internal and specific to the pharmacy school, PGC strives to reimburse events and allocate funds in the fairest and most unbiased way possible. While we recognize some organizations may have more events or a larger on-campus presence, the purpose of these guidelines is to familiarize all officers and students of PGC s limitations and policies to ensure the student body has funding when they need it. Danial Chowdhury PGC Treasurer, 2018-2019 General Policies and Procedures 1. Regarding any monetary support of any matter, PGC will only correspond with the Treasurer of the organization. 2. PGC encourages collaboration and co-sponsorship among organizations for events. Not only does this reduce costs incurred by any one organization, but also promotes growth and engagement with a larger student audience. 3. PGC requires submission of a budget detailing the organization s monetary contribution and any other sources of support for an allocation request. 4. PGC expects all board members of each organization to be familiar with general SABO policies regarding the types of requests that can be approved. 5. It is the responsibility of each organization s Treasurer to attend the mandatory Treasurer s workshop hosted in the fall semester. 2
Non-Reimbursable Situations 1. PGC will NOT reimburse for any General Interest Meetings (GIM) for any organization. 2. PGC will NOT reimburse for any event advertised to a specific year or group of people. All reimbursable events must be open to any student in the pharmacy school. For example, PGC will not reimburse any of the end of year Formals hosted by each class Council. 3. Any function that includes keynote speakers or noteworthy appearances of faculty/staff must be planned and advertised as an event to qualify for an allocation. Meetings of organizations that include keynote speakers do NOT qualify for allocations. 4. PGC will NOT reimburse any gifts, give-aways, or raffle items. 5. All events must be submitted to the PGC Events Calendar 14 days before the event date. PGC will NOT reimburse any costs for the event if this requirement is not met. 6. If two organizations hold events starting at the same time on the same day, PGC will only reimburse the organization which submitted to the Events Calendar first. This is to ensure organizations collaborate and communicate with each other. 7. PGC will NOT honor allocation request forms submitted more than 30 days after the event. If the organization is waiting for invoices or receipts from contracted services, a partially completed allocation request form is acceptable. Required Documentation 1. Photographs, scans, or other digital presentation of original receipts or invoices. Hardcopies are not accepted unless the event is PGC sponsored. a. Include Name, NetID, Organization Name, and Event Name on the receipt or along with the photograph. 2. Bank Statements are required for any purchases more than $100 that are paid by credit card. 3. Proof of attendance is required for any convention. See SABO handbook for details. 4. For any event reimbursement, organization Treasurer s must include electronic copies of an attendance list. 3
All submissions are to the PGC Treasurer via email ( danialchowdhury03@gmail.com ), in addition to ernestmariopgc@gmail.com with the name of the organization, event, and Allocation Request in the subject line. Student-Organized Events General Expectations PGC expects all organizations to conduct their own independent fundraising to host their own events. If no effort is made to fundraise, PGC holds the right to reject any allocation request. It is the responsibility of the organization Treasurer to appropriately budget an event without anticipating any reimbursement from PGC Organizations can submit a draft budget to PGC as an inquiry to determine if their event qualifies for an allocation. Any estimates provided by PGC are not binding. To qualify for an allocation or reimbursement, PGC requires all organizations to submit their event to be added to the official PGC Calendar of Events via the Calendar Addition Form 14 days prior to the event date. Non-Reimbursable Events PGC will NOT allocate toward events that are in direct conflict with another previously scheduled event. PGC will NOT allocate toward any Greek Rush event, with the exception of professional events open to the student body that coincide with rush week. PGC will NOT allocate to any organization s new member induction/initiation ceremonies, dinners, or retreats. PGC should NOT be expected to cover any cost or sub-cost of any event in full. Guidelines for Reimbursement Effective September 1st, organizations will now be classified into large, medium, and small categories. This is to ensure appropriate and fair reimbursements throughout EMSOP. Classification will determine on number of members. In order to help with these classifications, PGC will be asking for a complete member list (students who have paid dues) by October. When appropriate, PGC can allocate to the following categories: Food Room rental Security 4
Advertising Decorations/Supplies DJ/Band/Entertainment The amount of reimbursement is determined by PGC and is partially dependent on the following factors: Adherence to the PGC Calendar of Events and Event Submission Procedures Expected number of guests Venue (including location and room size) Student reach and focus Budget As per the PGC Pizza Policy, organizations must send in an Attendance Sheets to be reimbursable for up to 2 slices per person, or the equivalent servings for other food. Any changes or anticipated changes in an event s budget must be submitted to PGC. PGC reserves the right to modify an allocation if a budget is changed. Convention Reimbursements General Guidelines PGC will only reimburse towards the costs of the following: Travel Lodging Conference Registration No student can be reimbursed a monetary amount greater than the amount that was spent. It is each student s responsibility to send in any required documents to the PGC Treasurer and the PGC email. PGC expects all attendees seeking an allocation to book the lowest priced, economy-class flight in a timely manner. Non-Reimbursable Items PGC will NOT guarantee reimbursements for flights booked within 30 days of the event. Only the primary travel cost will be considered by PGC. PGC will not allocate toward any travel costs associated with the event itself. These include taxi services, train rides, parking, Uber etc. 5
PGC will not allocate toward flight change costs for any reason. Students participating in competitions or receiving awards should make appropriate arrangements to avoid these costs. PGC will NOT allocate for individual lodging without completion of the Special Allocation Request section. Medical reasons do not need to be disclosed to PGC, but must be approved by the Dean s Office. PGC will NOT allocate for fees associated with late conference registration for any reason. PGC will NOT reimburse any student submitting a reimbursement form after 30 days have passed since the conference date. 2018-2019 Convention Reimbursements - ACTIVE AS OF SEPTEMBER 1ST General Reimbursement Guidelines Students just attending the convention may be reimbursed up to 10% of total cost. Students presenting a poster at the convention may be reimbursed up to 30% of total costs. Students who hold national positions in their organizations and attend the convention may be reimbursed up to 100% of total costs. Special Case Reimbursement Guidelines Students receiving an award at a convention may be reimbursable up to 50% of total cost for registration, hotel and travel expenses. Students attending to compete in a nationally recognized competition may be reimbursed up to 50% of total costs. Students attending as a requirement to accept a national award on behalf of a student organization may be reimbursed up to 50% of the total costs (limit one student per award). Students presenting anything other than a poster (i.e. PowerPoint) may be eligible for reimbursements if the student provides appropriate documentation. 6
Midyear Reimbursements General Expectations EMSOP s presence at ASHP Midyear is always very strong. In order to facilitate school growth and recognition, PGC has set the following reimbursement guidelines specific for Midyear. P4 s attending Midyear solely to interview for fellowships and other positions are not eligible for reimbursement unless they fulfill the criteria detailed below. Any questions or comments should be directed to Danial Chowdhury ( danialchowdhury03@gmail.com ) 2017-2018 Midyear Reimbursement Only individuals who presented a poster at Midyear 2016 were reimbursed. Reimbursements were out of a $15,000 allocation that was equally divided among all poster presentations. Each poster presenter received roughly $200 in reimbursements $15K cap set in response to an increased number of Midyear attendees from previous years due to the convention s location being in Las Vegas, Nevada. 2018-2019 Midyear Reimbursement Policy - ACTIVE AS OF SEPTEMBER 1ST Only individuals who presented a poster at ASHP Midyear 2018 in Orlando, Florida will be reimbursed. Reimbursements will be out of a $10,000 allocation that will be equally divided among all poster presentations. The reason for the $5,000 decrease in allocation is due to the abnormal spike in Midyear presenters in 2016, which should normalize for Midyear 2017. With this new allocation and an estimated 50 poster presentations at Midyear 2018, each presenter is expected to be reimbursed approximately $200. Once all reimbursement requests are received by a date to be set by the PGC Treasurer, PGC will consider increasing the $10,000 allocation after looking at the remaining funds at the beginning of the spring semester in order to maximize reimbursements for students. A more detailed document outlining how to submit reimbursement requests will be released after ASHP Midyear 2018. If you have any additional questions, please feel free to email danialchowdhury03@gmail.com. 7
Suggested Allocation Request Procedure and Timelines Example: Organizations Attending Conventions / Conferences 1. Book flights at least 30 days prior to the event. 2. Submit the special request section at least 30 days prior to the event if applicable. 3. Collect and digitize all receipts, bank statements, and proof of attendance. 4. Compile a list of all attendees and their expenses. 5. Fill out the Allocation Request form and submit it to PGC with all supporting documents within 30 days after the event. Example: Organizations Planning Events 1. Submit the date and time for the event to PGC to be added to the calendar at a minimum of 14 days prior to the event date. 2. Draft a budget for your event. 3. Optional - send the draft budget to PGC with the special request section if applicable for an estimated allocation. 4. Digitize all invoices, receipts, bank statements, etc. 5. Fill out the Allocation Request form and submit it to PGC with all supporting documents within 30 days after the event. Conclusion All guidelines and policies set in place for the 2018-2019 school year have been reviewed and confirmed with the Dean s. If there are any issues/comments/questions regarding this document, please reach out to PGC Treasurer Danial Chowdhury ( danialchowdhury03@gmail.com ) and PGC President Nehar Damle ( nehardamle@gmail.com ) 8