The GSA 2013-2014 budgetary year ends on July 31, 2014. Clubs must encumber their funds by June 2, 2014. Any money, which your club plans to spend on or before July 31st, must be encumbered by June 2nd or these funds will be lost to you! Encumber funds by filling out a blue Encumbrance Request form AND attach a copy of the club minutes where the funds were previously approved. No encumbrances will be approved that do not have club minutes attached showing prior approval for the expense(s) listed! Make sure the following information is on the encumbrance:
1. The name of the person or organization to whom the check will be made out.
2. A detailed description of what the expenditure is for (include what, when and where) and the estimated amount.
Turn this into the GSA office by June 2nd before 3:30 p.m. This will be sent to our accounting office, Sub-Board I, Inc., which issues an official, dated, numbered PO.
Please keep in mind that events must be held on or before July 31st. August 1st starts the new fiscal/budget year. Any event held on, or goods received on or after August 1st will be charged to the 2014-15 club budget.
Once funds have been encumbered, clubs have until September 1, 2014 to turn in original itemized receipts, proof of payment, minutes, advertisements, and to sign the Receiving Report section of the PO. At this time the PO will be processed; the check sent out. NOTE: Events must have been held and the money spent by JULY 31, 2014!
Thank you for your attention in this matter.
PLEASE NOTE: SPRING PAPERWORK DEADLINE: JUNE 30, 2014
GSA SUMMER OFFICE HOURS: Monday – Thursday 8:30am – 4:00pm (Closed for lunch 1:00 – 2:00pm daily)