Club Forms

Where possible, typed information is preferred, but not required.  Hand-written submissions will only be considered for approval if they are legible. Any form that requires a signature and date should be hand signed, and not typed.

Documents are either pdf, doc, or excel files. To fill in pdf format documents, you will need Adobe Acrobat. All public computing site cybrary workstations have this ability and any computing consultant can show you how to use it.

Frequently Used Forms

• Requisition Request Form (for encumbering/requesting money): https://www.buffalo.edu/studentlife/who-we-are/departments/engagement/information-for-clubs-and-organizations.html#fsa-requisition-request
• Alcohol Review Board (Permit Request)
  • At this time all alcohol served on-campus will need to be ordered and served by Campus Dining and Shops (CDS).  Student Engagement is currently working on a new Alcohol Policy.  For more information, please contact Phyllis Floro at floro@buffalo.edu
• General Services Contract
• Speaker Service Agreement
• W-9 Tax Form (for US citizens or businesses)
• W-8 Tax Form (for non-US citizens)
• Co-sponsorship Agreement (for giving money to another organization outside GSA)
• Non Charitable Contribution Form (for receiving money from another organization outside GSA)
• Special Activities Application
• Symposium Application
• Interdepartmental Activity Funding Application
• Community Outreach Program Funding Application
• Scholarly Publication Funding Application

Important Information for Club Officers

Directives for the use of GSA club funds during the COVID-19 pandemic

Virtual Club Event Supply Distribution Liability Waiver

• Budgetary Guidelines
• Managing Your Club’s Budget
• Sample Club Minutes
• GSA Website Policy
• Mandatory Officer Training Slides
• EDI Sexual Violence Prevention Training Slides
  • Training video: https://ub.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=82597684-dd8c-47fe-88b4-ac460137d3d6
• UB Ticket Office Policies and Procedures

Forms for Starting and/or Activating a Club

PLEASE NOTE:  As of August 1, 2020 all club elections must now be held online via UBLinked.  Please see the GSA Club Election Policy for more information and instructions.

• Club Recognition Policy Guidelines
  • Please refer to this document first if you would like to start a new Special Interest or International club.  It lists all of the requirement information, and the forms/documents needed in order to be considered for recognition.
• Club Data Form
• Officer Election Verification Form
• Board of Directors Election Verification Form
  • All Board members must complete the “Good Practices for Good Boards” program before they can serve on the GSA’s Board of Directors.
  • Instructions:
    1. Go to charitystrong.org
    2. Click the link to “Directors U” at the top of the page
    3. Register as a new user as a “Board Candidate or Current Board Member”
    4. Click the link for the Good Practices for Good Boards programs
    5. Complete the online training course and quizes
    6. Email your “Completion Certification” to the GSA office before you attend your first Board of Directors meeting
• New Club Recognition Application
• Renewal Club Recognition Application
• Board Sheet
• Statement of Purpose
• Proposed Budget Sheet for International Clubs
• Proposed Budget Sheet for Special Interest Clubs
• Template Constitution for Clubs
• GSA Club Voting Petition (for Special Interest Clubs)

Deadlines for applying for Club Recognition for 2020-2021 academic year:

September 2^nd  for the September 9^th Board Meeting
September 30^th for the October 7^th Board Meeting
October 28^th for the November 4^th Board Meeting
November 24^th for the December 2^nd Board Meeting

PLEASE NOTE: Clubs can only be recognized at one of the Fall semester Board of Directors meetings.  No clubs will be recognized during the Spring semester.

Frequently Used Vendors that will Directly Bill GSA

• Wegman’s (cards can be signed out at either GSA office)
• Franco’s, Besta, Santora’s, or Zetti’s Pizzerias
• Staples or Eaton Office Supply (GSA will place the order)
• University Bookstore
• Three Pillars Catering or any Campus Dining and Shops (CDS) organization
• The UPS Store (UB Commons)
• Any vendor that is willing to accept a PO and invoice for goods or services