The RSO self-service center features how-to instructions, forms, deadlines and processing times. This tool will guide you through complicated processes and help you understand important RSO policies, procedures, and guidelines.
Read this before you start!
Acronyms
| Item | Deadline | Description & Requirements | Processing Time |
|---|---|---|---|
| 25live access | INSTRUCTIONS 1. 25Live is an RSO's platform to reserve Mason campus space. Inform the RSO Lead Team about the newly appointed 25Live Representatives using the Re-Registration Application during the re-registration period in late spring. Otherwise, email the RSO Lead Team the full names and Mason Email for the outgoing and the incoming officers with access. You can update all the other officer positions on Mason360 as needed. Don't forget to update your RSO's Mason360 group page as well. 2.25Live Representatives: It is your responsibility to review the 25Live Representative Officer training. The office of University Events will send the 25Live Representative their individual login instructions to 25live.gmu.edu. Your username will be the first part of your Mason email address (e.g., abcde@gmu.edu, username is abcde). If you have not set a password before, use “changeme”, and then change it after you log in. | ||
| 25live: How to Reserve a Classroom (Video Tutorial) | LINK: How to Reserve a Classroom (Video Tutorial) |
RSO T-Shirt Purchasing
An RSO is able to purchase T-Shirts with RSO off-campus bank funds (or have each student purchase with their own funds).
The design must not incorporate a Mason logo if the RSO moves forward with an unapproved vendor. Review this site to recognize the use of a Mason logo: George Mason University Logos
If your group adds a Mason logo to the shirt (not within the design, but a separate addition), you will need to purchase them through approved vendors as they have the license to add the logo onto a shirt. T-shirt Screen Printing Contracts
Student Funding Board does not provide funds for T-shirts.
OPTION 1: If the catering costs less than $5000, you may submit a request to have a SI Budget staff member pay for the catering with their purchasing card (Pcard). See Purchasing Card instructions.
OPTION 2: If the catering costs less than $5000 and doesn't include setup, staffing, or breakdown by the caterer, a member of your RSO may pay for the expense out-of-pocket and then seek reimbursement afterwards. See Reimbursement instructions.
OPTION 3: If the catering costs $5000 or more, you must submit a request to have a purchase order (PO) issued for the expense. See Purchase Order instructions.
TYPE 1: A Traditional Honorarium, which is typically paid to persons of scholarly or professional standing with the intent of showing good will and appreciation for a speech given (e.g., a public address, oration, or other forms of oral presentation and includes participation in a panel, seminar or debate).
TYPE 2: An Operational Honorarium, which is typically paid to an individual with the intent of showing appreciation for participation in university education, research or public service activities (e.g., a volunteer judge).
INSTRUCTIONS
1. Secure funding to pay for the honorarium.
2. Have the honorarium recipient go to Doing Business with Mason to submit their completed Virginia Substitute W-9 Form (or the W-8BEN for foreign nationals) via the secure Vendor Maintenance Form. Ask the vendor to list "Student Involvement Budget" (as the Name) and "sibudget@gmu.edu" (as the Contact Email) in the George Mason University Contact Information section of the Vendor Maintenance Form.
3. Log into Mason360 and select "Honorarium" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.)
4. Fill out the required information and attach the completed Independent Contractor Evaluation Form and a flyer or newsletter (advertising the presentation) to the RSO Spending Request form.
5. Submit the RSO Spending Request Form in Mason360.
INSTRUCTIONS
1. Log into Mason360 and select "Journal Voucher (JV) Transfer" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.)
2. Fill out the required information and submit the RSO Spending Request form in Mason360. The General Accounting office usually processes journal voucher transfer requests within two weeks of receiving them.
After your RSO has its own TIN, it should work directly with a bank of its choosing to open up an off-campus account in the name of its organization. Depending upon the bank you choose, you may be asked to prove that you are a registered student organization at Mason. Email sibudget@gmu.edu to obtain an RSO Letter of Recognition.
Instructions for Paying by Charging to Org Code:
1. Secure funding to pay for the on-campus charge by requesting SFB. Be sure you have been allocated the funds before the event.
2. Contact the Mason office, from which you want to "charge" a good or service, and submit your order/request.
3. Provide the Mason office with your RSO's organization code (i.e., five-digit account number, starting with "M" or "W").
4. After the event, the cost of the good or service will be deducted automatically from your RSO account.
Instructions for Paying with Off-Campus Funds:
1. Secure funding to pay for the on-campus charge in your off-campus bank account.
2. Please click on the link to the handout below for more details on how to pay the different offices.
OPTION 1: We reimburse each RSO member for their registration fee / membership dues.
INSTRUCTIONS
1. Each RSO member pays for their own registration fee / membership dues out-of-pocket and then seeks reimbursement afterwards. (Due to tax implications, RSO members cannot pay on behalf of another student and expect reimbursement afterwards.)
2. Each RSO member logs into Mason360 and selects "Reimbursement" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.)
3. Fill out the required information and attach an itemized receipt (in this case it will likely be an email confirmation, showing the student's name, the description of the expense, the total cost, and payment details).
4. Submit the RSO Spending Request form in Mason360. The Accounts Payable office will issue a reimbursement check and send it directly to the student payee's address on file in Patriot Web within approximately four weeks.
INSTRUCTIONS
1. Log into Mason360 and select "Purchase Order (PO) / Purchasing Card (Pcard)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.)
2. Answer "no" to the questions that appear (e.g., "Is the total cost of your expense $5000 or more?" and "Does your expense require a Student Services Entertainment and Event Agreement?") to be routed to the Purchasing Card (Pcard) Order Form.
3. Fill out the required information and attach any supplemental documentation (e.g., price quote, invoice, catering contract, list of RSO members) that is requested.
4. Submit the RSO Spending Request form in Mason360. An SI Budget staff member will use their purchasing card to pay for the expense.
INSTRUCTIONS
1. An RSO member pays the vendor using their personal cash or credit card.
2. The student payee logs into Mason360 and selects "Reimbursement (including Travel)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.)
3. Fill out the required information and attach the itemized receipt(s), which should clearly show proof of payment.
4. Submit the RSO Spending Request form in Mason360. The reimbursement payment will be sent via direct deposit or mailed to the payee's current address in Patriot Web.
INSTRUCTIONS
GMU Cashier’s Office
4400 University Drive, MS 2E1
Fairfax, Virginia 22030
To apply for SFB money, an RSO must be in good standing. This means that your RSO president and treasurer have completed all of the required trainings; and your RSO has no current debt with Student Involvement or any campus partners or off-campus vendors. Because SFB allocations are funded by the student activity fee, the money must be spent not only in adherence to Mason’s policies and procedures but also according to the policies set by the Student Funding Board. (For more information on the SFB application process, please go to the SFB webpage.)
Another potential funding source available to RSOs is self-generated revenue (SGR). SGR is money that your RSO raises through the collection of dues from its members, charging admission to its events, seeking out donations and sponsorships from on or off-campus vendors, winning campus competitions, and fundraising. SGR should be deposited into your RSO's off-campus bank account.
INSTRUCTIONS
1. The student pays their travel expenses using their personal cash or credit card.
2. The student payee logs into Mason360 and selects "Reimbursement (including Travel)" on the RSO Spending Request form. (How to Submit an RSO Spending Request provides instructions on how to access this form.)
3. Fill out the required information and attach the itemized receipt(s), which should clearly show proof of payment.
4. Submit the RSO Spending Request form in Mason360. The reimbursement payment will be sent via direct deposit or mailed to the payee's current address in Patriot Web.