Funding for travel through ASNMSU!

Funding for travel through ASNMSU!

Requirements

• You must be a member of a chartered organization!– Psychology Graduate Student Organization for

example

• The president and treasurer of your organization must attend the financial procedures workshop

• Individual grad students must do 10 hours of on-campus community service – 10 hours gets you up to $3,000 of funds

Requirements

• Organizations have other requirements– For every $3,000, 25% of the

organization’s members have to do 2 hours of on-campus and 2-hours of off-campus community service

• 0-$3,000= 2 hours of on-campus and 2 hours of off-campus service

• $3,001-$6,000= 4 hours of on-campus and 4 hours of off-campus service

• $6,001-$9,000= 6 hours of on-campus and 6 hours of off campus service

• Etc…

Requirements

• Community service hours are void after 120 days– From the day you do the service (including

weekends, excluding holidays) is when the 120 day countdown begins!

– Ana Lujan is the Community Service Committee Chair

• [email protected]

Requirements

• What is the purpose of your trip?• If presenting, you need proof that your

talk/paper has been accepted– Email, letter, etc…

• If just attending the conference, you need proof that the conference is EDUCATIONAL!!!!– ASNMSU will not send you to the Annual

Conference on the Statistics of Gambling

Requirements

• Find a senator to sponsor your bill! – A bill is a piece of legislation that allows the

senate to vote on money allotted

SENATE OF THE ASSOCIATED STUDENTSOF NEW MEXICO STATE UNIVERSITY

BILL # FORTY-NINTH SENATE 2005-2006

Introduced by: Clayton Date:11/17/05

Referred to: Community Affairs, Rules, FinanceDate:12/01/05

Senate Action: Date:Date Signed:

XLIV-05-06 AN ACT

MAKING AN APPROPRIATION TO THE ACCOUNT OF THE BIOLOGY GRADUATE STUDENT ORGANIZATION. BE IT ENACTED BY THE SENATE OF THE ASSOCIATED STUDENTS OF NEW MEXICO STATE UNIVERSITY.

Section 1: Purpose of Act.To provide funding for 1 female to present her dissertation research at The International Society for Behavioural Ecology conference in Paris, France from July 20 -

29th, 2006. Section 2: Main Provisions.

LINE ITEMSHotel (1 room for 9 nights @ $50.00/night

$ 450.00Gas for travel to airport (1 vehicle @ $0.485/mile for 100 miles) $ 49.00Airfare for El Paso to Dallas, one-way (1 ticket @ $118.00) $ 118.00

Airfare for Houston to El Paso, one-way (1 ticket @ $170.00) $ 170.00

Registration (1 registration fee @ $240 ) $ 240.00SUBTOTAL

$ 1024.00Less Council Funds

$ 500.00SUBTOTAL

$ 524.00 Less Matching Funds (51%) $ 267.00

TOTAL APPROPRIATION $ 257.00

Section 3: Appropriation.Five hundred and one dollars and no cents ($501.00) shall be appropriated to the account of the Biology Student Organization from the ASNMSU

Surplus Account.Section 4: Rationale.

The International Society for Behavioural Ecology is one of the premier organizations for animal behavior. They only meet every other year, and each conference is held in a different country. This conference is very important for Mrs. X because they are having a special session on her research topic: duetting in animals. This is the first time a session at any conference has been devoted specifically to duetting, and will allow her to meet many researchers in the field, as well as share ideas and generate testable hypotheses about duet function. Most importantly, Mrs.X will be presenting some of her dissertation research at this conference. She appreciates any support ASNMSU can give her and thanks all of you for your time and consideration. http://www.isbe.com

Bill Example






XLIV-05-06 AN ACT






Airfare for Houston to El Paso, one-way (1 ticket @ $170.00) $ 170.00

Registration (1 registration fee @ $240 ) $ 240.00SUBTOTAL

$ 1024.00Less Council Funds

$ 500.00SUBTOTAL

$ 524.00 Less Matching Funds (51%) $ 267.00




The International Society for Behavioural Ecology is one of the premier organizations for animal behavior. They only meet every other year, and each conference is held in a different country. This conference is very important for Mrs. X because they are having a special session on her research topic: duetting in animals. This is the first time a session at any conference has been devoted specifically to duetting, and will allow her to meet many researchers

in the field, as well as share ideas and generate testable hypotheses about duet function. Most importantly, Mrs. X will be presenting some of her dissertation research at this conference. She appreciates any support ASNMSU can give her and thanks all of you for your time and consideration.

http://www.isbe.com

Total cost of your travel expenses






XLIV-05-06 AN ACT






Airfare for Houston to El Paso, one-way (1 ticket @ $170.00) $ 170.00 Registration (1 registration fee @ $240.00)

$ 240.00

SUBTOTAL $ 1024.00

Less Council Funds $ 500.00

SUBTOTAL $ 524.00

Less Matching Funds (51%) $ 267.00




The International Society for Behavioural Ecology is one of the premier organizations for animal behavior. They only meet every other year, and each conference is held in a different country. This conference is very important for Mrs. X because they are having a special session on her research topic: duetting in animals. This is the first time a session at any conference has been devoted specifically to duetting, and will allow her to meet many researchers in the field, as well as share ideas and generate testable hypotheses about duet function. Most importantly, Mrs. X will be presenting some of her dissertation research at this conference. She appreciates any support ASNMSU can give her and thanks all of you for your time and consideration. http://www.isbe.com

Funds from your council!

Graduate Student Council






XLIV-05-06 AN ACT







$ 240.00

SUBTOTAL $ 1024.00


SUBTOTAL $ 524.00







http://www.isbe.com

Council funds subtracted from the total cost of your trip






XLIV-05-06 AN ACT







$ 240.00

SUBTOTAL $ 1024.00


SUBTOTAL $ 524.00







http://www.isbe.com

ASNMSU covers 49% of the travel expenses AFTER council funds have been deducted






XLIV-05-06 AN ACT







$ 240.00

SUBTOTAL $ 1024.00


SUBTOTAL $ 524.00







http://www.isbe.com

Finally you have your total appropriation!

Clarification

• Why do council funds get subtracted first from the trip total? – Council funds and ASNMSU funds both

come from the same account!!!• Double-dipping is NOT allowed

• Total Appropriation– What you will be reimbursed for

• You pay for your trip FIRST, then ASNMSU reimburses you

Important things to remember!

• The bill has to make it to the senate floor BEFORE you leave for the trip!!

• The bill needs specific information– Get this information to a senator no later

than 1 month before you leave for your trip!

Information

• What organization do you belong to? • How many people will be going?

– How many male and female?– If no one is presenting/competing, only 2 people can be

funded through the same organization for the same conference

• Where and when are you going? – Title of conference, city, country, and date you will leave and

return

• How much is your hotel cost per room per day? – How many rooms will you need?

• 4 people per room• Cannot place males and females in the same room!

Information

• Cost of flight per person– Roundtrip?

• Taking a shuttle or your own vehicle to the airport?

• Need a taxi or rental car?• How much is your registration fee?

– If registration fee includes food, cost of food must be subtracted from the registration fee

• ASNMSU cannot pay for food or beverages

Once bill is submitted…

• Bill travels through committees– Community service

• Checks to see if your community service is legit and within the time frame

– Rules• Checks to see if the money you are asking for is able to

be legally given according to ASNMSU law

– Finance• Checks to see if the money asked for is appropriate, in

the correct format, and financially feasible depending on the $$ available

Committees

• You MUST attend the Community Service Committee meeting! – You will be asked questions about your community

service project/s

• It is highly encouraged that you also attend the Rules and Finance committee meetings as well– You will be asked questions about your bill– If you do not attend, you leave the fate of your

trip in the hands of a senator!

If it passes through committees…

• It will be debated on the senate floor

• Majority vote needed to give you the funds

If it passes through senate…

• It will be sent to the ASNMSU President for approval

• If approved, the bill will be given to the Comptroller, Amanda Oler, or Fiscal Advisor, Lydia Quintana– They set aside your awarded funds– Office is in the ASNMSU office on the 2nd

floor of Corbett Center

Getting your money!

• Turn your receipts into the comptroller no later than 3 days after returning– Receipts must be originals!!! – If you are on the Banner System, Lydia will

more than likely request that the finance department reimburse you or your organization through that system

• She will not write a check out to you! She cannot do that!

Getting you money!

• Process can take up to 3 weeks

• Must fill out a reimbursement request with Lydia or Amanda when you turn in the original receipts

Best of luck with getting funds!

Documents

Funding for travel through ASNMSU!