Event Planning

Attention: GSO events need to occur prior to the final day of classes for the semester. This is a Event Services policy, so if you are using any room reservations or resources then you must do so before the last day of classes.

The deadline for GSO events for the Spring 2023 semester is May 16th. 

Step 1: Allocation Request Form

Submit an Allocation Request FormPlease ensure that your event is approved before you ask for any reimbursement of expenses.

Step 2: Check your e-mail for Approval

In the e-mail, you will receive additional instructions particular to your event.  Please follow the instructions carefully.

If your event is off-campus, you will be asked to submit liability forms to the GSA Office.  We must be able to confirm that these forms were completed prior to the submission of any reimbursements. If your event is overnight or out of state, please follow up with the Community Liaison to discuss travel details.

Step 3: New Policy Concerning Reimbursements

For group events, students are required to request reimbursement individually for any items they purchased.  They may only request reimbursement for their own purchases. This is a change from the past policy where one student could request reimbursement by Business Services for all event-related purchases and that student could reimburse other students personally.

Please note, we have a $10.00 minimum reimbursement requirement.

Step 4: When making purchases for your event…

A. Save all original, itemized receipts. Per university policy, we do not reimburse for alcohol. 

B. Use the tax-exempt form included in your approval e-mail.  We cannot reimburse sales tax.

Tax Exempt Certificate Here

C. Mileage will be reimbursed based on distance at a rate of $.56 per mile.  There is no need to save gasoline receipts.

D. If working with a UMBC Caterer (Glenmore or Chartwells) let them know that you are a GSA sponsored organization.

E. Fill out an honorarium agreement for speakers or performers. This will be included in your allocation request approval.

Step 5: After your event…

Submit the following documents to the GSA Office within 10 days after the event:

A. Post event form

B. Sign-in form (You may use any format.)

C. Copy of the e-mail or flyer advertising your event

D. Proof of Expenses

  • Original, Itemized Receipts- You must submit the physical receipt in its original form to the GSA Office.  Please tape them to 8.5” by 11” copy paper.  If the business is not able to provide an itemized receipt, please include a handwritten breakdown of the total cost with the original receipt.
  • Google Maps Directions- To receive reimbursement for mileage at $0.56 per mile, include Google Maps directions from UMBC to the destination.
  • UMBC Catering or CommonVision- Although GSA will pay these vendors directly, please include a copy of the invoice for budgeting purposes.
  • 25Live Room Reservation Confirmation – Please submit the confirmation email you receive from Scheduling when you reserve space on campus.
GSA reserves the right to deny and/or adjust reimbursements if funds were spent irresponsibly.  (e.g. excessive meal costs) and/or if documents are not submitted within ten days of the event.