USG EMAILS

2024-2025 Emails

  • Dear Club Leaders, 


    Spring Budget Weekend (SBW) is just around the corner, and we want to make sure you're fully prepared!  

    This is only eligible for line budget status clubs, including clubs that had a line budget last year but was defunded this year. This is your chance to receive a line budget again! 

    When & Where?
     March 7th 2pm - 7pm; March 8th 10:30am - 6pm; March 9th 10:30am - 5:10pm
     Stony Brook Union (exact rooms will be announced at a later date) 

    Here is the submission form: https://forms.gle/GjcuAQPWAykBTsWCA
    Here is the application form: https://docs.google.com/spreadsheets/d/1abkMCbWpVAnNBk-O06CPOoKmUVXUU7Wk/edit?usp=sharing&ouid=102171046878797502049&rtpof=true&sd=true

    Here are the links to schedule a spot:
    Sports: https://calendar.app.google/nGV5PsdkrmxCcz1Q6
    Academic: https://calendar.app.google/sbDumpFtYbhjA73x8Cultural: https://calendar.app.google/LPFqjMfiFaTKPhg49

    Performance/Leisure: https://calendar.app.google/bE4vMyZ6zDeUyxXG7Community Awareness/Activism: https://calendar.app.google/xmYZWVwWZMkd8Str9
    Media/Religious: https://calendar.app.google/umXQNkzUGWRBtrpW6

    Please refer to this document to check for your club’s club type. Please schedule only one appointment per club! Please be sure to select the correct link for your club type, or your appointment slot may be canceled, unless permission is given by the Treasury office or all appointment slots for your club type have been taken. If all the appointment slots for your respective club type have been taken, only then you may choose a slot from remaining community awareness/activism or media/religious slots. 

    The Submission Form deadline is on March 5th, 2025 at 11:59pm. This is a hard deadline as the Google Form will close and late submissions via email will only be accepted with a 50% penalty, so please make sure to submit on time to keep your club funded. If your club has scheduled for a slot during SBW but did not submit a submission form on time, your slot will automatically be cancelled unless your club emails us letting us know that your club still wishes to present during SBW with the 50% penalty. 

    If you fail to submit your Submission Form by March 5th, 2025 and did not schedule for a slot during SBW, you will have a chance to schedule your club for a make-up session on either March 10th (Monday) or March 11th (Tuesday) by emailing usg_treasurer@stonybrook.edu. Again, please note that there will be a 50% penalty to your line budget. 

    If your club is unavailable during SBW due to a competition/tournament or other extenuating circumstance, your club would have to inform us before March 5th so we can schedule your club on March 10th (Monday) or March 11th (Tuesday) to accommodate your presentation. 

    Please read the SBW Checklist, Grading and Rubric attached for further information! For financial transparency, applications from clubs with approved specifics, as well as any adjustments (eg. from percentage grades, penalties, budget increase caps), will be made public. With about 30 new line budget clubs expected next academic year, we are striving to ensure that funds are allocated fairly and justifiably to each club within our budget. 

    We also have training sessions for Spring Budget Weekend in case you have any questions and/or need some advice. Here are the dates, times and zoom links for the training sessions.
    February 19th (Wednesday) 12:30pm - 1:30pm 
    February 24th (Monday) 1pm - 2pm 

    If you have any questions, please don’t hesitate to reach out or visit us during our office hours. We’re excited to hear your presentations and see all the great things your clubs have planned! 

    Regards,

    Bonnie Wong

    USG Treasurer

    Undergraduate Student Government

    Stony Brook University

    Office Hours 

    Treasury Feedback Form

    Instagram | Website

    Important Documents

    Office: 631.632.6382

    usg_treasurer@stonybrook.edu

  • Hello Seawolves!

    The Undergraduate Student Government (USG) Senate and Executive Council approved proposed changes to the eligibility requirements for the positions of Treasury and Vice President of Student Life. These changes will only go into effect after a Special Election vote from the Student Body (You!). The election will run from Monday, February 3rd to Friday, February 7th on SBEngaged. 

    The following is an outline of the changes:

    Treasurer Changes:
    Treasury is responsible for the financial operations that support over 250+ and their event and initiative needs. To ensure candidates for this position are well-prepared for the responsibilities, the following additional requirements have been established: 

    • Candidates must have either served as a staff member in the Office of Treasury or completed a minimum of 5 hours of shadowing members of the Office of Treasury. This includes shadowing the Treasurer and Associate Treasurer. Shadowing activities may include observing office hours and gaining hands-on experience in Treasury operations. 

    • Shadowing hours must be approved by both the Treasurer and the USG Administrative Director.

    • If no candidate meets the requirements, the top three candidates with the highest number of shadowing hours will be considered. 

    • Candidates must attend an informational workshop hosted by the Treasurer. These workshops will cover essential topics, including budget grants, Spring Budget Weekend, invoice requests, line budgets, Probationary Budget Committee budgets, fall revisions, appeals, financial bylaws, Financial Edge NXT, Memorandums of Understanding (MOUs), and Academic Year (AY) budget formulating.

    Vice President of Student Life Changes:

    The Vice President of Student Life is vital in enhancing the Stony Brook student experience by working closely with clubs, events, and programs that make our campus vibrant and engaging. To ensure candidates are well-prepared for this responsibility, we are introducing additional requirements for the role: 

    • Candidates must have either served as a staff member in the Office of Student Life or completed a minimum of 5 hours shadowing members of the Office of Student Life. This includes shadowing the VP of Student Life, the Executive Assistant to the VP of Student Life, and SAB Programming Coordinators. Shadowing can include observing office hours or participating in SAB event committees.

    • Shadowing hours must be approved by both the VP of Student Life and the USG Administrative Director.

    • If no candidate meets the requirements, the top three candidates with the highest number of shadowing hours will be considered.

    • Candidates must attend an on-site informational workshop hosted by the Vice President of Student Life. These workshops will cover topics like budgeting, contracts, professional working relationships (including Student Engagement & Activities, ASA, Enterprise Risk Management, and SEA), and documentation and record keeping.

    These changes aim to ensure future candidates are fully prepared to meet the demands of these roles, fostering a stronger foundation for student life and clubs and organization’s experience. 

    Please be sure to vote on SB Engaged for these amendments starting Monday February 3rd!

    Best regards,

    Nistha Boghra, USG President, & The Executive Council

  • Dear Clubs and Orgs, 

    Hope the semester has been treating you all well so far! USG Treasury has a few important updates to make. Please read the following closely. 

    Travel Financial Bylaw Changes 

    The proposed amendments to the financial bylaws regarding travel has been passed by Senate. Here is what you need to know: 

    1) Off Campus Travel: The off campus activity cap for RSOs has been increased from $200 per person to $350 per person on a single off-campus activity. Exceptions shall be made by the discretion of the USG Treasurer. 

    2) PBC Travel Prohibition Amendment: PBC funds shall not be used to fund travel. This includes but not limited to hotel, transportation, and associated registration. 

    3) Travel Grant: Requests beyond $3,500 total will subject to Senate approval following approval from BGC. There is a hard cap of $350 per person and $10,000 total. 

    Weekend/Evening Event Enhancement (WEEE) Grant

    This is a new grant sponsored by SEA! To apply for this grant, please fill out the grant application and send it to usg_treasurer@stonybrook.edu. All clubs registered with SEA can apply! 

    To highlight some important points: 

    - RSOs will not be eligible to receive more than three WEEE grants per academic year and limited to two WEEE grants in a single semester. Exceptions to the semester maximum may be made at the discretion of the USG Treasurer and SEA. 

    - Clubs/organizations may receive up to a maximum of $4,500 for an Evening/Weekend Event Enhancement Grant per application. 

    - The event must begin on or after 6pm on a weekday or on a weekend (Friday 6pm - Sunday 11:59pm) to be eligible. 

    - This grant cannot be used for any fundraisers. (This includes ticketed events!) 

    - SEA final approval is needed for all decisions and will be present for the review and discussion regarding applications for this grant. 

    Agency Accounts

    If your club has an agency account (check here), please submit the FY 24-25 Signatories Form. Please complete and return it as soon as possible to ensure your USG Agency Account remains active. Please ensure the signatories listed are updated and accurate. Then, please return the completed form via email to usg_agencyaccounts@stonybrook.edu. 

    Bootcamp and Financial NXT onboarding - Line Budget and PBC clubs only! 

    Bootcamp Completion is REQUIRED for all e-board members (President, Vice President, Treasurer & Secretary) before September 30th (already past due!) or your club budget will be temporarily frozen and your club won't be able to request funding. 

    If you have completed the bootcamp and signatory from before September 30th, you should either have received an invitation from Financial NXT (new club leaders) or have full access to Financial NXT (returning club leaders). Access to the expenses tab can only be allowed after you have accepted the invitation. We will be checking occasionally to allow access to the expenses tab, but if needed immediately, please email us. 

    Financial NXT notifications

    If you haven't already, you can turn on notifications for Financial NXT under "Edit Settings" in the Expense tab to be notified about invoice requests rejections and approvals. 

    Line Budget Penalties

    Starting from October 15th, we will start carrying out penalties according to the Financial Bylaws. Please read through and be aware of all the penalties. This includes but not limited to late invoice requests, reimbursements, chase one card violations, no-show/cancellation fees, fall semester underspending.

    Fall Semester Underspending: The end of the semester is on December 19th. On December 20th, line budget status RSOs who did not meet the required spending of 20% of the club budget by the end of the fall semester, the unspent remainder of that 20% will be penalized and the funds will be reallocated by USG. Only clubs with exceptional cases will be exempted from this penalty. Clubs must send us an email before December 10th to request an exemption. 

    Other Penalties: Other club budget percentage deduction penalties that were warranted and informed to the club by USG Treasury will also be taken out of the club budget and be reallocated by USG by the end of the fall semester. 

    New USG Director of Administration and Operations - Yessenia Flores-Hart

    We are pleased to welcome Yessenia to the USG team! If you come to the USG office, make sure to stop by and hi to her :D 

    For any questions regarding contracts, please reach out to both USG president nistha.bohgra@stonybrook.edu and yessenia.flores@stonybrook.edu. 

    PEX card/Travel Payment issues Emergency Contact after office hours 
    If there are any emergencies (and emergencies only!) regarding PEX card payments or travel payments after office hours, please reach out to the USG Treasurer bonnie.wong@stonybrook.edu or Associate Treasurer isha.sachdeva@stonybrook.edu via email, G-chat or G-chat call. 

    Enterprise (car rental)

    DJ Harloff is no longer with Enterprise. Please contact Robert Terano at Robert.Terano@em.com for any inquires. Also, if your club is using Centereach location (which is 95% of the time), please choose the vendor ERAC on Financial NXT. 

    Club Social

    USG Clubs and Orgs is hosting Club Social on Thursday, October 10th 7pm to 9pm. USG Treasury will be tabling there as well if you wish to talk to us or ask us any questions. 

    Thank you for getting through such a long email. I understand this is a lot of information at once. As always, if you have any questions, please don't hesitate to reach out to usg_treasurer@stonybrook.edu or visit us during office hours. 

    Regards, 

    Bonnie Wong

    USG Treasurer

    Undergraduate Student Government

    Stony Brook University

    Office Hours 

    Treasury Feedback Form

    Instagram | Website

    Important Documents

    Office: 631.632.6382

    usg_treasurer@stonybrook.edu