Coordinator Guidelines

• Meetings & Events[+]
  • Workshops are required to meet at least three times per quarter. Track attendance at each.
  • No more than one-third of your total budget may be spent on any single event.
  • Workshops may request meeting space at the Humanities Center by emailing Rachel Knowles ([email protected]) after July 1.
  
• Calendar[+]
  • Coordinators must enter workshop meetings directly into the Google Calendar for their workshop
• Collecting Back Up Documents for Reimbursements and Honoraria Payments to Visiting Speakers[+]
  • Letter of Invitation
  • LA-6
  • Receipts: Date, Items Purchased, Price, Vendor Name, If CC, last 4 digits + CC type, Legible.
  • W-9 (If requesting Honorarium)
  • Incomplete backup will not be accepted. Only requests with complete backup will be processed.
  

• Purchasing Card Policies[+]
  • Sign out from SHC only. Return within 24 hours of sign-out. You may reserve it in advance.
  • Back-up receipts and full description of expense (who, what, where, when, etc) must accompany
  all PCard purchases.
  • Food and Beverage purchases require detail receipts indicating which items are alcohol. Off campus dining events must include the mandatory attendance list.
  • Failure to comply with above policies results in workshop forfeiting PCard use for remainder of year
  
• Petty Cash[+]
  • See Kent Safford for cash reimbursement of any expense up to $50.
• Receipts: Date, Items Purchased, Vendor Name, if CC, last 4 digits + CC type, legible[+]
  • Submit receipts within 60 days.
  • Funds are only available for the academic year.
  • Funds do not carry forward. All spending must be completed by June 15, 2012.
  
• Stipends[+]
  • Stanford requires that graduate students be fully enrolled for the quarter they wish to be paid.
  • Turn in stipend forms by the first Monday in October.
  
• Reimbursement Policies[+]
  No reimbursements for automobile rental insurance.

• Forms[+]
  • Mandatory Attendance Forms: Send these in electronically after each workshop event.
  • Evaluations: In the spring quarter, coordinate distribution of online participant evaluation forms.
  • End of Year Report: In June, each workshop needs to submit an end-of-year report. Details about reporting requirements will be distributed in the spring quarter.
  

• Misc.[+]
  • 2011-12 is the final year a workshop is allowed multiple grad student coordinators.
  In 2012-13, only one graduate student coordinator per workshop will be recognized
  • No honorarium payments to Stanford faculty, students, or staff are allowed.
  • Reimbursements for out-of-pocket expenses are allowed with complete receipts.