SEC Finance FAQ (Last Updated November 2022)

  1. What is the best way to get conference funding?
    • We recommend you apply to the GPSG first and then apply for the SEC funding to maximize the amount of funding you can get.
    • First, apply for the GPSG Award, and even if they give you nothing (they only give 10 per month) attach the award letter of $0 to the SEC conference funding request. This allows us to exempt the 30-day requirement for receipts because the GPSG wants it ten days after the conference.
  2. What’s the best way to submit a W-9 for reimbursements?
  3. I just became a new IG coordinator, and I have no clue what my budget is.
    • All IGs have their whole level of funding from last year’s allocation. Email secf@pitt.edu to reach Alex and get an exact number for your group.
  4. By when do IG coordinators have to spend their budget?
    • The financial budget cuts off on May 30th. All reimbursement requests must be submitted by then.
  5. Why can’t I file reimbursements myself? I filed a reimbursement, but it’s not working.
    • Make sure you’re using the instructions listed here; otherwise, it will not go to the right place or get rejected immediately due to SORC rules. This document is written in excruciating detail with pictures to avoid any miscommunication.
    • Every single IG is a subgroup under SOM in the eyes of SORC, i.e., IMIG, CTSIG, etc., and SORC has no clue what those are – instead, they all fall under the SOM-SEC basket. That means every financial transaction for IGs needs to run through the SEC to get to SORC, and anything else will get rejected on its face or, even if it does get through, have to be sorted out after the fact.
  6. What can I buy and get reimbursed for with SEC funds?
    • You cannot buy gift cards or direct monetary/equipment contributions to outside organizations.
    • You can buy alcohol, but this must be pre-approved by SEC and have a signed letter from the SEC advisor (Dr. Gonzaga).
  7. How can I fundraise?
    • The fundraising mechanism under SORC is severely limited as they don’t allow people to pay in Venmo or cash, only checks made out to the University. For significant events, we recommend Eventbrite. Please contact the VP of Finance for specific account setup details and where to make out the check. Be aware that Eventbrite charges both payment processing and service fees.
  8. My bank/credit card statement won’t be out till the end of the month, after the receipt deadline. How do I attach it?
    • Go to your online credit card or bank portal, click on the relevant transaction, print that page as a pdf, and attach it.