Graduate Student Association of the Catholic University of America

Lectures Committee

Meetings are held in the GSA Office, Room 105C Pryzbyla Center.

Requests can only be presented through senators. For scheduling purposes, if you intend to present a request, please inform the Lecture Chair at least one day in advance.

Sponsoring a lecture? Make a poster!

To encourage student and community participation, all lecture sponsors should contact Ann Fitzpatrick, who will be happy to help produce posters to promote the lecture event.

Forms For Lecture Committee Funding Applications

Routing Form
Vendor Application
Request Form
Universal Expenditure Form (UEF)
Travel Expense Report

Instructions to Apply for Lecture Funding

Relevant forms are at the student leadership and programs site.
Note: Allow at least 6 weeks prior to the anticipated event for your request.

1. Fill out a Department/Organization Request for Funds form. Itemize all requested expenditures. Make sure to include any additional sources of funding apart from the GSA.
2. Make an appointment to appear at the next Lecture Committee meeting. Contact Blythe Shepard.
3. Bring the Request Form to the meeting, with information about the speaker (C.V., Resume, etc.), a sample flyer and/or invoice of the event.
4. If your request is approved, you are responsible for making the lecture a success. Prepare all the necessary paperwork(Routing Form, Vendor Application, Request Form, Universal Expenditure Form (UEF), Travel Expense Report), including all signatures, and return it to the Lecture Committee Chairman in a timely fashion.
5. Advertise the lecture by poster and by emailing the GSA webmaster with all the relevant details.
6. Honoraria:
   1. Fill out the GSA Speaker Contract. The speaker must complete and sign the Speaker Contract and a “Vendor Application”:Vendor Application.docunless the speaker has a vendor ID number. To find out whether a speaker has a Vendor ID number, call the SORC at 202-319-4774.
   2. Once the speaker returns the signed contract, follow the instructions at the online finance guide for submitting contracts Turn all paperwork in to the GSA Lecture Committee Chair.
7. Travel: The speaker must provide original travel expense receipts. Attach them to a Travel Expense Report. Submit them to the GSA Lecture Committee Chairman. Typically, the speaker makes his or her own travel arrangements, so inform them of their travel budget. If you are making arrangements for the speaker, follow the guidelines found in the online finance guide.
8. Catering: First, read the CUA alcohol policy. For receptions and dinners, there are several ways to proceed:
   1. Pre-order food for catering the event:
      • Plan a menu.
      • Select one or more caterers (Aramark, Peapod, Pizza Hut, etc.).
      • For Aramark orders, submit the Aramark contract to the Committee. Do not sign the Aramark Contract yourself — grad students do not have that authority!
      • For outside vendors, follow the online finance guide for the invoice or contract.
      • Pre-ordering food is the preferred way for catering, since you will not have to pay sales taxes (Office of Campus Activities “OCA” is not-for-profit) and you will not have to wait for reimbursement.
   2. Reimbursement:
      • Follow the steps in the online finance guide for Reimbursement.
9. Dinners: Either follow the reimbursement procedure in the finance guide or arrange with OCA and a restaurant for OCA to pay the bill at a restaurant.