Info for Current Members

Spring 2025 Assembly Meeting DatesDownload
GPSC New Member Orientation: Empower Hour Presentation
GPSC Empower Hour Fall New Member Orientation Presentation-2024Download
Assembly Meetings: Robert’s Rules Slide Deck
Roberts Rules review and languageDownload
Legislation Submission

As a representative, you may author or sponsor legislation. If you are sponsoring legislation for another student or group, please be sure you are up to date and knowledgeable of the submission requirements, including deadlines. All legislation must be sponsored by a voting assembly member.

ALL legislation, Bills and Resolutions, are sent to gspcpro@uark.edu.

Before submitting a bill, please review important meeting and submission deadlines based on the anticipated date of the event. You may also request support if the bill is specific to funding requirements by emailing the GPSC Treasurer at gpsctres@uark.edu.

 GPSC Finance code

Bill with funding approved?

The next step is now to submit a GPSC Budget Request Form 2024-2025. Be sure to submit this form at least 10 days before your expected event. You will need to have an itemized invoice or estimate. You will also need to fill out an Official Function Form. You will upload both of these documents within the Budget Request form submission.

P-card use

If using a purchase card (p-card) for any purchases, you must have completed the required training for use of the p-card. Please contact GPSC advisor Bradley Stall bstall@uark.edu with any questions or for a link to the training.

After your purchase, you MUST turn in the itemized receipts and upload within the Budget Request Form submission. Do not forget this required step or use of the p-card may be restricted.

Per university policy, individuals to which a PCard will be delegated to must take the PCard Cardholder Training, prior to the card being delegated to them. Instructions for enrolling in the training can be found by going to the PCard website and clicking on “Enroll in PCard Cardholder Training“.  You may be asked to send proof of completion prior use of PCards.

Event Funding – Details

To receive funding, you must be a member of a graduate-oriented Registered Student Organization (RSO), be a current member of the GPSC, or have your bill sponsored by a current member of the GPSC. For more information on student organizations, please visit the Division of Student Affairs Office.

Applying for funding involves the creation of a formal GPSC bill with an invoice embedded. This bill will be voted upon during a GPSC General Assembly Meeting after receiving approval from the finance committee. Bills must be submitted to the president pro tempore of the GPSC. Bills should include a title, potential effects on graduate students, information about the group requesting funds, and the amount of funding needed. Please point out if the requested amount is pre- or post-tax. The GPSC Treasurer will help point to the correct line item after submission. See examples below:

GPSC Legislation Template (2024-2025)

If the submitted bill is affirmed by the Congress, you will be notified and then may move on to the next step of submitting a budget request form (requisition form) on Hogsync. Funds approved in this way will be drawn from the GPSC Assembly unallocated.

GPSC Budget Request Form 2024-2025

Guidelines (also please see GPSC Finance code)

  • Bill Name
  • Requestor Name(s)
  • Sponsor Name(s) – must be a current assembly representative
  • Description of Requestors
  • Event/Request Impact on Graduate Students
  • Event Details
  • Financial Details

Link to Legislation/Bill Template

If you have questions about writing a bill or need legislation support, please email the President Pro Tempore at gpscpro@uark.edu.

You may also request support if the bill is specific to funding requirements by emailing the GPSC Treasurer at gpsctres@uark.edu.

There is no need to write a bill if a line item exists in the GPSC budget for your event, position, committee, or student organization.

  • Any funds used from a ‘legislative allocation’ line item over $300 must be approved by a simple majority of the GPSC Legislative Assembly
  • All expenditures over $500 from the GPSC assembly budget must be approved by a simple majority of the GPSC finance committee
  • All expenditures over $1,000 from the GPSC assembly budget must be approved by a simple majority of the GPSC Legislative Assembly

Line items typically may be created by legislation with the approval of the Treasurer and finance committee or at the end of your budget review by the finance committee.

When making a purchase that involves a contract, give at least 4 weeks lead time since it can take General Counsel a bit of time to review/revise and then sign them.

Regular purchase requests need about 10 days advance notice after assembly approval. See the calendar in Table 1 under the Submission and Event Timeline section.

Requirements to Consider:

  • For large events, make sure they are being tracked in Hogsync. With the new software, printing out a QR code for attendees to scan at the beginning of each event is pretty easy.
    • Make sure that every event has a GPSC “point person” that will be at the event so if there are any issues, staff/admin have someone to contact. 
  • Items being purchased must be available and open to the university campus, including all graduate students, per university policy.
  • New events must have a new Bill written.
  • Unspent funding does not roll over.

Businesses the GPSC transacts with must either be on or added to the approved vendor list. Be sure to check if this is the case and look to add it if not potentially.

Vendor Approval

Vendor Must be approved in Workday – approved to receive purchase orders from the university (larger purchases)

  • These are added daily
  • If any licensing is required, it must be approved as well by the university, and listed as an approved vendor in Workday

P-Card Use

  • Physical Location required to use a P-card
  • It doesn’t need to be an approved vendor
  • Spending limits vary by P-card

If the purchase is less than the $2000 P-Card limit, you do not have to use an approved vendor. However, these vendors must have a physical storefront. Some vendors, such as food trucks, may not have a physical storefront. You will need to ask these questions in advance. Otherwise, fund availability may be delayed.

Before submitting a bill, please review important meeting and submission deadlines based on the anticipated date of the event. If you would like to attend a finance committee meeting or discuss a bill before submission or timelines, please email the GPSC Treasurer gpsctres@uark.edu.

  • Any funds used from a ‘legislative allocation’ line item over $300 must be approved by a simple majority of the GPSC Legislative Assembly
  • All expenditures over $500 from the GPSC assembly budget must be approved by a simple majority of the GPSC finance committee
  • All expenditures over $1,000 from the GPSC assembly budget must be approved by a simple majority of the GPSC Legislative Assembly

 ALL bills for legislation are sent to gspcpro@uark.edu.

Table 1. 2024-2025 Finance Committee Important Timeline Dates

GPSC Meeting DateBills with Funding (Finance) DueEarliest Event/Purchase Date*
Thursday Sept. 26
E.J. Ball Courtroom		5:00 PM, Friday, Sept. 13Thursday, Oct. 10
Wednesday Oct. 23
E.J. Ball Courtroom		5:00 PM, Friday,Oct. 14Wednesday, Nov. 6
Thursday Nov. 14 Gearhart5:00 PM, Friday, Nov.  1Monday, Dec. 2
Wednesday Dec 4 Gearhart5:00 PM, Friday, Nov. 22Wednesday, Dec. 18