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Working Group/Seminar Procedures and Important Information

FUNDS
  • WORKING GROUPS
    • Funds allocated will be transferred to your home department. (Contact Amanda Dusek amanda.dusek@tamu.edu and/or Roxanne Moody roxanne.moody@tamu.edu with questions regarding funds). Therefore, you will coordinate expenditures/reimbursements/etc. for the Working Group through your home department's business office.
    • Funds may be used for normally reimbursable expenses such as copying, supplies, refreshments, and defraying the cost of speakers (We should discuss in advance your intent to deploy them for unusual ends, but there is generally no need for you to seek approval for properly documented expenses)
    • TAMU policy requires that all reimbursement requests be made within 90 days of the expense or else they will be reported as taxable income to the individual.
    • Original itemized receipts must be submitted
    • Non-consumable materials purchased with Glasscock Center funds remain the property of Texas A&M University. Any books, DVDs, CDs, or the like that you purchase for working group discussions should be deposited in the Glasscock Center’s Library when those discussions are finished, although it is our view that such discussions may extend throughout the academic year.
  • THREE YEAR SEMINARS
    • Funds allocated will be held in the Glasscock Center (contact Roxanne Moody roxanne.moody@tamu.edu with questions regarding funds)
    • All expenditures will be coordinated by you. Please have your department's business staff work with Roxanne to source the seminar funds.
    • Funds may be used for normally reimbursable expenses such as copying, supplies, refreshments, and defraying the cost of speakers (We should discuss in advance your intent to deploy them for unusual ends, but there is generally no need for you to seek approval for properly documented expenses)
    • TAMU policy requires that all reimbursement requests be made within 90 days of the expense or else they will be reported as taxable income to the individual.
    • Original itemized receipts must be submitted
    • Non-consumable materials purchased with Glasscock Center funds remain the property of Texas A&M University. Any books, DVDs, CDs, or the like that you purchase for working group discussions should be deposited in the Glasscock Center’s Library when those discussions are finished, although it is our view that such discussions may extend throughout the academic year.

Funds may be used for meals related to a guest speaker’s visit or other allowable events, however, we ask that meal expenses be modest. Expenditures for alcohol must occur in the context of a business-related event or meal to be reimbursable. Amounts for alcohol must also be kept to a minimum. Please note that you may present a tax-exempt form when you purchase items for your working group, though the business has the right to decline (as the personal card is not tax exempt). Please note that any unused funds will not roll over to the next fiscal year. In order for the working group to be considered for renewal, a report of activities must be submitted at the end of the academic year (see below).

EVENTS

  • Working groups are expected to meet or hold events (which must be open to the public) at least twice per semester. You are welcome to use the Center’s Library (311), Conference Room (308), or Seminar Room (300) for your meetings. To reserve space, use the Room Reservation Request. We will be pleased to help publicize your meetings and other events, as well as to link to any website you may develop. To include your event on our website and in the monthly email of events, which we send to our listserv, all relevant details should be sent to Amanda Dusek (amanda.dusek@tamu.edu) no less than one month before your event will take place.


    At the end of the academic year, we will contact you about your group’s activities and will require a report of the meetings and research your group has conducted over the year, as well as any speakers you have invited.  Please also advise the Center if your group or members of the group have received grants or special recognition as a result of their affiliation with the working group.  Report forms can be found here. We also ask that each year you make a general call to solicit membership in your group; we will assist with this call if preferred.