Global REACH has set up a gift account for Student Alliance for Global REACH and all funds collected for projects are deposited into this account.  Make sure your donor’s check indicates what project the money is for so that it can be properly identified.

Please note that because Student Alliance uses a U of M gift account to deposit their fundraising monies, the funds must be tracked through the U of M accounting system which has checks and balances in place to check for fraudulent use of these monies by staff or students.  The means for tracking these monies are travel advances and travel expense reports.

Note:  The Tax id number should not be listed on any appeal letters or flyers.  Development will provide this information after donations are received.

A fundraising letter template can be provided by contacting Kate Durand at kdurand@umich.edu.

Money raised by students for Student Alliance projects is handled by the following process.

1. All checks should be made out to the University of Michigan.
2. Checks should be mailed to Kate Durand, Global REACH, 717 E. Huron, Suite 1E, Ann Arbor, MI. 48104.
3. Checks are tracked on an Excel spreadsheet by project name.  Each project lists every deposit by donor, address, phone, e-mail, amount of donation, date received.  Copies of the check are made, and a gift processing form is filled out and sent to Development for deposit.  Project leaders may request a printout of the gift information at any time.
4. Global REACH sends a thank you letter to each donor.
5. The checks are forwarded to Danielle Sinanian in Development, who deposits the checks and     sends a letter to the donor with the tax id information for tax deductions.  

Once I’ve deposited our fundraising money into the Global REACH account how do I get it out? 

Two to three weeks before your trip fill out a travel advance report.  You can obtain the report from the following link: http://www.umich.edu/~purch/Forms/TravelAdvanceForm_2002.doc (see instructions below under “Travel Advance”).   Once you have filled out your portion of the information send it to Kate Durand electronically at kdurand@umich.edu.  Kate will provide the travel advance number, event identifier number, and review the documents to make sure all information is completed.

Please note: After you return from your trip you are required to fill out a travel expense report within two weeks (report is due to accounting within 30 days of your return, but the report will need to travel through Global REACH, and Medical finance before it is sent to accounting at Wolverine Towers).

http://www.umich.edu/%7Efinops/FormsReports/Forms/travelrpt.xls  (see “Travel Expense Report” below for further instructions.) 

You must have receipts for the total amount of the travel advance or you are required to repay the balance of the travel advance that does not have receipts.

Funding for Conferences.  When Global REACH provides funding for conferences hotel, airfare, and conference registration it should be charged to Global REACH purchasing card.  Please provide ticket information, hotel phone numbers or web addresses and online registration information to Kate Durand at kdurand@umich.edu or 998-6825 and she will prepay those items.

 If a vendor does not take a credit card they can be paid with a nonPO voucher, which Kate Durand will provide.  Lastly, if you cannot use a purchasing card or a non PO voucher, a travel advance can be used for a minimum of $100.00.  Receipts are required to verify expenses.  No expenses without receipts will be reimbursed.

Please try to reduce use of travel advances when other means are available because this creates more reports on your part.  Use of the Pcard is simple, pays for expenses in advance and you don’t have to follow up with reports.  All you need to do is place your receipts charged on the Pcard on an 8 ½ x 11 sheet of paper and send or drop off to Kate Durand at 715 E. Huron, 2nd flr., 2W, loft, Ann Arbor, MI. 48104.  Make sure you include documentation if it’s for registration, a conference or e-mail that documents the charge has been approved.

Note that anytime you receive funding from Global REACH and you do not use Pcards or nonPO vouchers, you will need to fill out travel advances before your trip and travel expense reports when you return.

FORMS

Travel Advance Form  http://www.umich.edu/~purch/Forms/TravelAdvanceForm_2002.doc
This form is used to obtain funds collected for your projects or when Global REACH provides travel funding.  When you are ready to withdraw the funds for your project or are going to a conference submit this form two to three weeks before you need the funds.  .
 

1. Fill out electronically only the information you know: address, ID number, purpose of trip, dates of departure and return and vendor number, if you know it. 
2. Send electronically to kdurand@umich.edu.  Kate will complete the form and send back to you for final signature.
3. Print out, and sign
4. Mail or drop off to Dr. David T. Stern, MD, Ph.D., 300 North Ingalls, 7E10, Ann Arbor, MI. 48109-0429. If you want to hand deliver and wait for his signature, contact his office first at    615-8341 and check what would be a good time.  If you mail, place a note on the travel advance asking them to call you for pick up. 
5. Make a copy of the travel advance because it has the travel advance number and event           identifier number that will be needed to fill out your travel expense report when you return.
6. Once you pick up the signed travel advance you can take it to the cashier’s office.  Make sure you have your student ID with you.  Ask Dr. Stern’s office to make a copy of the travel advance and mail to Kate Durand for our records.

Travel Expense Report   This form is used when you want to be reimbursed for expenses or if you received a travel advance.  The expense report verifies the expenses used against the travel advance or expenses you incurred during an international trip.  Remember, if you receive your fundraising monies in a travel advance for your international project trips you are required to complete a travel expense report within two weeks of your return.  Receipts are required to verify expenses.  If you do not have receipts you will be required to pay back the difference of monies advanced vs receipts turned in against a travel advance.  This tracking is automatically done in finance and is out of the control of Global REACH.

Travel expense reports for M4 elective funding should be turned into Carmen Colby, Med. School Financial Aid Office, C5124, Med Sci. I, box 0611 along with your evaluation of your trip.  Carmen will forward your information to Kate Durand.

Travel expense reports for M1/M2 International project trips should be turned in to Leah Wright at  717, Suite 1E, Ann Arbor, MI. 48104.

Make sure to sign your forms.   Once Global REACH reviews the report and all the receipts it will be sent to Medical School Finance Dept. for approval and then mailed to Wolverine Towers, accounting which is the final resting place before you are reimbursed or removed from tracking for advances you received.

Travel Expense Report Form:
http://www.umich.edu/%7Efinops/FormsReports/Forms/travelrpt.xls  

1. Please note: Start with the second page of the form and fill out your expenses, i.e. airfare, hotel, ground transportation, etc.  
2. Anything not listed in the specified categories can be listed at the bottom of page two under “Miscellaneous” expenses.  Your figures will automatically populate to the first page and total up the expenses. 
3. Fill out your name, address, Umich id, vendor number (if you know it) at the top of pg 1.
4. Fill in the travel advance number (which should be on your copy of the travel advance in the upper right hand corner), and the amount of the travel advance, also on your copy of the travel advance.
5. Fill in the event identifier number (they are listed on your travel advance).
6. Sign where indicated. 
7. Attach receipts on 8 ½ x 11 paper.  Go to http://www.oanda.com/convert/classic or  http://www.xe.com/ucc/ .  Make sure your expenses are converted to US monies.
   Attach a copy of the page you use for conversion.
8. If attending a conference, seminar or workshop include a copy of the flyer for documentation.
9. Sign your form. 
10. Once complete mail or deliver to Leah Wright, 717 E. Huron, Suite 1E, Ann  Arbor, MI. 48104-1285A.  Global REACH will review your report to make sure all documentation is attached before sending on to accounting. Your expense report is then sent to Medical School Finance and then to Wolverine Towers Accounting Department.
     

Please note that if your travel expense report is not received at Wolverine Towers accounting within 30 days after your return a notice is automatically generated to Dr. Tim Johnson, Interim Director of Global REACH and the Dean’s office that the travel expense report is over due.  Please help us avoid these notices by completing your travel advance within two weeks after you return from your trip so they will have time to travel through the other departments for review. 

Please read through the instructions from the downloaded forms at the above links.  If you have any questions regarding the forms contact Kate Durand at kdurand@umich.edu or 998-6825.

Global REACH happily supports medical student fundraising efforts for their international projects. We understand students invest much time and money to provide health care and education to developing countries during their trips, and Global REACH wants to support these efforts. As representatives of the University, and because of your alliance with Global REACH, it is important to keep in mind a few things before you begin your fundraising efforts.

The type of fundraising you plan to do could impact some University of Michigan policies relating to solicitation. Please review the following carefully.

Global REACH needs to know the basics of your fundraising event. Please notify Kate Durand when planning fundraisers by providing the following information:

• Name of the project you are fundraising for
• Fundraising methods (i.e., bucket fundraising (including location), restaurant, letter writing).
• How you plan to invite/advertise and the dates. Write a couple sentences about the project. Kate will clear your plan with Development so there are not any conflicts with solicitations the University might be doing at the same time.

Any soliciting through corporations must also be cleared with Development to ensure that there are not any conflicts with solicitations the University might be doing at the same time. You must contact the Corporate & Foundation Relations staff within the University Development Office regarding contact or proposal submission. Please call 647-6074 Maureen Martin for assistance. Dean Woolliscroft requests that no fundraising is held during the Galens event during December.

Any invitations to faculty or staff at the health system or medical school must be approved through the Dean’s Office. Kate will contact them for approval. Below are some points to be aware of regarding fundraising.

• Campus fundraising - Non-registered medical student fundraising on campus is not allowed without permission from MSA. Please see the text below. "Any agency thereof" includes student groups. If the medical students become an MSA student group, they will still have to get the proper permissions.

University of Michigan Bylaws, Sec. 3.06. Solicitation of Funds

No solicitation of funds, grants, contracts, or property shall be made by anyone for the benefit of the University, or any agency thereof, without the prior approval of the president or the president's delegated representative.

The taking of collections or solicitations of pledges at public meetings in University auditoriums and lecture rooms is prohibited.

The campus mail service, telephone system, and other University services, including mailing lists, shall not be used for the solicitation of funds or for any other purposes without the prior approval of the president or the president's delegated representative.

An article in the January 24, 2005 edition of the University Record regarding the block M logo (New word mark says 'Michigan' with a capital M) refers the reader to University of Michigan Identity Guidelines and states “Non-registered and non-University organizations and entities are prohibited from any name association with the University.”

Other remarks on fundraising:

• Michigan Student Associations is the gatekeeper for on-campus fundraising.
• You must register with MSA to raise funds on campus.
• If you register with MSA, you are required to deposit your funds raised on campus in the MSA account you are given when you register.
• Global REACH provides a gift account that you can deposit money collected for international humanitarian trips that is not raised on campus. Using this account requires you to follow U-M accounting procedures since you are using a U- M account to deposit the funds collected. Once deposited this creates a paper trail and travel advance and travel expense reports are required to show how the money was used. This account can be audited and must follow U-M accounting practices.
• Money collected from a student’s family and deposited into this account cannot be given to the student directly. Funds deposited in the gift account cover expenses for all students participating in the trip.
• Global REACH is not a 501(c)3 entity by itself. We are a 501(c)3 because we are a program at the University of Michigan which is a 501(c)3. You must be careful not to infer that Global REACH is a 501(c)3 in and of itself.

Global REACH offers limited funding for students presenting their work at internationally-themed conferences, such as the annual IFMSA-USA conference and the annual IHMEC conference. We ask that students inquire about funding through the Office of Student Programs first. If unsuccessful at OSP, students can submit a detailed budget to Global REACH, along with their accepted abstract, for consideration.

For all conferences, the deadline for seeking funding from Global REACH is two months in advance of the conference, or two weeks following the announcement of accepted abstracts. No exceptions.

When Global REACH provides funding for hotel, airfare, and conference registration, it should be charged to a Global REACH purchasing card. Please provide ticket information, hotel phone numbers or Web addresses, and online registration information to Kate Durand (phone: 998-6825) and she will prepay those items.

If a vendor does not take a credit card, they can be paid with a non-P.O. voucher, which Kate Durand will provide. Lastly, if you cannot use a purchasing card or a non-P.O. voucher, a travel advance can be used for a minimum of $100. Receipts are required to verify expenses. No expenses without receipts will be reimbursed.

Please try to reduce use of travel advances when other means are available because this creates more reports on your part. Use of the Pcard is simple, pays for expenses in advance, and you don’t have to follow up with reports. All you need to do is place your receipts charged on the Pcard on an 8 ½ x 11 sheet of paper and send or drop off to Kate Durand at 715 E. Huron, 2W loft, Ann Arbor, MI, 48104. Make sure you include documentation if it’s for conference registration; an e-mail that documents the charge has been approved will suffice.

Note that anytime you receive funding from Global REACH and you do not use Pcards or non-P.O. vouchers, you will need to fill out travel advances before your trip and travel expense reports when you return.

Funding poster presentations

When Global REACH funds travel to a conference where you present a poster, you must recognize Global REACH somewhere on the presentation. We will also supply Global REACH brochures. There are two types of brochures, one for faculty and one for students.

Please include the following on poster presentations:

[Name of group and project (i.e., Health in Action, Quito Project)] are affiliated with Student Alliance for Global REACH, the medical student component of Global REACH at the University of Michigan Medical School. (www.med.umich.edu/medschool/global) Global REACH is an initiative out of the Dean's Office of the Medical School to facilitate international research, education, and collaboration.

The presentation of this project has been supported by funds from Global REACH at the University of Michigan Medical School. (www.med.umich.edu/medschool/global) Global REACH is an international program at the Medical School designed to facilitate international research, education, and collaboration.

Global REACH offers $1,000 scholarships to students participating in international clinical rotations during their fourth year of study. Applications for these scholarships are generally due in the Fall term, and awards can be applied retroactively or prospectively toward funding during the 4th year. In academic year 2003-2004, with the support of the Dean, Global REACH was able to offer 10 scholarships. In academic year 2004-2005, with the support of the Dean, Global REACH was able to offer 34 scholarships.

In addition to scholarships, many students have identified creative ways to fund their international clinical rotations, including seeking grant support from private industry, donations from civic organizations, or additional scholarship support from organizations with a vested interest in the region of travel or the rotation specialty.

The Summer Biomedical Research Program through the Office of Student Programs supports students to conduct research with any UM faculty member, regardless of the location of the research (US or international). This is primarily applicable to first-year students. Applications – including a detailed research proposal – are generally due in early February. Thus identifying a faculty mentor and a project on which to work should be done early in the M1 year. Faculty information is currently available in the medical student lounge and will soon be available on our site. When contacting faculty, be sure to include such basic information as language fluency, clinical or basic research interest, previous research/international experience, and contact information.

The Minority and Health Disparities International Health Training Program provides two first-year medical students per year with a paid opportunity to participate in international research at one of several sites around the world. Students must be able to demonstrate that they meet one of the following criteria: minority status; member of a health disparities population; or that research conducted will be on a topic related to health disparities. The application process begins early in the Fall semester.

Restaurants

• You need permission from the Dean of the Medical School for soliciting money that is not for the University. Contact Kate Durand (998-6825) for more information.

Internet

• You may use Global REACH’s Web site to let people know they can donate to your specific projects. Contact Emily Sippola regarding having your project added to the web site.

Invitations

• Medical School and Health System faculty and staff fundraising by invitation. E-mail invitations or blanket lists are prohibited: This can be considered an invasion of privacy.
• We have added an e-list on the Global REACH website that faculty can join if they are interested in supporting medical school projects.
• You can send invitations to departments.

Advertising

• Flyers can be sent to departments.
• Post announcements or event information in the Daily Bulletin and/or E-News. Submit information regarding your fundraiser using the online publications submission form.
• Tent cards can be used in the cafeteria. Contact Jerianne Calzagno at 936-5990 or Kathy Gust at 763-9775. Tent card layout must be approved.
• M logo and the following statement are both required on the card:
  Student Alliance for Global REACH, the medical student component of Global REACH at the University of Michigan Medical School. (www.med.umich.edu/medschool/global) Global REACH is an international program in the Medical School that helps facilitate international research, education, and collaboration.
• Tables can be set up outside the cafeteria to advertise fundraisers if they are approved by the cafeteria management and the table is staffed. Please remember to leave the area clean with posters and tables removed when you leave.
• Tables can also be set up in Med Sci II or Towsley, contact Kate for information at 988-6825.

Appeal Letters

• Contact Kate Durand (998-6825) for the fundraising template. Letters must state that your project is part of the Student Alliance for Global REACH with the following text:
  
  We are a group of medical students that comprises a student alliance with Global REACH (Research, Education, and Collaboration in Health), called Student Alliance for Global REACH. The Regents of the University of Michigan is a 501(c)3 organization and Global REACH is a program at the University of Michigan Medical School. Our alliance with Global REACH allows us to fundraise.
  
  We are a student group that aims to enhance cultural competency by creating and implementing international humanitarian and clinical trips in medicine and public health