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1. Plan program/event/trip
2. Review budget for available funding
If program/event/trip is listed and funding is available proceed
with Business forms
or meet with FS who will initiate your forms.
If program/event/trip is nor listed file program/travel approval
form with SSFC Chair.
3. Complete Business Forms and Approval Paperwork
Any purchases over $5,000 must be preapproved by UW purchasing or
on an existing UW contract.
All purchases are tax exempt, please provide letter when requested,
http://www.bussvc.wisc.edu/purch/taxempt.doc
All food and t-shirts must be preapproved by SSFC Financial Specialist.
Air travel Work through STA or on-line vendor. When airfare
is $500 or more two quotes from a travel agency or an airline are
required. Bring STA estimate to FS to sign and return signed copy
to STA to issue ticket. If on-line vendor, forward web address,
log-on, password, and saved trip information/id# to FS and it will
be purchased via the web. All tickets are final so make sure that
your travel details are correct. Air travel and other transportation
can also be paid by adding it to an entertainment contract. Please
attach a statement explaining the purpose of the travel.
Supplies Can be purchased using an MDS number on-line
or at the University Bookstore. MDS stands for Material Distribution
Services and carries items from Corporate Express, Dell, Grainger
and other suppliers, http://www.bussvc.wisc.edu/mds/mds.html.
Highly recommended. Other supplies can be purchased using requisitions.
Whistles, custom pens, and condoms are examples of unusual supplies.
When several orders will be placed throughout the year from a particular
vendor a blanket order requisition is recommended.
Computer Hardware/Software Purchases can be made by processing
a specific requisition through DoIT, http://techstore.doit.wisc.edu/
or using your MDS account, http://www.bussvc.wisc.edu/mds/mds.html
at Dell on-line purchasing. Other on-line purchases can be made
by sending the Financial Specialist the links and order information
to be processed via procard.
Advertising Blanket order requisitions are recommended
for placing ads at the Badger Herald, Daily Cardinal, the Isthmus,
and the Madison Times. Once the requisitions are processed you can
place ads by giving the ad representative the purchase order number.
Ads for Madison Newspapers, Incorporated (WSJ and Cap Times) are
paid via direct purchase.
Entertainers/Performers/Speakers/Artists Fees are paid
via a University Entertainment Contract. The organization must fill
in the details of the event on the contract and send to the performer/agent
to complete and sign. The contract must be returned 8 business days
before actual performance/event. A check will be issued by ASM and
you will be notified to pick it up and give to the payee immediately
following event. If you have certain requirements such as a song
list please attach these to the contract. If you are sent a contract
do not sign it! A University contract rider, http://www.bussvc.wisc.edu/purch/forms.html#ride
must be signed by the performer/agent and attached to the original
contract. If you sign any contracts you will be personally liable.
Contract riders are available on the forms website of UW Accounting
Services.
Equipment Rental We prefer that you set up blanket orders
with vendors that use quite frequently like DoIT, A- Z rental or
the Wisconsin Union.
Food and Lodging You cannot provide food or lodging for
events or travel that are social in nature. The UW categorizes allowable
expenses by Events-Reception, Events-Meals, and Events - Refreshment
Breaks, and Travel-Meals. Please complete appropriate form,
attach agenda/itinerary, and invited participants. After the event
submit actual participants sign-in sheet. Go to http://www.bussvc.wisc.edu/acct/policy/meetcon/meetcon.html
for the forms.
| "The UW regards receptions as a gathering of individuals
associated with a UW-sponsored event that provides the opportunity
for interaction in a setting that is not purely social in nature.
Unlike a business meeting, a reception may not have a specific
agenda or time frame. Like a business meeting, the purpose must
be related to or promote the mission of the hosting department.
Expenses are not allowable for reception that are solely for
social or entertainment purposes?" |
Lodging (Madison)
To make lodging arrangements for University Guests please make the
reservation and forward the confirmation number along with the vendor
phone and fax number, dates of stay and guest name to Rich Sterkowitz.
Rich will contact the hotel and pay the charges via procard. Lodging
cannot be paid for UW-Madison students in the city of Madison. The
maximum amount reimbursable per day per person for lodging in other
than high cost cities shall be $62, excluding tax. The maximum amount
reimbursable per day for lodging in Milwaukee, Racine and Waukesha
Counties shall be $72, excluding tax.
Phone Expenses University lines are charged directly to
organization funding line. External requisitions must be set-up
for all other phone charges and pre-approved by the Financial Specialist.
Existing University contracts exist for most services.
Travel
Air travel Work through STA or on-line vendor. Bring STA estimate
to FS to sign and return signed copy to STA to issue ticket. When
airfare is $500 or more two quotes from a travel agency or an airline
are required. Please forward to the Financial Specialist a statement
explaining the purpose of the travel.
If using an on-line vendor, forward web address, log-on, password,
and saved trip information/id# to FS and it will be purchased via
the web. All tickets are final so make sure that your travel details
are correct.
Car rental can be reimbursed on a travel expense report form. Both
National and Enterprise offer discounted rates UW student organizations.
Go to http://www.uwsa.edu/fadmin/fppp/fppp36c.htm.
Car fleet is only available through other University programs and
departments not through ASM or SSFC.
Bus rental can only be purchased through existing University contracted
vendors who have sufficient liability coverage. Please go the UW
Purchasing Services website http://www.bussvc.wisc.edu/purch/contract/wp5196.html
and do a search for charter buses or call Rich at 265-9020.
Lodging
To make lodging arrangements for travelers please make the reservation
and forward the confirmation number along with the vendor phone
and fax number, dates of stay and guest name to Rich Sterkowitz.
Rich will contact the hotel and pay the charges via procard. Lodging
maximums for out-of-state hotels are on the Accounting Services
website under travel, http://www.uwsa.edu/fadmin/fppp/fppp36d.htm.
Registration fees and Membership Dues
Please submit completed registration forms to the Financial Specialist
3 weeks prior to desired payment date. Payments can only be made
on behalf of currently enrolled students.
Subscriptions
Please submit completed subscription forms to the Financial Specialist
3 weeks prior to desired payment date. If you ordering a journal
please copy "credits" page with pricing and payment information.
Include the address where you would like to publication sent.
4. Follow Up To Make Sure all Expenses Were Paid
Check your excel statements to make sure payments are posted in
the correct category and that vendor payments were issued! Call
the Financial Specialist with your questions.Requisition Forms, http://www.bussvc.wisc.edu/purch/forms.html#ride
Travel Expense Report, http://www.bussvc.wisc.edu/acct/ter.xls
Entertainment Contracts,  Contract Document (60.50 KB)
How to?.pages, http://www.bussvc.wisc.edu/howto/HowMain.html
Contact SSFC
General Information: what SSFC does, who we are, and how you can get involved
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