What Funding is available for student organizations?

SUFAC

All registered organizations or University Departments are eligible for SUFAC funds. SUFAC manages and distributes the "allocable" portion of the revenue received from students' segregated university fees. SUFAC holds annual "Budget Workshops" prior to the budgeting process. ALL organizations and departments planning on submitting Budget Requests MUST attend one of these workshops.

Dollar sign

There are basically three ways to receive SUFAC funds:

  1. Annual Budget Request - apply in the fall for the following year's events
  2. Contingency Request - items unforeseen in the Budget Request, for example, a competition you have qualified to attend
  3. Reserve Account Request - "one time purchase", such as uniforms

SUFAC has published a guide to applying for and receiving SUFAC funds. Please contact SUFAC at 342-1489 or e-mail SUFAC@uwplatt.edu to request a copy. SUFAC also maintains a web site with much of its information at: http://vms.www.uwplatt.edu/~sufac. Feel free to contact SUFAC at any time during the year to ask questions, make requests or discuss the budgeting process.

The following is a condensed version of information taken from the SUFAC guide:
For the most current information, contact SUFAC as new guidelines are under review.

Funding Criteria

  1. The organization must be open to all eligible or qualified students.
  2. The number of students participating and/or number of students benefiting will be considered.
  3. The educational value of the activity to the participants/audience will be considered.
  4. Allocable student fee money may only be expended for those items and activities related to the mission of the University and to the purpose of the organization.
  5. Budget request form completion and accuracy will be considered.
  6. Office supplies and telephone charges can only be funded for the following groups: Student governance organizations, Athletics, Intramurals, Exponent, and WSUP-FM.
  7. Sheet music can only be funded for Fine Arts department organizations.
  8. Allocable student fee money may be used to fund member travel expenses only for TV-5, Exponent, WSUP-FM, Student governance organizations, and competition and performance organizations.
  9. Student fee allocations are subject to all local, state, and national laws including University of Wisconsin System Administration Financial Policy and Procedure Paper 20 (FPPP20). The complete wording of FPPP20 can be found at: http://www.uwsa.edu/fadmin/fppp/fppp20.htm
  10. To be eligible for funding, applicants must attend one of the SUFAC budget orientation workshops.
  11. To be eligible to file an appeal of your proposed allocation, a representative of the organization must attend the deliberations for their group.
  12. For all SUF funded events, organizations must initially use revenues to reimburse the SUF account. Any other revenues are available to the organization for their own use (FPPP20).
  13. SUFAC reserves the right to change funding criteria at any time.

SUFAC Policies

  1. The organization should bring positive recognition to the student body and/or university.
  2. Organizations are strongly encouraged to attend budget hearings.
  3. SUFAC has the authority to line item veto budget requests.
  4. Organizations are not allowed to reallocate SUFAC funds, with the exception of CPR Program Funding.
  5. Organizations wishing to fund speakers are encouraged to apply to CPR Program Funding.
  6. SUFAC allocations may be subject to stipulations.
  7. Organizations that misuse funds as specified by SUFAC will be subject to review as outlined in the SUFAC deficit spending policy.
  8. Allocable student fee monies cannot be used for purchasing tobacco or other controlled substances. Alcohol purchases must be approved by SUFAC prior to purchase event.
  9. Organizations receiving SUFAC monies should keep records, documents, and receipts for possible audits.
  10. Organizations may request up to .55/mile for University van, .45/miles for University station wagons or mini vans, and .38/mile for University sedans for travel.
  11. Organizations may request up to $20.00 per person, per night when traveling for commercial lodging.
  12. Organizations may request up to $15.00 per person, per day for meals, or up to $7.50 per person for a single meal; not to exceed $15.00 per person, per day.
    Compensation eligibility:
    • One meal: Must be off campus for 5-6 hours
    • One day: Must be off campus for more than 6 hours
  13. Student travel will be prioritized over advisor travel.
  14. All salaries for student governance executive positions will be allocated in lump sums.
  15. Allocable student fee monies from one fiscal year will not be carried over into another fiscal year without SUFAC consent.
  16. Student fee allocations are separated into four (4) different categories: Travel, Salaries, Supplies and Services, and Capital Expenses. Organizations may not use money for expenses in another category without SUFAC consent.
  17. Organizations should make an effort to raise funds on their own.
  18. Allocable student fee monies cannot be spent for food or beverages without prior approval by SUFAC.
  19. Organizations are encouraged to note the use of segregated fees on projects using segregated fees.
  20. Club sports will be required to store uniforms with the intramural department during their respective off-seasons.
  21. SUFAC reserves the right to change funding policies at any time.

CPR Program Funding

Program Funding is a committee of the Student Activities Board/Campus Programming and Relations that is given money from SUFAC specifically for organizations that are interested in hosting small-scale events throughout the year. Examples of events sponsored in the past include speakers, DJ dances, and martial arts demonstrations. Program Funding may also be able to offer assistance with promotion costs of events.

Events must follow SUFAC and University Purchasing guidelines. All invoices and contracts must be processed through the CPR account. Members of CPR will help you step-by-step.

The Funding Packet can be picked up at the CPR Office, Pioneer Student Center Pioneer Involvement Center. Call 342-1497 or e-mail to CPR@uwplatt.edu if you would like a copy.

Other CPR committees may consider co-sponsoring events.

Fund-Raising

All organizations are encouraged to fund-raise for organization activities.

Activities to consider

Membership dues Benefits - receptions, dances, etc.
Garage sales Bake sales
Car washes Auctions
Advertising coupon books Raffles
Direct mail Door-to-door solicitation
T-shirts, sweatshirts, buttons, bags... Telethon or radio marathon
Tournaments Recycling of aluminum cans
Publishing cookbooks, how to's... Check the library for books about techniques for fund-raising

Tips for your organization

Person selling ice cream

People give you money when they...

Fund-raising Approval Procedure

All fund-raising events require prior approval from a Leadership Development Coordinator. Fund-raising forms are available from PIC. Please complete the form and return to a Leadership Development Coordinator to begin the approval process.

Fund-raising Coordination Policy

The University of Wisconsin-Platteville Foundation is the nonprofit, tax-exempt public charity which serves as the private gift procurement division of the University of Wisconsin-Platteville. All gifts in support of the university should be made through the UW-P Foundation.

Moreover, any plans to solicit support for the University of Wisconsin-Platteville in the form of gifts, bequests, and financial or other contributions from alumni, friends, foundations, and businesses and industries, should first be submitted to the Division of University Advancement for review, coordination, and counsel. Such plans include, but are not limited to, the following: Annual appeals, booster club memberships, special and major gifts, scholarships, capital campaigns, and planned gifts. The Division of University Advancement will also provide counsel and coordination in the solicitation and administration of volunteer involvement in fund-raising activities in order to avoid duplication of efforts.

In addition, any plans to solicit financial support or in-kind gifts for student programs or to conduct fund-raising activities for student organizations must first receive approval from the Division of Student Affairs. This applies to solicitations from alumni, *friends, foundations, and businesses and industries and includes raffles, the sale of products and services, and similar fund-raising activities. Plans approved at this level must then be submitted to the Division of University Advancement, as stipulated above.

The Division of University Advancement will first determine if the project involves fund-raising activities off-campus and/or if the project involves directly asking for funds or products from individuals or businesses. If either of these criteria applies, then the project will be reviewed further for its appropriateness, its coordination with university projects, its compliance with state and federal requirements, and its potential impact on public relations.

Furthermore, the UW-Platteville Foundation holds the only license for raffles on campus, and all organizations' raffles must be approved by and conducted through the Foundation.

If the Division of University Advancement denies a project, the staff will be available to work with the organization to find an alternative fund-raising project that will achieve an equal result.

Also, the office of the Chancellor must review all proposed requests which commit present or future university resources. Questions concerning this policy may be directed to the Assistant Chancellor for University Advancement, Ullsvik Center, 342-1182.

*Many organizations, particularly fraternities and sororities, conduct alumni fund-raising projects using names and addresses received from their organizations' national offices. Obviously, the University of Wisconsin-Platteville has no role in these projects, therefore, this policy does not apply to fund-raising projects involving alumni lists provided by national offices.

Fund-raising Accounts

All recognized student organizations are eligible to open fund-raising accounts with the University. Contact cashier's office, 236 Brigham, 342-1211.

You will be given a 6-digit account number. This number can then be used to charge services at Central Stores, Maintenance, Mail Room, Duplicating Center, Copy/Rec Center, and for University Vehicles.

Funds deposited with the University can be used for any purchases. SUFAC rules do not apply to this money. For example, any funds raised by and for your organization can be used to pay for meals and clothing. Funds cannot, however, be used for alcohol.

Your advisor will be sent monthly reports on the activity in the account.

Requests for Payments from Fund-raising Accounts

To receive funds, there is a half-sheet request form, "Request for Payments from the UWP Organization Account System." This form is available in the "Forms" section of this handbook, or at the Cashier's Office.

To be a valid request, the form must have receipts or invoices stapled to it. Your advisor MUST sign it. It can be used either as a reimbursement or a prepayment, as long as proper documentation is attached.

Advisors are the only individuals that have signature authority to request funds. Your advisor must go to the Cashier's Office to sign a signature card prior to any requests being processed.

Requests are processed on Thursday mornings each week. Please submit by Wednesday.

Checks may be picked-up at the Cashier's Office, 236 Brigham Hall. Cash is never given.

*Please refer to the Forms section of this handbook for a copy of the Fund-Raising Approval Form.

Purchasing Flowchart

Purchasing Procedures

  1. General Information
    1. All monies, whether from student activity fees, lab fees, private gifts or grants, federal and state grants, workshops, clinics, etc., are considered State funds and all purchasing regulations apply.
    2. No purchase orders will be issued prior to receipt of a requisition by Purchasing. In case of an emergency, authorization may be obtained by calling the Purchasing Office.
    3. UW-Platteville must aggressively target small, minority, and veteran businesses in its low dollar purchases.
  2. Direct Payments
    1. A completed requisition should be submitted to Purchasing, along with the renewal notice or order form, for all subscriptions, memberships, registrations, etc.
  3. Purchase Orders
    1. Requisitions
      1. All orders are to be submitted on a YELLOW requisition form. The forms are available from the Purchasing Office, or on the UWP Purchasing web site.
      2. Requisitions are processed in order of receipt in Purchasing. Please plan ahead and allow us enough time to complete the purchasing process.
      3. A requisition indicating fund, organization and program, quantity, and item description must be submitted prior to the issuance of a purchase order. To expedite the processing of requisitions please remember...
        1. Approval must be by the person responsible for the account being charged.
        2. If order must be prepaid, a copy of the price source should accompany the requisition.
        3. Requisitions received typed, or clearly written can be processed faster than ones poorly prepared or incomplete.
        4. If there are not enough funds in the supply and/or capital budget your order will be delayed while we resolve the problem.
    2. Purchases Less than $500.00. You can use a Local Purchase Order - IF vendor will accept. Suggest calling in advance if outside Platteville.
      1. Department chairpersons and fiscal agents may issue Local Purchase Orders (LPO) as they deem necessary and appropriate, for use only in the City of Platteville.
      2. A copy of the local purchase order, and the receipt from the vendor MUST be sent to Accounts Payable as soon as possible.
      3. The local purchase order must be completely filled out, including the quantity, description, unit price, and total. We require an itemized bill from the vendor and we need an itemized LPO to make payment. The person making the purchase must fill out LPO. Vendor does not!
      4. Keep in mind that Local Purchase Orders may not exceed $499.99. You may NOT issue two local purchase orders in one day, to the same vendor, in order to go over the $500 limit. It is the responsibility of the department to enforce this rule. The vendor is not necessarily going to refuse a sale of more than $500.
      5. If you need to spend more than $500, please submit a completed requisition to the Purchasing office in advance. You may bring a requisition to our office and we will assign it a confirming number immediately if you need something in a hurry.
      6. Local Purchase Orders are to be used ONLY when you go to a business and pick up an item. Anything that has to be ordered by the store should be processed on a regular requisition. Local purchase orders are basically a one-time use order -- they cannot be used one day for one item, and then held for a week until the second item comes in.
  4. Advertising Procedures
    1. Submit a purchase order to the Purchasing Office for each ad you wish to place. The requisition must include the following:
      • Number of times the ad will run
      • Actual dates the ad will run
      • The dollar amount for each time
      • Copy of the ad stapled to requisition
    2. If you wish to call in an ad or FAX it please submit a completed requisition and a purchase order number will be assigned. You can then phone or fax the ad in, referencing the PO number.
    3. Please keep in mind that all purchasing policies and procedures apply to advertising; any invoice presented without a purchase order will be considered an unauthorized purchase.
  5. Unauthorized Purchases
    1. An invoice presented without a purchase order is considered an unauthorized purchase. If you are responsible for such a purchase, you will be sent a form to complete justifying the purchase. The completed form is required by state auditors before the invoice can be paid. A purchase order will not be processed for an unauthorized purchase.
    2. A purchase requisition submitted for an item already ordered is considered an unauthorized purchase. We CANNOT process a purchase order after-the-fact. If you need to call in an order, please bring a completed requisition to our office and we will give you a confirming purchase order number.
    3. DO NOT purchase any product or service without following the proper purchasing procedures. If you have any questions, please call our office. We will be more than happy to assist you in obtaining a purchase order in advance.
  6. Gifts to Individuals
    1. The University cannot pay for gifts or rewards of any kind. You cannot buy food for a birthday or going-away party with State funds.
    2. You cannot use State funds to buy flowers, clothing, or any other gift or reward for an individual!
    3. If you have any questions about what we can pay for, please call the Purchasing Office before you make any arrangements. You could be held personally responsible for the bill if the University cannot pay for the items or services!
Travel Guidelines Flowchart

Student Group Travel and Advance Instructions

The purpose of the Student Travel Advance Fund is to provide travel funds for student groups which receive SUFAC funding. To request funds please use the request form labeled Univ. Wis. Contingent Fund Request. The advance may be made only to a permanent faculty/staff member. The check may not be made payable to a student. The faculty/staff member is held personally accountable for these funds. Please be sure all the information is provided on the form and provide at least seven days lead time for the request.

In order to estimate the dollar amount of the request, remember that student travel is limited to the maximums established by SUFAC. Travel Guidelines for SUFAC lists the current maximums and guidelines. These maximums also apply to any faculty/staff members who accompany a student group. Please pay careful attention to the requirements that you must meet for the departure and return times of your trip to qualify for reimbursement.

To account for funds allocated to students for meals, please use a Statement of Meal Expenses Form. This form requires the Adobe Acrobat format. If you are unable to print this form, you may need a reader for Adobe Acrobat. Adobe is available free. The readers can be obtained from Adobe's WWW site. Download Adobe Acrobat Reader to your computer only once (there are two easy steps explained) and you will be able to print any forms with this format in the future. When this form is used for student travel, it is not necessary to obtain receipts for meals. Please note the circled area on the form. This is the total amount of money that each individual was given for meals for the entire trip. For example, if a student group is gone for three days and meets the time requirements for full reimbursement, the dollar amount you would have in the blank space would be $31.50. That is the amount that each individual received for the entire trip. If a faculty/staff person(s) accompanies that group, they must also sign the statement. Please remember that each individual receiving money for meals must personally sign this form and there may be no alterations to the dollar amount received. (You may not write over, cross out, or white out the dollar amount.) If the form has been altered, it will not be accepted and the faculty/staff member will be held personally responsible for the money involved.

All other expenses to be reimbursed must be documented by original receipts, unless it is an incidental expense less than $5.00. An acceptable receipt should include: name or payer and payee, location, date, dollar amount and specific description of service or item purchased.

Within seven days of your return a UW Group Travel Expense Report must be submitted. This is automatically calculated and will either generate a TER which will either refund or indicate the amount that should be returned to the University. All instructions for the TER may be accessed by clicking on the title for each category. Please submit your TER to the Travel Office, 234 Brigham.

University of Wisconsin - Platteville
Overnight Field Trip Guidelines

Introduction

The following guidelines apply to overnight University sponsored trips. For the purposes of this document, "university sponsored trips" are defined as trips which have been initiated and sponsored by university faculty and/or academic staff and the faculty/staff member leads the student(s) on the trip. Such trips are limited to UW Platteville students and faculty and academic staff.

Trip Guidelines

  1. No later than two weeks prior to leaving on the trip, the faculty/staff trip leader will provide in writing the following information to each student and to the faculty/staff's chair/supervisor. In addition, a copy of the itinerary including phone numbers for hotels and campgrounds must be left with the office of the University Police.
    1. a syllabus for trips offered for academic credit
    2. a statement of purpose and an itinerary
    3. phone numbers for hotels and campgrounds. In some cases the only available phone number would be for a contact person. Students and the chair/supervisor must be notified if no phone number is available. It is strongly recommended that when no phone is available the faculty/staff arrange to carry a cell phone.
  2. No later than three days prior to leaving on an overnight trip, the faculty/staff must provide the chair/supervisor with the following:
    1. a field trip release form filled out by the student (see attachment)
    2. descriptions and license plate numbers of trip vehicles.
  3. No later than three days prior to leaving on an overnight trip the students and faculty/staff must complete the Medical Information Forms (see attachment). The faculty/staff is responsible for collecting all completed Medical Information Forms and taking them on the trip in case of a medical emergency. The trips participants may submit the Medical Information Forms in a sealed envelope with their name listed on the envelope.
  4. It is extremely important that the information provided on the Medical Information Forms be treated with the utmost confidentiality, and thus should be seen only by the faculty/staff. However, it is possible that a medical emergency could arise in which the faculty/staff is incapacitated or unavailable. As a result, another trip participant must be aware of the location of the Medical Information Forms. No later than one week after the trip is over, the medical forms must be returned to each trip participant. If this is not possible, or if the participant does not wish to receive the form, then the faculty/staff must immediately destroy the forms.
  5. Students must have input on food selection and arrangements for the trip.
  6. Students must be notified that inappropriate behavior will not be tolerated on the trip. Inappropriate behavior will be dealt with following university policies and procedures. Legal guidelines must be followed in all circumstances including but not limited to:
    1. Speed limit and other traffic laws according to varying state and local laws.
    2. Legal drinking age according to various state laws as well as University regulations regarding alcohol consumption.
    3. Firearms, fireworks and illegal substances may not be brought on the trip.
    Every field trip must be regarded as a professional activity conducted off campus and professional / appropriate behavior is expected from all who participate in the trip.
  7. If a student on a trip is unable to participate in a trip activity, the faculty/staff must make alternative arrangements for the student.
  8. The field trip is not over until everyone is back on campus or back to the point of origin. Exceptions can be made if students (who are over 18 and thus legally adults) formally sign themselves out of the trip with the permission of the faculty/staff.
  9. Should emergency situations arise, the faculty/staff must contact the chair/supervisor immediately regarding the changes in the itinerary and the students must be made aware of the change in plans.
  10. All drivers of university vehicles must be approved in advance by the University Motor Pool.
  11. Upon completion of the trip, the faculty/staff must submit a post-trip report to the chair/supervisor to report:
    1. Any incidents of note (accident, injury, illness, discipline, etc)
    2. An accounting of student fees collected/expended and whether any refunds or additional charges are being made.

Medical Information Form

Click here to download the medical information form. You may need to install Adobe Acrobat reader to view and/or print the form.

Overnight Trip Release Form

Click here to download the medical information form. You may need to install Adobe Acrobat reader to view and/or print the form.

Travel: Expectations

It's important for all travelers to understand the expectations for everyone before leaving campus. It will significantly eliminate hard feelings if everyone clearly understands what is and what isn't acceptable behavior. When going over the details of the trip, take a few minutes to talk about expectations.

Expectations may come from the organization and individuals themselves, the department, the advisor, or the guidelines set forth by the conference/meeting.

The best way is for students to agree about acceptable behavior is among themselves. For example:

(Believe it or not, battles have been waged over the above items...)

Think of a consequence for not living up to the terms - Murphy's Law always rules. It can be as simple as not being allowed to travel to the next meeting or a refund of expenses.

Sample Expectation Statement for Travel

As a University of Wisconsin-Platteville student representative to the (fill in the blank - conference title, a workshop, etc.), I agree to act responsibly when traveling, lodging and attending the event.

I agree to represent the University of Wisconsin-Platteville to the best of my ability.

(Insert any expectations agreed upon by the group)

Student name (print) Student signature Date

Entertainment Contract Information

Entertainment contracts are agreements between UWP and an outside performer, speaker, or agency; UWP students cannot be contracted in this manner. These are legally binding documents, and should be taken seriously. Be very careful committing to contracts over the phone as verbal contracts are legally binding in the State of Wisconsin.

You must have approval from your advisor before filling out a UWP Entertainment Contract. STUDENTS ARE NOT AUTHORIZED TO SIGN CONTRACTS!
*Only the following persons on campus have authority to sign entertainment contracts:

If your event requires you to complete an Entertainment Contract, please contact Valerie Wetzel, 342.1448, in the Pioneer Involvement Center.

UWP contracts are required if University funds are used. If your organization needs assistance with non-university contracts, or Payment to Individual Reports, contact David Nevins.

Process for contracting an event: