One of the perks of being a recognized student organization means you get to apply for funding through the Stout Student Association (SSA) and State Statute 36.09(5) gives students not only the right, but also the responsibility for the management of Segregated University Fees.
What Does the Process Look Like to Receive Funding?
The annual budget process takes place at the beginning of the academic school year. SSA's Financial Affairs Director will send out an e-mail via OrgSync to notify all organizations of a mandatory budget workshop. Multiple workshops will be offered and it is intended for the treasurer or whoever is responsible for setting up a budget for their respective organization to attend. The Financial Affairs Director will assist organizations with all budget questions during these workshops and fully explain the process of how to submit a budget on OrgSync. Please note that it is REQUIRED to attend a workshop if your organization is going to apply for funding.
After the workshops, student organizations will be required to sign up for budget hearings where they will present their budgets to the financial affairs committee (FAC). There will be deliberations and then the budget proposed by the FAC will be brought to the Stout Student Senate where it must wait three weeks until it can be voted on.
If there is money left over after the annual budget process then there will be separate hearings for the money that is left over. These hearings will follow in the same manner as the annual budget process.
Funded for Something Specific? Read on for tips on each budget line item.
Advertising can be done in many different ways by Organizations; brochures, posters, newsletters, campus daily news, Stoutonia, vinyl banners, etc. If your Organization has funding for advertising, please be aware that we need to stay within the contracts when getting the means of advertising printed. The Service Desk in the MSC can do brochures, posters, banners and many other forms of advertising. PLEASE do not contract with an outside vendor for advertising unless you check with Rhonda first; doing so could result in not being reimbursed for the cost. Please bring an estimate of the charges for what you want printed, along with a printed copy and a completed Purchasing Request Form to Rhonda to pay this expense.
UW-Stout has a contract with Kobussen. Therefore, if you are travelling as a large group, you are required to work with Kobussen. They will have you complete a request on-line: http://kobussen.com/ and click on quote request. Be sure that you add your name as the contact and also list the name of the organization you are representing when you make the reservation. PLEASE be sure to put that they need to send the bill directly to: Rhonda K. Rubenzer Involvement Center Student Org. Accounts Manager 117 Memorial Student Center 302 10th Avenue East Menomonie, WI 54751 Or for Sport Clubs: Larry Mellinger Assistant Director, University Recreation 41 Sports & Fitness Center Menomonie, WI 54751 When you receive the quote e-mail forward it to either Rhonda or Larry (respectively). You will also need to bring a brochure, agenda or itinerary for the trip along with a completed Purchasing Request Form to pay for the bus. The direct number for Kobussen is 715-568-4232 if you have questions.
Please complete a Purchasing Request Form and drop it off along with an estimate of the charges to Rhonda or Larry and we will complete an on-line request for the Custodial or Maintenance work to be done. Dues: Please complete a Purchasing Request Form and drop it off along with an invoice or something from the Vendor we are paying. It must list the name of the Organization and/or individual members to be reimbursable. If there is not a list, please create and include one with your request.
THIS needs to be done on campus through Printing and Duplicating Services, 139 University Services, Ph: 715-232-2232. If you have an estimate, please bring that along with an example of what you are having printed and a Purchasing Request Form to Rhonda or Larry. We will prepare a Dept Req to pay for these charges.
Each and EVERY time you bring someone on campus to perform, speak, entertain, you need to have a contract. Contracts can be found on the Involvement Website, at the Involvement Desk or Rhonda or Emily’s Office. They must be completed and dropped off with Emily Ascher, 118 MSC. If you have questions, please e-mail Emily first and schedule an apt to discuss this with her. email@example.com
Depending on the location of your event, you may be required to work with University Dining Services (UDS) on campus. Meet with the dining services staff and you will receive an estimate of the charges. Bring that along with a completed Purchasing Request Form and a poster, brochure, daily news e-mail (or whatever means your organization used to advertise the event). NOTE: Any time food is purchased, there needs to be some type of advertising to the campus students. If you are NOT in a UDS mandated location (e.g. dorms) and get for example, pizza on your own, you will need to bring the completed Purchasing Request Form, advertisement and the ORIGINAL, ITEMIZED receipt from the vendor. It is a good idea if you state that from the local pizza places when placing the order as often times, they only bring you a total receipt and not the itemized one. Tax cannot be reimbursed.
Before you can be reimbursed for mileage or fuel, you must be driver authorized and complete a travel authorization prior to each trip. When you travel with an Enterprise Vehicle, please use the Enterprise Fuel Reimbursement Request Form. Directions are on the form. When you travel with your personal vehicle, please use the Fuel Reimbursement Request Form. If you are approved for mileage instead of fuel the rate is .352/mile. You will need to turn in a detailed map of your route clearly showing the miles travelled. These need to be accompanied with a Purchasing Request Form and an itinerary or brochure, agenda or something from the event you attended.
Most office supplies can be purchased through our contracted Vendor, Staples. There’s a book in Rhonda’s office that you can use when you write your order on the Purchasing Request Form. We receive a substantial discount from Staples. If it is something that you have purchased on your own for your organization and need reimbursement, again, complete the Purchasing Request Form and turn it in along with the original receipts. NOTE: Tax paid cannot be reimbursed.
These are usually things like event services technical charges when you host an event or some other charge on campus. REMEMBER to bring a Purchasing Request Form to Rhonda at the time you made the reservation, etc and know there will be a charge coming.
There is a variety of things that fall into this category, such as Payroll, Speaker, Entertainment, Referees, etc. Please see Rhonda or Larry for these items as all Speakers and Entertainers require a contract. If a Ref is not a current vendor with UW-Stout, it is required that we/you obtain a W-9 from them before they can get paid for their services. It is easiest if you get that completed on the day they are on campus and turn it in along with the Purchasing Request Form and something detailing the games they referred.
This means Enterprise Vehicles. Schedule an appointment to meet with Rhonda or Larry to reserve the vehicles for you. WE have a contract with them and drivers do NOT need to be 21 with our contract to drive. They DO need to be driver authorized through Safety and Risk Management. We will make the reservation at your appointment and then on the day of travel, you need to go to Eau Claire and get the vehicle(s). NOTE: There is a $35 charge per vehicle for them to deliver it to Stout and the same to come pick it up. BE sure that you follow the detailed instructions on the Enterprise Mileage Reimbursement Request Form as you travel and turn that in along with the ORIGINAL fuel receipts and Purchasing Request Form when you return. Remember reimbursement requests need to be turned in within two weeks of travel. Enterprise is located at: 2927 E Hamilton Avenue, Eau Claire, WI 54701 and their phone number is 715-835-2500. The hours are M-F 7:30 am – 6:00 pm and Sat 9:00 am til Noon. Closed on Sundays.
At least ONE travel authorization is required to pay any/all registration. Make an apt with Rhonda or Larry to turn in the registration papers. You must include the registration form (completed either by Organization or Individual, respectively) an agenda, brochure or something advertising the event and directions for making payment (usually on the registration form, like who to make the check to, if you can pay by Credit Card and where the payment gets sent to).
Please get an estimate for what you want copied, printed, created, etc from the Service Center. Bring that along with a completed Purchasing Request Form to Rhonda or Larry along with an example of the project and we will take care of the paperwork directly with the Service Center.
All speakers (whether or not they will be receiving monetary payment) need to have a contract. Please contact Emily Ascher, firstname.lastname@example.org early to allow enough time (at least a month in advance if possible) for all of the required paperwork to be processed.
It is required that you are an approved driver through Safety and Risk Management before you can even reserve a vehicle in your name. Please bring your completed Travel Authorization details (brochure or something) regarding your trip and meet with Rhonda or Larry. We will reserve the vehicle for you and write it on your Travel Authorization. You MUST have your TA to go pick up the keys for the vehicle. There is a fuel card in the vehicles, so you will not be paying for fuel out of your personal account during travel. There is a minimum charge of 100 miles per day regardless of if you travel that far or not. The current rate is .64/mile per van, .485/mile per car.
Charges that are incurred by utilizing equipment, microphones, set-up, etc when reserving a room on campus. When you get the estimate worksheet, bring it along with a completed Purchasing Request Form to Rhonda or Larry to process.
These are required chargebacks for SSA, BDP and Stoutonia. They are aligned with the actual current charges and Rhonda enters them into your expenses. You do not need to complete a Purchasing Request Form for these since they are automatic charges.
Don't have a budget or need additional funds? Apply for contingency funding!
Another way to receive money is through contingency or "just in time" funding. The "just in time" funding is used when an organization needs funds that were not originally requested in either the annual budget process or the contingency process. This goes directly to the FAC and any requests above $1,000 must be sent to the Stout Student Senate. Contingency funds are usually available for request sometime in mid-late fall.