Overview of how to make purchases!
1 Plan program/event/trip
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.
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.
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.
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, http://www.asm.wisc.edu/financial/ssfc_docs/e_contract.doc
How to….pages, http://www.bussvc.wisc.edu/howto/HowMain.html