Quick Tips for Spending
When you initially apply for funding...
When you initially apply for funding...
All student organizations who receive funding awards by the SOC must review and complete the "Attend to Spend" Quiz each fall before any reimbursements will be processed. The quiz will be available July 1st for all student organizations who received awards for the upcoming fiscal year.
Locate your funding balance in BC+ (located in Group Page > Accounting Book).
All student organizations must use their allocation by June 15, 2025. Funds do not carry over into the next academic year. What isn't spent is lost.
Meet with student organization members at the beginning of the academic year to plan how you'll be spending your organization's allocation. All student organizations must work with Stephanie Pyykola in the Involvement Center (Davies 220 or email pyykolsk@uwec.edu.)
Any deviations from the approved allocation requires email approval from the Student Organizations Commission (stusen52@uwec.edu) PRIOR to the expense.
All spending (travel, purchases, contracts, etc.) must comply with State of Wisconsin rules and regulations. Purchases made from ineligible vendors cannot be reimbursed. Sales tax cannot be reimbursed.
If your student organization is funded for registration to attend a conference or event, be sure to read through the registration form first. There are often various payment options to submit the registration form. Please see Stephanie Pyykola about registration options.
At least one Travel Authorization form must be submitted for the group.
Go to Group Page > Money > Budgeting > Choose the appropriate allocation > Request Payment.
Submit all completed forms, registration confirmations, conference schedules, etc., to Stephanie Pyykols as early as possible. Payment can take up to two weeks if a check needs to be sent.
If you are looking to host a speaker or performer on campus, you must follow the university's contracting procedures.
Event requests must be made at least four weeks prior to the event on Blugold Connect+. This time allows for the approval of your risk management plan, in addition to the exchange of documents, signing, payment and processing of your contract. Without a completed/approved contract prior to your event, your organization will be liable for payment and expenses.
If your organization is awarded funding for items such as equipment or supplies, purchases must be made with approved vendors as long as they carry the item you've been approved to receive funding for.
Check your budget to see what your student organization was specifically awarded funding for. The purchase must match your approved allocation.
Contact Stephanie BEFORE purchasing anything. She can make purchases for you and save you time and money (as well as obtain tax exemption for your purchase(s.)
Go to Group Page > Money > Budgeting > Choose the appropriate allocation > Request Payment. Include all required documentation. Download Instructions.