Overview of how to make purchases!
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
All purchases are tax exempt, please provide letter when requested,
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
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
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
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