The process for spending your budget is in CONNECT. To request reimbursements, make sure you follow the process below.
When you initially apply for funding you will have chosen from a list of possible options to where your funds are allocated. These accounts are not interchangeable. It's important that you pay extra attention to where you will be spending your budget.
All organizations funded by the SSA must review and complete the “Attend to Spend” Quiz each fall. You can also download the slides from this Quiz.
Locate your approved budget allocation from CONNECT (located in Group Page > Money > Budgeting). Select the appropriate budget period from the top left corner.
All organizations must use their allocation by June 15, 2022. Funds do not carry over into the next academic year. What isn't spent is lost.
Any deviations from the approved allocation needs written approval from the Financial Affairs Committee (FAC) PRIOR to the event. Complete the Budget Reallocation form on CONNECT.
All spending (travel, purchases, contracts, etc.) must comply with State of Wisconsin rules and regulations. Purchases made from ineligible vendors cannot be reimbursed.
Meet with organization members at the beginning of the academic year to plan spending your organization’s allocation. All organizations must work with Rhonda Rubenzer in the Involvement Center. Sport Clubs will work with University Recreation staff.
If placing an order with University Dining Service/Catering, make sure your food purchase matches the approved allocation for your organization.
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Student orgs receive a 10% discount. They will send you a catering confirmation - Keep this. Visit Catering's website for more information on how to place a catering order.
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All events offering food purchased with SSA funds MUST be advertised in Campus Life Today or posters/fliers. See our Plan an Event page for resources on how to advertise.
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This must be done prior to the event. Go to Group Page > Money > Budgeting > Choose the appropriate allocation > Request Payment. Download Instructions.
Provide the catering confirmation, advertisement and list of attendees for your event within the form. Contact Rhonda Rubenzer with questions.
If your organization is funded for registration to attend a conference or event read through the registration form first. There are often various payment options to submit the registration form. If the opportunity exists to register the entire group and pay by check, this is the best option.
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Contact Rhonda Rubenzer about payment options prior to registering. Rhonda will advise the org on how to handle registration and make a payment. There are typically three options.
1. Group Payment | One person registers the entire group and Rhonda pays with one check.
2. Individual Registration & Group Payment | Each person registers individually and Rhonda pays with one check.
3. Individual Registration & Payment | This is the least desirable, but at times the only option. Each student completes their registration and pays separately.
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At least one Travel Auth must be submitted for the group.
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Go to Group Page > Money > Budgeting > Choose the appropriate allocation > Request Payment. Download Instructions.
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Turn in all completed forms, registration confirmations, conference schedules, etc., to Rhonda as early as possible. Payment can take up to two weeks if a check needs to be sent.
If you want to have a speaker or performer come to campus, you must follow the university’s contracting procedures. The contracting process is included within the Event Registration process for analyzing your event's risk during COVID-19.
Event requests must be made at least four weeks prior to the event on 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 contract completed prior to your event, your organization is liable for payment and expenses.
Complete this at least four weeks prior to your event. You will be directed to the contract form within this process.
For assistance with a contract or planning your event, contact Heidi Germain Campus Activities Coordinator.
Traveling with your student organization is exciting, but it also requires timely communication and attention to detail.
To use your allocated budget, you must complete the correct forms and orgs must keep receipts for everything. Orgs will be asked to submit information such as a trip itinerary, brochures, participant lists, etc., in order to make payments or be reimbursed.
Find out what needs to be done before, during and after travel. Plan at least a month in advance and contact Rhonda for assistance.
Review the travel section in the Attend to Spend power point for clarification.
Driver Authorization Form - Required for all drivers and valid for the current academic year only. Allow at least two weeks for processing.
Risk Awareness Form - Required for every trip.
Travel Authorization - Required for all drivers and anyone requesting reimbursement. Complete at least two weeks before leaving. Required for every trip.
Gas Reimbursement Sheet (for Personal Vehicle)
Gas Reimbursement Sheet (for Enterprise Vehicle)
Have fun. Be safe. Remember, all orgs are representing UW-Stout and are required to follow the SSA's Student Organization Code of Conduct as well as local, state and federal laws.
Go to Group Page > Money > Budgeting > Choose the appropriate allocation > Request Payment. Download Instructions.
If your organization is funded for something like equipment or supplies, purchases must be made with approved vendors as long as they carry the item you are funded for.
Check your budget to see what you’re specifically funded for. The purchase must match your approved allocation.
Check with Rhonda BEFORE purchasing anything. It’s preferred she make the purchase if possible.
Go to Group Page > Money > Budgeting > Choose the appropriate allocation > Request Payment. Include all proper documentation. Download Instructions.
Financial Affairs Director, SSA
118 MSC
Student Orgs Account Manager
117 MSC
715-232-2440
