Official Functions

Pre-Approval needed 2 weeks prior to the date of the event
  • If you are hosting an event or gathering that is purely social in nature, a pre-approval functions form MUST be submitted 2 weeks prior to the date of the event. An example of this would be going out to dinner with a speaker or hosting a reception lunch

  • Examples of functions and expenses that may be considered appropriate are (not a comprehensive list):

    • Functions for parents of preregistering students.
    • Inauguration ceremony for a new chancellor.
    • Functions for graduating classes and their parents.
    • Functions for community leaders, prominent visitors, legislators, officials, or leaders of educational programs.
    • Functions for Board of Visitors or officials from other public or private institutions.
    • Functions related to the opening of new facilities and dedication ceremonies.
    • Functions for officially recognized student groups. Link to University Official Student Groups.
    • Recognition functions to honor distinguished faculty, staff, and students for significant, meritorious achievements.
    • Faculty, staff, and student recruitment events.
    • Travel expenses for a spouse/significant other/companion to accompany an applicant on a UW-Madison job interview trip.
    • Employee recognition and morale/team building events such as honoring an employee retiring or separating from the university with at least five years of service and annual holiday/general appreciation events.
    • Nominal gifts—excluding gift cards and cash equivalents—related to employee major life events such as weddings, births, or death in a family. Nominal gifts must be:
      • Flowers; or
      • UW-logoed items less than $50.00.
    • Meal expenses associated with an official function up to $150.00 per person including alcohol expenses paid by the Wisconsin Foundation Alumni Association.
    • Lodging expenses for non-university employees attending an official function that exceed the university’s lodging maximums for the location.
    • Airfare expenses for non-university employees attending an official function are not restricted to economy/coach class fares.

More on the policy here:

Please send completed form to both and

Official Functions Form

Keywordsofficial functions hosting preapproval   Doc ID130766
OwnerDesi G.GroupDept of Geography
Created2023-08-31 10:42:07Updated2023-09-18 09:59:13
SitesDepartment of Geography
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