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General Student Services Fund Forms - Which to use and when

Last updated 12/11/2020

There are many forms to use when running a General Student Services Funded organization. Use the below chart to determine the correct form to use and when:


 You need to... Use this form... 
... pay a vendor to buy supplies and services (e.g. office supplies, printing, program supplies, off-campus facilities rental, food). External Requisition (blanket order or specific) 
... reimburse a UW employee (this includes any student on the UW payroll) for travel costs. E-Reimbursement 
... pay a person who is not a company, partnership, corporation, association, organization, trust or estate, and for whom an employer-employee relationship does not exist.  Payment to Individual Report (PIR) 
... establish a contract with an artist (singer, band, speaker) who is NOT a UW student or employee that will perform for one of your events/programs. Entertainment Contract / PIR 
... establish a contract with an artist (singer, band, speaker) who IS a UW student or employee that will perform for one of your events/programs. Payroll Forms 
... pay a vendor or reimburse an employee for goods and services that don't require a requisition/purchase order (e.g. subscriptions, membership fees).Direct Payment
... get a newly hired employee on the payroll.Student Employee Information Form
... move some money around within your budget to take care of some deficits/surpluses (note: money in salaries cannot be changed in any way) Budget Alteration 
... use some budget money for a program that was not in our original budget/eligibility application (note: this justification MUST be approved by the SSFC chair before funding can be used). Budget Alteration 
... document my organization's financial contribution, including paid staff time, to a co-sponsored event or program. Co-Sponsorship Form




Keywords:general student services fund, forms, which form to use and when   Doc ID:107779
Owner:Katie S.Group:Associated Students of Madison
Created:2020-12-11 13:19 CDTUpdated:2020-12-11 13:26 CDT
Sites:Associated Students of Madison
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