Background: Supporting Registered Student Organizations

L&S departments and programs may support registered student organizations with UW Foundation funds. Funds must be disbursed directly from the UW Foundation to the student organization through a disbursement request. 233 projects cannot be used.

The 'Disbursement Request' form specifies the fund and transfer amount for the Foundation. Payments to student organizations are made exclusively via ACH (electronic transfer).

This process ensures that the student organization's financial activities remain separate from UW, and it provides members with hands-on experience managing their own finances.

Note: Disbursement Requests were previously known as Check Requests, and some materials still use the term 'Check Request'.

Process: Payments to Registered Student Organizations

• Verify that the organization is registered: https://win.wisc.edu/organizations
• Complete the Disbursement Request (instructions below)
• Download and complete the 'Five Questions for Student Organizations' form
• Email both documents to budgetoffice-gifts@ls.wisc.edu

Disbursement Request - Student Org

• Log into "Gift and Fund Management" on the UW Foundation's website: https://uwadvancement.org/
• Navigate to "Fund Management" > "Disbursement Request"
• Complete the prompts
  1. Requester info
  2. Expenditure & Payee Info
     • Purpose of Expenditure: Add any additional info that will help you keep track of the purpose. No justification is required for these transfers; they are up to the discretion of the department.
     • Payment type: Other
     • Vendor name: Name of RSO
  3. Fund number: Select the Foundation account. Add additional funds if needed.
  4. Review & Print: save the .pdf
• Collect Signatures
  • The first line should be signed by someone with financial oversight at the department. This may be the Chair/Director, Associate Chair, or Department Administrator, depending on the unit’s internal practices. For separation of duties, the person who initiated the form should not sign as the approver.
  • The second line is for L&S divisional approval.

Related Links

• Student Organization Resource & Policy Guide
• UW Foundation's Instructions: How to Complete a Check Request
• Request access to the UW Foundation: L&S Gift Management: UW Foundation Policy Overview

Contacts

• For questions about this policy, contact Jana Valeo at the L&S Budget Office or email: budgetoffice-gifts@ls.wisc.edu.
• For questions about allowed expenses or other policies, visit the Student Organization Resource & Policy Guide or call 608-263-0365.