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