ASM Event and Travel Grant Expensing

This is the page where you will submit any necessary documentation for different sorts of payments. Submission boxes only accept PDFs, so please make sure that you are using that file format. You can turn an email into a PDF by using the Microsoft "print to PDF" function. You can also turn any sort of file type into a PDF using Adobe Acrobat which is provided for free to all UW students.

I am asking that you complete these forms as opposed to emailing me your documentation because it will help keep everything organized on my end and streamline processes for everyone. 

Before submitting any documentation, please read the 'What is a receipt' section of this website.

Before completing any given submission form, please read the accompanying information section.

On this page

W9s and Contracts

This submission form is for W9s and Speaker/Entertainment Contracts. There are two reasons why you might upload something to this box. 

1) Speakers: You have allocated honoraria funds in order to pay a speaker/performer. In this case, you will need to provide both a W9 for the speaker (using their Social Security Number) and a completed Speaker or Entertainment Contract. W9s and contracts must be provided at least ONE WEEK prior to the event to guarantee payment.

2) RSO Bank Account Set-up: You are planning on being reimbursed for something to an RSO bank account, but are not yet registered in the ShopUW system. In this case, you will need a W9 (using your RSO's Employer Identification Number (EIN)). In order to have a bank account, your RSO must already have an EIN. If you are unsure of what your number is, get in contact with your bank, and they will help you with that. 

When filling out your supplier profile you will have the option to receive a physical check or a direct ACH payment. I highly recommend being set up for ACH payments because a) There is less of a burden if your address is not up to date. b) You don't have to wait for physical mail nor is there the potential for it to get lost. These become problems more often than you would think. 

Flight Requests

This submission form is to request flights and rental cars. We have some really specific policies constraining the ways that we can purchase flights and rental cars. As a result, ASM cannot directly pay for either. You must either pay through your RSO account and be reimbursed there or you must have attending students pay individually. Further, all flights must be booked via Fox World Travel, UW's contracted travel agency. There are a couple of ways to do this. 

1) If you ARE a Student employee, you should click here, hit the "Concur Login" button, and choose flights yourself (for flights there will be a $6 agent fee for each booking). If you choose this route, you need not use this Transportation Booking Request form. 

a) For flights, submit the emailed Travel Itinerary Receipt to one of the reimbursement forms. 

b) For rental cars, request and submit an itemized receipt from the rental car agency (you should receive this upon drop-off) to one of the reimbursement forms. 

2) If you are NOT a student employee (or you would simply prefer to receive a 3rd party booking request from me) you should use the Transportation Booking Request form below. I will take that information and make 3rd party booking request on behalf of your entire group. 

a) For flights, you or your attendees will then receive emails for each booking prompting you to pick out your preferred flight option (there will be a $31.50 agent fee for each booking). 

b) For rental cars, I will follow up with you over email to let you know what your pick up/drop-off location is

Direct Payments

This direct payment request form should be used for items that I can pay for directly with my purchasing card or via internal UW funding string. Your request will need to include things like spreadsheets with program supplies links, Wisconsin Union invoices, and hotel confirmation emails. 

Individual Reimbursements

Use this submission form if you (or someone else in your RSO) would like to be reimbursed as an individual for some expense. If you are a student employee, this will automatically be paid to the same direct deposit where you receive paychecks. If you are not a student employee, it will be paid via physical check; the check will be sent in the mail to the physical address you provide.

The current reimbursement timeline statistics can be found here under "Centralized Audit processing statistics." The estimates listed there designate the timeline for an expense report to reach approval. After approval, there are another 3-5 business days required for processing the payment. 

RSO Reimbursements

Use this submission form if you would like to be reimbursed to an RSO bank account. Do not use this form if you are trying to set up an RSO bank account, use the W9s and Contracts form for that. The timeline on these is really variable depending on the time of year. Dispursement can range between 1-4 weeks, but it is generally more efficient if you have direct deposit set up. 

Grant Transfers

Sometimes, things don't go as planned. Someone in your group drops out, you miss a registration deadline, hotel prices go up, etc. There are a million reasons why you might not fully adhere to your budget, and that is why GAC allows grant transfers. By filling out this Grant Transfer Form you can request to move funds from one line item to another. These go through approval by the GAC at our weekly meetings. Important note: you may only move funds between previously approved line items. 

Photos

If you want to submit pictures for our (in beta testing) picture wall, submit those here!