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ORG FAQ
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Frequently Asked Questions
Trip Planning
How far in advance should I begin the process?
Four to six weeks are needed for organizations to file all necessary paperwork.
How do I request money to travel?
A member from the organization would need to complete
a SUFAC Travel Request Form. All SUFAC forms are
available on line at:
http://www.uwgb.edu/studgov/committees/sufac/forms.asp.
This form must be as accurate as possible, your reimbursement
may be limited only to what you include on the actual
request.
Once the request is completed, a copy must be put in the mailbox located outside of the Segregated
Union Fee Allocation Committee (SUFAC) Office, University Union Room 112M. SUFAC meetings are held at
5:00 p.m. on Thursday evenings. If your organization would like to be
included on a Thursday evening agenda, the copies of your Travel Request Form must be turned in on the
previous Monday by 4:30 pm. An org member must be present to field questions from the Board.
Organizations should plan to present to SUFAC at least three weeks in advance of your travel dates.
** You may request money for travel in your annual budget
How much money may I request?
Each organization may request maximum allocations of $2500 per fiscal year. The maximum allocations is limited
to specific organizations, not specific trips. Also, it is expected that organizations or their members pay a
third of the total trip cost.
What may be considered acceptable reimbursement for traveling?
An organization may be reimbursed for hotel expenses,
registration fees, and mileage/gas. An organization will not be reimbursed
for food expenses unless it is included in the registration costs.
If using a personal vehicle for travel, students may be reimbursed for either gas or mileage expenses,
not both.
How would I be reimbursed for my expenses?
During the trip, students are responsible for keeping all necessary receipts which then must be turned into
OFO immediately following the trip. The receipts must be original machine printed, readable and must include
the date, store name, city, and itemized list of purchase. The conference registration information, or an
agenda for any convention or conference attended must be handed in to OFO. The persons requesting
reimbursement must give OFO their social security number and mailing address as well as the trip
departure/return dates and times.
Students will only be reimbursed for items stipulated on their travel request form and directly related to the professional
nature of the trip.
How would I pay for a hotel or registration fee?
There are two ways to pay for a hotel or registration fee:
1- A member from the organization must bring in a brochure or completed registration form to OFO indicating the date and fee of the
event. The paperwork turned into OFO must include a complete list of members who are planning to attend the event. OFO will complete
the necessary paperwork to make reservations and payments. Organizations are responsible for checking the registration deadline and
to allow adequate time for processing.
2- A member from the organization may decide to personally pay any fees or expenses themselves during the trip. All receipts must be
given to OFO immediately after the trip so they may complete a Travel Expense Report which issues a reimbursement in the form of a check.
If a member decides to use the second choice of payment, they must be aware of what is stipulated on the travel request form. If an item
is not on the form presented to SUFAC, the student will not be reimbursed for it. Always consult OFO before incurring any expenses.
May I be reimbursed for food?
An organization cannot be reimbursed for food unless the food is included in a registration fee.
How would I rent a car?
To rent a car, your organization has three options: renting a car from a rent-a-car corporation, reserving a car through Motor Pool,
or using a personal vehicle.
Rental Agencies: Many rental car companies have a minimum age requirement of 25. You should contact OFO to see if your organization has
the appropriate funding. Student organizations can only fund a car rental through agency money or committed SUFAC money.
Rental cars should be reserved 4-6 weeks in advance.
It is necessary to have OFO make your reservations for
you to obtain the preferred rates.
There are two car rental agencies that the UW-System has approved to use. For in-state travel you must contract with
Enterprise Rental.
For out-of-state travel you must contract with National Car Rental, Inc.
The State allows rentals up to mid-sized cars, anything
else requires approval. The vendor rates include Collision/Theft Insurance. If another car rental vendor is used, without justification,
a) proof of National being unavailable may be required,
b) reimbursement on the expense
report will be limited to the daily rate of National, and c) CDW insurance is
reimbursable, but no other insurance options are
reimbursable.
Motor Pool: For a student to be eligible to drive a
Motor Pool vehicle, they must first complete a Driver
Authorization Form which can be found either at OFO or
the Risk Management, CL 805. After the form is
completed by an individual, it is brought to the Student
Life Director for approval. The form is then taken to
Risk Management. This form must be completed each year.
A student organization can only fund a motor pool car through agency money or committed SUFAC money. Reservations are made by telephoning
Motor Pool 2394, to check on vehicle availability. A student will not be able to reserve a fleet vehicle unless Motor Pool has an approved
Driver's Authorization form on file for the individual. After a vehicle has been reserved, a Motor Pool form must be completed through OFO.
The organization is responsible for taking the completed Motor Pool form to Motor Pool when the fleet vehicle is to be picked up at the
scheduled time.
How far in advance should I reserve a Motor pool car?
Reservations are made by telephoning Motor Pool, ext. 2394, to check on vehicle availability and should be made 4-6 weeks before a travel
date.
Motor Pool reimbursement rates for 2003-2004 fiscal year:
- Compact Sedans $.20/mile + $10/day
- Mid-size Sedans $.26/mile + $10/day
- Mini Vans $.28/mile + $10/day
Personal Vehicle: An organization may be reimbursed for mileage when they use their personal vehicles. OFO will reimburse you based on the
University mileage chart. Since the mileage reimbursement takes into effect gas as well as wear-and-tear on your vehicle, students cannot
be reimbursed for gas AND mileage.
How would I reserve airline tickets?
The organization must contact the OFO office and have all travel information available such as date, time, destination, names of members
attending trip, and documentation of conference/convention, etc. OFO will use this information to purchase the plane tickets.
How far in advance is needed to order plane tickets?
This should be done as soon as you know who is attending the trip, but no later than 4-6 weeks before the event.
How long would it take to receive reimbursement?
The process takes about two weeks once all travel information is submitted to
OFO. If an expense report is correctly prepared, Travel Expense Report's are
usually processed and paid within ten days of being received by the Business
& Finance Office, Cofrin Library Room 835.
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