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OFO: FAQ
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Frequently Asked Questions
What is agency money?
Agency money is money that an organization has generated through dues, fundraisers or donations.
How can I access my agency money?
If the payee is an individual, agency money can be accessed by bringing an original, machine readable
receipt to the OFO Office. The receipt must have the vendor's name on it as well as a list of what
items were purchased.
If the payee is a business, a student should submit to OFO an itemized list including costs along with
the business name.
In either case, a check will be cut to reimburse the individual within 48 hours.
Who has access to the agency account?
The individuals who have signed as having financial responsibility on the organization registration form
can access the agency account. One signature will be required for each transaction.
What can an organization purchase with its agency money?
Agency
funds may only be used for activities and purchases
related to the organization’s mission. When in doubt,
consult with the Office of Student Life prior to
making purchases or planning trips. An organization cannot buy alcohol, tobacco, or weapons with agency money.
What about contracts?
At no time should student organization
officers or members sign contracts or agreements of any
kind. Bring unsigned documents to Student Life for
assistance.
What do you need to know
about fund raisers?
All fund-raisers must be approved 2 weeks
in advance by Student Life. The Fund Raising Form form is available
on-line at
www.uwgb.edu/stulife/orgs/fund-raising_form.doc
.
Can we ask area businesses
for donations?
Soliciting businesses for
donations of prizes or cash requires prior approval. The
form is available on-line at
www.uwgb.edu/stulife/orgs/soliciatationapproval . This process
can take 3 to 4 weeks, so plan accordingly.
Do we have to pay sales
tax?
Yes. All sales are
subject to sales tax. The sales tax will be subtracted
from revenues by the Organization Finance Office (OFO).
Whether an organization is selling tickets to an event,
T-shirts, or candy bars, the income is subject to state
sales tax. All sales tax must be deposited into a
university account.
Can we get an off-campus
bank account?
UW-Green Bay registered student
organizations are discouraged from holding private
off-campus bank accounts. Under no circumstances can an
organization use the name “UW-Green Bay” or the tax
identification number, or make any reference to the
University for an off-campus account. All organization
fund-raising revenues must be deposited and expended
through the Organization Finance Office (OFO).
How does an organization request food from the University Dining Service (UDS)?
The organization must go to OFO to review menus and make
selections. OFO ensures that the org has appropriate funding and fills
out a UDS order
form, confirming that funds are available to cover the
costs expected. The student may then take the form to UDS, who will then
complete the order.
Are there any rules about
meals?
Yes.
Meals for all events are subject to state limits
regardless of whether they are paid for from SUFAC funds
or Agency funds.
The
limit is: Breakfast $8, Lunch $9, and Dinner $17. For
example, if an organization is planning an
end-of-the-year banquet, the meal cannot exceed $17 per
person. Programs that include a meal must have a
business agenda. Submit the agenda to the Organization
Finance Office (OFO) for payment or reimbursement.
Agenda forms are available at OFO.
Does an org HAVE to use
the UDS?
Student organizations may
purchase non-perishable snacks off-campus or from the
Corner Store if the total purchase is less than $50.
Submit the receipt to the Organization Finance Office
for reimbursement. Purchases for more than $50 must be
handled through University Catering (Sodexo). A meeting
agenda is required for reimbursement.
What about pot lucks?
Potlucks are permissible.
A potluck is a small private event (normally fewer than
25 attendees) where individuals who are attending the
event are preparing or bringing a food item and the food
is consumed by only that group. Follow safe
food-handling practices.
How does an organization set up a vendor sale?
A vendor sales contract must be developed by Grant Winslow
of the Office of Student Life. Students are not permitted to sign contracts!
here is a form you can use:
Vendor Sales Policies.
If you're working with banks and or credit card type
companies, there is even more to know find out in
Credit Card Solicitation
Policy.
An organization may sponsor an outside vendor in exchange for at least 20% of gross sales. A minimum of 1 week
is required to coordinate vendor sale, and sales are limited to a two day span. All funds collected from the vendor
sale must be deposited in the organization's agency account maintained by the OFO office.
What is SUFAC money?
SUFAC money is allocated by the Segregated University Fee Allocation Committee.
How does an organization obtain SUFAC money?
Organizations need to apply to the SUFAC board either through annual budgets or weekly requests for these funds.
Can every organization obtain SUFAC money?
Organizations that wish to apply for SUFAC funding should meet the following criteria:
-
Be recognized as an official student organization according to University guidelines.
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Promote active student participation in decision-making processes which positively affects student life at the University.
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Provide activities or services which are available to ALL students who attend the University.
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Engage in community outreach programs.
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Organization that does not have affiliates in politics or religion.
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Organization that does not have limited membership.
What can an organization use their SUFAC money for?
Organizations can spend their SUFAC money for services
such as photocopying, faxing, and telephone calls
related to organizational business. SUFAC money
may not be used to buy food, alcohol, tobacco or
weapons.
How does an organization access SUFAC money?
OFO can arrange payment for some items directly-- see an OFO Officer.
For reimbursements, one of the individuals with financial responsibility for
the organization must take an original receipt to the OFO office
to be reimbursed.
How does an organization make an off-campus purchase of supplies or services with their SUFAC money?
Organizations can make an off-campus purchase of supplies and services by giving the OFO office the invoice name and address of
the vendor, federal tax ID #, quantity and unit of item, and brochure that lists prices or name of the person giving the price
quote.
How does an organization mail items?
To mail items, take the items to be mailed to the OFO office. OFO
completes the mail form, provides the necessary signature. The organization
member then takes the completed signed form and the item(s) to be mailed to
the campus mail room.
How does an organization utilize duplicating services?
For duplicating services, take the items to be copied, the number
of copies desired, and the delivery date desired to the OFO office.
OFO completes the duplicating form and provides the necessary signature. The
organization member then takes the
completed signed form and the item(s) to be mailed to the campus
duplicating center.
It is the responsibility of the organization to initiate form processing
with the OFO Office with appropriate lead times. Also, the Student
Organization Handbook is another important source of information for organizations.
If
you have any questions or
further concerns, feel free to contact the Organization Finance Office
at (920) 465-2258 or e-mail us at stofo@uwgb.edu.
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