University of Wisconsin Stout | Wisconsin's Polytechnic University

Planning Ahead for Purchases

Meet with your Organization members and create a plan to spend the money allocated to your Organization early in the semester. Anyone spending funds needs to be responsible for following the guidelines set down by the University for purchasing. It is mandatory that the Treasurer attend a "Spending your $" workshop. Dates and times will be posted in OrgSync. In addition, it is highly recommended that your organization's treasurer help to train and inform those in who are in charge of planning events and those new officers who are transitioning in.

*Please remember to look at your Organization’s Allocation in OrgSync to identify the specific categories for spending.*

Any deviation from that document will need to have prior SSA approval in writing before the funds will be released. If you have questions regarding spending, please contact the SSA Financial Affairs Director (ssafinancialaffairs@uwstout.edu), or the Sport Club Executive Board, (sportclubs@uwstout.edu). If you would like to schedule a meeting, please do so to assure that the proper time is set aside to answer your questions! Thanks!

Purchase Request Forms

A Purchase Request (PR) form must be submitted to the Sport Club Executive Board for every fund transaction and they must be completed in their entirety. If your purchase request form is not complete or is lacking pertinent information delays will occur and could result in your organization not getting reimbursed.

Unless the payee or vendor has already been established with the university, we are required to obtain the W-9 from all payees. If your organization has (e.g. an official) who has not worked with Stout in the past, please provide them with this form. Have your official complete it and submit it to the Sport Club Coordinator with the Purchase Request Form to pay the individual.

Complete this form and e-mail it to your treasurer. He/she will approve it by inserting their signature and forwarding it to sportclubs@uwstout.edu. All Sport Club purchase requests should be delivered to Room 41 Sports and Fitness Center. If you are requesting reimbursement and have receipts, you will need to bring them to the Sport Club Coordinator in person as original receipts MUST be submitted for reimbursement!

Credit Card Ordering

Credit card ordering can be done for most supply and equipment orders.

• If funded for office supplies, contact the Sport Club Coordinator for an Office Depot catalog. We get a substantial discount when ordering from Staples.
• Not all transactions can be done with a university credit card. The following MUST be done on the Purchasing Requisitions:
  • Orders over $1500
  • Dues
  • Memberships
  • Registration Fees

Purchase Requisitions

1. Fill out the Purchasing Request Form!
   • Use a separate form for each vendor or when reimbursing several members for travel
   • Use one form for multiple payments to same vendor or travel reimbursements for different events for the same person
2. Submit your request to sportclubs@uwstout.edu
3. Watch for e-mails from sportclubs@uwstout.edu regarding:
   • Incomplete paperwork
   • Delivery of items ordered
   • Paperwork read for pick up for signatures
4. Use your organization's UW-Stout e-mail and check it frequently
5. The Sport Club Coordinator will usually not call, but will e-mail your organization
6. Incomplete paperwork can add significantly to processing time.
   • Check the sample forms for the documentation needed for each type of transaction.