Purchase Request Procedures
Please come to the general assembly meeting before the event to request funding and present the below information. Be prepared to answer any questions from the assembly.
1. Approved funding amount from the budget meeting
2. Amount of funding requested for upcoming event
3. Itemized list of expected expenses
4. Date, time, and location of the event
5. Event marketing strategy
6. Event purpose and goals of event
1. Approved funding amount from the budget meeting
2. Amount of funding requested for upcoming event
3. Itemized list of expected expenses
4. Date, time, and location of the event
5. Event marketing strategy
6. Event purpose and goals of event
General Assembly is held every Friday at 6 PM in room AD208
Once funding for the event is approved you will have two options to receive funds:
1. Student government treasury will issue a check to the club representative.
PR forms are available in the UWSG office or per request by email.
IMPORTANT NOTICES
1. Student government treasury will issue a check to the club representative.
- UWSG Purchase Request (PR from) will be completed by the club itemizing the products and/or services to be purchased.
- Upon completion of the event, attached documentation (receipts, invoices, and/or spending notes) will be copied and attached to this form.
- These documents will be reviewed and signed by the club rep. and a UWSG officer.
- Any unused funds must be returned to the UWSG treasury and will be reflected in the outstanding club budget. Return of funds will be accepted in cash or check. No credit/debit cards.
- PR Form will be completed by the club itemizing the products and/or services to be purchased.
- Upon completion of the event, attached documentation (receipts, invoices, and/or spending notes) will be copied and attached to that form.
- These documents will be reviewed and signed by the club rep. and a UWSG officer.
- A reimbursement check will be issued for the total amount on the PR from and the remaining balance will be reflected on the club budget.
PR forms are available in the UWSG office or per request by email.
IMPORTANT NOTICES
- Funding cannot be issued or reimbursed until the club attends the general assembly meeting and requests funds prior to the event. Under no circumstances will funds be issued without notice to the general assembly.
- Funding will be withheld if there are any outstanding PR Forms, funds owed, or violation of the bylaws and constitution from previous events. The general assembly will have the option overturn a hold on even funding.
- Maximum use of club funds will not be issued unless they have (or will) meet tier requirements.
- Collaboration with other clubs, UWSG, and UWEST Faculty is strongly encouraged (but not required) to maximize the effectiveness of events.
