Funding Policies


Registered Student Organizations (RSOs) can receive up to $2,000 per year from WEG for events.  RSOs can request up to $2,000 per event; only $1,500 for food. 

RSOs should only request the amount needed to fund requested items for the event.

Approval of funding is contingent on availability of funds.

WEG seeks to fund as many eligible RSO events as possible each academic year.

Funds will only be paid to a vendor within 30 calendar days of the conclusion of the event and only after the WEG Final Documentation form has been completed and approved.

Items eligible for WEG funding are subject to the following University and State of Wisconsin regulations and policies.  

1. Food

WEG Food Funding Policy

The maximum allowable amount for food expenditures through the Wisconsin Experience Grant is a total of $1,500.

Meal prices cannot exceed the following maximum rates per person, according to State of Wisconsin Policy: $8 for breakfast, $10 for lunch, $20 for dinner or $38 total for a single day's worth of meals.

WEG will pay for or reimburse only the actual cost of the food, which is encouraged to be less than the per person maximums listed above.

RSOs are encouraged to seek cost efficient measures such as buffets or box lunches versus catered meals. Other options include buying beverages directly from grocery or discount vendors if the event location allows.


Food Items WEG does NOT Fund

WEG does not fund alcohol or RSO events that serve alcohol.

Home-cooked food is not eligible for funding due to health and safety concerns.


Food Vendor Restrictions by Event Location

Some event locations restrict use of outside food vendors. Generally, the Wisconsin Union and University Housing require that events held in their facilities must purchase food from the Wisconsin Union or University Housing, respectively, with the exception of pizza which may be purchased from an off campus vendor. For any exceptions, including specific cultural foods, check with the Wisconsin Union and University Housing directly.

If the event is held in a university facility that allows the purchase of food from an off campus food vendor, the vendor must be Licensed and have an Insurance Certificate on file with the University's Risk Management Office.  Check if off-campus food vendors have a License and Insurance Certificate on file here.

2. Honoraria (fee for service)

WEG Honoraria Funding Policy

If honoraria fees are paid for by the Wisconsin Experience Grant, all contractual agreements will be generated and sent by the WEG Administrator and must be signed by the  performer or agent three weeks prior to appearance. Contracts signed by Registered Student Organization representatives are not the responsibility of the WEG Review Committee or the State of Wisconsin.

If the fee for a speaker, performer, or trainer exceeds $3,200 and the individual is not a Wisconsin Resident, the fee is subject to a 6% entertainment tax by the State of Wisconsin. The tax is automatically deducted from payment. Speakers, performers, or trainers who are not Wisconsin Residents should be made aware of this deduction.

If the speaker, performer, or trainer is an employee at any UW institution, please ask the WEG Administrator about payment procedures since restrictions are also placed on payments to UW employees.


International Speaker, Performer, Trainer Honoraria Policies

If the speaker, performer, or trainer permanently resides abroad, their fee will also be subject/may be subject to additional income taxes deductions from the fee.

International speakers, performers, or trainers will receive payment only with appropriate VISA status.

 

Check out the Student Organization Resource & Policy Guide for more information on Guest Speaker/Entertainer Information here.

Check out the Student Organization Resource & Policy Guide for more information on Contracts & Insurance here.

3. a. Transportation - Air Travel

WEG Transportation Funding Policy

WEG funds travel and transportation costs for speakers, performers, or trainers who come to campus for RSO events.

Air Travel Funding Policies

All ticket quotes must be up to date and verified at the time an application is submitted.

RSOs can contact airlines, travel agencies, or check for online travel resources to obtain air-fare estimates.

The Orbitz website may not be used to collect quotes or to book a flight per State of Wisconsin guidelines.

For any flight exceeding $500 per person, you are required to submit two additional quotes in your funding proposal and the lowest bid must then be chosen.
     

Transportation Items WEG does NOT Fund

WEG does not fund first-class air travel for speakers, performers, or trainers per State of Wisconsin policy.

WEG does not fund student travel expenses to conferences.

   

3. b. Transportation - University Fleet Vehicles, Buses, Taxis, and Tolls

WEG Transportation Funding Policy

University Fleet Vehicles, Buses, Taxis, and Tolls

WEG funds travel and transportation costs for speakers, performers, or trainers who come to campus for RSO events.

University Fleet Vehicle Funding Policies

RSOs may only use university fleet vehicles if a university department has agreed to sponsor them.

If a university department reserves a fleet vehicle on behalf of an RSO, it must be used ONLY for state or university business and the purpose of the travel must fulfill the university or departmental mission.

When a university department accepts the responsibility of reserving a fleet vehicle for a RSO, the university department should assist with making all necessary arrangements: reservations, driver authorization, and funding.

Rates are determined by size of the vehicle and distance traveled.

Check out the Student Organization Resource & Policy Guide for more information on use of the Car Fleet here
 

Tolls, Taxis and Commuter Buses Funding Policy

WEG funds reimbursement for speaker, performer or trainer travel including tolls, taxis, and commuter buses with original receipts of purchase.

Transportation Items WEG does NOT Fund

WEG does not fund student travel expenses to conferences.

   

3. c. Transportation - Personal and Rental Vehicles

WEG Transportation Funding Policy

Personal and Rental Vehicles

WEG funds travel and transportation costs for speakers, performers, or trainers who come to campus for RSO events.
 

Personal Vehicle Funding Policies

WEG funds mileage or gas, but not both, for speaker, performer or trainer travel for an on campus RSO event in a personal vehicle.

If 300 miles or less is driven, the speaker, performer, or trainer can be reimbursed at a rate of $0.485 per mile.

If the distance driven is more than 300 miles, the rate is $0.365 per mile.

Gas expenses can be claimed as reimbursement with original receipts of purchase.

Check for more information on University Vehicle Funding Policies here.


Rental Car Funding Policies

If WEG funding to cover the cost of a rental car is requested RSOs must contact the WEG Administrator to determine if the expense is allowable and have approval before the event.

WEG does not reimbursements for rental vehicles after the event has occurred.
 

Transportation Items WEG does NOT Fund

WEG does not fund student travel expenses to conferences.

   

4. Lodging

WEG Lodging Policies

The maximum hotel rate allowable for speakers, performers, or trainers is $70 per night, according to State of Wisconsin policy.

Hotels must be located in Madison as speakers, performers, or trainers are only funded by WEG to stay in the City of Madison.

RSOs must obtain quotes for room prices at the State of Wisconsin rate directly from hotels and, if applicable, reservation confirmation numbers to be submitted with the application.

RSOs are encouraged to contact the following locations close to campus with inexpensive rates:

  1. Union South:
         Phone number: 608-263-2600
         Website: http://www.union.wisc.edu/wuhotel.htm
  2. Lowell Hall:
         Phone number: 608-256-2621
         Website: http://conferencing.uwex.edu/index.cfm

5. Printing and Advertising

WEG Printing and Advertising Policies

WEG funds advertisements, publicity, and printing expenses including, but not limited to: newspaper and magazine ads, posters, fliers, leaflets, program brochures, quarter-sheets, and graphic design.

Student organizations must include the Wisconsin Experience Grant name and logo on all publicity and promotional materials and failure to do so may result in the loss of the grant or future funding.

Check for the Wisconsin Experience Grant Logo and Disclaimer here.

Printing Policies

Printing requests that are approved for funding by WEG must be coordinated through state vendor printing services and quotes for exact prices should be obtained directly from printing/copy centers.

Student Print should be contacted first, though any university printing/copy center or state vendor may be used:
  1. ASM Student Print: Phone number 608-262-6216 | check out their Printing Packages for great deals
  2. DoIT Publishing and Print Services: Phone number 608-262-3461
  3. L&S Copy Center: Phone number 608-263-1803
  4. Law School Copy Shop: Phone number 608-262-0668

Advertising Policies

For advertisements in print media, student organizations are encouraged to contact newspapers directly to determine ad size and rate quotes:
  1. Daily Cardinal: Phone number 608-262-5854
  2. Badger Herald: Phone number 608-257-4712

Printing and Advertising Items WEG does NOT Fund

WEG does not fund printing or copying by non-state vendors, such as Kinko's, Bob's Copy Shop, and Office Max.

6. Space and Equipment Rental

WEG Facility and Equipment Rental Policies

Most facility space on campus is free of charge for RSOs through Wisconsin Union Campus Event Services Office (CESO), which can be contacted at phone number 608-262-2511.

For use of Grainger Hall, contact Reservations at phone number 608-262-8679.

The Union Theatre, located within Memorial Union, charges for use of its space and can be contacted at phone number 608-262-1771.

Events in accessible off-campus locations must submit justification and list any associated fees in the online WEG application.

Some use of audiovisual equipment is available at no cost to registered student organizations so check out the Student Organization Resource & Policy Guide for more information on Facilities, Equipment and Food here.

Check out the Student Organization Resource & Policy Guide for more information on how to Reserve Space here.