An Official Functions and expense can actively promote the University’s mission, support community value, and recognize and reward exceptional performance and service. However, the University must govern the use of the specific funds used to pay for Official Functions and insure the appropriateness and reasonableness of all Official Functions and expenses.
WHO THIS POLICY APPLIES TO:
Employees of all UW-Madison schools, colleges, and auxiliary divisions including, but not limited to Deans, Directors, Financial Officers, and other campus leadership
An Approving Authority may make reasonable and moderate expenditures (excluding alcoholic beverages) directly associated with a University Official Function and expense that may have a social component but substantially advances or contributes to the University’s mission. An Approving Authority, in advance of expenditures being made, must formally authorize in writing expenditures related to an Official Function and expense. The Approving Authority’s advance authorization can only be provided by completing an Official Function Pre-Approval Form to be attached to any request for payment or reimbursement. Expenses pursuant to this policy will not be paid or reimbursed by the University or the Wisconsin Foundation and Alumni Association without a properly executed Official Function Pre-Approval Form. The source of funds for expenses related to this Official Function or expense is a gift, program revenue or trust fund such as 161, 233, 136, & 131 funds and not general purpose revenue (GPR) or Sponsored Funds (Grants).
It is incumbent on the Approving Authority to know and understand the nature and full extent of any restrictions or requirements associated with the expenditure and the related allowed uses of the proposed funds, including consideration of donor intent, University Purchasing Policies, and Wisconsin Foundation Alumni Association purchasing policies The Approving Authority must document the justification for authorization. The Approving Authority must be prepared to defend the approval of a University Official Function or expense should there be an open record or audit related inquiry.
Examples of functions and expenses that may be considered appropriate are (not a comprehensive list):
Official Function requirements:
Expenses for University-related Foundations or affiliated organizations’ board of directors’ meetings and expenditures for pure social functions for faculty, staff, and students are not considered appropriate charges to any source of funds administered by the UW System.
CONSEQUENCES FOR NONCOMPLIANCE
Failure to comply with UW-Madison Official Functions and Expense Policy may result in non-payment of the Official Function or expense, employee personal financial responsibility for the cost of the Official Function or expense; or, disciplinary steps, up to and including dismissal.
