Forms (also located in each club's OrgSync portal)
Other Important E-Forms (WWU-hosted, not located in each club's OrgSync portal)
Expenditure Request (ER) - Primary form for spending club funds. You must have money in your club account to use this form. Video Demo on Filling Out an ER
Petty Cash Voucher - Actually a paper form you need to print. Use this instead of the ER to be reimbursed for expenditures up to $25.00. You must have money in your club account to use this form.
Transfer of Funds Form - Electronically moves funds from one campus account to another. Primarily used to award clubs funding or when clubs co-sponsor with other campus groups.
Special Event Forms
Benefit Request Form - Must be completed to gain approval for all fundraising or charitable work benefiting a non-profit organization outside of Western. Approval must be granted PRIOR to announcing the benefit event.
University Dining Services Catering Exemption Request - Submit a minimum of 2 weeks prior to your event to gain authorization to do any of the following without ordering from University Catering: a) spending over $300 on pre-packaged grocery food items or pizza; b) planning to prepare or cook food for the public; or c) inviting a food vendor onto campus.
WWU Box Office Ticketing Agreement - Use to setup advance ticket sales for your event. All advance sales must be handled by the WWU Box Office in the Performing Arts Center. Submit to your group's advisor or manager before sending to Box Office.
Off-Campus Facility Rental Authorization Form - This must be submitted 30 days in advance of an event to approve of a group renting privately-owned off-campus space. [ignore the misleading name at the top of this form 'Event / Conference Authorization Form' - you're using the right one.]
Travel Justification - Required for all travel that is out-of-state or overnight. Must be submitted a minimum of 2 weeks in advance of trip if driving, and 4 weeks in advance if flying. Always consult with an advisor very early if you are planning to travel, 5 - 6 weeks before the trip is ideal.
Vehicle Authorization - Must be completed by each driver who will be traveling on official club/university business. Submitting this form is a final step in the driver training process that takes place via a brief online course in Canvas. Visit the VU 5th floor Admin Desk for help getting enrolled in the driver training.