Finances
Managing the finances of a Registered Student Organization (RSO) is essential for the organization’s ability to function efficiently and effectively. Additionally, the Office for Student Organizations, Leadership & Involvement (SOLI) financial regulations for RSOs require your organization to maintain accurate and complete financial records of all receipts and expenditures.
To get started, considering creating and keeping an RSO budget document to balance out income revenue (e.g., membership dues, fundraising, grant funding) and expenses (e.g., printing, travel, event costs).
The rest of this page will guide you through some of the most common money-related topics for RSOs.
On this page
Banking
Your RSO may need to set up a bank account to help manage its funds. Read the tiles below for information on how to do this and common pitfalls to avoid.
When does an RSO typically need to open a bank account?
In the simplest sense, your RSO may need a bank account if it has money coming in and going out. RSOs are not allowed to use a member’s personal account; instead, they can open an account for the organization.
Some types of funding or sponsorship on campus may have extra rules regarding what money can or cannot be placed in an RSO’s bank account. If your RSO is a formal part of University Housing, the Wisconsin Union Directorate, Rec Well, or another department/office on campus, make sure you check with your university contacts in that department/office about how finances must be handled. Additionally, if your RSO receives funding from ASM or other grant programs, make sure to check in with your finance contact at ASM or the grant managing department for any financial rules your RSO has to follow.
A consistent rule to remember: department funding dollars may not co-mingle with money in a bank account maintained by an RSO.
What does an RSO typically need to open a bank account?
First, identify the bank you’d like to open your account at. There are a few options near to campus.
In addition to standard requirements from a bank to open an account, your RSO may need:
- A tax ID number, also called an Employer Identification Number (EIN).
- A document proving the existence of your RSO. Frequently this is a letter that SOLI can provide confirming that your RSO is registered and recognized by UW-Madison.
When you open a bank account, you will likely have to go to the bank to fill out a variety of paperwork. Make sure to investigate what documentation (e.g., driver’s license) the bank might require at your appointment. You’ll likely find this on the bank’s website, but you can always call if you have questions.
Employer Identification Number (EIN)
An EIN, also known as a Federal Tax Identification Number, is a nine-digit number assigned to your organization by the Internal Revenue Service (IRS). The United States Treasury Department and the IRS require an organization to disclose their EIN when opening any type of deposit account with a financial institution.
If your student organization is maintaining the same banking account from previous years, continue to use the EIN previously assigned to your organization by the IRS. Do NOT apply for a new EIN each year. However, each year you must inform the IRS of the name of the new primary contact person and any other information that has changed, such as the name of your organization or the address.
Changing the Address or Responsibility Party for an EIN
When an EIN is created, a responsible party (an individual who ultimately owns or controls the entity or who exercises ultimate effective control over the entity) must be affiliated with that EIN. This individual should be updated with the IRS as elections and transitions take place. In order to change the responsible party affiliated with an EIN or the RSO’s address, complete the Form 8822-B (Change of Address or Responsible Party).
Want to develop your financial knowledge further?
Checkout Badger$ense for workshops for RSOs related to financial education and peer financial coaching for individual students.
Fundraising
Membership Dues
If you decide to establish membership dues, collect a set amount from each member. Decide as a group, what is a reasonable amount? It will be helpful to first decide how much money you’ll need for the year. Will students pay less than non-student members? What if someone can’t afford the dues? Be sure to disclose to dues-paying members how the dues will be used. Also, establish a policy/plan regarding what happens to money left in the treasury should the group disband.
University Departmental Sponsorship or RSO Events/Activities
A university department may choose to sponsor an RSO’s events and activities. A department electing to sponsor an RSO event or activity should ensure that the nature and extent of the sponsorship is clearly understood by both the department and the organization.
Concession Stands for UW Athletics Events
Your RSO may be eligible to raise funds by working a concession stand at a UW Athletics Event. Please contact Non-Profit Coordinator for Levy Restaurant Group (hfuller@levyrestaurants.com) or additional information and available opportunities.
Crowdfunding
JumpStart is University of Wisconsin-Madison’s crowdfunding platform which helps RSOs fund their projects. Their staff works closely with each project team to provide strategic crowdfunding management and consulting in communications, design, and fundraising opportunities.
JumpStart provides a more technologically advanced way of giving, while creating a more intimate and personal experience for the project creators and supporters of UW-Madison. It also provides a new and unique way to communicate the impact of gifts to UW.
For more information contact Josh Wolfgang at josh.wolfgang@supportuw.org.
Commercial Sponsorship of RSO Events/Activities
Often commercial enterprises are eager for the chance to come on campus to promote their goods or services (telephone companies, charge card companies, beer distributors, etc.). They will, therefore, offer a student organization financial support or sponsorship (for example, pay for publicity) in order to do so. In general, an RSO may not use university facilities to raise money for itself or charity by selling or promoting a commercial product. The use of university facilities is a privilege; RSOs may not use their privileged access to university facilities to promote or endorse commercial products or businesses.
If RSOs accept a corporate/business contribution for their activities, the recognition of that contribution must follow university policies. When recognizing contributions from businesses to a student organization program, the business name must be secondary on the event publicity. The event is sponsored by the RSO, not the business! If the business has standardized publicity pieces, they may have to be altered for use on this campus. Beer/alcohol sponsorship is discouraged because the majority of UW undergraduate students are under the legal drinking age.
For more information, refer to the External Sponsorship policy and the Facility Use policy.
Selling Items in Campus Facilities or on Campus Groups
If RSOs prefer to raise funds on campus, the following are examples of the types of items that have been allowed for sale on campus in the past: food items (home baked or prepared foods are not allowed); book sales/signing in conjunction with an event; items connected with culture at multicultural events; homemade craft type items; items that have connections with the RSO (e.g., plant sale by Horticulture Club, Christmas tree sale by Forestry Club); tickets to RSO sponsored events; an RSO’s t-shirt, other apparel, and novelty items when it ties into the organization or event; an RSO’s literary publication; flowers. (Please note that this list is not comprehensive.)
The following items are NOT allowed for sale: alcohol, tobacco, credit card applications, items other than food that clearly promote or endorse commercial products where the items are not related to the purpose and mission of the organization.
For all other items, SOLI and the Campus Event Services Office will review the potential sale items on a case-by-case basis.
Using University Facilities
If you plan to use university facilities to advertise your fundraiser or use university space to hold your fundraiser, contact the Campus Event Services Office to discuss facility use and date availability. Plan as far in advance as possible to complete additional paperwork and confirm arrangements. RSOs must receive this permission from the university agent who reserves the facility (usually this is the Building Manager). Remember that the general public cannot be invited to events sponsored by RSOs in university facilities unless a university department sponsors the event or activity with the RSO.
The RSO is responsible for rental charges and other special services deemed necessary by the university, such as security costs. Funds remaining after all the costs of such events in university facilities have been paid, may be used to support the activities of the RSO or other charitable or public service organizations but may not be used for individual gain or in support of commercial activity.
Sales Tax on Money Raised
Income is generally considered taxable. You should get a “Temporary Sellers Permit” from the Department of Revenue for any major fundraising event. Most minor income will qualify as “Occasional Sales.” The “Occasional Sales” rules are also available from the Department of Revenue.
Temporary Food Sales
The sale of foods to the general campus community can take place at approved temporary food stands in the lobby areas of UW Madison buildings and on university grounds, subject to the following conditions and procedures. There are three key elements that are part of any request for a temporary food event:
- Authorization prior to selling food is required from Environmental and Occupational Health Department and UW-Madison Risk Management. To obtain authorization, fill out an application, read the temporary food event policy, and read the safety requirements. The application and supporting documents can be found online by visiting the Food Safety & Licensing page.
- A request for an indoor location must be submitted and approved by the appropriate campus building manager. A list of building managers can be found using the Campus Map, by clicking on the “Facility Abstract” link next to the appropriate building name. A request for an outdoor location must be submitted to and approved by the University of Wisconsin Campus Event Services Office. No food items can be sold on “non-university” property without a City of Madison temporary food license permit.
Selling on “Non-University” Property
Non-university spaces where RSOs occasionally sell items (e.g., State Street Mall, city sidewalks) are City of Madison property, and the city is responsible for issuing vending licenses. These licenses are limited to and restricted to individuals selling handcrafted goods or personally prepared food items. For application materials and information, visit the City of Madison’s Tables, Expressive Vending & Mobile Sales page or email streetvending@cityofmadison.com.
“Bake sales” or other food vending for fundraising purposes (for-profit, fundraiser, or donation-only) are not permitted on Madison streets, public sidewalks, terraces, parks, plazas, or on Private Property in Downtown Madison without specific licensing.
Bakes sales cannot occur on the sidewalks downtown because this would be considered a type of “food vending” and food vending is carefully regulated on State Street, the Capitol Square and surrounding areas. Only a licensed Mall/Concourse Food Vendor may sell food on the streets/sidewalks downtown, which is intended for permanent vendors operating from approved food carts. For additional information (including information on where an how to have a bake sale), please review the City of Madison’s Bake Sales page.
Raffles
The State of Wisconsin Statutes requires all raffles to be licensed through the Office of Charitable Gaming. Tax exempt organizations (this does not include RSOs unless they’ve taken the steps to become tax exempt) with charitable work as a major purpose written into their by-laws can qualify for a raffle license. The organization also must have been in existence for at least one year prior to application for the license. The other major requirement is that the organization’s activities must be limited to the state of Wisconsin. For a more detailed description of these requirements, refer to the Department of Administration’s page on Raffle Licenses.
The Office of Charitable Gaming asks for 4-6 weeks to process an Original Raffle License Application. Please note that you will need to provide copies of documents from your organization listed on the application along with a $25.00 processing fee. The mailing address is on the application.
Poker Tournaments
Poker tournaments in which the participants pay a fee to enter for the opportunity to win money or prizes are illegal under two different Wisconsin statutes. Wisconsin State Statute 945.01(1) provides the definition of a bet as “… a bargain in which the parties agree that, dependent upon chance even though accompanied by some skill, one stands to win or lose something of value specified in the agreement.” Wisconsin State Statute 945.01(5)(a) defines a lottery as “… an enterprise wherein for a consideration the participants are given an opportunity to win a prize, the award of which is determined by chance, even though accompanied by some skill.” Even if no purchase is required to enter the tournament, other factors may be enough consideration to make the tournament illegal.
The penalties for violations of these gambling statutes range from misdemeanor gambling for making a bet or participating in a lottery to felony commercial gambling for operating a gambling place or conducting a lottery. Gambling is a Class B misdemeanor, punishable by a fine of up to $1,000 and/or imprisonment up to nine months. Commercial gambling is a Class E felony, punishable by a fine of up to $50,000 and/or imprisonment up to fifteen years.
At this time, it is unclear whether poker tournaments that do not involve consideration (that is, participants do not have to pay to enter) are illegal. The legality of these tournaments will have to be determined on a case by case basis. Check with your District Attorney’s Office to make that determination. Otherwise, all poker tournaments and Texas Hold ‘em Poker games that require any sort of consideration to enter, are illegal and should be discontinued.
If you have questions about poker tournaments, contact the Dane County District Attorney’s Office.
Taxes
In order to meet minimum eligibility as an RSO, a group must be not-for-profit, which means no individual or group may profit from the work/activities of the RSO. However, please be advised that “not-for-profit” does not mean that the RSO is automatically exempt from state or federal taxes. Rather, an RSO must also apply for non-profit status with the IRS to be tax exempt.
Does my RSO need to file taxes annually?
- Has your RSO taken in any funding (dues, donations, proceeds from fundraisers, etc.) during the past calendar year?
- Does your RSO have an open account at a bank?
If the answer to either of these questions is yes, then you should file the appropriate form with the IRS. If the answer to BOTH questions is no, there is likely no need to file taxes.
Organizations should file the appropriate 990 series form annually by the 15th day of the fifth month after the close of your organization’s tax period/fiscal year (usually May 15th).
Appropriate 990 series Forms based on organizational annual revenue:
- Less than $50,000 | 990-N (e-postcard)
- $50,000-$200,000 | 990-EZ
- More than $200,000 | 990
Visit the IRS website for more information about Federal 990 Series Forms and associated documents.
Benefits of non-profit status are: (1) exemption from federal and state income tax; (2) ability of certain non-profits to make purchases without paying state sales tax; and (3) ability for certain non-profits to receive tax-deductible contributions.
However, in most cases SOLI DOES NOT encourage RSOs to apply for federal non-profit status because: (1) the process requires annual paperwork and most RSOs will not need formal federal or state non-profit status; (2) many RSOs are ineligible for 501(c)(3) status and thus will not be able to receive tax-deductible contributions or avoid sales tax; and (3) securing federal non-profit status for tax purposes is a complicated process, which requires an understanding of the technical definitions and requirements of non-profit organizations for tax purposes.
If your RSO, as its own entity, wishes to apply for federal non-profit status, contact the federal IRS and the Wisconsin Department of Revenue, or consult your private tax advisor.
Additional Information about Tax Exempt Status
Is your RSO primarily social, recreational, or sport based in nature?
- If so, you are likely a 501(c)(7) organization and cannot accept tax deductible donations or be exempt from sales tax. (This is the majority of RSOs.)
Is your RSO focused on social welfare, lobbying or a special interest group?
- If so, you are likely a 501(c)(4) organization and cannot accept tax deductible donations or be exempt from sales tax.
Is your RSO a charitable, religious, scientific, or educational mission driven?
- If so, you are likely eligible for 501(c)(3) status.
- If your organization’s yearly gross receipts are less than $5,000, there is not a need to file for tax exempt status.
- If your organization’s yearly gross receipts are greater than $5,000 you must file for tax exempt recognition with the IRS. Completion and acceptance of tax-exempt status will result in a “letter of determination” validating the status of the organization. It is also recommended that you retain the services of a non-profit tax services professional.
In all cases, your organization should still file a 990 series form annually.
RSOs that are exempt from federal income tax under any of the above categories are also normally exempt from state income tax. For additional details on potential exemption from state sales or use tax in Wisconsin, see the Wisconsin Department of Revenue website.
RSOs are exempt from collecting state and county sales tax on “occasional sales” of items sold if the RSO:
- Is considered a nonprofit organization, per the Department of Revenue’s definition. For this purpose, the definition of “non-profit” includes most 501(c)(3), 501(c)(4) and 501(c)(7) organizations.
- Does not have or is not required to have a seller’s permit.
- Entertainment is not involved, or, if entertainment is involved, either no admission is charged, or all payments for entertainment at the event add up to less than $10,000.
- Has had 75 days or less of sales in the calendar year OR has had earned less than $50,000 in sales in the calendar year.
If a particular sale does not meet the above criteria, the RSO is responsible for collecting and remitting state sales tax to the Wisconsin State Department of Revenue. For additional information about sales tax, visit:
RSOs are not automatically eligible to receive tax-deductible contributions and instead must qualify for federal 501(c)(3) status. RSOs that do not qualify for 501(c)(3) status are obligated to inform potential donors of the non-deductibility of any donations. In unusual circumstances and subject to appropriate university authorization and approval, a university department may be willing to accept a donation on behalf of an RSO (likely via the UW Foundation), or with respect to an event sponsored by an RSO.
- In that case, the donation would be deductible to the donor since it is made to the university, and not the RSO.
- RSOs must be very careful to make sure the department is authorized and has formally agreed to accept the donation in these circumstances, since there are university forms that need to be completed by the department and receipts that must be provided by the university to the donor in order for the gift to be completed.
The Office for Student Organizations, Leadership & Involvement and its staff are not licensed tax professionals and do not have extensive knowledge or training related to tax statuses or codes. Please consult with a private tax advisor in the event your organization may have additional questions about tax filings, non-profit status, or other tax related information.
Registered Student Organization Tax Webinar 2026
Guest Speaker: Amanda VanNatta, Certified Public Accountant, Wegner CPAs
Recording of the RSO Tax Webinar hosted in Spring 2026. Only those with a netID will be able to login and access this video channel.
Law & Entrepreneurship Clinic, University of Wisconsin Law School
The LEC offers free legal services to help entrepreneurs and small business owners realize their potential. Potential clients will be interviewed to evaluate their legal needs. Should the LEC decide to provide legal services, a letter of engagement will be entered into between the client and clinic defining the scope of services. You can contact the LEC at entrepreneurhelp@law.wisc.edu.
Marquette Volunteer Legal Clinics
The MVLC can assist organizations with their legal questions. Advice ranges from corporate, tax, employment and intellectual property questions to the application for nonprofit status. MVLC is a free legal service for small and mid-sized Wisconsin 501(c)(3) organizations.
Grants
The following tabs list grants that typically fund RSO events and activities. Contact a particular funding resource to inquire if funds are still available and also to obtain eligibility criteria and application guidelines.
Associated Students of Madison (ASM) Grants – ASM has four grants available to RSOs to help plan events, travel to conferences, and accomplish daily functions for their organization’s mission. ASM grants are funded by UW-Madison students’ segregated fees. The grants are allocated by a student-run Grant Allocation Committee in a viewpoint neutral manner. These grants are available to any RSO that is in good standing with SOLI.
Vice Chancellor Funded Grants – There are three grants that are funded by the Vice Chancellor’s Office and then managed by three difference offices. These three grants are to support events and programs that student organizations are hosting and are open to all students.
All RSOs will ONLY be eligible for funding from the Vice Chancellor Funded Grants (Global Badger Experience Grant, Multicultural Council Grant, or the Wisconsin Experience Grant) IF:
- The RSO has already received an ASM Event Grant for an event that semester, OR
- The RSO has already applied for an ASM Event Grant for a program that semester and is on the wait list for an ASM hearing, OR
- The RSO ONLY seeks funding for something ASM cannot fund (e.g. food or a closed event), OR
- ASM is out of funds for the academic year
Additional Funding Sources – The tabs also include a handful of additional funding sources available to student organizations wishing to put on programs and events.
What is funded?
ASM Open Fund Grants are for the day-to-day business of RSOs as well as recruiting. Only RSOs in good standing with SOLI may apply for the ASM Open Fund Grant. The ASM Open Fund Grant was created to provide RSOs with a small amount of operational funding for printing and office supplies without having to attend a hearing. This grant may not be used to fund events hosted or put on by your RSO.
- Printing: All printing must display the ASM Logo and Disclaimer.
- Office Supplies: All program supplies must be disposable and operationally relevant to the mission of the RSO.
What is not funded?
- Salaries, wages, and stipends.
- Event-oriented funding (unless it is the org fair, kick off, or regular group member meetings).
- Travel-oriented funding.
- Grants, gifts, donations, fundraising, and alumni relations. This includes, but is not limited to, using printing or office supplies to communicate to those outside the RSO about fundraising or donations whether for the RSO or any other organization.
- Equipment and capital purchases.
- Food or beverages, or related purchases.
- Elections of any kind (local, state, national, etc.) except for elections of the leadership members of the RSO.
- Subsidization of membership dues.
- Subsidization of university department, corporate or other outside entity initiatives.
How to apply?
Access the online application from the Open Fund Grant page.
The ASM Open Fund is a simplified grant award for groups that require $200.00 or less in funding. The grant award consists of $150.00 toward printing and $50.00 toward office supplies.
The Open Fund grant application opens at the very end of July and remains open until all of the money is awarded. The RSOs applying for the grant do not have to go through the hearing process. Once the application is submitted and the RSO’s status is verified through SOLI, applicants will receive notification of the award and must attend a workshop with the ASM Financial Staff before the money can be spent.
Who to contact for specific questions:
The ASM Grant Allocation Chair: grants@asm.wisc.edu, or the ASM Financial Specialist: Joie Horsfall, jrhorsfall@wisc.edu.
What is funded?
Operations Grants are for the day-to-day business of RSOs as well as recruiting. Only RSOs in good standing with SOLI may apply for the ASM Operation Grant. Operations Grants cannot fund one-time events except for student org fairs, group kick-offs or regular group meetings. Students must apply for an ASM Event Grant for one-time events and attend a hearing with the ASM Grant Allocation Committee.
- Printing: All printing must display the ASM Logo and Disclaimer.
- Office Supplies: All program supplies must be disposable and operationally relevant to the mission of the RSO.
- Postage: For operational use only. May not be used to solicit donations.
- Advertising: All advertising must be operational in scope and must display the ASM Logo and Disclaimer. ASM Operations Grant funds may not be used to advertise one-time events.
- Web Hosting/Design: Organization websites funded by the ASM Operations Grant must display the ASM Logo and Disclaimer on the main page of the site.
- Space/Equipment Rental: For operational use only. May not be used for one-time events.
- Subscriptions: These must be for the use of the RSO only.
- Other items that may fall within grant policy guidelines.
What is not funded?
- Salaries, wages, and stipends.
- Event-oriented funding (unless it is the org fair, kick off, or regular group member meetings).
- Travel-oriented funding.
- Grants, gifts, donations, fundraising, and alumni relations. This includes, but is not limited to, using printing or office supplies to communicate to those outside the RSO about fundraising or donations whether for the RSO or any other organization.
- Equipment and capital purchases.
- Food or beverages, or related purchases.
- Elections of any kind (local, state, national, etc.) except for elections of the leadership members of the RSO.
- Subsidization of membership dues.
- Subsidization of university department, corporate or other outside entity initiatives.
How to apply?
Access the online application from the Operations Grants page.
This grant is the only ASM grant which is awarded in the previous academic year to when the funds are actually available for use by the group. The award is available to student groups seeking more than $200.00 in overall funding or are interested in funding for categories not available with the ASM Open Fund Grant.
The application opens during winter break and closes around a month into second semester. Hearings will follow within a month of the grant application closing. Operations Grant hearings occur in the spring and award notices are sent after all the applications have been heard, usually around the end of March or the beginning of April. RSOs that have received awards will receive their grant funding the following school year and must meet with the ASM Financial Staff before the awarded money can be spent.
Who to contact for specific questions:
The ASM Grant Allocation Chair: grants@asm.wisc.edu, or the ASM Financial Specialist: Joie Horsfall, jrhorsfall@wisc.edu.
What is funded?
Only RSOs in good standing with SOLI may apply for the ASM Event Grant. The Event Grant Fund supports on-campus, RSO-run events that are educational, informational, free, and open to all students on campus. The event must be in line with the mission of the RSO, benefit the UW campus in some way, and must not supplement departmental or center events. The total amount available is $10,000 per event per semester.
- Honoraria: No University of Wisconsin student or faculty member may receive honoraria. Total honoraria capped at $4,000 and is prorated based on the number of attendees expected.
- Lodging: At a rate in line with the Wisconsin state maximum for hotels in the city of Madison. No University of Wisconsin student or faculty member may receive lodging. Lodging cannot be booked through 3rd parties (hotels.com, etc.).
- Travel: For performers, speakers, or other individuals invited by the RSO to educate at the event. No University of Wisconsin student or faculty member may receive travel funds. If you are applying for flights, please note all flights must be booked through the UW’s contracted travel agency.
- Printing: For the event. No printing may be used to advertise future events or activities put on by either the RSO or other organizations. All printing must be done through an authorized university vendor. All printing and advertising for the event must have the ASM Logo and Disclaimer on it (whether or not ASM is paying for the printing/advertising).
- Advertising: For the event. No advertising may be used to advertise for future events or activities put on by either the RSO or other organizations. All printing and advertising for the event must have the ASM Logo and Disclaimer on it (whether or not ASM is paying for the printing/advertising).
- Space and Equipment Rental: For the event. ASM cannot pay taxes.
- Program Supplies: For the event. All program supplies must be intended for one-time use.
- Other: For the unique needs of an event not covered in the above categories.
What is not funded?
- Food or beverages, or items associated with food and beverages, such as catering set-up charges.
- Events of departments, GSSF groups, or any other entities.
- Events open to the public, other than guests of the RSO (unless RSO has departmental sponsorship).
- Events that are a majority social rather than educational.
- Gifts, donations, fundraising, contributions, or financial aid.
- Events that collect donations, fundraise, or collect contributions.
- Revenue-producing events (charging at the door, selling merchandise).
- Non-disposable items.
- Costumes or supplies used to make costumes.
- Elections or campaigns of political candidates at local, state, and national levels.
- Legal services.
- Academic credit-producing events.
- Fireworks.
- Decorations.
- Events the RSO has already fundraised for.
- Expenses incurred prior to grant approval by the Grant Allocation Committee and meeting with financial staff.
How to apply?
Access the online application from the Event Grants page.
The application opens mid-August and will remain open until funds are expired. RSOs must apply 6 weeks (42 full days) prior to their event. Applicants will have a hearing on a Tuesday evening in front of Grant Allocation Committee after the application has been submitted. Hearings are scheduled based on the date of the event, rather than the date of submission. At this hearing, two student grant contacts from the RSO will go over the grant application and answer questions from the Grant Allocation Committee. If awarded funds, the RSO will receive an award notice within 24 hours following the hearing. After receiving the award notice, the two student grant contacts from the RSO must meet with ASM Financial Staff before spending any award money. The Grant Allocation Committee cannot fund anything (or reimburse for anything) that was purchased before the grant hearing, approval, or before the meeting with the ASM Financial Staff.
When you can expect to have an answer?
The Grant Allocation Committee will make a decision the night of the hearing for event and travel grants, unless it is for an event grant exceeding $4000. All event grants approved by Grant Allocation Committee over $4000 must also be approved by Student Council as well. Student Council meets every other week. Award notices are sent via email within 24 hours of the Grant Allocation Committee’s decision.
Who to contact for specific questions?
The ASM Grant Allocation Chair: grants@asm.wisc.edu, or ASM Financial Specialist: Daisy Jagoditsh jagoditsh@wisc.edu.
What is funded?
The Travel Grant Fund supports trips to conferences, trainings, competitions and other off-campus events that help to train student leaders and enrich the resources available to RSOs. The travel must be in line with the mission of the RSO. Attending the trip should benefit the campus beyond the immediate traveler(s) by bringing back some variety of information or service to the UW-Madison campus. The maximum total amount available is $5000 or (if under 10 people) $500 per person. RSOs are limited to one travel grant per fiscal year (September – May).
- Registration Fees: For UW-Madison RSO student members. Separate registration food costs or other upgrades cannot be covered by the ASM travel grant.
- Lodging: For UW-Madison RSO student members. Lodging cannot be booked through 3rd parties (hotels.com, etc.). There is a lodging maximum that ASM can pay when using travel grant funds, based off of the destination of travel and UW’s Travel Per Diem Policy.
- Transit Costs: For UW-Madison RSO student members. If you are applying for ground travel, please note that ground travel (fleet, rental car, or personal vehicle) requires the driver to be an authorized driver with UW Risk Management. RSOs cannot be supported for ground travel unless they are authorized. If you are applying for flights, please note all flights must be booked through UW’s contracted travel agency.
- Other: For the unique needs of a trip not covered in the above categories.
What is not funded?
- Food or beverages, or items associated with food and beverages.
- Gifts, donations, fundraising, contributions, or financial aid.
- Travel where members collect donations, fundraise, or collect contributions.
- Revenue-producing travel (ex. selling merchandise).
- Costumes or supplies used to make costumes.
- Elections or campaigns of political candidates at local, state, and national levels.
- Legal services.
- Any travel that is academic credit producing at any institution.
- Travels and purchases with a focus on job or internship searches.
- Travels that are primarily social in nature, rather than educational, and out of line with RSO mission.
- Travel that the RSO has already fundraised specifically for. While fundraising may be an important part of your trip’s budget, always be sure to keep any fundraising efforts very general in nature. Fundraising specifically for a certain cause can exclude you from eligibility from certain grants. Fundraising can be for your RSO’s general expenses, which may include traveling. But if you have a fundraiser specifically for a certain trip, you cannot receive a Travel Grant for that trip.
- Any expenses incurred prior to grant approval by the Grant Allocation Committee and meeting with financial staff.
How to apply:
Access the online application from the Travel Grants page.
The application opens late August and will remain open until funds are expired. RSOs must apply 6 weeks prior to their travel. Applicants will have a hearing in front of the Grant Allocation Committee after the application has been submitted. Hearings are scheduled based on the date of travel, rather than the date of submission. At this hearing, two student grant contacts from the RSO will go over the grant application and answer questions from the Grant Allocation Committee. If awarded funding, the RSO will receive an award notice within 24 hours following the hearing. After receiving the award notice, the two student grant contacts from the RSO must meet with ASM Financial Staff before spending any award money. The Grant Allocation Committee cannot fund anything (or reimburse for anything) that was purchased before the grant hearing, approval, or before the meeting with the ASM Financial Staff.
When you can expect to have an answer:
The Grant Allocation Committee will make a decision the night of the hearing for event and travel grants, unless it is for a grant exceeding $4000. All grants approved by the Grant Allocation Committee over $4000 must also be approved by Student Council, but RSO representation is not required at the Student Council meeting. Student Council meets every other week.
Award notices will be sent via email within 24 hours of the Grant Allocation Committee’s decision.
Who to contact for specific questions?
The ASM Grant Allocation Chair: grants@asm.wisc.edu, or ASM Financial Specialist: Daisy Jagoditsh jagoditsh@wisc.edu.
Funded by the Vice Chancellor’s Office and administered through International Student Services, the Global Badger Experience Grant (GBE Grant) helps to fund events held by RSOs that are free and open to all students and/or have the potential for campus-wide impact.
Sponsored events must provide out-of-class learning experiences that further campus internationalization and cultural understanding by developing a more inclusive, respectful, and globally aware campus environment.
GBE Grant encourages RSOs to work with each other to hold events that provide multiple perspectives to global engagement and cultural understanding, and/or fosters integration with the student body.
For details on applications and deadlines, visit the Global Badger Experience Grant page or contact the Global Badger Experience Grant Administrator at gbeg.admin@iss.wisc.edu.
The Multicultural Student Center (MSC) Grant provides funding for RSOs for multicultural programs on the UW-Madison campus.
The MSC seeks to enhance campus climate for students by supporting on-campus events that:
- Foster inclusion.
- Provide significant leadership & decision-making experiences.
- Encourage relationship building within or across racial/ethnic campus communities.
- Support events that seek to spread cultural awareness and foster multiculturalism.
Details, applications, and deadlines can be found on the MSC Grant page.
What is funded?
The Wisconsin Experience Grant funds educational events that are open to all students and/or have the potential for campus-wide impact. Recipients are thoughtful and intentional about contributing to student learning and the Wisconsin Experience through their programs.
Items usually funded include honoraria, lodging and transportation for performers, program supplies, equipment or facility space rental, printing, advertising, and food.
What is not funded?
Items that are not funded include student travel expenses, first class airfare, events with alcohol, and social events without a substantial educational component.
How to apply?
Fill out an online application. For more information, visit the Wisconsin Experience Grant page.
Who to contact for specific questions?
The Wisconsin Experience Grant Administrator: weg@union.wisc.edu, : Ariel Kaufman, alkaufm2@wisc.edu.
The Graduate School’s Student Research Grants Competition (SRGC) provides the opportunity for students to apply for funds to present their research at a conference or to support research travel in preparation for their dissertation, final exhibition, or thesis.
Awards are granted in $600 or $1,500 amounts (as specified by the Vilas Trust), depending on the qualifying expenses listed in the application.
One of the Wisconsin Union Directorate’s (WUD’s) goals is to encourage innovative and creative programming. To promote such programming, WUD offers a Late Night Grant to support other on-campus RSOs that host unique and engaging alcohol-free events.
- Late Night Grants support free programs open to the general campus community offered Thursday, Friday, or Saturday nights between 9:00pm and 2:00am.
- Will support any expenses paid directly to the Wisconsin Union or any UW campus unit, space/room rental, and equipment rental.
- Applications must be submitted 4 weeks in advance and will be accepted until the grant runs out on first come, first served basis.
- Visit WUD’s website for applications, an introduction and further information.
- Contact WUD VP for Resources and Operations with questions.
- Interested in co-sponsorship? If your RSO has an idea for an event that resonates with WUD’s mission and you’d like to discuss a co-sponsorship, we encourage you to reach out to committees via their individual pages or contact directorate@union.wisc.edu with any questions.
Provides financial assistance to support bringing speakers of proven distinction to the UW-Madison campus. These university-wide lectures enrich the general intellectual and cultural life of the university community.
Academic departments, programs, centers, and institutes, or RSOs co-sponsored by a department, are eligible to apply.
Details, deadlines, and application
Contact the Office of the Secretary of Faculty at admin@secfac.wisc.edu for more information.
Provides financial assistance to special projects taking place during the following academic year that have an impact on the educational and cultural life of the university community and benefit students (primarily undergraduate students and secondarily the student body at large).
Projects must be an academic department, program, center, institute, or RSO co-sponsored by a department.
Grants are in amounts of $500 to $10,000, due in early November of the prior academic year.
Restrictions:
- Does not fund projects normally supported by grants, research funding, or the regular university budget.
- Does not fund fees charged for performances.
- Does not fund exhibitions or lectures supported by other campus committees (Anonymous Fund Committee, University Lectures Committee.
The Grants Information Collection (GIC) is a Funding Information Network partner of Candid (formerly the Foundation Center). The GIC is a library collection located in Madison, WI where visitors do their own research. The GIC supports in finding funding or grants that align with an organization’s mission and goals but does not administer or manage grants.
For more information, visit the Grants Information Collection website.
Supports RSOs hosting unique events on campus that enhance student experience and promote wellbeing. Open to RSOs in good standing.
- Maximum $500 per event, one grant per fiscal year.
- Events must be free and open to UW-Madison students (75% minimum attendance).
- Must align with Rec Well’s mission and values.
- Apply minimum 2 months before event date.
- Covers space/equipment rental and A/V costs (not staffing or external expenses).
Requirements:
- Events during facility operating hours only.
- Include Rec Well logo and funding credit in promotional materials.
- Events cannot conflict with existing Rec Well programs.
- Sport clubs cannot use funding for practices/competitions.
Applications reviewed monthly on first-come, first-served basis.
The purpose of the RSO Find Your People Event Grant is to:
- Promote friendship making.
- Normalize the uncertainty around making connections.
- Provide opportunities for students to have fun and meet others.
- Support the intentional design of events to promote connections.
Criteria for Qualification:
- Up to $400 may be requested.
- Funds must be used for free, student-oriented, alcohol-free activities.
- Events must be open and promoted to all members of the UW community.
- Events must include an interactive element so that students can meet on another.