Instructions forJD Grants Committee–

Actual Expenses Report 2017-2018

NOTE:Please delete this instructions page and the last page (example tables) before submitting the Actual Expenses Report.

Actual Expenses Report

This form is required even if the Law School prepaid all expenses for the event and no reimbursement is requested. One person must collect the requested information about the funded event and submitan Actual Expenses Report. The formmust list all expenses, including any submitted by the student organization, the co-curricular activity, or an individual for reimbursement (see below).

The Actual Expenses Reportis due within two weeks after the event ends. E-mail the completed Actual Expenses Reportas an attachment to Mary Ann Polewski at . Do not include receipts.

Hotel Check-Out Folios

Original, itemized hotel receipts (or “check-out folios”) are required for all events that included lodging at a hotel, whether local or out-of-town. Original check-out folios are required even if the Law School paid for the hotelin advance. An original, itemized check-out folio will list the daily room rate, dates of stay, single/double accommodations, guest name(s), and other room charges. People who travel are responsible for obtaining the hotel’s original folios at the end of their stay. Local event organizers must get the folios from the local hotel for the speakers’ lodging.

  • If the Law School paid for the hotel, submit the folioson the first business day after the event ends or after you return to Madison. If the folios are electronic, email them to and to the folios are paper, deliver them to the Main Office, room 5110.
  • If an organization, activity, or individual paid for the hotel,submit the folios with the reimbursement request.

Reimbursement Requests for Law School Organizations, Activities, or Individuals

Each organization, activity,or individual who paid for an approved expensemust apply for reimbursement.

The University’s Accounting Office requires the following documentation for each reimbursement request.

Each organization, activity, and individual must submit these documentswithin two weeks after the event ends:

  • The decision letter or email message from the JD Grants Committee approving funding for this event (Either your organization’s officers or the person who submitted the event funding request will have the decision letter or email message.)
  • UW-Madison Travel Approval Form (JD Grants Committee Version)if the event was a trip
  • Completed Law School Business Office JD Grants Reimbursement Form, which is available at
  • Event documentation, such as an agenda, program, or schedule
  • Original, itemized receipts (including hotel check-out folios) for any expenses to be reimbursed to the organization, activity, or individual
  • A list of attendees and their affiliations if food was served at a local event

Electronic submission of these documents is preferred. Attach these documents to an email message to and to . Deliver paper documents to the Law School Main Office, room 5110. If some documents are emailed and some are delivered to the Main Office, then attach a note to the paper documents with the name of the event and the name and email address of a contact person.

If you do not receive all invoices before the two-week deadline or you need a copy of the UW-Madison Travel Approval Form, contact Mary Ann Polewski of the JD Grants Committee at .

JD Grants Committee2017-2018

Actual Expenses Report

  1. Name of student organization or co-curricular activity:
  1. Name of event (as listed in the JD Grants Committee’s Decision Letter):
  1. Date(s) of event:
  1. Location of event (city & state):
  1. Total cost of the event (from line “A” in question 12):
  1. Total amount approved for this event by the JD Grants Committee(from the Decision Letter):
  1. Total amountto be paid by the JD Grants Committee(from line “B” in question 12):
  1. Name ofthe person completing this form (with e-mail address and phone number):
  1. Names of event participants from UW Law School (team members, coaches, people who attended a local event, etc.).

Note for local events:

  • If there are too many names to list, provide the number of Law School participants who attended the event. When possible, list numbers by category (i.e., members of the organization’s board, other students, faculty and staff).
  • If food was served at a local event, then a full list of attendees and their affiliations must be submitted to the Business Office to document the food expense. This list of attendees is required whether the food service is prepaid by the Law School, being billed to the Law School, or has been paid by another entity that will request reimbursement after the event. The JD Grants Committee does not need this list, however.
  1. Total number of people who attended this event (include everyone from the Law School plus all other attendees):
  1. If this event was a trip to a conference or similar educational event, then the participants must give a presentation about what they learned at the conference. This presentation shall be given within four weeks of returning from the conference. The presentation may be part of a regular meeting of the student organization or co-curricular activity or included in a separate event. The presentation shall be open to all members of the Law School community.

Date of the presentation about the conference:

Note:A representative of the JD Grants Committee will review this form and contact you with questions, if any. When the review is complete, the representative will send this form to the Law School Business Office. Business Office staff will contact you if any of them have questions about the information on this form.

JD Grants Committee –Actual Expenses Report2017-2018

Question 12:

  • Provide detailed information in this table about all of the expenses incurred for this event.
  • Be sure to double-check all of the calculations.

Itemized List of Expenses
  • Where appropriate, provide the number of people, teams, rooms, tickets, etc.
  • For examples, see the last page of this form.
/ Totalcost of each item / Law School prepaid item?
(yes or no) / Name of person or organization to be reimbursed for item / Item to be paid by another funding source?
(yes or no)
Line “A”—TOTAL EXPENSES for this event
(for question 5)
Minus:
total amount to be paid by allother funding sources
Line “B”—TOTAL AMOUNT TO BE PAID by the JD GRANTS COMMITTEE (for question 7) / This number will include (1) all items that the Law School prepaid with JD Grants funds and (2) all items to be reimbursed with JD Grants funds.

13.If the amount to be paid by JD Grants (question 7) exceeds the amount the committee approved for this event (question 6), explain the additional expense(s) in detail. Any additional expenses will be paid or reimbursed only upon a showing of extraordinary circumstances.

14.List all other funding sources for this event and how much money each one pledged to pay. (In question 12, you may indicate which funding sources paid for which expenses, but this information is not required by the JD Grants Committee. If the Law School Business Office staff needs to know which funding sources paid for which expenses, someone from that office will contact you.)

JD Grants Committee Use Only
Name of event:
Date Actual Expenses Report received:
Additional expenses (if any) approved:
Additional expenses (if any) denied:
Signature: Date:
Date the approved Actual Expenses Report was sent to the Business Office:
Date person who completed this form was notified that the Actual Expenses Report has been approved and sent to the Business Office:

Form posted on the JD Grants webpage on June 16, 2017.

Example Tables for Question 12

For an organization, activity, or individual to receive reimbursement for an expense, that expense must be listed on this form. See the examples below for guidance. For trips, provide the number of people, teams, hotel rooms, plane tickets, etc. For local events, also itemize the expenses, including the number of speakers, hotel rooms, meals served, etc.

Example of Itemized Expenses for a Trip:

Itemized List of Expenses
  • Where appropriate, provide the number of people, teams, rooms, tickets, etc.
/ Totalcost of
each item / Law School prepaid item?
(yes/no) / Name of person or organization to be reimbursed for item / Item to be paid by another funding source?
(yes/no)
Registration fee for 1 team / $500.00 / yes / N/A / no
Air fare: 3 people x $200 / $600.00 / yes / N/A / no
Hotel: 2 rooms x 2 nights x $200 / $800.00 / no / Mary Smith / no
Taxi between airport and hotel: 2 trips / $80.00 / no / Sam Jones / no
Subway: 8 trips x 3 people x $5.00/ticket / $120.00 / no / Jane Doe / no
Line “A”—TOTAL EXPENSES / $2,100.00
Minus amount paid by other sources / 0.00
Line “B”—to be paid by JD Grants / $2,100.00 / [prepaid & reimbursed items]

Example of Itemized Expenses for a Local Event:

Itemized List of Expenses
  • Where appropriate, provide the number of people, teams, rooms, tickets, etc.
/ Totalcost of
each item / Law School prepaid item?
(yes/no) / Name of person or organization to be reimbursed for item / Item to be paid by another funding source?
(yes/no)
Speaker honoraria (4 x $500) / $2,000.00 / no / N/A / yes
Lodging expenses for speakers
(4 rooms x 1 night x $105) / $420.00 / yes / N/A / no
Printing (flyers & posters) / $50.00 / no / Greg Brown / no
Box lunches for 50 x $10 / $500.00 / no / XYZ Journal / no
Line “A”—TOTAL EXPENSES / $2,970.00
Minus amount paid by other sources / $2,000.00
Line “B”—to be paid by JD Grants / $970.00 / [prepaid & reimbursed items]