Forms

Club Forms

• Sample Constitution -This document helps new clubs who are trying to form and need help editing a constitution.
• Faculty Advisor and Student Organization Relationship Agreement – The Faculty Advisor and Student Organization relationship is a very important one. Having your Faculty Advisor fill this out will help them understand what their role is as your advisor.

Contract Forms

If you are bringing in a vendor (non-performer):

• A copy of the vendor/performer’s CoVA W-9 Form
• A completed Vendor Registration Form
• Vendor provided contract with signature
• UMW provided Contractor Addendum

If you are bringing in a performer:

• A copy of the performer’s CoVA W-9 Form
• A completed Vendor Registration Form
• UMW Performer’s Contract
• Artist provided Technical Rider (if necessary)
• Artist provided Hospitality Rider (if necessary)

Finance Related Forms

      SAE Forms

• Find the Finance Manual for Student Clubs here
• Finance Committee Budget Proposal – Finance Committee Budget Proposal
• Organization Credit Card Approval – Form groups must fill out to use the student credit card. Be sure to review the information on this website.
• Student Activities Cash Transmittal Form – Form to put money into your club account.

      Accounts Payable Forms

• Gift Log – This form MUST be submitted when any student club or organization is giving out prizes or gifts or gift cards. A Gift Log Cheat Sheet can be found here.
• Vendor Application Form – This form must be completed and submitted to SAE before a check for a performer can be processed.
• Business Meals – Click to learn what qualifies as a business meal and the procedures that must be followed.
• Reimbursement Request – Use this form to submit reimbursement requests. This form must be used for ALL reimbursement requests EXCEPT TRAVEL Reimbursement Requests.

Vehicle and Travel forms

• Student Travel Request Form – This form must be submitted for any student who is traveling for a UMW event.
• State Vehicle Request Form – This form is used if a club needs to use the UMW Vans.
• Request for Travel – This form must be used if a group is wanting to travel a long distance and is needing to spend the night somewhere. See the Accounts Payable website for more details.