Associated Students of Willamette University

Frequently Asked Questions

All of these questions are answered in more detail in the Student Org Packet. But here is a quick overview.

  1. How do clubs get funding from ASWU?
  2. When can I ask for money for my club?
  3. How do I spend my ASWU funds?
  4. What's the deal with vans?
  5. What is the mileage reimbursement rate for personal vehicles?
  6. What about my non-ASWU funds?
  7. How do I show a movie or documentary at my club's event?
  8. What does ASWU Sound cost for student clubs and organizations?

1. How do clubs get funding from ASWU?

Clubs can receive funding by submitting a budget request, along with an inventory, to be reviewed by Finance Board. The guidelines for filling out this request are outlined in the Finance Packet. See documents for additional details.

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2. When can I ask for money for my club?

There are three Finance Board hearings in the Fall Semester, (check the schedule on the sidebar) two for fall semester funding and one for early funding for spring semester. Please refer to the Finance Board schedule tab on the left for additional information on the ASWU Finance timeline.

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3. How do I spend my ASWU funds?

There are two ways to go about doing this. If you are making a large purchase, get an invoice beforehand, this way you won't have to pay out of pocket. In OSA, there are pink check request forms that you can fill out and leave for the VP Finance to sign. Your other option is to come with receipts from a purchase to be reimbursed. There are blue ASWU Reimbursement forms in the turnstile at the front of OSA, fill one out and attach your receipts and leave for the VP Finance who will then submit a check request for you to be reimbursed.

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4. What's the deal with vans?

  • WU vans are $100 per van per day.
  • WU has 2-12 passenger vans, 6-15 passenger vans
  • Enterprise vans are $95 per day
  • Enterprise 7-passenger mini vans are $50 per day.
  • Charge all university van rentals to you non-aswu (0291) account.
  • Enterprise hours are (Mon-Fri 7:30am to 6pm)  (Saturday 9am to Noon) (Sunday-Closed)
  • IMPORTANT:  If you use an Enterprise van and you need it during hours Enterprise is closed, you will be charged an extra day if you pick it up the night before.  Example: Say you have a Saturday event and need to leave at 6am.  You'd need to pick it up Friday evening because Enterprise's Saturday hours are 9am to Noon.  Hence, the extra day charge.  Please make all your groups aware of this because its a new policy of Enterprises.
  • Vans are located at the Executive building behind the Law School
  • We don't take checks, cash, credit cards.  We only bill to an account number.
  • Our office is closed on weekends therefore van keys must be picked up before Friday at 4pm.

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5. What is the mileage reimbursement rate for personal vehicles?

While the University prefers students use van rentals for club travel, mileage for personal vehicles can also be reimbursed.

Mileage

    0-10

 10-20

 21-40 

41-60 

61-80

 81-100

 101-120

Reimbursement

$.50/mile

    $5

   $10

  $15

  $20

   $25

   $30

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6. What about my non-ASWU funds?

The VP of Finance has no control over your non-ASWU funds, so you do not need to submit a reimbursement form to get reimbursed from your non-ASWU account. You would fill out a pink check request form and take that to Accounting on the 1st floor of Waller Hall. If you need an help, don't hesitate to stop by my office hours.

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7. How do I show a movie or documentary at my club's event?

WEB has excellent experience in this field. Please refer to their website for specific information and rates.

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8. What does ASWU Sound cost for student clubs and organizations?

Please refer to the "Sound" section in the lefthand sidebar for pricing information and the event request form.

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