Forms
Accident Report Forms
Description: Anytime an individual experiences an injury and needs medical attention whether at practice or competition. These need to be filled out at both home and away events. These need to be filled out at the time of injury.
Due Date: Within 24 hours after the injury to the Rec. Sports Office
Driver Authorization
Description: Authorization forms for individuals driving any type of vehicle used for practice, games, travel, tournaments, competitions, etc. Please put the name of your club at the top of the form. Only students or university personnel are permitted to drive.
Due Date: PRIOR to driving a vehicle for club competition.
Dues Contract
Description: Clubs who charge dues must have all members paying dues fill out and sign this form agreeing to the section in the clubs' constitution about dues to the club. Description of what the dues are for should be provided on the form as well. Signature and date required.
Due Date: End of first week of practice
Licensing Waiver
Description: When printing jerseys, t-shirts, or any type of apparel for the club, all designs must be approved by the Club Sports Staff. Description of suppliers, cost, and amount of apparel being purchased all must be provided. Mock designs must be attached separately to the form. ANY CLUB THAT IS SEEN WEARING APPAREL THAT WAS NOT APPROVED MAY BE ASKED TO TURN IN ALL APPAREL UNTIL IT IS APPROVED! Licensed vendors should be used.
List of Approved Vendors
Licensed Area Apparel Vendors
Due Date: BEFORE printing any materials
Payment to Individual
Description: Description of payment and reasons for reimbursement/payment. Must be approved by James. These forms are rarely used for Club Sport purposes – please see James with questions.
President Agreement
Description: Each year Presidents are to sign this form regarding full understanding of the Office of Recreation Sports and Facilities Club Sports Handbook. By signing this form, Presidents also are accepting the duties and responsibilities as a Club President.
Due Date: Upon completion of Representative's Training on Sep. 12
Roster
Description: Clubs need to have a completed roster form that includes all of the clubs members on file with the Club Sport Office.
Due Date: End of first week of practice (needs to be updated as students join/leave club)
Student/Faculty (STU/FAC) Check Request
Description: These forms are used in order for a check to be cut from your STU/FAC account for any type of payment. These must be approved by James and must be signed by students who are eligible to handle money for the club along with James' Signature.
Due Date: The check requests usually take 48 hours for the Cashier's Office to have ready.
Student/Faculty (STU/FAC) Deposit
Description: Documentation for any money deposited into the clubs' STU/FAC account. Must be filled out on the computer and signed by students who are eligible to handle money for the club along with James' Signature.
Due Date: Clubs have 5 business days to deposit funds from the date the money was received.
SUFAC Deposit form
Description: Documentation for any money deposited into the clubs' SUFAC account. Must be filled out on the computer and signed by students who are eligible to handle money for the club along with James' Signature. Please schedule an appointment with James to fill these out.
Due Date: Clubs have 5 business days to deposit funds from the date the money was received.
Tax Exempt
Description: Description of what UW-Whitewater is tax exempt from; along with ID description and who to contact. This form should be kept handy and used anytime you check into a hotel or rent a vehicle. Most hotels will ask for this form and this is proof that you are traveling for "business" with UW-Whitewater.
Travel Expense Report (TER)
Description: The purpose of completing a Travel Expense Form (TER) is to get reimbursed for expenses incurred while on university business. Upon completion, obtain signatures from James and the person being reimbursed and forward the original TER with original receipts to James. Anytime you book a hotel or rental car on the Club Sports Credit Card, a TER must be filled out. Please schedule a meeting with James to fill these out.
Due Date: The first business day after the event. (ex. If the event was on Saturday, they are due on Monday!)
Travel Itinerary and Roster
Description: Provides departure times to and from the event; hotel location; location of event; and who is responsible in case of an emergnecy. This should also say what cars are being driven by each club member. All club members who will be attending the event should be provided on the list, not ALL members of the club.
Due Date: 2 business days before departure (ex. Match is on Saturday, these are due by Thursday!)
Waivers
Description: EVERY member of your club sport must fill out and sign the risk and liability release form before stepping foot into a practice, tryout, game, match, tournament, competition, etc. and turned in to the Rec Sports Office for file and record.
Due Date: BEFORE your first practice or try-out (the first thing your club should do is fill these out!)