UW-Milwaukee Official Functions Policy Implementation

Divisional Financial Officers (DFO) Overview

Policy summary authors:
Keri Duce, Chief Government Relations Officer, Office of the Chancellor
Carolina Svendsen, Project Manager for Official Functions, Office of the Chancellor

Background and purpose

Institutional events hosted by UW-Milwaukee are categorized based on varying factors. One of the foremost event categories is official functions, described by UW System Administrative Policy 312 (SYS 312) to be ‘institution-sponsored events that may have a social component and are not directly related to ongoing UW operations and programming, but substantially advance or contribute to the institution’s mission’.

SYS 312 was recently updated to include directives for all-university compliance reporting when any unit or division is hosting an official function. In an effort to adhere to this policy, UWM is implementing guidance for DFOs to support compliance through a specified approval process which will: A) Create a university record/log of all official functions held at UWM, and; B) Ensure that ‘the source of funds for expenses related to official functions must be gifts, program revenue or trust funds, not general purpose revenue (GPR) or grant funds.’

Action needed/process

  1. When a unit or division hosts an institutional event, it must first be determined if the event is considered an official function. This is done by submitting the Official Functions Event Review (OFER) form to the Office of the Chancellor. The event submission will be reviewed within 7 business days by Carolina Svendsen, Project Manager for Official Functions and manager of the campus master list of official functions, who will reply with a determination.
    1. In cases when an official functions designation requires additional information, Carolina will reach out to the submitter.
    2. In cases when an official functions designation requires additional consideration, input will be sought from the OFER committee comprised of Carolina Svendsen (PMOF), Kathryn Amato (Compliance & Ethics Officer, Finance & Administrative Affairs), and UW-Milwaukee’s Controller or their designee.
  2. If (YES) determined to be an Official Function:
    1. Carolina Svendsen will reply requesting the hosting party complete and return back the Universities of Wisconsin Official Functions and Expenses Pre-Approval Form.
      1. VC or DEAN ACTION: The pre-approval form MUST be signed by the requesting office’s Vice Chancellor or Dean as the Approving Authority.
      2. DFO ACTION: The pre-approval form MUST be signed by the appropriate DFO as the Requester.
        1. Note: This form must be submitted before incurring any official functions expenses.
    2. Once determined to be an official function by way of review and paperwork compliance, the DFO shall ensure appropriate use of funds to ensure payment of event.
    3. The completed form will be kept on file by the Office of the Chancellor. The form may be requested for any auditing or compliance purposes moving forward.
  3. If (NO), not determined to be an Official Function:
    1. Carolina Svendsen will reply to the hosting party and DFO sharing the non-OF designation, noting that care should be taken to ensure appropriate use of funds for the event.

It is critical for compliance that the Pre-Approval form be on file in order to be counted as an official function.  All questions can be directed to Keri Duce (klduce@uwm.edu) and/or Carolina Svendsen (carolina@uwm.edu).

DFOs may find the additional resources helpful when reviewing Pre-Approval forms as all designated official functions events must adhere to UWS policies under the SYS 312, including:

As defined in UW System Administrative Policy 312 (SYS312), the source of funds for expenses related to official functions must be gifts, program revenue or trust funds, not general purpose revenue (GPR) or grant funds.  It is incumbent on the Approving Authority to know and understand the nature and full extent of any restrictions or requirements associated with the expenditure and the related allowed uses of the proposed funds, including consideration of donor intent.

Other standard UWM SAAPs, policies and guidance’s on contracts, third party vendors, and all other business must also be enforced as applicable.

Page last updated: February 12, 2026

Carolina Svendsen
Project Manager for Official Functions

Official Functions Event Review Form