{"id":969,"date":"2026-02-12T11:20:51","date_gmt":"2026-02-12T17:20:51","guid":{"rendered":"https:\/\/uwm.edu\/official-functions\/?page_id=969"},"modified":"2026-02-12T11:37:56","modified_gmt":"2026-02-12T17:37:56","slug":"uw-milwaukee-official-functions-policy-implementation","status":"publish","type":"page","link":"https:\/\/uwm.edu\/official-functions\/uw-milwaukee-official-functions-policy-implementation\/","title":{"rendered":"UW-Milwaukee Official Functions Policy Implementation"},"content":{"rendered":"\n
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Divisional Financial Officers (DFO) Overview<\/strong><\/h2>\n\n\n\n

Policy summary authors:<\/em>
Keri Duce, Chief Government Relations Officer, Office of the Chancellor
Carolina Svendsen, Project Manager for Official Functions, Office of the Chancellor<\/p>\n\n\n\n

Background and purpose<\/h2>\n\n\n\n

Institutional events hosted by UW-Milwaukee are categorized based on varying factors. One of the foremost event categories is official functions, <\/strong>described by UW System Administrative Policy 312<\/strong><\/a> (SYS 312) to be \u2018institution-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\u2019s mission\u2019.<\/p>\n\n\n\n

SYS 312 was recently updated to include directives for all-university compliance reporting when<\/strong> any<\/u> unit or division is hosting an official function<\/strong>. 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 \u2018the source of funds for expenses related to official functions must be gifts, program revenue or trust funds, not<\/em> general purpose revenue (GPR) or grant funds.\u2019<\/p>\n\n\n\n

Action needed\/process<\/h2>\n\n\n\n
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  1. When a unit or division hosts an institutional event, it must first be determined if the event is considered an official function.<\/strong> This is done by submitting the Official Functions Event Review (OFER) form<\/a> to the Office of the Chancellor. <\/strong>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.\n
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    1. In cases when an official functions designation requires additional information, Carolina will reach out to the submitter.<\/li>\n\n\n\n
    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\u2019s Controller or their designee.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
    3. If (YES) determined to be an Official Function:<\/strong>\n
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      1. Carolina Svendsen will reply requesting the hosting party complete and return back the Universities of Wisconsin Official Functions and Expenses Pre-Approval Form<\/strong><\/a>.<\/strong>\n
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        1. VC or DEAN ACTION:<\/strong> The pre-approval form MUST be signed by the requesting office\u2019s Vice Chancellor or Dean as the Approving Authority.<\/li>\n\n\n\n
        2. DFO ACTION: <\/strong>The pre-approval form MUST be signed by the appropriate DFO as the Requester.\n
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          1. Note: This form must be submitted before incurring any official functions expenses.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n
          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.<\/li>\n\n\n\n
          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.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
          4. If (NO), not <\/em>determined to be an Official Function:<\/strong>\n
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            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.<\/a><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n\n\n

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

              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:<\/p>\n\n\n\n