Sport Club Officer Resources

Equipment and uniforms purchased by the club are the property of UW-River Falls. All purchased items will be inventoried and stored in the Campus Recreation storage room inside the Falcon Center. Uniforms may not be personalized if club funds are used for the purchase. Clubs can fundraise or pay out of pocket for personalized equipment and uniforms that do not need to be inventoried by the Sport Club Office.

Day-Use Equipment Checkout

Equipment used on a daily basis (i.e. volleyballs and cart, tennis ball and cart, soccer balls and bags, etc.) will be stored in one of the storage facilities (Campus Recreation storage room inside the Falcon Center, Sport Club shed near fields, etc.) for use. Two members of each club will be granted access to the storage facilities to get equipment. Those members will assume responsibility for the use and return of the equipment on a daily basis.

Extended Equipment Checkout

Equipment, jerseys and uniforms may be checked out by individuals on the club for extended periods of time (i.e. weekend, season, semester, etc. based on the nature of the activity or the equipment). The individual checking out the property is responsible for the replacement cost of the property due to loss or excessive damage. Exact return dates will be determined at the time the equipment is checked out. To checkout equipment, contact sportclubs@uwrf.edu to set a time (ideally during a practice time when all members are available).

Sport Clubs can request help designing artwork for t-shirts and other promotional material through the Sport Club Office. Please contact sportclubs@uwrf.edu with times you are available to meet within the next week. Please note the design process may take a few weeks based on other projects and requests already submitted. Clubs are welcome to design their own apparel as long as it falls within the regulations of UWRF. To view all regulations, please visit the Graphics Guide.

*If your club plans to use any form of UWRF, UW-River Falls, the UWRF Falcon logo, Freddy or other trademarks of the university, you will need to have all artwork approved PRIOR to placing an order. You will also need to order any products through a licensed vendor. Licensed vendors can be found on the Learfield Licensing Vendor List. If you are unsure what vendor to use, contact sportclubs@uwrf.edu for assistance.

If you are interested in hiring a coach, please reach out to the Sport Club Office. There are university policies in place regarding the hiring and firing of coaches at the sport club level as they are not contracted employees through the UW System.

The payment of a registration, league or tournament fee should start with the Sport Club Office and the on campus accounts. If there is not enough money to pay from the on-campus account, the off-campus account will be used to complete the purchase.

Credit Card:

• The easiest method of payment for anything (league fees, tournament registration, equipment, etc.) is to use the sport club credit card. This credit card is housed with the Sport Club Office. When using the method, there is no additional paperwork needed from the club members. The payment is automatic and immediately shows as paid to the vendor.

Invoice:

• If an invoice is sent to your club and a credit card payment is not an option, please forward the invoice to the Sport Club Office for payment (sportclubs@uwrf.edu). This invoice will be processed by the UWRF Budget Office through the UW System policies. It may take 2-3 weeks for the check to be processed, mailed and received by the vendor. Please make sure you pay attention to the deadline of the payment when submitting an invoice.

In-Person/Cash:

• The least ideal way to pay for a registration or tournament fee is to make a payment in-person using either your First National Bank account or personal funds. The only way to reimburse your club with this method is if you get a receipt for the registration fee showing the payment.
• If your club has used all of your on-campus account, you will need to make payments with your off-campus account. Please make sure you double check the balance in your account before you make payments.

Please contact the Sport Club Office to assist with the payment of umpires/officials for your contests. 

All umpires/officials who are contracted to work your contest will either need to submit a W9 form or have one on file with the UWRF Budget Office or be paid directly from the First National Bank account.

Equipment and uniforms purchased by the club are the property of UW-River Falls. All purchased items will be inventoried and stored in the Campus Recreation storage room inside the Falcon Center. Uniforms may not be personalized if club funds are used for the purchase. Clubs can fundraise or pay out of pocket for personalized equipment and uniforms that do not need to be inventoried by the Sport Club Office.

To Purchase Equipment...

The club officers should research different brands, styles and regulations of the equipment item they would like to purchase. For instance, if you are looking to purchase new balls you might do the following:

1. First, you would need to see how much money you want to spend and how much money your budget can afford to spend on balls. Work with your fellow officers to see what your plans are for the year and how this purchase would impact those plans. You may also want to reach out to the sport club adviser at sportclubs@uwrf.edu for help.
2. Search any conference and national affiliation policies on balls to determine what balls are legal. Some conference and national affiliations also have worked out discounts with companies for equipment so keep an eye out for those deals.
3. Research what the price difference from different companies who sell the balls you want. *NOTE: You may have a specific ball you are looking for or you may have a few options that would work. Either way, look at different companies for different prices.
4. Once you know what you want to buy and where you want to purchase it from, work with your fellow officers to confirm this purchase will work with your budget for the year.
5. Once you are set with your plan, send sportclubs@uwrf.edu an email with information about the purchase you want to make. Once approved, the sport club adviser can may the payment with a credit card or through an invoice. PLEASE DO NOT make the purchase with your own money without talking with the sport club adviser first. There is no guarantee the money can be reimbursed if you make a non-approved purchase, do not have money in your budget for the purchase or break other policies/restrictions with the purchase.

To Purchase Uniforms...

The club officers should research different brands, styles and regulations of the uniforms they would like to purchase. For instance, if you are looking to purchase new game uniforms, you might do the following:

1. First, you would need to see how much money you want to spend and how much money your budget can afford to spend on uniforms. Work with your fellow officers to see what your plans are for the year and how this purchase would impact those plans. You may also want to reach out to the sport club adviser at sportclubs@uwrf.edu for help.
2. Search any conference and national affiliation policies on uniforms. Some conference and national affiliations also have worked out discounts with companies for equipment so keep an eye out for those deals. *NOTE: We have had teams purchase illegal uniforms or print illegal characters/numbers on uniforms in the past.
3. Determine what logo, print, wording, numbers, etc. you would like on the uniforms. If the logos are trademarked, you would need to purchase your uniforms from a licensed vendor (see below). If they are not trademarked, you may purchase them from a non-licensed vendor. You may also purchase blank uniforms from a non-licensed vendor and have a local licensed vendor screen-print or embroider your uniforms.
4. Research what the price difference from different companies who sell the uniforms you want. *NOTE: You may have a specific uniform you are looking for, or you may have a few options that would work. Either way, look at different companies for different prices.
5. Once you know what you want to buy and where you want to purchase it from, work with your fellow officers to confirm this purchase will work with your budget for the year.
6. Once you are set with your plan, send sportclubs@uwrf.edu an email with information about the purchase you want to make. Once approved, the sport club adviser can make the payment with a credit card or through an invoice. PLEASE DO NOT make the purchase with your own money without talking with the sport club adviser first. There is no guarantee the money can be reimbursed if you make a non-approved purchase, do not have money in your budget for the purchase or break other policies/restrictions with the purchase.

*If your club plans to use any form of UWRF, UW-River Falls, the UWRF Falcon logo, Freddy or other trademarks of the university, you will need to have all artwork approved PRIOR to placing an order. You will also need to order any products through a licensed vendor. Licensed vendors can be found on the Learfield Licensing Vendor List. If you are unsure what vendor to use, contact sportclubs@uwrf.edu for assistance.

Please work with the Sport Club Office to reserve practice space on campus. The Campus Recreation program has an agreement with the Falcon Center, Athletic Department and Health and Human Performance Department for a set blanket reservation of time in the following space:

• Falcon Center Classrooms
• Hunt Arena
• IM Complex
• Karges Auxiliary Gym
• Knowles Field House
• Multipurpose Rooms
• Outdoor Tennis Courts
• Page Arena
• Ramer Field
• Strength Center

We are also able to work with local entities to reserve spaces off-campus, if needed.

It is common for a club to request reimbursement for travel. Registration fees, hotels and mileage are the most common forms of travel reimbursement. On occasion, these purchases can be made ahead of time with the Sport Club Office, but most of the time the club will have to make the payment and submit a reimbursement request.

For reimbursement, you must submit PROOF OF THE EVENT and a TRAVEL ROSTER to sportclubs@uwrf.edu within 30 days of your trip. 

Any HOTEL REIMBURSEMENT will also require a hotel receipt, though it is strongly encouraged you book a hotel and then contact the Sport Club office to have the hotel pre-paid for on the university credit card. Tax exempt status applies within the state of Wisconsin so you are encouraged to stay inside the state when able (i.e. Superior, Wis. vs. Duluth, Minn.).

Please contact sportclubs@uwrf.edu for with questions.

It is uncommon to do a reimbursement for something considered non-travel. Most registration fees, hotels and mileage are all forms of travel reimbursement. The most common non-travel reimbursement would be for equipment, though it is strongly encouraged that you purchase equipment with the prior knowledge of the Sport Club Office.

If you believe you have made a purchase on behalf of the club that qualifies for non-travel reimbursement, please contact sportclubs@uwrf.edu to discuss the next steps.

All air travel must be done through the Sport Club Office. Please contact sportclubs@uwrf.edu for more information about air travel.

There are two options for student organizations to rent vehicles for trips:

University Fleet:

UWRF has fleet vehicles available for clubs, however, most clubs find it does not fall within their budget to use fleet vehicles. All drivers of state owned fleet vehicles are covered under University insurance while on “Official University Business." Sport club travel would be qualify as such.

Enterprise:

If fleet vehicles are not available, another option is to rent from Enterprise. A recent change in Enterprise rental policies has set the minimum age for a student to rent a vehicle at 21 years old. This age requirement has been implemented across the Big Ten (including the University of Wisconsin and all UW System schools).

If you are interested in rental vehicles, please contact sportclubs@uwrf.edu to discuss your options.