FYE: Course Activity Funds

The Office of the Provost provides funds to enrich FYE courses. These funds may be used at the discretion of faculty, given the following guidelines. If you have questions about using Course Activity Funds, please contact the FYE office.

  1. Each FYE section has up to $200.00 to support co-curricular activities.
  2. FYE section accounts will be held and monitored by the Provost’s Office.
  3. Payment options:
    1. FYE faculty (only) may charge costs to FYE, Provost’s Office.
    2. FYE faculty (only) may pay cost directly, and then apply to Provost’s Office for reimbursement.
    3. An FYE Activity Fund Form should be completed for each and every charge or reimbursement.
  4. Requests for reimbursement MUST be made with 60 days of the charges; if a reimbursement request is submitted after 60 days, the faculty will receive the reimbursement but it will be listed as income for tax purposes. Therefore, reimbursement requests should be submitted as expenses are incurred rather than holding them.
  5. FYE Activity Funds may not be used for:
    • Alcoholic beverages
    • Water/Bottled Water
    • Personal Items or personal meals
    • Gifts/gift certificates/gift cards
    • Vehicle charges (outside of WIU)
    • Hazardous chemicals/materials/ weapons/ ammunition
    • Logo wear/ promotional items
  6. Contact the Provost’s Office (298-1066) for questions concerning whether a purchase is acceptable PRIOR to making the purchase or arranging for billing.
  7. WIU is tax-exempt. You cannot be reimbursed for sales tax. Copies of WIU’s tax exempt letter are available through the Provost’s Office.
  8. When requesting reimbursement, please submit the original, itemized receipt; credit card receipts outlining the total charges incurred are not acceptable.
  9. When making a charge or submitting a reimbursement request, be sure the faculty member’s name and class section are indicated on the supporting documentation.
  10. All FYE Course Activity Funds bills and reimbursement requests must be submitted to the Provost’s Office no later than the last day of finals week each semester to be eligible for payment.