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Student Organization Forms

Student Senate Funding Request Form

  • Funding requests must be submitted no less than two (2) weeks prior to the next general meeting. Contact the Student Senate President on your campus for the next meeting date. 
  • The individual (or a proxy) making the request should be present to answer questions about the request. 
  • Organizations must show progress of fundraising before requesting Senate funds.
  • Receipts must be submitted to the Student Senate Treasurer to demonstrate how funds were spent.

Student Travel Request Form 

  • NOTE: DO NOT BOOKMARK THIS LINK. 
  • Student Travel Request Forms should be completed at least two (2) weeks prior to the trip.
  • Review the form prior to filling it out to know what information is needed. Please note that this form will time out after 30 minutes if it is not submitted. If you don't submit it in time, you will need to start over as the data does not save as a draft. 
  • The form will be sent to the Student Life Coordinator, faculty advisor/cost center manager, and Business Services for review and approval.
  • If faculty advisors/cost center managers are using credit cards to make payments for any part of the student trip, they must complete a Spend Authorization and Expense Report in WorkDay.

Student Liability Waiver Form (PDF) 

  • Liability Waivers must be completed for all college-sponsored trips outside of Winona/Red Wing and for all activities that involve a risk of injury (regardless of location).
  • The faculty/advisor must fill out the detail blanks on the waiver template form and give to all student participants to sign.
  • All completed waivers must be submitted prior to the trip/activity and emailed in one batch to Tracy Rahim (Student Life Coordinator) at tracy.rahim@southeastmn.edu. 
  • For on campus/day-of activities that require a waiver due to level of risk, participants must complete a waiver prior to engaging in the activity and all waivers should be forwarded on to Tracy Rahim as soon as the activity is done.

Student Reimbursement Form

  • NOTE: DO NOT BOOKMARK THIS LINK.
  • Review the form prior to filling it out to know what information is needed. Please note that this form will time out after 30 minutes if it is not submitted. If you don't submit it in time, you will need to start over as the data does not save as a draft.
  • Students will need to upload itemized receipts (not just credit card receipts or confirmations) and a completed W9 form (download PDF) to their reimbursement request. If any of these items are missing, the request will be denied and a new form will need to be completed with all appropriate documentation.
  • If a student is just submitting reimbursement for mileage, receipts are not required.
  • The form will be reviewed by the Student Life Coordinator, faculty advisor/cost center manager and Business Services for approval. 
  • Accounts Payable will process the payment to the student via a physical check and they will be notified when it is ready to be picked up.

Vehicle Use Agreement Form (PDF to come)

  • Student organizations can request to use college motor pool vehicles instead of their own vehicles for college-sponsored trips if they are available. 
  • If a student uses their own vehicle to transport others, there is no liability insurance coverage from the college for accidents or injuries. This would be the responsibility of the vehicle owner. If a student is approved to drive a motor pool vehicle, the college's liability insurance would cover any accidents or injuries.
  • Students must complete the Vehicle Use Agreement Form for a motor vehicle record report before they can be approved to drive. The form must be signed by the student and faculty advisor/cost center manager and submitted to Nancy Skroch at nskroch@southeastmn.edu or dropped off in the Winona Campus Bookstore.
  • Communication about the student's driver approval will be sent to the faculty advisor/cost center manager.
  • Upon approval, the faculty advisor/cost center manager must reserve the vehicle in the EMS reservation system on behalf of the student organization. 
  • Only approved student drivers are able to operate the vehicles. They must ensure that keys are picked up and returned from Facilities and the gas tank is full upon return.
  • A Fleet gas credit card is provided with each vehicle. When fueling the vehicle, the driver number is the department/student organization's cost center that will charged back for the cost of the fuel.

Questions? 

Contact Tracy Rahim at tracy.rahim@southeastmn.edu.