L&S BUSINESS OFFICE POLICIES/PROCEDURES UPDATE January 20, 2010

1. L&S BUSINESS OFFICE POLICIES/PROCEDURES UPDATE January 20, 2010

2. Direct Payment Form (DP) • Paying vendors for memberships, registrations, subscriptions, etc. if $5,000 or less • Include invoice • Need original plus 2 copies. • W-9 form is a new requirement for any taxable payments. It should be attached to DP and is only required the first time. Form and instructions: Direct Payment Form http://www.bussvc.wisc.edu/acct/instructions/direct_payment.html W-9 form: http://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3 Tax Reportable Payments: http://www.bussvc.wisc.edu/acct/tax/1099tax.pdf

3. Payment to Individual Report (PIR) • Pay non-employees for services and/or support; payments to students for scholarships, financial aid, award payments, subject fee payments. • Main Account codes: 2620 (honorariums), 5709 (student support), and 5710 (non employee support), 3750 (awards). • Permanent home address should be on the form. • A W-9 form should be attached for tax reportable payments to US residents. • Scholarships (5711) should be processed using the automated department scholarship process. More information on PIRS: http://www.bussvc.wisc.edu/acct/instructions/acpir.html Automated Departmental Scholarships: http://www.bussvc.wisc.edu/bursar/skolmenu.html

4. PIR continued… • Foreign Nationals: Copy of passport and I-94 form are required for Foreign Nationals paid on a PIR. • Additional documentation required if traveling on these visa Types: J-I need Form DS-2019 F-I need Form I-20 Many countries have tax treaties with the U.S. • Attach either Form 8233 for (honorariums) or Form W-8BEN for (scholarships or student support) if the country has a tax treaty. Tax Treaty Table: http://www.bussvc.wisc.edu/acct/tax/foreign/taxtabl1.html

5. Purchasing Card • For best judgment purchases $5000 or less. • If applying for both Travel and Purchasing Card, Cardholder and Purchasing Card Travel Agreement Forms are needed. • For faculty and staff travel, an individual can apply for a US Bank Corporate Travel Card. Expenses charged to this card can be imported from “My Wallet” in E-Reimbursement. Approved expenses are paid directly by University when submitted timely. • P-Card Can’t be used for amounts over University limits (Meals, Lodging, etc) and alcohol. Additional Info: http://www.bussvc.wisc.edu/acct/purchcd/index.html http://www.bussvc.wisc.edu/acct/TEWeb/travel/ccredit.html

6. Requisitions, PO Encumbrance/Management Form and Internal Work Orders Access through My UW and go to the Services Tab https://login.wisc.edu/?appurl+my.wisc.edu/portal • PO Encumbrance/Management Form Make changes to and/or close POs/Encumbrances. Any changes to a PO should be submitted on this form by e-mail to your Dean's office contact. • Internal Work Orders The form should be sent directly to Accounting Services, Internal Transfer (Dean’s Office signature not required). Requisition Instructions: Access through My UW and go to the Services Tab Purchase Order Inquiry: http://poinfo.bussvc.wisc.edu/purch/orderinquiry.aspx

7. Entertainer and Speaker Contracts • Entertainers, Speakers, Instructors and Consultants fee is $5000 or less, process on either a PIR or a Requisition and a contract is optional. • Entertainers, Speakers, Instructors and Consultants fee exceeds $5,000, process on a Requisition with the contract. • The Entertainment/Speaker Contract must be signed by Purchasing prior to the event. • Academic Support Services Order/Agreement (ASSO)/(ASSA) will be issued by Purchasing Services for Instructional/Consultant Services. • Travel expenses can be done on E-Reimbursement unless they are a line item on the purchase order. Purchasing Instructions: http://www.bussvc.wisc.edu/purch/ppp30.html Contract Charts: http://www.bussvc.wisc.edu/purch/reqpirgrid.html

8. Non-Salary Cost Transfer (NSCT) for Non-Sponsored Projects • New form for NSCT (Non-Grant) • Used with any fund except 133 or 144 • Only one departmental signature required • Attach WISDM printout showing original charges • Transfers are entered at Dean’s office using JET (Journal Entry Tool). Instruction: http://www.bussvc.wisc.edu/acct/policy/processing/703polacnsptnongrant.html • NSCT on Sponsored Projects (133 & 144) are done on the original form: http://www.rsp.wisc.edu/policies/costtransfer/forms.html

9. Helpful Websites UW Accounting Services Forms and Instructions http://www.bussvc.wisc.edu/acct/acct.html Policies and Procedures http://www.bussvc.wisc.edu/acct/policy/ppindex.html UW Purchasing Services http://www.bussvc.wisc.edu/purch/purch.html

10. Helpful Websites continued… Cash Management http://www.bussvc.wisc.edu/acct/cashmgt.html WISDM http://www.bussvc.wisc.edu/acct/sfs/wisdm.html Training Opportunities http://www.bussvc.wisc.edu/acct/train.html

11. E-Reimbursement Work Flow: http://www.bussvc.wisc.edu/acct/TEWeb/eReFlyer.pdf Quick Reference Guide: http://www.bussvc.wisc.edu/acct/TEWeb/training/quickrefbro.pdf Traveler’s Policy Reference Guide: http://www.bussvc.wisc.edu/acct/TEWeb/training/policybro.pdf

12. Use E-reimbursement for: • All UW-Madison Employees Reimbursement including: Travel Hosted Meals (interviews, speakers, etc..) Supplies • Non-Employee Travel Reimbursement (honorariums are paid on PIRs) • Cash Advances • Moving Expenses

13. Frequently Missed Items • Conferences Need to know if anything was included with the conference fee such as meals or lodging. If meals were included, indicate which ones. This can be written in the comment section. • Departure and Return Times If there are meal claims, need the departure and return times (from/to home). This information can be written in the comment section. • Include prepaid UW expenses per line. • Expenses paid by hosts should be listed in the comment area. • Airfare Routing This information should be in description area. (Ex: RT MSN to Denver). Connecting flights do not need to be listed.

14. Frequently Missed Items continued.. • Indirect Airfare Routing (additional stops) Include business purpose for any other stops. For personal side trips, a cost comparison is needed and should be documented in the report. • Airfare itinerary number This is a 12-15 digit number, usually beginning with zero and can be found on the boarding pass or itinerary (not the locator number). • Car Rental Explain why car rental is necessary or provide cost comparison (vs. taking a taxi/shuttle). If contract vendor was not used, reduce car rental amount to allowable amounts per car rental contract.

15. Information for Approvers • Review expense report for accuracy before approving and if report was returned to traveler by Auditor, make sure all questions have been answered. • Run edit check and correct errors. Save report before approving. • Check Receipts Received box when all receipts are turned in. A copy of the necessary approvals should be sent to the L&S Auditor for: Candidate Interview Sabbatical Expenses Out of State Travel on GPR funds Moving expenses (Offer Letter or Request for Reimbursement of Relocation Expenses and Temporary Lodging Form) Professional Development Grant

16. Non-Employee Travel on E-reimbursement • Submit a Non-Employee Profile set-up form to your L&S Auditor. • An email acknowledgment will be sent (by Acct. Services) with a Non-Employee ID number to use for the expense report. • The Non-Employee does not need to sign any documentation. • Travel receipts and documentation for foreign visitors are required and must be kept in department files. Non-Employee Policy: http://www.bussvc.wisc.edu/acct/policy/nonemployee/reimbur.html Non-Employee Profile Set-Up Form: http://www.bussvc.wisc.edu/acct/forms.html#NonEmployeeProfileSetup

17. Cash Advance Instructions • Fill out an E-Reimbursement Cash Advance Activation Request Form and submit it to your L&S Auditor. • An e-mail acknowledgement will be sent to the traveler by L&S Auditor once Cash Advance has been activated. • Traveler creates Travel Authorization and Accepts Cash Advance. Cash Advance Request form and policy: http://www.bussvc.wisc.edu/acct/policy/travel/tradvpol.html Flow chart for cash advances: http://www.bussvc.wisc.edu/acct/TEWeb/cashAdvanceProcessFlowchart.pdf

18. Alumni/Donor Events • All expenses related to alumni/donors event have to be paid using UW-Foundation funds. • Purchasing Card CANNOT be used for alumni/donors event expenses. • Expenses should be reasonable; Meal cannot exceed $75/person.

19. L&S Business Office108 South Hall • Mehdi Rezai – 263-2317 rezai@ls.admin.wisc.edu Supervisor • Jeri Byrne – 263-2324 jbyrne@ls.admin.wisc.edu Depts: 480200-484000 • Michelle Massen – 263-2300massen@ls.admin.wisc.edu Depts: 484020-486500 & purchasing card questions • Mary Machaj – 263-7593 mlmachaj@ls.admin.wisc.edu Depts: 486500-489700 & 136 revenue accounts

20. QUESTIONS