This newsletter is intended to share information related to Division of Business Services activities. Please feel free to share this information with your colleagues.
We welcome your feedback! Please send questions, comments and/or suggestions to admin@bussvc.wisc.edu.
Reminder: Fiscal Year-end Reporting deadlines
For those involved with the year-end reporting submissions, please review the information on our website regarding deadlines. If you were unable to attend a training session, the PowerPoint slides are also included for your reference.
Year-end accounting information
Updated UW–Madison Gift Funds Policy UW-3010
As discussed in the April Financial Managers Meeting, updates have been made to the UW–Madison Gift Funds Policy UW-3010. To improve internal controls regarding gift deposits and to help mitigate both financial and reputational risk, language has been added to the policy regarding gifts made by University employees, donor due diligence, and a few other topics. If you are involved with gift deposits or work with gift funds, please take a moment to familiarize yourself with the updated policy.
Also, take note the updated gift and gift in kind acknowledgement letter templates are available on the Gifts page of the DoBS website. Please be sure to use these current templates on a go forward basis. You are welcome to copy and paste the language to local letterhead.
Any questions can be directed to April Cook at giftmgt@bussvc.wisc.edu.
Reminder: FMM Survey closes Friday
We are seeking your input on future FMM meetings and communications. If you haven’t already, please take a moment to answer a couple of questions in the survey.
The responses received will help guide future FMM meeting format and distribution list communications.
New Fiscal Misconduct Reporting Form
UW-Madison is committed to the highest standards of financial stewardship and encourages the detection and prevention of acts that would be detrimental to this responsibility.
Fiscal Misconduct is a deliberate act or failure to act that is contrary to established laws, regulations or policies and which results or was intended to result in either loss or other damage to the University of Wisconsin-Madison or the UW System or improper personal gain.
UW-Madison employees can now document a report of fiscal misconduct by completing the new UW-Madison Fiscal Misconduct form. Additional information and details are available at How to Report an Allegation of Fiscal Misconduct.
Tips and helpful reminders on the Driver Authorization process
When considering the need for departmental faculty and staff members to become authorized to drive a vehicle for UW-Madison business purposes, there is a wealth of resources available to you on the Risk Management Driver Authorization webpage.
Please encourage your department faculty and staff members to plan ahead if they may need to drive a vehicle for university business purposes, as it can take up to 10 business days for driver authorizations to be processed; especially during peak times such as the beginning of Fall semester, or as Spring and Summer travel increases with research or field trips.
Resources available on the webpage include:
- Information you’ll need (before you apply)
- Register: Link to the DOA Fleet Management System
- Complete the Fleet Driver Vehicle Use Agreement (VUA), including the Fleet System User Guide
- Approval information on what to expect once the driver submits their VUA
- Required Criteria: the established driver authorization criteria at UW-Madison that one must meet to be considered for approval.
- “Tips! Top Reasons Your VUA was Rejected” guide (PDF) to help navigate some common reasons your VUA processing may be delayed
During the hiring process, departments may also request a pre-employment driver authorization check. Departments needing to check an applicant’s driving record in pre-employment or post-offer situations should use the Pre-Hire Driver Authorization Check web form, which is helpful in circumstances when the position requires to driving a vehicle for university business.
Administrative Transformation Program (ATP) Status Update
Join ATP for an update on Wednesday, June 22, where you’ll hear ATP news and next steps from Program Executive and Chief Technology Officer Dr. Joanna Wang. Dr. Wang will also conduct a Q&A session. Please register in advance.
Business Services Welcomes New Employees
Over the course of the last few months, Business Services has welcomed new employees in a variety of financial roles:
Travel and Cards
- Rebecca Lin – e-Reimbursement and Purchasing Card Program Administrator
- Allie Demet – e-Reimbursement Manager
Purchasing
- Hallee Kox – Procurement Manager
- Becky Jorge – Procurement Manager
- Mojgan Hall – Procurement Manager
- Beth Battista – Procurement Assistant
Property Control
- Yuan Zhang – Accountant III
Cash Management
- Janice Verhelst – Senior Treasury Accountant
- Asim Batajoo – Accountant III
Business Services Training
The entire list of Business Services trainings can be viewed in the OHRD catalog: