Business Services Continuity Updates

Areas of Operation

The Division of Business Services is open for business. For the most current information related to Business Services and building operations, please continue to visit this site.

All Updates Bursar’s Office Capital Equipment Cash Management Disbursements Financial Reporting Gifts Purchasing

Risk Management Tax Travel and Reimbursement Workers Compensation Verona Operations Shop@UW – SWAP Contact

 

21 North Park Street - Building Operations

The 21 North Park Street building is currently locked. All building occupants will need to use their Wisc Card to gain access into the building.

The Building Manager will continue to be on site, Monday through Friday, from 7:30 am to 4:30 pm, and will be available until further notice.

For campus employees who need to access to the building to drop off items such as checks, invoices, DPs, PIRs, or other business related matters, please contact the Building Manager to arrange a time for delivery. See contact information below.

Mail Delivery and Inter-Departmental Mail

Currently, we are receiving US Postal Services (USPS) and Inter-Departmental (Inter-D) mail daily. USPS arrives approximately between 9:30 am to 11:00 am. Inter-D mail arrives once per day at approximately 9:45 am. Mail will continue to be sorted by the Building Manager and stored until picked up by the occupants of the building.

FedEx and UPS Services

FedEx and UPS delivery services are currently under review. An update will be provided, as more information becomes available.

Building Manager Contact Information

Matt Hanson, Building Manager
Email: buildingmanager@bussvc.wisc.edu
Phone: (608) 628-2019

All Updates

  • Vendor/Supplier Covid-19 Requirements

    Effective immediately, Purchasing will be including a PDF attachment outlining supplier on-site Covid requirements when emailing (and mailing) Purchase Orders. View Outlining Supplier on-site COVID requirements View our Reporting Workflow Additionally, we will also do …

  • Travel cancellation extended indefinitely

    Due to public health concerns related to COVID-19, all university-sponsored travel outside of Wisconsin or by air within the State remains cancelled until further notice. In limited cases, academic deans or vice chancellors may approve …

  • Travel Exemption Requests

    University leadership has determined the current ban for University travel be extended indefinitely, and no University travel can be booked regardless of the dates of travel.  Travel can be canceled by contacting a Consultant at …

  • How to Apply for Unemployment Benefits

    Download Directions

  • COVID 19 Account Codes- FAQs

    General Questions: Question: Why were separate COVID account codes created? The COVID-19 account codes were created to identify COVID activity for various reporting requirements including those from the EOC (Emergency Operations Center), UWSA Finance Response …

  • Refund of Receipts (RoRs) update

    This communication is intended for departments that currently submit RoR requests to the Cash Management team for approval. Cash Management will be granting approval on a case-by-case basis for use of the voucher upload process …

  • More Business Services COVID-19 updates

Bursar's Office

  • Housing and Dining Credits

    As a result of the COVID-19 pandemic, all students no longer living in University Residence Halls will receive a prorated room credit, as well as a credit for any remaining Housing resident food account funds …

  • Bursar’s Office Operational Update

    The Bursar’s Office is closed to the public with most staff working remotely.  While staff will not be available in person, we will be able to assist students and families remotely.  Students and families are …

Helpful Links

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eRefund (Direct Deposit)

Capital Equipment

  • Capital Equipment – Operational update

    We understand the complexity that the University is handling at this time and that prioritization of core functions is necessary. As each department is facing different challenges, Property Control will continue standard communications and look …

Cash Management

  • Refund of Receipts (RoRs) update

    This communication is intended for departments that currently submit RoR requests to the Cash Management team for approval. Cash Management will be granting approval on a case-by-case basis for use of the voucher upload process …

  • Payment Card Industry (PCI) Compliance Guidelines

    The COVID-19 pandemic has created many challenges and constraints to the established business processes of many merchants on campus including restricted access to campus and, in many instances, offsite work arrangements. The PCI Compliance Team …

  • Check Deposits – Operational update

    For information related to sponsored check payments, please visit RSP’s website at: https://www.rsp.wisc.edu/COVID-19CheckRoutingGuidance.cfm For information related to UW Foundation check deposits, please visit the following link: https://businessservices.wisc.edu/covid-19/update-from-wfaa-regarding-gift-processing/ This communication is intended specifically for UW-Madison related …

  • Cash Management Reminders

    Please ensure that effective internal control practices are in place. Checks and cash receipts are stored safely and deposited in a timely manner Stamp or write on back of checks- for UW Madison deposit only …

  • Operational Update

    Business Services Update and Guidelines for Cash Management and Disbursement Services. Under the prevailing circumstances arising from the Covid-19 pandemic, with reduced staffing levels onsite and only ‘essential’ activities being performed on campus, we wanted …

Disbursements

  • Disbursements – COVID 19 update

    Outgoing Checks Printed every Tuesday and Friday. Including ETs ACH, PPL, and Wire payments will be made Monday-Friday Breakdown per day Monday: ACH, PPL and Wire Payments Tuesday: ACH, PPL and Wire Payments Outgoing Checks, …

  • Operational Update

    Business Services Update and Guidelines for Cash Management and Disbursement Services. Under the prevailing circumstances arising from the Covid-19 pandemic, with reduced staffing levels onsite and only ‘essential’ activities being performed on campus, we wanted …

Disbursements FAQS

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How often will payments be generated?

Outgoing checks will be created on a biweekly basis (Tuesdays and Fridays) to align with interdepartmental mail services. ACH, PPL, and Wires will continue to be processed daily. Please note this includes Emergency Transaction (ET) checks.

How to submit payment requests

Direct Payments (DP) and Payments to Individuals (PIR) may be submitted as a PDF attachment to ap-invoices@bussvc.wisc.edu. The subject line of the email must reference “PIR”, “DP”, or “EMERGENCY TRANSACTION”. The email must be sent from an authorized approver or the authorization emails must be included in the PDF of the DP or PIR. All required documents must be combined into a single PDF and only one payment request is permitted per PDF file. Multiple PDFs for multiple requests may be submitted in a single email. Emergency Transactions (ETs) should be emailed to uwmsnap@bussvc.wisc.edu. W-9s including a social security number (SSN) should be sent interoffice mail or faxed to (608) 265-9035.

Submitting Confidential Documents to Accounts Payable

When submitting a payment request that includes confidential information, you have the following options for submission (W9, W8Ben, Non Resident Alien documents, wire and HIPAA Protected Health Information):

  • Fax to the Accounts Payable fax line, 608-265-9035, with a cover sheet addressed to Supplier File and marked “Confidential”
  • Send hard copies via Campus Mail to “Disbursements 21 N. Park St., Suite 5301”
  • Mail via the US Postal Service to UW Madison Division of Business Services, 21 N. Park St., Suite 5301, Madison, WI 53715
    • Send PDF via encrypted email to ap-invoices@bussvc.wisc.edu
    • The email must be sent from a wisc.edu email account
    • The attachments must be non-editable PDFs (not fillable forms)

Sending from Outlook:

1.Your email will need to be in a new window. If this the message is not already in a new window you will need to select “Pop out” at the top of the email

Image of Email Pop-Out window

 

 

 

 

2.”Options” tab, select “Permission”

 

 

 

 

 

 

 

Sending from MyUW

Select “Encrypt”

Financial Reporting

  • COVID 19 Account Codes- FAQs

    General Questions: Question: Why were separate COVID account codes created? The COVID-19 account codes were created to identify COVID activity for various reporting requirements including those from the EOC (Emergency Operations Center), UWSA Finance Response …

  • Administrative Council – COVID Finance Information Update 4.3.20

    Financial Managers, Here is a link to view the financial information that was shared at the last Administrative Council on April 3, 2020. View Update

  • Tracking COVID 19 activities in the accounting system (SFS)

    Madison Advisory Council and Financial Managers: This communication is intended to outline how UW-Madison is tracking both expenses and refunds related to COVID-19 activities in SFS (Shared Financial System). COVID Account Codes UW-Madison has been …

Financial Reporting FAQS

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COVID 19 Account Codes FAQs

General Questions:

Question: Why were separate COVID account codes created?

  • The COVID-19 account codes were created to identify COVID activity for various reporting requirements including those from the EOC (Emergency Operations Center, UWSA Finance Response Team, FEMA, and the Coronavirus Aid, Relief, and Economic Security (CARES) Act, as well as for internal information.

Question: Should I transfer expenses and/or refunds posted prior to the codes being available on 4.1.20?

  • Yes, any non-refunded costs or customer/student refunds related to COVID-19 should be transferred to the new COVID-19 expense account codes for accurate reporting and tracking. The rest of the funding string should remain the same. Please note that Accounting Services is reviewing Refund of Receipts (RORS) for accurate account code usage related to COVID refunds, so please double check coding in WISDM/WISER before processing transfers.

Question: Should I transfer expenses related to conferences or other events that were cancelled due to COVID-19, but then were ultimately refunded?

  • No, if you received a vendor refund for cancelled events due to COVID, do not move the original expense. Vendor refunds should be applied to the original expense account to adjust for any F&A previously incurred.

Research Questions:

Question: How should expenses on COVID-related research projects be handled? Should expenses be posted to the new COVID Account Codes?

  • If the project is doing COVID-related research, the regular accounts (salary, equipment, supplies, etc.) codes should be used.
  • Since the UW is also interested in knowing how much COVID-research activity is happening, RSP is capturing that information through information in the project titles entered into SFS and WISPER. That lets RSP pull not only award and proposal data, but also budget and expenditure data from SFS.
  • The new SFS Covid-19 account codes are to capture expenses that the UW would not have experienced prior to the pandemic. Some of these codes may end up on sponsored projects. For example, suppose a researcher is still able to work in her lab. She would have her normal research-related expenses (salaries, supplies, etc.). Now suppose that this researcher’s grad student tests positive and can no longer work in the lab. It’s quite likely that before anyone else could return to the lab, that it would need deep cleaning. Those unanticipated COVID cleaning expenses could be charged to the sponsored project on account code 3117 (Cleaning/Sanitation Costs-COVID).

Question: How should we code per diem costs incurred for animal care and facilities as researchers are currently unable to use these resources in experiments? Technically, these costs are caused by the COVID-19 delays as it extends the length of days because research is delayed.

  • The monthly internal service charges (generally coded to account code 2650) to the sponsored project would not change. Likewise, the code for the revenue collected by the animal care unit would not change. Delays in research progress are common; even outside of the current COVID remote operations of the UW.
  • The unit taking care of the animals may use the new account codes for additional COVID-related expenses directly related to animal care and the well-being of the staff.

UW-Sponsored Conference Refunds:

Question: There are two contra refund accounts related to conference refunds 9213 – Conference & Event Refunds – COVID and 9216 – Other Refunds – COVID that mentions continuing education refunds – how should I use them?

  • It’s helpful to break these apart as Conference and Event Space (9213) and Registration Fees (9216). Some examples of situations with the correct codes below:
  • Refunds for internal UW participant registrations – use account 9055
  • Refunds for events held as continuing education with non-UW participant registration – use account 9216
  • Refunds for space rental – use 9213

Question: If an event was run through Extension, are they are responsible for coding the refund to the correct COVID-19 code?

  • Yes, Accounting Services has been working with Extension to get the correct codes applied to the refunds.

Student Income Continuation:

Question: Are all student income continuation payments posted to account 5717 -Income Continuation – Scholarship – COVID?

  • No, expenses paid via payroll were paid using regular payroll processes, accounts, and funding strings. The payments made by scholarship (thru SIS) will be posted using the 5717 – account code.

Travel:

How should we code canceled travel related to COVID?

  • If the traveler or the travel arranger cancelled the flight, there is an unused ticket for future business use. The value of the cancelled and unused ticket is not a loss if used in the future – no immediate action needs to take place.
  • There are situations where we will experience costs related to the cancelled travel and for those costs, they can be coded to the COVID account created for Other Expenses-COVID – 3115. Examples of these costs include:
  • The ticket is not used by the traveler due to a COVID reason such as a conference was cancelled and never rescheduled; or, rescheduled for a day/time the traveler cannot attend
  • The ticket is used for future travel, but now the cost of travel to the same event previously cancelled due to COVID now costs more than the original ticket.
  • The traveler uses the unused ticket toward the purchase of future travel that is less cost than the unused ticket and the airline requires a forfeiture of the balance.
  • Deposits for hotels, meetings or events, which is non-refundable, and the event didn’t occur as a result of COVID-19.
  • Repatriation costs for students/employees (flights back to US, hotel stay near airport).

Download COVID Account Codes(PDF)

Gifts

  • Update from WFAA Regarding Gift Processing

    Please see below for an update from Carrie B. Park, Controller at Wisconsin Foundation and Alumni Association distributed on March 17, 2020. WFAA Gift Processing – What you need to know… General WFAA entire Gift …

  • Gift Management – Operational update

    We understand the complexity that the University is working through at this time and that prioritization of core functions is necessary.  Gift Management team members are working remotely and we are here to assist you. …

Purchasing

  • Vendor/Supplier Covid-19 Requirements

    Effective immediately, Purchasing will be including a PDF attachment outlining supplier on-site Covid requirements when emailing (and mailing) Purchase Orders. View Outlining Supplier on-site COVID requirements View our Reporting Workflow Additionally, we will also do …

  • Purchasing Low-Dollar Office Supplies while Telecommuting

    While most UW-Madison employees are now working remotely, it is understood there may be a need for low-dollar, office supply-type purchases at remote work locations. Employees may purchase necessary supplies from alternate resources and have …

  • Purchasing Services -Requisitions Update

    Purchasing Services is now requiring departments to submit all requisitions electronically via e-mail. Per the directive from Business Services, the authorized signatory from the department must, within the e-mail string, give approval. Please attach the …

  • Blanket Business Case Exceptions related to COVID-19

    Effective March 12, 2020, the State Bureau of Procurement (SBOP) implemented a blanket business case exception for those products needed to support agency preparedness measures in response to COVID-19. This blanket business case exception applies …

Risk Management

  • Risk Management – Operational Update

    Risk Management  is mobilized both remotely and on-site to continue providing essential services to campus. We are following existing general practices as discussed on our website as much as possible but may experience delays and …

Tax

Travel and Reimbursement

Travel

  • Travel cancellation extended indefinitely

    Due to public health concerns related to COVID-19, all university-sponsored travel outside of Wisconsin or by air within the State remains cancelled until further notice. In limited cases, academic deans or vice chancellors may approve …

  • Travel Exemption Requests

    University leadership has determined the current ban for University travel be extended indefinitely, and no University travel can be booked regardless of the dates of travel.  Travel can be canceled by contacting a Consultant at …

Reimbursements

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Workers Compensation

  • Operational Update – Worker’s Compensation

    Worker’s Compensation (WC) is a State of Wisconsin statutory employee benefit program that provides payment of reasonable medical expenses and compensation for lost wages resulting from work-related injury, illness or disability. Consistent with UW-Madison’s established …

Verona Operations - Shop@UW, SWAP

  • SWAP Operation Closed

    SWAP is CLOSED due to UW-Madison’s efforts to mitigate the effects of COVID-19 on our community.  We will post updates as more information becomes available.

Contact Information

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List of email addresses by Topic/Area

Topic Where to Submit Questions
Account Codes sfsmsn@bussvc.wisc.edu
Accounting Services / Making Payments acctg@bussvc.wisc.edu
Accounts Payable (DPs/PIRs) ap-invoices@bussvc.wisc.edu
Accounts Receivable & Billing uwmsnar@bussvc.wisc.edu
Administration, Business Services admin@bussvc.wisc.edu
Bursar’s: Accounting, Cashiering & Student Accounting tuition@ bussvc.wisc.edu
Bursar’s: Student Loans stuloans@bussvc.wisc.edu
Capital Equipment property@bussvc.wisc.edu
Cash Management cashmgt@bussvc.wisc.edu
CashNet cashnet-help@bussvc.wisc.edu
Custodian Funds cstdnfnd@bussvc.wisc.edu
Driver Authorization and Auto driverauth@bussvc.wisc.edu
Expense Reimbursement expensereimbursement@bussvc.wisc.edu 
Financial Internal Control mouchayleh@wisc.edu
Gift Management giftmgt@bussvc.wisc.edu
Inter Unit Journals iuj_uwmsn@bussvc.wisc.edu
Journal Entry journals@bussvc.wisc.edu
PCI Compliance pci-help@bussvc.wisc.edu
Purchasing Card pcard@bussvc.wisc.edu 
Purchasing Goods & Services purch@bussvc.wisc.edu
Risk Management riskmgmt@bussvc.wisc.edu
Shared Financial System (set up) sfssetup@bussvc.wisc.edu
Shop@UW ShopUW@bussvc.wisc.edu
Surplus with a Purpose (SWAP) swap@bussvc.wisc.edu
SWAP Online Auction sauction@bussvc.wisc.edu
Tax Compliance & Reporting Jose.carus@wisc.edu
Training, Business Services bussvcstraining@bussvc.wisc.edu
Travel uwtravel@bussvc.wisc.edu
Wisconsin Foundation & Alumni Assoc help@uwadvancement.org
WISER sfsmsn@bussvc.wisc.edu
Worker’s Compensation workcompprog@bussvc.wisc.edu

Accounting Services - Capital Equipment, Cash Management, Disbursement Services, Financial Information Management, Purchasing Card, Reimbursement, Tax, and Travel

Bursars Office

Content Management, Communications, and Training (CMCT)

Purchasing Services

Risk Management and Worker Compensation

Verona Operations -Shop@UW, Surplus with a Purpose (SWAP)

Shop@UW

Contact Shop@UW

Surplus with a Purpose (SWAP)

Contact SWAP

If you can’t find what you need on this website, email intranet@bussvc.wisc.edu