HOW TO NOTIFY CASH MANAGEMENT OF OUTGOING WIRE TRANSFER OR DRAFT PAYMENT

HOW TO NOTIFY CASH MANAGEMENT OF OUTGOING WIRE TRANSFER OR DRAFT PAYMENT

Fill out either an Outgoing Wire Form or a Draft Order Forms

  1. Attach the completed form to the front of the appropriate expense request document: Direct Payment (DP), Payment to Individual Report (PIR), Purchase Order (PO), or e-Reimbursement. Also include a copy of the invoice and other supporting documentation.
  2. Forward the expense request and other documentation through regular department payment channels for review and to obtain the appropriate approvals.
  3. The approved expense request and supporting documentation should then be forwarded to Accounts Payables to review. Accounts Payable will then forward approved expense requests to be paid by either Wire Transfer or Draft to Cash Management to process.

Department Costs for Outgoing Wire Transfer, Draft, and ACH Transactions

Type of Payment Amount of Fee
International Wire Transfer in Foreign Currency $  0.00 (No Fee)
International Wire Transfer in US Dollars $16.00
Domestic Wire Transfer in US Dollars $  2.25
Draft Order (Foreign Currency Only) $  5.00
ACH Payment (Domestic Only)* $  0.00 (No Fee)

* Search the vendor in WISER to see if the default payment method is Automated Clearing House (ACH). If this is the default payment method, the Outgoing Wire Form or Draft Order Form is not necessary. If the vendor payment method is not set to ACH, contact acctg@bussvc.wisc.edu to see if it can be setup

Contact cashmgt@bussvc.wisc.edu with any questions regarding the forms or to check on the status of your wire transfer or draft payment.

Justification to Carryover Prior Fiscal Year POs

How to justify carrying over Prior Fiscal Year Purchase Orders (POs)

Once a Purchase Order (PO) has been carried over to the next fiscal year, it requires a justification to keep it open and carry it over into the next fiscal year. If needed, this application (Justification to Carryover Prior Fiscal Year POs) is used to justify keeping those POs created in the previous fiscal year open. This process is web-based and allows users to search for their own POs, download information to Excel, and document justifications without having to route paper. Anyone that has access to the Requisition and Number Generator module in My UW to create requisitions will have access to this application. The application is available to justify POs beginning in May and will be available until mid-June.

Only POs created in the previous fiscal year that are still open will be found in the application. For example, a PO created in FY 2018 that had a balance carried over into FY 2019 and still is open with a remaining balance to roll into FY 2020 would be found. Any PO created in the current fiscal year that is still open at the end of the fiscal year will remain open and does not need to be justified. All POs listed in this application are automatically set to close before the end of the fiscal year unless justified as needing to stay open. If you do not need the PO to stay open, simply do nothing and it will be closed in June. All justified POs will remain open and be carried into the next fiscal year.

NOTE: Grant sub-agreement POs are exempt from this process and will not be closed until requested by Research and Sponsored Programs (RSP).

Step by Step Instructions

Download a set of step by step instructions with screen shots

  1. Choose “Justification to carryover prior fiscal year POs” from the main menu of the Requisition and Number Generator Module in My UW.
  2. Search for POs by entering any part of your Department ID in the search box and clicking the “Search for POs” button. (To search for a specific PO, choose “Requisition Number” as the search type and enter the number you are looking for).
    • NOTE: If the message “No POs found” appears in red above the “Search for POs” button after it is clicked, then there are no POs funded on that Department ID that require justification.
  3. The results screen lists all POs that will be closed at the end of the fiscal year unless justified through this application. The PO list shows the PO ID, Status, and Balance. To view your results in Excel use one of the following buttons:
    • The Export Funding Lines button will export PO funding for the open funding lines associated with each PO from your list. If a PO has more than one line of funding, each funding line and its remaining balance will be listed and the PO number would then appear more than once.
    • The Export PO Balances button will export PO balances for a summary of PO information. Each PO is only listed once with its remaining balance, but no funding information is supplied.
  4. To view more detailed information about a specific PO in your list, choose the “Funds” button to see all the funding information for that PO or the “PO Details” button to view all of the items and other detail information about that PO.
  5. To keep a PO from closing, click the “Justify” button for that PO ID, choose a reason, and click the “Keep PO Open” button. A detailed description is only needed if you choose the “Others” category. The PO’s status is now changed to “Keep Open”. If you decide at a later time to close the PO, click the “Justify” button again and click “Close PO” to change the status back to “Close PO”.
  6. If you would like the PO or POs to close at the end of the fiscal year, simply do nothing.

Frequently Asked Questions

  1. Which POs are listed in the justification application?
    This is only a specific set of POs that were created prior to July 1, 2016, that had a balance carried over into FY 2017 (current fiscal year) and are still open with a remaining balance. To roll into FY 2018 they would require a justification.
  2. Is this how I would carry over any PO to the next fiscal year? Does this apply to all my POs eligible for carryover?
    No, the only POs listed in this application that require justification are those that had already been carried over once. For example, these would be POs created in FY2016 that were carried over into FY2017 and are still open with a remaining encumbrance. Any POs that remain open at the end of the fiscal year will be able to be spent against next fiscal year and will have any remaining encumbrances carried forward into FY2018.
  3. Who determines if it is appropriate to carryover a PO?
    If you have questions about whether or not a PO should be kept open and carried over into the next fiscal year, please consult your Dean’s Office. The PO should meet one of the criteria listed on the justification page or have another legitimate need for remaining open.
  4. What happens if I do not justify the PO for carryover?
    If the PO is not justified to be carried over, it will be closed in June before the end of the fiscal year.
  5. Will I lose the encumbered funds if I do not justify the PO for carryover?
    Most types of funding are not lost; however, if you are concerned about the funds encumbered on your PO (especially GPR funds) being lost, consult your Dean’s office for further instructions. If the Dean’s Office is concerned about potentially losing funds, please consult the Budget Office for further information.
  6. Can I get a list of all my POs that are affected?
    Yes, the application will provide a listing of all affected POs. Enter your Department ID (as specified in the Step by Step instructions above) and click “Search for POs”. Your listing appears on the next screen and can be downloaded to Excel for further analysis by clicking the “Export Funding Lines” button.
  7. What if I don’t find any POs for my Department ID?
    Not every department has POs that require a justification to be carried over. If the “No POs found” message appears, then there are no POs funded by that department that are old enough to require a justification for carryover. All POs created in the current fiscal year do not require a justification to be carried over. Those that remain open at the end of the fiscal year will be able to be spent against and will have any remaining encumbrances carried forward into FY2018.

How to create an Internal Work Order using the Internal Work Order Generator

Creating an Internal Work Order using the Internal Work Order Generator

1. This section of the application allows you to use the requisition generator to create and print an internal work order with a valid reference number assigned to it. Begin by choosing “Internal Work Order Generator ” from the Main Menu.

2. Your name, UDDS, and phone number will be filled in automatically and the Internal Work Order option will be automatically checked. Choose if you will require a funding map. Then choose if you need to have a requisition number assigned or wish to enter your own from your block of numbers. Choose the “Create Internal Work Order ” button at the bottom of the screen to proceed.

3.Entering Internal Work Order Information:
The screen below appears after choosing “Create Internal Work Order ” from the main menu and allows you to enter the general information.

  • The assigned reference number is listed at the top.
  • Choose “Specific” as the Type for a single committment and Blanket for a recurring order.
  • Today’s date is defaulted into the date field.
  • If choosing blanket, enter the date range in the Begin Date and End date fields.
  • Enter the Contact Person and Contact Phone. Your name and phone should be automatically populated. The work order generator will remember the last values that you entered for these fields and will automatically fill them in when you complete your next work order.
  • Enter the internal vendor which you will be receiving the goods/services from in the Vendor Name and Address lines.
  • Enter the Ship To address for the order. Your name and address should be automatically populated. The work order generator will remember the last values that you entered for these fields and will automatically fill them in when you complete your next work order.
  • Choose the number of copies to print as required by your Dean’s office and the campus service provider. The defaults are the Department Furnishing Goods copy, the Dean’s Copy, and the Department Copy.
  • Choose Save and Continue to proceed.

4. Entering Items and Funding Information:

The next page allows the entry of items and funding information. Each line is numbered automatically.

  • Enter the Quantity, Unit, and Unit Cost for each item. The application will multiply the Unit Cost and Quantity to calculate both the Extended Cost and the Total Cost.
  • Enter the Item Description in the “Item Description/Comment” box. The box can hold up to 800 characters and will automatically wrap the text on the final document.
  • Choose “Add Another Line” to add as many items or messages as needed. An attached list will be automatically generated if necessary.
  • To create a comment line or order message, leave the quantity box blank and enter the desired text in the “Item Description/Comment” field or select and customize one of the standard messages from the drop down box.
  • To apply a discount to the whole work order, select the Document Level option from the Discount Type select box and enter the percent discount in the Document Level Discount field. Do not include the “%” symbol. For item level discounts, select Item Level from the Discount type select box and enter the percent discount in the Discount field for each item with a discount.
  • Enter the funding information in the next set of boxes using SFS coding.
  • Choose “Add More Funding” to add another funding string if needed.
  • Funding amounts will be automatically added and an attached list will be generated automatically if necessary.
  • The “Total Funding” and “Total Cost” fields should match before generating the printed document. The “Cost-Funding” field displays the difference, if any, and is provided as a reminder to help to ensure that the amounts match. If they do not, a warning message indicating so will appear before the final printable document is generated. Since there is a calculation applied to this funding amount field, it will only take numeric values.

5. Generating the Final Printed Internal Work Order

The final internal work order form, containing the specified number of copies, will appear in a new window. This document can be printed on your local printer and the Adobe Acrobat .pdf file can be saved if desired. If the new window does not appear, choose the “Open My Requisition” link to generate it. Note: Do not alter the way you process any of the paper forms without consulting your Dean ’s office for approval.

6. Navigating Back to the Application

Once a work order has been successfully generated, a menu will appear outlining choices for returning to the application, and making changes to your form.

Use the “Open My Requisition” link if the printable Adobe Acrobat file has not appeared. This will manually open the window for you.

Use the “Make Changes to your requisition” link to go back and edit any of the information in your final requisition form if you notice a change needs to be made. This option is only available immediately after generating the printable form. Proofread the printed form immediately to determine if this option is needed, as it will not be available once you exit the application. If small changes are needed, such as adding an “F” to a funding line in a split funding situation, these may be written directly on the printed copy. A new copy does not need to be generated in these cases.
“Return to the requisitions home page” will take you back to the Main Menu of the application. “Create another requisition and clear entry fields” will begin the process of creating another form, but will wipe out the data you entered on the previous requisition. Use “create another requisition without clearing your previous entry” to create another form and leave all the items you just entered.

Please use our  Requisition and Number generator user guide for more related questions.

How to create an External Requisition using the External Requisition Generator

Creating an External Requisition using the External Requisition Generator

Download the printable pdf version of these instructions

1.This section of the application allows you to use the requisition generator to create and print an external requisition with a valid requisition number assigned to it. Begin by choosing “External Requisition Generator ” from the Main Menu.

2.The first time you enter the main menu of the application your name, Department, and phone will be blank. Begin by setting your preferences.

Click “Set/Update Preferences

3. Use this screen (shown below) to enter:

  • your name
  • Department ID in SFS coding
  • phone number
  • choose if you are a delegated purchasing agent (most will use the default “no”) – if you are unsure, answer no.
  • preferred contact person (full name)
  • preferred ship-to address
  • preferred Dept. Chairperson printed name
  • preferred Dean or Director printed name
  • preferred funding string(s)
  • Be sure to click “Save Preferences” to save and go back to the main menu.
  • Be sure to click “Add” to save your funding

Information entered here will appear on every requisition that you complete, but can be deleted or replaced if needed as the requisition is completed.  You are not required to complete these preferences.

 

4. Now you are ready to create a requisition. The default option is to create a new requisition with a new requisition number assigned by the system.

  • If you already have a number for the requisition you can choose that option and enter the number in the space provided.
  • If you know the number of a similar requisition to the one you will be creating, enter it in the box provided to copy the data from that existing requisition or PO (and save yourself some keying).
  • Choose the “Create New Requisition” button to continue.

 

5. The next screen allows entry of basic requisition information.

  • your assigned (or entered) requisition number is displayed at the top
  • today’s date is defaulted into the Requisition Date field
    • If you are entering a Continuing Order Requisition or COR, be sure that you change the date in this field to today’s date
  • If you would like the order to be a blanket order (i.e. continuing over a span of time), fill in the Begin and End dates (note: dates can only span a period of 12 months).
    1. If placing a one time order, no dates are required in these fields.
    2. If dates are filled in, you will receive a Continuing Order Requisition (COR) reminding you that your order is expiring about 3 months before the ending date on the order.
    3. If you are entering blanket order dates or processing a COR, be sure that your funding is valid for the entire date range of the order, e.g. don’t set an end date beyond your project funding end date.
  • enter or make any needed changes to the default contact person name and phone. Be sure to use a full first and last name.  The contact person should be someone who is able to answer questions about your order from both the vendor and Purchasing. A copy of the invoice will be sent to this person if positive approval is requested.
  • if you require positive approval (where invoices will be sent to you for approval before payment) choose yes (the default value is no). Only choose yes if this feature is necessary as it greatly slows down the time for Accounting to pay invoices.
  • choose a discount from the drop down menu if needed (the default is no discount).  If you choose a discount here, it will be applied to the entire requisition total, so for a 10% discount off of the entire requisition total, you would choose 10% Trade Discount from the drop down box.
  • enter any comments or information you would like Purchasing or the vendor to know about your order or choose from the standard comments listed in the dropdown. You can enter up to 2000 characters in the comments field.
    1. If a check needs to accompany your order, please be sure that is clearly communicated in the comments field.
    2. The comments field should only include instructions to the vendor, Purchasing, and/or Accounting.  No descriptions of the goods or services being ordered should be included here.
    3. It is not necessary to describe the beginning and ending dates of your funding source in this section.
    4. If you are copying and pasting into this field from another document, be sure that no special characters or scientific characters are pasted into the requisition.
  • If you would like the Dept. Chairperson and Dean or Director names to be pre-filled in the Printed Name field in the signature block on the printed copy of the requisition, enter those names in the fields provided.  These names can also be pre-populated from your preferences.
  • enter the vendor name and address. If you know the vendor number (or have looked it up using the link), enter it and click the “Get” button to retrieve the correct vendor information without having to key the name and address
    1. If you choose to enter a vendor number and use the “Get” button, you should not make any changes to the vendor name or address.  These will not be captured in the database or on your order.  Only the initial information associated with the vendor number will be used.  If an update needs to be made to the stored information, contact Purchasing at purch@bussvc.wisc.edu
  • make any needed changes to your default ship-to address or enter your ship-to address in these fields
    1. A ship-to address with a valid zip code must be entered for the order to be able to be sent to the vendor.  It cannot be left blank.
    2. If the requisition is for services, the ship-to address should be for the location at which the services will be performed.
  • Be sure to click “Save and Go to Items” to save your information and continue. If you do not, your information or changes will be lost. Use the second set of buttons to navigate to other pages without saving.

 

6. The items screen allows you to add items to your requisition.

    • The requisition number and total amount are displayed at the top. The dollar amounts are updated as items are added.
    • Enter the quantity and units as shown below.
      1. The quantity must be in a whole number (no decimals or partial quantities are allowed) and cannot be a negative number.
      2. The units field is required.  Common units used are EACH, TERM, and LOT.
      3. Following is an example of how to correctly and incorrectly enter quantity and units for a common item.
Qty Units Cost Description
2.5 Hours 100 Consulting services Wrong
1 Lot 250 2.5 hours of consulting services Correct

 

  • The Discount and Category field are optional and do not need to be completed.
    1. If you need to enter a discount for a specific item then you can click on the magnifying glass to select a percentage discount that will be applied to that item only.
    2. If you would like a discount to be applied to the entire amount on the requisition (all the items), use the “Requisition Level Discount” box that appears on the previous screen above the Comments section.
    3. You may also apply a specific dollar amount discount using negative dollar amounts in the unit cost of the line item.
  • Enter the cost of each item in the Unit Cost field
    1. Small numbers can either be entered as 0.20 or .20 as you prefer, but this field only allows the entry of up to two decimal places.
    2. Negative numbers (entered as -100 for example) may be used to indicate a discount.
  • Enter your item description in the Description block. This field contains the text explaining what is being ordered from the vendor and may contain up to 2000 characters, but please be as concise as possible.  Any comments to Purchasing should not be entered in the description field.
    1. For example, if a check needs to be sent along with the order, make sure to clearly indicate this in the Comments section on the previous screen.
  • If you have a quote or long list of items, they may be attached to the paper copy, simply indicate “per attached quote” (as shown below) and be sure to send the information along with the printed requisition.
    Qty Units Cost Description
    1 LOT 3950.25 Per attached quote #1234XYZ dated 9-30-2008

    If there are 10 items or less on the quote, we recommend that you enter them directly in the requisition (or copy and paste) as this will electronically capture the information for future reference and cut down on paper used.  Enter or copy one line at a time into separate lines on the requisition vs. putting the whole description into one line.  If you are copying from another document, be sure not to copy any special or scientific characters that do not appear on a standard keyboard.

  • If you are receiving a discount on the items listed, you may either enter them using the “per attached quote” method (as shown below),
    Qty Units Cost Description
    1 LOT 3950.25 Per attached quote #1234XYZ dated 9-30-2008

    Or by describing the item in its entirety and using the total discounted price (as shown below),

    Qty Units Cost Description
    1 LOT 3950.25 Consulting Services including $100 discount provided on 9-30-2008 by John Smith

    Or by entering the item at full price and then entering a line with a negative number to indicate the discount (as shown below).

    Qty Units Cost Description
    1 LOT 4050.25 Per attached quote #1234XYZ dated 9-30-2008
    1 LOT -100.00 $100 discount provided on 9-30-2008 by John Smith
  • When finished click the “Save Item” button at the left to save the item and add it to your requisition. If you do not click Save Item, no items will print.

  • Once your item has been added, you may continue to enter as many items as necessary and the screen will appear as below
  • The total will be updated each time an item is saved
  • To make any changes to the item, choose “Edit” , but be sure to click the “Update” button to accept the changes
  • Once you have entered all items, click “Go to Funding” to continue as shown below
  • NOTE: Do not hand write any information on the requisition that has not been entered into the system.  If the information is not in the system, we will not be able to get it on the order sent out to the vendor.

7.The funding screen allows you to add funding strings to your requisition.

  • The requisition number, total amount, and total funding amount are displayed at the top
  • Any funding strings (or partial funding strings) that are saved in your preferences will appear automatically
  • Choose “Edit” to make any changes/additions or begin typing in the blank row

  • Enter the funding string to be used as detailed below.  Be sure to use SFS coding (further information on SFS coding is available at https://businessservices.wisc.edu/accounting/codes/)
    1. Enter the amount to be spent on this funding string.
    2. Enter the appropriate 4 digit Account code which describes the category of items being purchased
    3. Enter the 3 digit fund number which describes your funding source (for example 233 for gift funds)
    4. Enter your 6 digit Department ID which is a number assigned to identify your department on campus (formerly called UDDS).
    5. Enter the 1 digit Program code which describes the type of program costs associated with your funding.
    6. Enter the 4 digit fiscal year, e.g. 2009 (The fiscal year runs from July 1 to June 30, so fiscal year 2009 is July 1, 2008 to June 30, 2009).
    7. Enter the 7 digit Project ID, if necessary, which describes your specific grant or other funding for this purchase.
    8. Do not enter the Bldg. number unless it is actually required for your purchase (there are very few account codes that require it).
  • Once the funding string is entered be sure to choose “Update” or “Save Line” to save the funding and add it to you requisition. If you do not, no funding will appear on the printed requisition.
  • Once you choose Update or Save Line, the funding string will be edited to make sure the the project, program, department ID, fund, and account are a valid combination of funding.
  • If you receive any errors during the editing process, click on the help link at the very bottom of the page (below the gold bar) to be taken to http://kb.wisc.edu/helpdesk/page.php?id=7044 which links to detailed descriptions of error messages and who to contact for further assistance.
  • Once the funding has been added, the total funding amount listed near the top of the screen will be updated.
  • Do not proceed to print unless your total requisition amount and total funding amount match.  Repair the error before printing and submitting the requisition as Purchasing will not be able to process requisitions where the total amount and total funding amount do not match.
  • NOTE: Do not hand write any funding information on the requisition.  Be sure that the requisition being submitted has funding information entered into the requisition generator as Purchasing will not be able to process the order without it.

8. A print dialog box (as shown below) will appear. Choose “Open” to open and print the document.

9. Your final document will open in Adobe Acrobat (as below) and can be printed and saved. The file is automatically named as the requisition number (101k684.pdf in this example). Print the number of copies specified by your Dean’s office and have the final requisition document routed and signed according to your Dean’s office procedures.

10. Close or save your requisition and then use the “Go to Main Menu” button at the bottom of the screen (shown below) to return to the main menu and create another requisition or use the other navigation buttons to make any changes to your requisition.

11. For further information, see the Frequently Asked Questions or Obtaining Help for the Requisition Generator

How to log into the Requisition and Number Generator in MyUW

Logging into the Requisition and Number Generator

Logging into the Requisition and Number Generator

Login to the Requisition and Number Generator through My UW at http://my.wisc.edu using your NetID and password. If you do not already have a NetID and password, choose the “Activate your NetID” link to begin. For any questions pertaining to My UW logins or problems activating your NetID, please contact DoIT’s Help Desk at 264-HELP.

Determine if the Requisition and Number Generator appears in MyUW home. Any payrolled individual at UW-Madison should be able to search for the widget and add it to MyUW home.

If the widget is not found, search for “requisition” in the search bar at the top of the site and click on the search icon.

myUW-searchRequisition screenshoot

Find the Requisition and Number Generator widget from the list and click on the “Add to home” link.

Requisition and Number Generator widge screenshot

Return to MyUW Home and find the Requisition and Number Generator widget. The content and its arrangement on the page can vary and the widget can be easily moved to any desired spot.

myUW-reviewReqGenWidget

Choose one of the links within the widget to begin to generate external requisitions, internal work orders, or to request requisition numbers.

Please use our  Requisition and Number generator user guide for more related questions.

How To Obtain Shipping Services at UW-Madison

How To Obtain Shipping Services at UW-Madison

Overview

Shipping Services per the mandatory Department of Administration Contract 505ENT-O17-SMLPAKGDLV-00.

NOTE: The State of Wisconsin, Department of Administration has an existing contract with Spee Dee Delivery (505ENT-O11-SMLPAKGDEL-01) that is mandatory for Wisconsin State Agencies. This DOA contract will limit the use of this contract by the State Agencies (i.e. DOT, DOC, DNR, etc.) to the extent that Spee Dee can provide services necessary.


*** Complete View will be discontinued as of June 1, 2017. Please email freight@bussvc.wisc.edu to set-up or gain access to a Campusship Account. ***

Frequently Asked Questions

What do I do about service areas that UPS cannot handle, such as delivery of animals?
We understand that there are some service elements that UPS does not provide, i.e. animal transport, the transportation of some items that are considered “hazmat” or regulated items. However, UPS is able and willing to meet with any and all departments to talk to you about what you are shipping and to work with you at competitive rates to offer you service solutions meeting your needs. Our request is that you give them the opportunity to meet with you to see if they can meet your needs at prices that match your budgets.

If I’m currently using MDS to ship my UPS packages, can I still use that service?
MDS services are still available and will continue to be available to those Departments who want to continue using that service. Advantages include a one stop source for Departments who do not have equipment or staff to weigh, measure and label items for shipment. It also provides a single source for problem resolution if issues arise.

What are my payment options?
UPS Campusship online system allows users the options of using Pcard, Direct Charge and purchase orders as means of payment. The Pcard is the preferred method of payment. UPS will meet with individual departments to help set up profiles with Pcard, Direct Charge UDDS or PO numbers embedded in the profile to help avoid administrative payment issues that have come up in the past with non electronic options.

How do I find the UPS drop boxes nearest to my location?
To find the nearest UPS location to drop off your packages, please consult the Find Locations feature on the UPS Website at http://www.ups.com/dropoff?loc=en_US.

Can I give my UPS account number out to others to ship documents/items where I will be paying for the shipping charges?
Yes, the UPS account number can be given to vendors or customers who want to take advantage of our rates and terms of agreement. UPS offers the added benefit of “reversing charges” in the event an account number was used inappropriately by a company or individual.

Is there any help documentation available on the UPS CampusShip program?
The CampusShip Quick Start guide is available for download as a .pdf document. For further information on this program, please contact upsshippingsupport@ups.com (800-553-1118)


How To Obtain Shipping Services at UW-Madison

Getting Started:

To get setup with a UPS account number and begin shipping using CampusShip. Complete the User Setup Form. To have UPS staff come to your location to provide training, please contact Sales Representative Michael Geboy at 414-861-1368 or mgeboy@ups.com. For UW-Madison contract information, please contact Marty Rostermundt at 608-890-3428.

Tracking/Customer Service: 800-877-1497

E-mail enterprisesupport@ups.com

UPS International Support: 800-782-7892

Technical support with Worldship or CampusShip: 800-553-1118

New accounts/billing/invoicing:

E-mail upsshippingsupport@ups.com
(Have the following information or portion of)
-Shipping system used (Worldship/CampusShip/UW General Logon)
-Account number and ship date
-Tracking number
-UPS invoice number and date

Ordering/Expediting: 877-284-1752 extension: 7375
Invoice Information: 877-284-1752 extension: 7375
Returns: 877-284-1752 extension: 7375
Customer Service: 800-742-5877 (24 hours a day / 7 days a week)

Fax: 262-792-3588
For information on funding in your CampusShip Account, see the Accounting Services memo.

Key Benefits of Shipping Services Contract:

  • CampusShip web based shipping site enables shipping and tracking from your desktop.
  • Ability to pay via the method most convenient to your Department (Procurement Card, Purchase Order, or Direct Charge).
  • UW customers receive UW reduced rates and can use a credit card for payment, eliminating the need for paper shipping documents.
  • Custom Solutions available based on individualized customer needs.
  • Pricing on par with or better than all competitors for all services available, including inbound shipments.
  • Reliable shipping options – UPS is ranked highest in customer satisfaction by J.D. Power and Associates for all types of package delivery, including air and international as well as obtaining the highest rating in any category (8.0) for on-time performance from Parcel Shipping and Distribution magazine’s “2003 Annual Best Practice” carrier survey.

How To Ship A Package Using United Parcel Service (UPS) Through SHOP@UW

Make sure your package is properly labeled and attach a separate piece of paper to the package containing the following information:

  • MD account number.
  • Date.
  • Department name and address.
  • Number of packages being sent.
  • Ship to address in the body of the form including the full street address (no P.O. Box) and zip code.
  • Name of contact person.
  • Telephone number of the contact person on the bottom.
  • Additional insurance needed (only first $100 is free).
  • How it is to be shipped (ground, next day air, second day air, three day select, etc.).

Call MDS at 608/497-4400 to notify us of a package pick-up.

NOTE:

  • Absolutely no Hazardous shipments can be sent through Shop@UW.
  • Shop@UW cannot ship collect packages.

How to Process Relocation Expenses

How to Process Relocation Expenses

Depending on the circumstances, relocation expenses may be paid in a variety of ways.  Use the chart below to identify the allowable payment methods based on the type of expense.  The dollar amount allowed for each move must be established and approved by the Divisional Business Office prior to the move.  The Relocation/Temporary Lodging Pre-Approval Form may be used in lieu of a letter of approval prepared by the Divisional Business Office.  For more information, see the Relocation policy.

Type of Moving Expense

How to Process

Direct Costs

Purchasing Card: Up to 80% of the estimate may be paid in advance or vendor may be paid in full after the move is completed.

Direct Payment Form: Up to 80% of estimate may be paid in advance.

 

Purchase Order: Department sets up Positive Approval Payment Purchase Order, vendor invoices and university pays in full after the move.

 

Personal Funds (out-of-pocket): Employee pays all relocation expenses (or remaining 20%) when due and submits expense report in e-Reimbursement after the move.  Use the employee profile, selecting “Relocation” for the Business Purpose and the appropriate Relocation Expense Type.  If the employee profile is not yet available, request a Non-employee profile.

Office/Lab Equipment

Purchasing Services must be contacted in advance to process a requisition for moving office and lab equipment.

Indirect Costs*
(Stipend)

e-Reimbursement: If the individual is approved for a stipend, use his/her employee profile, selecting “Relocation” for the Business Purpose and “Relocation – Stipend” as the Expense Type.  If the employee profile is not yet available, request a Non-employee profile.

Temporary Lodging*

Personal Funds (out-of-pocket): Employee pays all temporary lodging expenses when due and submits expense report in e-Reimbursement.  Use the employee profile, selecting “Relocation” for the Business Purpose and “Relocation – Temporary Lodging” for the Expense Type.  If the employee profile is not yet available, request a Non-employee profile.

* Using Relocation Expense Types in e-Reimbursement ensures that taxable claims are automatically processed on the employee’s W2.

 

Contacts

Travelers and departmental staff should contact their respective Divisional Office for policy and procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.

How to Handle Unrecognizable Purchasing Card Charges

How to Handle Unrecognizable Purchasing Card Charges

At the end of each purchasing card cycle, Cardholder Statements are generated in Access Online. As the cardholder, it is your responsibility to follow-up on any unrecognizable transactions that post to your account.  Depending on the transaction that posts, the steps taken may vary. If you discover an unrecognizable transaction on your Cardholder Statement, please do the following:

1) Verify that the purchase was not made by one of your Designated Users. If it was, collect the required documentation from the Designated User and attach it to the statement. If not, proceed to the next step.

2) Determine if you have conducted business with the vendor in the past:

  • If YES: Perhaps the vendor double-billed or over-billed you. Contact the vendor and see if they are willing to rectify the situation. If not, work with your site manager to dispute the transaction via Access Online. Depending on the reason for the dispute, you may be required to sign off on a transaction summary printout from Access Online and send it to the bank. The disputed amount will be credited to your account and US Bank will continue to work with the vendor to resolve the error.
  • If NO:  If you do not recognize the vendor, it is likely that your card was compromised and the transaction is fraudulent. Contact the US Bank Fraud Investigations Unit at (800) 523-9078. The bank will initiate a fraud claim and send out a fraud form that you will need to complete and return to US Bank. The contested amount will be credited back to your account, the account will be closed and a new card will be sent directly to your department address.

How to Sell, Dispose of, or Trade In an Item or Piece of Equipment

How to Sell, Dispose of, or Trade In an Item or Piece of Equipment

Purchasing Services has the SOLE authority for disposal of surplus and abandoned property at UW-Madison (other than titled and licensed vehicles which are handled by the Department of Administration – refer to PPP 17). When possible all surplus property sales are conducted at the SWAP (Surplus with a Purpose) Warehouse, located at 1061 Thousand Oaks Trail, Verona Wisconsin.

Sales and Disposal of surplus items:

For most items, the process begins by contacting SWAP via the completion of a Surplus Property Pick-Up Request Form. SWAP collects all reusable, repairable or salvageable surplus equipment from the UW-Madison campus and state agencies in the Madison area, but will NOT collect items which are unsafe to handle or intended for recycling or disposal by another State department. Please consult the guide below for more information and contact SWAP if you are unsure whether or not they are able to collect your materials. Depending on the value and type of items received, SWAP may choose to list items in their inventory and/or an online auction. Profits from the sales will be returned to departments according to the current SWAP revenue sharing rate.

 Items Collected by SWAP:

  • All computer equipment, regardless of condition or age
  • Computer Monitors ($7 ea. charge)
  • Televisions ($10 ea. charge)
  • Freon-containing equipment – refrigerators, freezers, air conditioners ($10 ea. charge)
  • Functional office supplies (please sort)
  • Copiers and Large Printers ($.20 per lb if over 50 lbs and unsalable)
  • Complete and functional office furniture (e.g., desks, chairs)
  • Clean, reusable labware
  • Non-hazardous Lab Equipment
  • Books
  • Tools and hardware
  • Electrical equipment, including motors regardless of condition
  • Appliances regardless of condition

 Items NOT Accepted by SWAP:
Contact SWAP for alternative disposal options.

  • Liquids, powders, or aerosol sprays of ANY kind
  • Mercury-containing equipment
  • Asbestos-containing equipment or material
  • Dismantled Modular Workstations
  • Incomplete or broken furniture (desks with missing drawers, broken chairs, etc.)
  • Mattresses
  • Sharp hazards as defined by Safety Department (needles, broken glass, etc.)
  • Contaminated lab ware and equipment with radioactive sources
  • Plate glass (handling hazard)
  • Dismantled Shelving
  • Paints, paint removers
  • Light Fixtures and fluorescent bulbs

For information on the disposal of hazardous materials or animals (live or dead), please contact the UW Safety Department at 262-8769.

Trading in an item:

For items which will be associated with a formal bidding process, trade in language can be added to the bid as a part of the package. Alternately, SWAP may provide a better return on your investment by offering the item for sale to a targeted audience. If you are interested in trading in a piece of equipment, please contact the purchasing agent responsible for that commodity area to discuss the trade and determine if it will offer the best value for your items. University departments are NOT authorized to trade in or dispose of state property to persons or organizations outside UW- Madison without Purchasing Services approval.

For more information:

See PPP18 (Disposal of Surplus University Property), contact SWAP, or contact the purchasing agent responsible for the items you are interested in disposing of or trading in.

How To Obtain/Apply for a Taxpayer Identification Number for Non-Resident Aliens (NRA’s) Receiving Any Payment From UW-Madison

How To Obtain/Apply for a Taxpayer Identification Number for Non-Resident Aliens (NRA's) Receiving Any Payment From UW-Madison

All persons receiving tax reportable payments from UW-Madison must have, or have applied for (proof required), a United States Taxpayer Identification Number (TIN). For individuals the Taxpayer Identification number can be a Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN). For businesses the Taxpayer Identification Number is an Employer Identification Number (EIN) or a Federal Employer Identification Number (FEIN).

The flowchart below outlines the requirements for obtaining or applying for a Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN) for all Nonresident Aliens (NRA’s) that are being paid through the University of Wisconsin.

As stated in the flowchart, please make sure that if your nonresident alien visitor needs an SSN or an ITIN that you plan ahead of their visit and schedule appointments ahead of time to have them apply for their numbers. The University of Wisconsin ITIN Acceptance Agent requires appointments for all ITIN applications. Please do not send your foreign visitors or students to the University of Wisconsin ITIN Acceptance Agent without appointments.

Download PDF of flowchart.