UW–Madison employees can document a report of fiscal misconduct by completing the UW–Madison Fiscal Misconduct Reporting form (PDF) and submitting it to FiscalMisconduct@bussvc.wisc.edu.

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. These acts carry legal implications for the university employee, both as an employee and as a citizen, and increase the risk to the operations and reputation of the UW System.

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. Instances of fiscal misconduct to be reported and reviewed include, but are not limited to:

• theft or embezzlement of any UW-Madison or UW System funds or resources
• bribery, kickbacks, and bid-rigging
• misappropriation, misapplication, destruction, removal, or concealment of funds or resources
• improper handling or reporting of financial transactions
• credit card and travel expense fraud
• forgery, falsification, or unauthorized alteration of financial documents or records

When managing or using the university’s fiscal resources, employees, and agents of the University are expected to:

• act in accordance with all applicable laws, regulations, and policies with respect to the handling of UW–Madison funds or resources
• aid in the detection and prevention of fiscal misconduct
• be familiar with the types of fiscal misconduct that could occur in their area
• be attentive for suspected instances where fiscal misconduct might exist in their unit
• promptly report any known or suspected fiscal misconduct.

UW–Madison employees who report an actual or suspected instance of fiscal misconduct in good faith shall not be subject to any adverse employment action including separation, demotion, suspension, or loss of benefits because of the report.

Reports and investigations will be kept confidential to the extent possible, consistent with University policies, applicable laws, and the need for an investigation.

References

• UW System Administrative Policy 304, Fiscal Misconduct
• UW System Administrative Procedure 304.A, Fiscal Misconduct: Reporting and Review Process
• Regent Policy Document 20-22, Code of Ethics
• Regent Policy Document 25-3, Policy on Use of University Information Technology Resources

The University of Wisconsin is an agency of the State of Wisconsin and, as such, does not provide credit information.

The State of Wisconsin has enacted prompt pay legislation (Wisconsin Statute 16.528) which requires the University (as a state agency) be responsible for the payment or dispute of invoices within a timely manner (30 days).

When requested, we provide credit references for hotel contracts, please contact Purchasing Services for more information.

Please provide the following letter to vendors who are requesting credit information or for you to complete a credit application.: Download Letter

 

The State of Wisconsin has very strict rules relating to printing services imbedded in the constitution. This being the case, purchasing a printing job is NOT intuitive. To further compound things there are mandatory state contracts through the State Department of Administration.

Regrettably faculty and staff are NOT authorized to directly purchase printing over $49.99 from outside vendors.

Printing must be ordered through Digital Printing & Publishing Services (DP&PS, formerly DoIT Printing). This applies to all printing jobs, including quick copy/duplicating and photocopying.

Using DP&PS

If you have camera-ready copy, you may take the job directly to DP&PS/DoIT, which is an actual printing facility. They are capable of completing most jobs on site and also work closely with printing contractors.

Both offices are the authorized printing purchasing offices and orders to them should be processed on internal requisitions.

Using Campus Copy Centers

Use campus copy centers to complete any duplicating jobs when possible.

Purchases Involving Purchasing Services

Purchasing Services only handles printing related items; e.g. binders with printing, diplomas, bookbinding, image-setting, promotional items with printing on them, etc. Orders for these items that can’t be put on a Purchasing Card (P-card) should be processed using an external requisition.

For more information

Refer to policy UW-3044 Printing-Related and Printing Services for more in-depth information. Please contact DP&PS or Purchasing Services with questions.

The photocopier contract is a mandatory state contract done by the Department of Administration (DOA).

Please visit the Vendornet copier contract, which is divided into sections, and use the following instructions to make a selection.

• Go to Pricing/Accessories/Machine Features, which is an Excel spreadsheet and select the volume band most appropriate for your needs or reach out to the contact person for the brand/s you are interested and have them provide a recommendation.
• Your choices are either lease or outright purchase.  There are two machines for each band. If at all possible, visit and talk to the dealer to see the machine in action and to ask questions. Ask for references of other University departments or State agencies using the equipment. Once the appropriate copier for your needs has been selected, do an external requisition to the contractor for that model. Allow approximately two – four weeks from the time the contractor receives the order until delivery is actually made. Always include the cost for maintenance on your requisition whether you choose lease or purchase.

For questions, please contact Purchasing Services.

Action	Definition	When to Use
Proof of Payment	A proof of payment is to verify if a check has been cashed. If the check has been cashed we will receive a copy of the check (front and back showing the endorsement). This process takes approximately one week.	Check never received Check stolen or lost Vendor never received check
Stop Payment Reissue	Is used if it has been over 30 days since check was sent out and vendor never received check. Or check was sent to foreign country with the wrong address.
Stop Payment	A stop payment is used for a check that will be going out of our office that should not be paid. This is something that is caught before the check goes out. For this, please contact Accounting: 21 N Park St., Suite 5301 Phone: (608) 262-9681	Product not received or incomplete

Use the Check Action Form

The State of Wisconsin has a mandatory cellular telephone contract with US Cellular. The ordering of all service requests and billing is done through DoIT.

DoIT information on cellular service (mobile)

If you are ordering upgrades to equipment or do not want one of the free telephones available for new service, please issue an External Requisition and forward through the regular channels to order this equipment.

If you are interested in obtaining a cellular phone to use when you are out of the country, please contact Caleb Hall for further information on what would be involved to obtain a waiver.

Download How To Document

1. All accidental property damage in excess of $500, should be reported to propertyclaims@bussvc.wisc.edu within 24-48 hours.
2. If there is theft or vandalism, you must call the local law enforcement agency.
3. Losses that may exceed $10,000 must be reported as soon as possible to propertyclaims@bussvc.wisc.edu.
4. You will need to follow up with a formal report using the Property Loss Report (Word doc). You will also need to submit copies of repair estimates, replacement costs, clean-up costs, police reports and lightning loss affidavits, as applicable.
5. Claims must be concluded within 90 days. If this is not possible, arrangements must be made ahead of time with propertyclaims@bussvc.wisc.edu.

More information on insurance programs

1. Login to the Bursar’s Office Secure Website(use your NetID and password).
2. Type the name of your department in the first entry box.
3. In the “FileType” field, choose the radio button next to the type of file you will be uploading.
4. In the second entry box, enter the complete file name, or use the “Browse” button to select the file.
5. Click the “Submit Form” button.

Please follow the instructions below for filling out the scholarship submission spreadsheet provided on this website:

1. The field lengths provided in the spreadsheet format (see below) are the greatest allowable values. For example, NAME cannot be more than 30 characters.
2. Fall/Spring item types must begin with 15 or 16. Summer item types must begin with 18. For example: 15010 or 18010.
3. Please do NOT include more than one Item Type and one Term per Excel file that you upload. Files generated from the Common Scholarship Application (CSA) may allow for more than one Item Type or Term. It is the Department’s responsibility to review the file and as needed split it into multiple files (per Item Type and Term) for upload.
4. “NAME” must be entered in the spreadsheet format provided below. This will enable searching by last name in WISDM.
5. Submit the file using the Bursar’s Office Secure Website . Instructions on how to submit the spreadsheet are available here. NOTE: We will not be accepting the file via email.
6. The “SYS ID” field refers to the ID found in SIS. It typically begins with three zeroes (000). The program will not recognize payroll IDs or campus IDs when uploading scholarships.
7. The “TERM” field should be filled out using the term code chart on the right of the scholarship form.
8. The “PROGRAM” field should always be 9 (FINANCIAL AID) and account code should be 5711 (SCHOLARSHIPS/FELLOWSHIPS AID). This is because all scholarships are considered Financial Aid.
9. Before submitting any upload, please verify all information is correct, including:
   • Verifying citizenship: International students (Non-Resident Alien) must have taxes deducted from their scholarships. Consequently, these scholarships need to be processed through payroll and not by the Bursar’s Office. Please refer to the Accounting Services website for more information: Scholarship Payments to NRAs.
   • Validating all fundings: Please make sure the combination of fund, account code, program code, department, and project are valid for processing via JET. You can perform this test in WISDM at the path below: Main Menu—>Other—>Funding Validation/Inquiry.
   • Verifying enrollment: Students must be enrolled in order to receive a scholarship.

---

SPREADSHEET FORMAT

---

Field Name	Maximum Length	Sample Data
ITEM TYPE	Numeric	15000
SYS ID	10 characters	0004005955
TERM	4 characters	1072
AMOUNT	Numeric	750.00
ACCOUNT	4 characters	5711
FUND	3 characters	233
PROGRAM	1 character	9
ORG	6 characters	070620
PROJECT/GRANT	7 characters	233HJ04
NAME	30 characters	Doe, John J