100 Non-Sponsored Centralized Accounts Receivable Policy

Non-sponsored accounts receivable for both internal and external sales is managed centrally in the Division of Business Services (DoBS).

UW-Madison Administrative Policy
Policy # 110
Capital Equipment Policy

Effective Date: June 1, 2020
Last Updated: June 1, 2020
Last Reviewed: June 1, 2020
Next Review: TBD

Functional Owner: Director of Financial Information Management
Executive Sponsor: Asst. Vice Chancellor for Business Services
Policy Contact: Supervisor Central AR for Non-Sponsored Billing, 608-890-1328, Email : uwmsnar@bussvc.wisc.edu


Policy Summary

Non-sponsored accounts receivable for both internal and external sales is managed centrally in the Division of Business Services (DoBS). Departments are responsible for creating accurate, timely billings in the PeopleSoft Shared Financial System (SFS) at the time the goods or services have been provided and not at the time the payment is received. Departments must have appropriate financial internal controls when working with accounts receivable. DoBS will manage invoice generation, adjustments, cancelations, write-offs, collection efforts and payment applications in collaboration with UW-Madison divisions and departments.

This policy is not guidance for grants, tuition or student housing revenues.


Policy Application

The SFS Accounts Receivable and Billing System is currently being rolled out to UW-Madison departments for all non-sponsored accounts receivable, including internal and external customers. The use of SFS for non-sponsored billing and receivables was launched in November of 2018 and will be introduced campus-wide in the coming months/years – unless otherwise agreed upon with the Division of Business Services.


Rationale

To comply with State of Wisconsin DOA accounting manual (07-01), through the centralized timely collection of non-sponsored receivables. To minimize the exposure of uncollectible receivables and to increase the integrity of the financial statements through consolidation of receivables and revenues.


Policy Detail

Departments will upload bills to SFS using a shared customer file. DoBS will generate invoices from the uploaded bills and process all transactions related to the invoices from that point.

The shared customer file will be managed centrally by DoBS. Payment terms will be established and managed centrally.

DoBS is responsible for the collection of non-sponsored receivables in collaboration with UW-Madison divisions and departments as outlined in procedure 100.4. This includes uploading invoices to third party accounts payable companies. Outstanding balances of any non-sponsored receivables may be referred to either a third-party collection agency or the State of Wisconsin’s Department of Revenue. Wisconsin’s Department of Revenue will be used for collection efforts if the DoBS has a Tax-ID for the customer that can be helpful to the DOR. Otherwise the third-party collection agency will be used.

Forms of payment include check, credit card, ACH and Wire transfers. Credit card fees that result from payments on invoices will be charged to the department for that invoice on a monthly basis.

Any adjustments, cancelations or write-offs will be processed centrally and must include valid explanation and documentation as outlined in procedures 100.3 and 100.4. Write-offs of $1,000 or more will require dean or director and DoBS approval and approval from UW System Administration.

It is the responsibility of the department to correctly charge sales tax on bills per the state of Wisconsin sales tax policy.


Supporting Procedures and Templates


Definitions

  1. Bill – A bill is a document created when a sale is made. A bill becomes an invoice when a balance is due. For the purpose of this policy, intra-unit bills (Madison department to Madison department) never become invoices because the bill is paid at the same time the bill is created.
  2. Invoice – A bill becomes an invoice when the bill is delivered to the customer and creates a balance due.
  3. Accounts Receivable – An asset that refers to the amount due from a customer for the sale of goods or services, when the goods or services have been delivered to the customer and payment is not received by the seller.
  4. Accrual Accounting – A basis of accounting that recognizes revenue when earned, and expenses when incurred, regardless of when cash changes hands.
  5. Write off – Write off relevant to this policy means that we cannot collect on the outstanding balance for an invoice. Types of reasons for a write off would include a customer in bankruptcy or deceased, or the debt has reached the age where we can legally no longer attempt to collect payment (statute of limitations).
  6. Cancellation – Canceling an invoice should only be used when an error has been made on the bill. An error can include the incorrect customer, contact or location identified on the bill. A duplicate bill for services already invoiced would be a good reason to cancel the bill.
  7. Adjustment – Adjusting the bill should be reserved for errors in amounts invoiced. Such as charging the wrong rate for a service or the wrong quantity ordered.
  8. Refund – The process of returning money to a customer as a result of overpayment for goods or services.

General Responsibilities

Division Chief Financial Officer (CFO) – Coordinates the designation of billing specialist(s) for their division and provides oversight and support to the billing specialist(s) in execution of their responsibilities.

Accounts Receivable and Billing Manager – Coordinates rollout of AR/BI modules to campus divisions and provides troubleshooting, reporting, analysis and guidance on invoicing and collection efforts.

Accounts Receivable and Billing Accountant – Responsible for the overall processing of Accounts Receivable & Billing assigned to the University of Wisconsin – Madison. Duties include establishing and maintaining a customer database, training, troubleshooting and to ensure accurate accounting and reporting.

Billing Specialist – Responsible for the departmental functions in the AR/BI module in SFS.  Duties include verifying and submitting customer requests as needed, bill generation, and collaborating with the AR/BI Manager and AR/BI Accountant on collection efforts and inquires.


Links to Related Policies

121 Unclaimed Deposits Policy

This procedure applies to all UW-Madison departments that accept and request payment for goods or services provided. This procedure should be understood by all employees responsible for claiming deposits and reconciling their department's accounts receivable.

UW-Madison Administrative Policy
Policy # 121

Effective Date: July 1, 2020
Last Updated: May 15, 2020
Last Reviewed: May 15, 2020
Next Review: May 15, 2021

Functional Owner: Cash Management, Business Services

Executive Sponsor: Asst. Vice Chancellor for Business Services

Policy Contact: Cash Management: cashmgt@bussvc.wisc.edu


Policy Summary

The University of Wisconsin-Madison receives deposits daily in the form of domestic and international wire transfers, Automated Clearing House (ACH) credits, check deposits, and cash deposits. These funds are deposited into the University’s main deposit account at US Bank. The intended recipients of these funds are various departments across campus. The existing process requires campus departments that are expecting funds to submit to Cash Management a completed Incoming Department Wire/ACH Form or Check Deposit Form in advance of the deposit to allow for timely and accurate distribution of the funds deposited. However, there are times when the required form is received by Cash Management after the deposit is received, or the form is never received. This results in the funds remaining unclaimed for an extended period of time or never being claimed.


Policy Application

This procedure applies to all UW-Madison departments that accept and request payment for goods or services provided. This procedure should be understood by all employees responsible for claiming deposits and reconciling their departments accounts receivable. This includes directors, deans, department managers and chairs, and department accountants and financial specialists.


Rationale

Unclaimed deposits are transferred to and held in the Unidentified ACH/Wires project PRJ38CM until they are claimed by a department on campus and the appropriate documentation is provided. The Cash Management team makes every reasonable effort to determine the appropriate recipient of unclaimed funds.

Steps taken to identify the appropriate recipient include:

  • Reviewing the information provided in the bank remittance detail;
  • Contacting campus department who have previously claimed deposits from the payer;
  • Contacting the payer of the funds to request information on the recipient;
  • Publishing a list of unclaimed deposits being held in the PRJ38CM account at least once monthly; and
  • Notifying the Financial Managers via email each time the list is updated.

The process to research these unclaimed deposits is time consuming and often unfruitful. Additionally, the maintenance of this holding account for unclaimed deposits requires monthly reconciliation at a minimum, manual tracking of deposits that have been claimed, and manual preparation of the transfer to distribute the deposits to the appropriate departments. Lastly, unclaimed funds collected in the previously mentioned holding account have no designated use such as consideration for budgeting, investing and financial planning purposes.


Policy Detail

Campus departments are responsible for notifying Cash Management of expected deposits and providing the appropriate documentation. Cash Management will make every reasonable effort, as discussed above, to determine the appropriate recipient of daily deposits received via domestic and international wire transfers, ACH credits, check deposits, and cash deposits. Deposits which remain unclaimed at the end of each day will be transferred to the PRJ38CM holding account.

Campus departments can claim deposits from the PRJ38CM holding account by providing Cash Management with the appropriate deposit claim form (i.e. Incoming Department Wire/ACH Form, Check Deposit Form) along with documentation to support ownership of the deposit such as an invoice.

All unclaimed deposits that have been claimed will be transferred from the PRJ38CM holding account to the appropriate funding string on a monthly basis at a minimum. At this time, an updated list of all unclaimed deposits will be published and Financial Managers notified.

The list of unclaimed deposits can be accessed here.

Beginning July 1, 2020, on a prospective basis, any unclaimed funds held in project PRJ38CM that are older than 12 months at the end of each fiscal year, June 30, will be transferred to a General Fund miscellaneous revenue account for redistribution to priority program areas as established by the executive leadership. Once this transfer occurs, these funds can no longer be claimed even after providing supporting documentation and substantiating the claim except for claims made by external entities.

The following timelines have been established to claim balances as they currently appear on the unclaimed deposits listing:

AGING OF FUNDS DEADLINE TO CLAIM
Fiscal Year 2019 and Newer Balances June 30, 2021
Fiscal Year 2018 and Older Balances September 30, 2020

In rare circumstances, departments may request to claim funds that have already been transferred from PRJ38CM to the General Fund; however, such exceptions will be assessed on a case by case basis and the decision to approve such requests is at the sole discretion of the Assistant Vice Chancellor/Controller.


Supporting Tools


Link to Related Policies

 

323 Relocation

The purpose of this policy is to define and establish University of Wisconsin-Madison requirements for the procurement and payment of household relocation costs and costs associated with temporary and indefinite work assignments.

UW-Madison Administrative Policy
Policy # 323

Effective Date: Jan 1, 2018
Last Updated: Jan 1, 2018
Last Reviewed: July 1, 2019
Next Review: Jan 1, 2020

Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Controller, Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.


Policy Summary

The purpose of this policy is to define and establish University of Wisconsin-Madison requirements for the procurement and payment of household relocation costs and costs associated with temporary and indefinite work assignments.


Who This Policy Applies To

This policy applies to all faculty and staff when relocation and related travel costs are funded in full or part by the University or when temporary or indefinite work assignments are made.


Rationale

It is the policy of the University of Wisconsin Madison to allow institutions to reimburse relocation, related travel and temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion, in accordance with IRS regulations. This policy identifies allowable expenses related to relocation and temporary or indefinite work assignment away from the employee’s headquarters’ location.


Policy Detail

Relocation expenses for employees may be provided dependent upon availability of funding. The approving authority and the following policy provisions will determine the total amount provided for relocation.

I.Taxable Reimbursement. In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes.

II. Eligibility. At the discretion of each UW institution, reimbursement of relocation expenses may be authorized for new or presently employed employees assigned to new locations by transfer or promotion. Reimbursement is not authorized for employees appointed as University Staff Temporary (formerly limited term employees (LTEs)).

Reimbursement of expenses or payment of an Employee Relocation Award is mandatory when the appointing authority requires the employee to change residence location because the employee is ordered to relocate or is promoted to a different position within University of Wisconsin-Madison, and the appointing authority determines the relocation or promotion requires the employee to change residence. It should be determined whether it is in the best interest of the University to provide payment or reimbursement for relocation and travel expenses. The following circumstances should be considered:

  • Are the individual’s skills in critically short supply? If yes, is payment usually available from competing employers?
  • Is the labor market tight for this particular position?
  • Does the individual rank above all other candidates in a combination of training, experience, and personal qualities?
  • Will the best qualified individual for the position be unable to accept the institution’s offer for financial reasons unless relocation expenses are paid?

Other eligibility considerations:

  • Payment or reimbursement is on a permissive basis, at the discretion of the new Appointing Authority, for an employee who requests a transfer or demotion and relocates as a result.
  • Payment or reimbursement is on a permissive basis, at the discretion of the Appointing Authority, for an employee reporting to their first place of employment at the University of Wisconsin- Madison or reporting upon reemployment after leaving the University of Wisconsin- Madison.
  • Payment or reimbursement is on a permissive basis, at the discretion of the Appointing Authority, if the distance between the new place of employment and the old residence is at least 35 miles farther than the distance between the former place of employment and the former residence, and the distance between the new and former residence is at least 35 miles. If the appointing authority determines a relocation is a mandatory condition of employment, the minimum distance requirements are not applicable.
  • No more than two relocations may be reimbursed to an employee in a calendar year.
  • Unless otherwise authorized by the Appointing Authority, to be eligible for relocation payment or reimbursement, the employee must move no later than one year from the effective date of the appointment or the end of probation, whichever is later.

III.Reimbursement or Payment of Relocation Costs. An Employee may be paid an Employee Relocation Award for costs associated with a relocation. An Employee Relocation Award is a lump sum, one-time, tax reportable payment to an employee in lieu of reimbursing the employee’s expenses or directly paying vendors for the costs associated with the employee’s relocation including travel costs and temporary lodging. The intent is the Employee Relocation Award to be the only payment made by the University related to the employee’s relocation. An Employee Relocation Award is made through the University’s reimbursement process not more than 30 days in advance of the employee’s relocation (move) date. The payment of an Employee Relocation Award does not require receipts; but instead requires the Relocation Authorization Letter (See Section 6, University’s Responsibility below) be attached to the reimbursement request.

OR, the University may reimburse or pay the direct costs associated with the relocation, including the costs associated with self-moves, such as truck/trailer and containers, or a commercial moving carrier’s van line service. If self-move is selected, neither the employee nor the employee’s spouse or dependents may be reimbursed for their labor.

Allowable costs associated with the relocation may be reimbursed to the employee or, at the discretion of the institution, paid directly to the commercial carrier upon pre-audit of all invoices and receipts. When payment is made directly to the carrier, sales tax, which may be assessed on containers, must be deducted. The employee must substantiate all costs with an itemized bill of lading and paid receipts for direct costs.

A non-inclusive list of indirect costs that will not be paid include expenses related to house-hunting; the moving of goods not considered household goods such as farm equipment, livestock, motorcycles, automobiles, recreational vehicles, and pets; the moving of swing sets, jungle gyms, and other similar outdoor items and third party services for disassembly or assembly of these items; and storage for more than 30 days or any storage that is at the convenience of the employee. Please see the Relocation Expenses Chart.

The University may reimburse the transportation costs of the employee and immediate family. For moves within the continental United States, the amount of reimbursement for transporting the employee and immediate family members from the former residence to the new place of residence may not exceed the cost of one-way mileage for one automobile at the standard mileage reimbursement rate. The maximum allowable mileage reimbursement shall be based on one-way mileage using the most direct route. MapQuest and Google Maps are the standard tools for calculating mileage.

For moves to or from the continental United States, the cost of one-way airfare for the employee and immediate family members may be paid or reimbursed in lieu of mileage. Airfare must be purchased in accordance with Policy 311 – Air Travel.

IV.Temporary Lodging in Connection with a Household Move. An Approving Authority may authorize payment of temporary lodging for up to 45 days to an employee. Temporary lodging will be authorized only where circumstances require the employee to establish a temporary residence for reasons such as the temporary need to maintain domiciles in the old and new locations or where permanent housing is temporarily not available upon moving to the new headquarter location. The days for which temporary lodging allowance is provided need not be consecutive. Therefore, it is possible for the 45 days of temporary lodging reimbursement to extend over a period of time greater than 45 calendar days. All temporary lodging must be reserved and paid for in accordance with Policy 312 – Lodging at a rate not to exceed the University’s maximum for the location and dates of stay.

The designated headquarters city of an employee must be established and changed at the time the employee begins employment at the new location.

V.Piecemeal Moves. If an Employee Relocation Award is not paid the Approving Authority may approve reimbursement for piecemeal moves necessary to transport the employee’s household goods from the former residence to the new residence. The total cumulative reimbursed cost of moving household effects on a piecemeal basis may not exceed the amount which would have been charged if the relocation had been accomplished in one trip. To make that determination, an estimate showing the cost to accomplish the move in one trip must be obtained.

VI.Temporary or Indefinite Work Assignments. Reimbursements of expenses for “temporary” assignments away from the tax home are generally not taxable to the employee as this is considered travel. If the assignment is “indefinite,” the employee is considered to have moved his/her tax home to the new headquarter location. Reimbursements of expenses for “indefinite” travel are taxable.

The Internal Revenue Service looks at all facts to determine whether the travel assignment was intended to be temporary or indefinite. ( Rul. 93-86; Rev. Rul. 99-7). The table below provides a brief summary of temporary and indefinite travel assignments. Examples provided within the IRS regulations can be found in the document titled When “Temporary” Travel Assignments Become “Indefinite.”

Departments/Divisions should contact their Human Resources Offices to ensure appropriate approvals, accounting and tax related issues are addressed and in place prior to the starting date of the temporary assignment.

Departments/Divisions should account for each temporary assignment as a separate contract and use appropriate processing procedures (e.g., requisitions, billing).

University of Wisconsin-Madison employees on assignment to another agency or institution may be eligible to receive supplemental compensation in lieu of reimbursement to employees for meals, lodging, and transportation expenses, which may be paid directly to the employee with required deductions made or transferred for payment to University of Wisconsin-Madison.

Supplemental compensation for periods exceeding a one-year period will become taxable to the recipient at the time the University knows the agreement will exceed one year.

In the event that assignments change from temporary to indefinite, or indefinite to temporary, triggering a change in tax-ability to the employee, the institution’s Office of Human Resources must work with the UW System Service Center to ensure proper coding and tax treatment.


Consequences for Noncompliance

Failure to comply with UW-Madison Travel Policy or Procedures may result in disciplinary steps, up to and including dismissal.


Definitions

  1. Allowable Costs: Costs for which a relocating employee may be reimbursed under this policy.
  2. Appointing Authority: Chancellor of the UW Madison, or formally delegated designee.
  3. Approving Authority: Vice Chancellor, formally delegated division dean or director who approves expense reimbursements for relocation or temporary work assignments.
  4. Authorization Letter: A letter that specifically outlines and approves university funding for relocation expense types and amounts, including Employee Relocation Awards. The Authorization Letter must provide a maximum, not to exceed amount for the cost of the relocation.
  5. Direct Costs: Costs attributed to the relocation of household goods.
  6. Employee: Any individual who holds a faculty, academic staff, university staff, or limited appointment with any UW System institution.
  7. Headquarter Location: The official location where the employee’s work is performed on a permanent basis. Typically the campus or institution office.
  8. Indirect Costs: Costs related to the relocation process excluding transportation and temporary lodging.
  9. Employee Relocation Award: Tax-reportable payment to employee for relocation costs intended to represent the total relocation cost amount paid to the employee.
  10. Tax Home: The city or general vicinity where an employee’s primary place of business or work is located, regardless of the location of the employee’s residence. Tax home has an effect on the employee’s tax deductions for business travel.

Responsibilities

Approving Authority:  Prior to the move, the Approving Authority must authorize in writing the payment of an Employee Relocation Award, reimbursement for or direct payment of relocation costs, or temporary lodging expenses. Written approval is required prior to authorizing reimbursements to the employee.

When approving relocation expenses, the Approving Authority must review and approve the following information on a Relocation Authorization Letter using University letterhead:

  • Name of relocating employee
  • Reason for the move
  • Position
  • Specific amount of relocation funding for any of the following line items offered:
    • Employee Relocation Award and whether the Employee Relocation Award represents the maximum amount to be paid to the employee for the relocation
    • Direct Cost to be reimbursed related to commercial move services or self-move rental/supplies for the transportation of household goods
    • Transportation for the employee and immediate family
    • Temporary Lodging, including the number of days at a rate no greater than the University lodging maximum for the location and the rationale for providing temporary lodging

When approval for relocation expenses is granted, the Approving Authority must provide the relocating employee a copy of the Authorization Letter. The Authorization Letter must be attached to any relocation related request for payment or reimbursement.

Employee/Recipient:  Employees are responsible for completing the following tasks, as applicable, to be eligible for relocation payment or reimbursement:

  • Obtain the Authorization Letter from the hiring department. The letter approves the payment of the relocation expenses and also outlines the amount of funding. This documentation and any required receipts must be submitted to support payment or reimbursement of relocation costs.
  • Unless an Employee Relocation Award intended to cover all costs of the relocation is paid to the employee, or the employee chooses a self-move, the employee can use an approved commercial carrier for the relocation. UW System has a contract with corporate moving companies for substantially reduced rates. Please see the Employee Relocation Guide. If the employee elects not to use a contract vendor, the employee may select any carrier, but payment/reimbursement is limited to the lowest of three estimates, one of which must be from one of the UW contract carriers. The Contracted commercial carriers serve local, domestic and international move needs. Employees that are relocating should contact the commercial carriers far in advance to obtain quotes and schedule a move date.
  • Employees are advised that any piecemeal move (a move that requires more than a single trip) that the cumulative cost of moving household goods on a piecemeal basis may not exceed the amount which would have been charged if the relocation had been accomplished in one trip. To make that determination, an estimate from the contract commercial carrier showing the cost to accomplish the move in one trip must be obtained.
  • Work with the hiring department on all payment and reimbursement requirements.
  • Discuss the payment of an Employee Relocation Award for moving costs early with the hiring department.
  • Unless an Employee Relocation Award intended to cover all costs of the relocation is paid, airfare or temporary lodging must be reserved through the University’s travel program and using UW contract properties and pricing when available. Please see Policy 311 – Airfare and Policy 312 – Lodging.

Link to Related Policies


Revisions

Policy Number: 330
Date Approved: July 1, 2019
Revision Dates:

321 Cash Advances

Employees may request a Cash Advance to cover travel-related expenses when other payment methods are not available or practical.

UW-Madison Administrative Policy
Policy # 330

Effective Date: October 5, 2015
Last Updated: July 1, 2019
Last Reviewed: July 1, 2019
Next Review: Jan 1, 2020

Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Controller, Division of Business Services, Dan Langer
Policy Contact: Expense Reimbursement Program Manager, Division of Business Services, Graig Brooks graig.brooks@wisc.edu


Policy Summary

Employees may request a Cash Advance to cover travel-related expenses when other payment methods are not available or practical.  Employees must submit an Expense Reimbursement after travel to account for their expenses.  Any excess Advance must be refunded to the University.  Cash Advances must be fully reconciled within 30 days of the end of the trip.


Who This Policy Applies To

Faculty and staff seeking Cash Advances for travel expenses; staff approving and auditing Cash Advances


Rationale

The Cash Advance policy is designed to ensure Cash Advances are disbursed to approved recipients and reconciled in a timely fashion.


Policy Detail

I.Appropriate Use. Travelers may request a Cash Advance only if no other payment options are available or practical.  Employees may not have multiple outstanding Cash Advances at one time.

II. Approvals. In order to obtain a Cash Advance, employees must be approved by the Divisional Business Office and their account activated by Accounting Services.

III Limits. For individual travel, e-Reimbursement Cash Advances may not exceed 80% of the estimated expenses to be paid by the traveler.  Advances for group travel may equal 100% of the estimated expenses.

IV. Reconciliation. Cash Advances must be fully reconciled within 30 days of the end of the trip.

  • Traveler Responsibilities. Travelers must submit an Expense Reimbursement to account for the use of the advanced funds.  If advanced funds exceed actual expenses, the traveler must write a check back to the University for the difference.
  • Auditor Responsibilities. The Auditor who approved the Cash Advance is responsible for reconciling refund checks and ensuring they are deposited properly.

 


Consequences for Noncompliance

Failure to comply with UW-Madison Expense Reimbursement policy may result in disciplinary steps, up to and including dismissal.


Supporting Tools

e-Reimbursement: https://portal.sfs.wisconsin.edu 


Definitions

  1. Cash Advance – an Expense Report seeking a monetary advancement prior to a trip.
  2. Expense Reimbursement – an Expense Report seeking reimbursement for out-of-pocket expenses. Expense Reimbursements must be done to account for use of advanced funds.

Responsibilities

  1. Travelers – Travelers are responsible for reconciling Cash Advances within 30 days of the end of the trip. Travelers must not seek excessive Cash Advances and must refund any excess advancements promptly.  Advanced funds must be used prudently and in accordance with UW travel and purchasing policies.  Travelers are responsible for submitting Cash Advance requests in a timely enough fashion to allow for approvals and payment.
  2. Approver – Upon submission, Cash Advance requests are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, for reviewing Cash Advances for policy compliance, and for reviewing the funding being charged.
  3. Auditor – All Cash Advances are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Cash Advances for policy compliance.  Auditors are responsible for reconciling refunded payments related to Cash Advances.

 


Link to Related Policies


Revisions

Policy Number: 330
Date Approved: July 1, 2019
Revision Dates:

330 Business Meals

University funds may be used pay for group meals where UW business is conducted or the meal is otherwise supported by a UW business purpose.

UW-Madison Administrative Policy
Policy # 330

Effective Date: July 1, 2019
Last Updated: July 1, 2020
Last Reviewed: July 1, 2020
Next Review: Jan 1, 2021

Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Controller, Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.


Policy Summary

University funds may be used to pay for group meals where UW business is conducted or the meal is otherwise supported by a UW business purpose.  Business Meals may have a social element, but are primarily business in nature.  Payment/reimbursement for Business Meals on UW funding is limited to pre-determined rates.  Amounts in excess of these rates and alcohol are not allowable on UW funding and may be charged to the Wisconsin Foundation and Alumni Association if funding is available.

Note: NCAA funded travel has specific requirements, some of which may be less restrictive than University policies or rates. NCAA funded travel will be governed by NCAA policy.

Note: Sponsored projects (fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses. Please contact the Research or Sponsored Programs accountant for your award with any questions.


Who This Policy Applies To

Faculty, staff, students and non-employees traveling or using funds and/or resources administered by the University.


Rationale

This policy is designed to ensure prudent usage of University resources while minimizing the administrative burden for employees and support staff.


Policy Detail

I.Payable/Reimbursable Business Meals. Business Meals are payable/reimbursable when it is necessary to conduct UW business during a meal.  Common examples of payable/reimbursable Business Meals include:

  • Dinner with faculty members and a distinguished speaker after the speaker’s event
  • Lunch with an interview candidate and the interview committee
  • Lunch with a research team on-site when individual meals would be impractical or if research activities would be significantly disrupted if a meal were not provided

Note: For events that are catered, require a room/space rental, require a contract or charge a registration fee, see Hosted Events.  For events that are primarily social in nature, see Policy 340 – Official Functions and Expenses.

II.Payment/Reimbursement Rates. Payment/reimbursement of Business Meals using UW funding is limited to the following, per person, including tip:

Type of Meal Within Wisconsin Outside Wisconsin
Breakfast $12 $15
Lunch $18 $23
Dinner $30 $37

III.Use of Wisconsin Foundation and Alumni Association (WFAA) Funds. Amounts in excess of the allowable per person limits or expenses for alcohol may be charged to Wisconsin Foundation and Alumni Association (WFAA) funds, if available.  Alcohol reimbursement cannot exceed $25/person. The overall payment/reimbursement made with both UW and WFAA funds, including alcohol, may not exceed $100/person, including tip.

IV.Sales Tax. Sales tax is not payable/reimbursable for Business Meals in Wisconsin.  See Policy 500 – Tax Exemption for more information on sales tax in other states.

V. Tip: Tips are limited to 20%.

VI.Payment Methods. Payment for Business Meals with UW funding may be made via the Purchasing Card, My Corporate Card, or reimbursement for out-of-pocket expenses.  Any Business Meal expenses to be charged to WFAA funding must be made with either the My Corporate Card or reimbursement for out-of-pocket expenses.  Expense allocated to WFAA funding must not be paid with the Purchasing Card.

VII.Documentation Requirements. All Business Meals must be supported by an itemized receipt, an Event Form, an agenda and a list of attendees, including how each of the attendees is affiliated with the University.


Consequences for Noncompliance

The University will not pay or reimburse for any Business Meal costs that are non-compliant with this policy.  Failure to comply with UW-Madison policy may result in disciplinary steps, up to and including dismissal.


Supporting Tools


Definitions

  1. Business Meal: a breakfast, lunch or dinner with a UW business purpose attended by multiple individuals.  Business Meals are not catered, do not require a contract, and do not require a space or room rental.
  2. Business Purpose: provided explanation that adequately describes an expense as a necessary, reasonable, and appropriate business expense.
  3. UW Funds: funds controlled by the University of Wisconsin, including 233 funds (gifts).
  4. WFAA Funds: funds controlled by the Wisconsin Foundation and Alumni Association.

Link to Related Policies


Revisions

Policy Number: 330
Date Approved: July 1, 2019
Revision Dates:

07/01/2020 – updated policy language

500 Tax Exemption Policy

Individuals conducting official UW–Madison business may be exempt from payment of tax depending on their location and the circumstances of the purchase. Any personal use of university's tax exempt status is prohibited.

Statement of Policy:

Individuals conducting official UW–Madison business may be exempt from payment of tax depending on their location and the circumstances of the purchase. Any personal use of university’s tax exempt status is prohibited.

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses.  Please contact the RSP accountant for your award with any questions.

Tax Exemption within the State of Wisconsin

The Wisconsin sales and use tax law in s.77.54(9a) provides an exemption from payment of state, county and local tax. The department of Revenue has issued a tax exempt number for use by all UW System Institutions. Individuals may be asked to provide proof of tax exemption when conducting university business.

  • The tax exempt certificate should be used when making business-related purchases or advance travel reservations. For a copy of the tax exempt certificate, please visit the UW TravelWIse Portal and use the following navigation: Before You Go > Travel Process Standards > Sales Tax Exemption > Obtaining Wisconsin Sales Tax Exemption.
  • The Department of Revenue approved a tax exempt wallet card, obtainable from the Divisional Business Offices, which may be used in lieu of the tax exempt certificate when employees are in travel status. Employees are required to surrender the exemption cards to their department office when they leave the university or no longer travel on university business.

Lodging

Lodging within the state of Wisconsin is tax exempt when any of the following criteria are met:

For Employees:

  • The university pays for the lodging with a Purchasing Card or purchase order and provides the tax exempt certificate at the time of the reservation.
  • Reservations are made in the name of the university and the employee. All subsequent invoices or receipts must be in the name of both parties.
  • The employee pays for the lodging with personal funds (e.g. My Corporate Card, personal credit card, cash) and presents the tax exemption wallet card to the lodging establishment to verify business travel and tax exempt status.

For Non-Employees:

  • The university pays for the lodging with a Purchasing Card or a purchase order and provides the tax exempt certificate at the time of reservation. Non-employees who pay for business lodging with personal funds and subsequently file for reimbursement are not eligible for tax exemption.

Note: Vendors are not required to refund tax if the tax exemption information was not provided at the time of reservation or check-in. Travelers and those that arrange travel for others should make every effort to receive tax exemption, but, if unable to do so, taxes will be paid/reimbursed by the university.

Tax Exemption outside the State of Wisconsin

Several states allow the University of Wisconsin System an exemption on their sales and use tax. For a list of participating states please visit the UW TravelWIse Portal and navigate to Policies & Procedures. Tax exempt information is listed under Procedures & Operational Standards. Be sure to carefully read the Restrictions/Procedures provided for each state in order to determine what specific commodities are eligible for tax exemption in each location.

Contacts:

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

Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.

340 Official Functions and Expenses Policy

This policy establishes general parameters for holding and funding UW-Madison functions or expenses that are usually social in nature but directly related to University official business.

Official Functions and Expenses Policy
Policy #340

Effective Date: July 1, 2019
Last Updated:
Last Reviewed:
Next Review:

Functional Owner:
Controller, Division of Business Services, Dan Langer
Executive Sponsor: Vice Chancellor of Finance and Administration, Laurent Heller and Associate  Vice Chancellor, Finance, David Murphy
Policy Contact: Travel and Card Manager, Rusty Haines, Rusty.Haines@wisc.edu


Policy Summary

This policy establishes general parameters for holding and funding UW-Madison functions or expenses that are usually social in nature but directly related to University official business.

The source of funds for paying for all expenditures pursuant to this policy must be a gift, program revenue or trust fund such as 161, 233, 136, & 131 funds and not general purpose revenue (GPR) or Sponsored Funds (Grants).

All expenditures pursuant to this policy must be pursuant to University Purchasing Policy, pre-approved, in writing, by the appropriate Approving Authority by completing the designated Official Functions Pre-Approval Form.  The list of examples of Official Functions and expenses provided in this policy is not all-inclusive. All documents related to an Official Function or expense may be fully disclosed as public record to the extent required by state and federal open records laws.


Who This Policy Applies To

Employees of all UW-Madison schools, colleges, and auxiliary divisions including, but not limited to Deans, Directors, Financial Officers, and other campus leadership


Rationale

An Official Functions and expense can actively promote the University’s mission, support community value, and recognize and reward exceptional performance and service.  However, the University must govern the use of the specific funds used to pay for Official Functions and insure the appropriateness and reasonableness of all Official Functions and expenses.


Policy Detail

An Approving Authority may make reasonable and moderate expenditures (excluding alcoholic beverages) directly associated with a University Official Function and expense that may have a social component but substantially advances or contributes to the University’s mission.  An Approving Authority, in advance of expenditures being made, must formally authorize in writing expenditures related to an Official Function and expense.  The Approving Authority’s advance authorization can only be provided by completing an Official Function Pre-Approval Form to be attached to any request for payment or reimbursement.  Expenses pursuant to this policy will not be paid or reimbursed by the University or the Wisconsin Foundation and Alumni Association without a properly executed Official Function Pre-Approval Form.  The source of funds for expenses related to this Official Function or expense is a gift, program revenue or trust fund such as 161, 233, 136, & 131 funds and not general purpose revenue (GPR) or Sponsored Funds (Grants).

It is incumbent on the Approving Authority to know and understand the nature and full extent of any restrictions or requirements associated with the expenditure and the related allowed uses of the proposed funds, including consideration of donor intent, University Purchasing Policies, and Wisconsin Foundation Alumni Association purchasing policies The Approving Authority must document the justification for authorization. The Approving Authority must be prepared to defend the approval of a University Official Function or expense should there be an open record or audit related inquiry.

Examples of functions and expenses that may be considered appropriate are (not a comprehensive list):

  • Functions for parents of preregistering students.
  • Inauguration ceremony for a new Chancellor.
  • Functions for graduating classes and their parents.
  • Functions for community leaders, prominent visitors, legislators and officials, or leaders of educational programs.
  • Functions for Board of Visitors or officials from other public or private institutions.
  • Functions related to opening of new facilities and dedication ceremonies. Functions for officially recognized student groups. Link to University Official Student Groups
  • Recognition functions to honor distinguished faculty, staff and students for significant, meritorious achievements.
  • Faculty, staff and student recruitment events.
  • House hunting trip for faculty or staff (restricted to employee and one spouse/significant other/companion).
  • Employee recognition and morale/team building events such as honoring an employee retiring or separating from the University with at least 5 years of service and annual holiday/general appreciation events.
  • Nominal gifts, excluding gift cards and cash equivalents, related to employee major life events such as weddings, births, or death in a family.  Nominal gifts must be:
    • Flowers
    • UW-logoed items less than $50.00
  • Meal expenses associated with an Official Function up to $100.00 per person including alcohol expenses paid by the Wisconsin Foundation Alumni Association.
  • Lodging expense for non-University employees attending an Official Function that exceed the University’s lodging maximums for the location.
  • Airfare expense for non-University employees attending an Official Function are not restricted to economy/coach class fares.

Other Official Function requirements:

  • Any expense associated with a spouse/significant other/guest attending an Official Function is allowable if supported with a documented business purpose for the attendance of the spouse/significant other/guest and the cost of attendance is proportional to the value added to the event by the spouse(s)/significant other(s)/guest(s) attendance.
  • Any purchase of alcohol pursuant to this policy must be reimbursed through Shared Financial System (SFS), charged to Account Code 6240 and billed to the Wisconsin Foundation and Alumni Association (WFAA); or, via check request to Wisconsin Foundation and Alumni Association.

Expenses for University-related Foundations or affiliated organizations’ board of directors’ meetings and expenditures for pure social functions for faculty, staff, and students are not considered appropriate charges to any source of funds administered by the UW System.


Consequences for Noncompliance

Failure to comply with UW-Madison Official Functions and Expense Policy may result in non-payment of the Official Function or expense, employee personal financial responsibility for the cost of the Official Function or expense; or, disciplinary steps, up to and including dismissal.


Supporting Tools


Definitions

  1. Official Function and Expense: A reasonable and moderate expenditures (excluding alcoholic beverages) directly associated with a University Official Function and expense that may have a social component but substantially advances or contributes to the University’s mission.
  2. Approving Authority: The University Chancellor, Vice Chancellor, Dean, Division Chief Financial Officer or delegated Division Business Office Executive.
  3. Shared Financial System (SFS): The PeopleSoft enterprise resource system.
  4. Wisconsin Foundation and Alumni Association (WFAA): An entity that raises, invests and distributes funds for the benefit of the University of Wisconsin-Madison
  5. Pure Social Function: A function that does NOT have a University business connection; or does not substantially add or contribute to the University’s mission.
  6. Student Group or Organization: All student groups or organizations officially recognized by the University. See https://win.wisc.edu/organizations for a complete list.

Responsibilities

Approving Authority –

  • Reviewing the University of Wisconsin-Madison Policy 340, Official Functions and Expense, in its entirety.
  • Verifying the Official Function and Expense is a University sponsored event or expense that substantially advances or contributes to the University’s mission.
  • Verifying the source of funds for expenses related to an Official Function and Expense is a gift, program revenue or trust fund such as 161, 233, 136, & 131 funds and not general purpose revenue (GPR) or Sponsored Funds (Grants) .
  • Understand the nature and full extent of any restrictions or requirements related to the allowed uses of the proposed funds, including consideration of donor intent if the fund source is a gift.
  • Defend the approval of the Official Function and Expense should there be an open record or audit related inquiry.
  • Completion of the required Official Functions and Expense Pre-Approval form.

Link to Related Policies


Link to Policy History

This is a new policy.


Revisions

Policy Number 340
Date Approved
Revision Dates

 

322 Non-Payable/Reimbursable Expenses

This policy documents expenses not payable or reimbursable by the University. The list is not all-inclusive.322 Non-Payable/Reimbursable Expenses (formerly 201.M)

UW-Madison Administrative Policy
Policy # 322
International Travel Policy

Effective Date: October 1, 2015
Last Updated: July 1, 2020
Last Reviewed: July 1, 2020
Next Review: December 31, 2020

Functional Owner: Associate Vice Chancellor, Division of Business Services, Dan Langer
Executive Sponsor: Associate Vice Chancellor, Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.


Policy Summary

This policy documents expenses not payable or reimbursable by the University.  The list is not all-inclusive.

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses.  Please contact the RSP accountant for your award with any questions.


Who This Policy Applies To

Faculty, staff, students and non-employees traveling or using funds and/or resources administered by the University.


Policy Detail

I. Following is a list of expenses which are not payable or reimbursable with University funds:

  1. Professional License Fees
  2. Late payment penalties and interest on My Corporate Card
  3. Lost/stolen cash or personal property
  4. Traffic citations, parking tickets and other fines
  5. Locksmith charges on either fleet, rental or personal vehicle, except when fleet or rental vehicles experience mechanical problems
  6. Parking costs at the assigned workplace
  7. Additional charges for late checkout or un-cancelled pre-payments (unless justified)
  8. Airline, car, hotel, and corporate card club membership dues
  9. Childcare or other dependent costs
  10. Kennel fees
  11. Decorative Items – The purchase of decorative items (plants, paintings, flowers, etc.) from University-administered funds is allowable only if the items are placed in a general reception area frequented by students and/or the general public. Additionally, decorative items may be purchased for an event if the participant’s fees cover payment for the items. The purchase of items placed in employee lounges, assigned offices or other work areas are not allowable.
  12. Appliances for break rooms (e.g. microwaves, refrigerators, coffee makers) are allowable if they are part of an approved building project or they are replacing existing, faulty appliances. Appliances for individual use in private offices are not allowed.
  13. Flight insurance
  14. Trip insurance
  15. Services paid directly to an individual by the University are allowable; however, due to the tax implications, services may not be paid by employees out of pocket and then claimed for reimbursement.

Consequences for Noncompliance

The University will not pay or reimburse for any cost that is non-compliant with this policy.  Failure to comply with UW-Madison policy or procedures may result in disciplinary steps, up to and including dismissal.


Revisions

Policy Number: 322
Date Approved: 7.1.19
Revision Dates

7.1.20

  • Expenses which do not have a UW-Madison business purpose – covered in policies 310 and 320
  • Items that require a receipt and no receipt showing payment is provided – covered in policy 320
  • Alcoholic beverages – allowable on Foundation funding in some circumstances
  • Spouse or family member’s travel costs. Chancellor’s and President’s spouse and host may be allowable with justification and proper approval. – Allowable as an Official Function, in some circumstances
  • Personal telephone calls, personal internet charges, personal fax charges – covered in policy 313
  • Personal items and services, (e.g. toiletries, luggage, clothes, haircuts, etc.) – covered in policy 310, 313.
  • Avoidable expenses for non-business related activities, such as sightseeing tours, golf outings, etc. – covered in policy 316
  • Extra fuel costs incurred to have a vehicle rental vendors refuel vehicles at above market fuel rates – covered in policy 315
  • Additional charges incurred for personal reasons involving vehicle rentals – covered in policy 315
  • Excess cost of circuitous or side trips for personal reasons – covered in policy 316
  • Repairs, towing service, lubrication, etc., for personal vehicles – covered in policy 313
  • Meals included in the cost of airfare, registration fees – covered in policy 313
  • Pay-per-view movies in hotel/motel room – covered in policy 312
  • Personal entertainment – obvious, not necessary to mention
  • Extra costs for additional person(s) in room – covered in policy 312
  • Lodging cost at unlicensed facilities – covered in policy 312
  • Lodging within 50 miles of the headquarters city (unless properly justified and approved) – covered in policy 312
  • Extra baggage charges for personal items, such as golf clubs, skis, etc. – covered in policy 311
  • Greeting cards – potentially allowable under Official Functions
  • House hunting expenses – potentially allowable under Official Functions
  • Expenses associated with fundraising/development – allowable on Foundation funding
  • Expenses incurred for an employee’s spouse, except as allowed for in certain circumstances. Contact uwtravel@bussvc.wisc.edufor more information. – potentially allowable under Official Functions

318 Payment for Services and Travel and Expense Reimbursement for Non-employees

A non-employee who provides service to, or otherwise benefits the University, may be paid for their services and/or reimbursed for actual and necessary expenses incurred in connection with their duties or activities

Statement of Policy:

A non-employee who provides service to, or otherwise benefits the University, may be paid for their services and/or reimbursed for actual and necessary expenses incurred in connection with their duties or activities if:

  • The expenses are specifically authorized by statute or contractual agreement; or
  • It is determined by the Dean/Director that the service provided or benefit received is essential and not otherwise available to a program or function; and it is more valuable than the amount of expense to be reimbursed.

Note:  If participation is mostly to influence University decisions for the benefit of other organizations, expenses are not reimbursable.

Limits/Maximums

Non-employees must comply with University policies and maximums for all transportation, meal and lodging expenses. All expenses must be documented in accordance with UW Madison receipt requirements.

Payment Methods

Whenever possible, a UW-Madison Purchasing Travel Card should be used to pay for non-employee travel expenses, such as airfare, lodging, and registration.  For service payments and other reimbursable expenses incurred by the non-employee, see below.

I need to: I should use: I should use Account Code: Is this tax reportable?
Pay a non-employee for services Payment to Individual Report (PIR) 2620 (Services) Yes
Pay a non-employee for services over $5,000 Requisition (Contact Purchasing Services) 2620 (Services) Yes
Pay a non-employee for both services and travel & expenses Option 1: 
Payment to Individual Report (PIR).  Combine service payments and travel expenses into one amount.
—————————————
Option 2: 
Payment to Individual Report (PIR) for the services amount only
And
e-Reimbursement for travel amount only
 

2620 (Services)

—————–

2620 (Services)

 

Automatically assigned by system

 

Yes (total amount)
—————-

Yes

 

No

Pay a non-employee for travel & expenses e-Reimbursement Automatically assigned by system No

Whenever possible, e-reimbursements should not be used to process day-trip meal reimbursements for non-employees. Day-trip meals are taxable to the recipient, so those amounts should be combined with other taxable payments made to the non-employee. For example, instead of paying a research subject $30 for participating (via PIR, account code 2637) and $15 for a day-trip meal reimbursement (via e-Reimbursements), pay them $45 on the PIR (total amount coded to 2637).

Service Payments to Non-Employees

All non-employee tax-reportable payments (i.e. honorariums, fees for service) must  be submitted on a Payment to Individual Report (PIR) or paid with a Purchasing Card.  Tax reportable payments are described in the 1099-MISC/1042S Tax Reportable Transactions document (1099-MISC/1042S Tax Reportable Transactions by Account Codes).  Payments to Nonresident Aliens (NRA) must be paid through a PIR (see How To Determine Which Tax Related Documents are Required When Making Non-Payroll Payments at UW-Madison).

Tax implications for payments for (1) services only or (2) services with travel expenses are:

  • Payment for Service Fees Only: When the PIR contains only payment for services, use Account Code 2620 (Services).  This payment is tax reportable to the non-employee.  The non-employee will receive a 1099-MISC (1042-S FOR Nonresident Aliens) for the total amount of service fees paid.
  • Payment for Service Fees and Travel Expenses:

    Option 1: Combine the payment for services and the reimbursement for travel expenses on the Payment to Individual Report (PIR) and report the total amount using Account Code 2620 (Services). This payment becomes tax reportable to the non-employee who will receive a 1099-MISC (1042-S for Non-Resident Aliens) for the total amount paid. The non-employee should retain receipts for travel expenses and report these as business expenses on their personal tax returns as allowable by IRS regulations.
    Option 2: Request payment for services on the Payment to Individual Report (using Account Code 2620) and use e-Reimbursement for the travel expenses. The services on the PIR are tax reportable to the non-employee, but the travel in e-Reimbursement is not. The non-employee will receive a 1099-MISC (1042 for Non-Resident Aliens) for the service payment only. Receipts need to be collected by the UW as these expenses are not deductible by the non-employee on their personal tax return as per IRS regulations.

  • Any Payments over $5,000:  A requisition is issued for any payment over $5,000.  See Purchasing Services.

Reimbursement of Travel & Expenses to Non-Employees

If expenses are incurred by a non-employee, Reimbursement is used to reimburse the individual.  Accounting Services creates profiles for Non-employee travelers.  For instructions on how to obtain a Non-Employee Profile, please see How to Obtain a Profile for a Non-Employee.


Contacts:

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

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

801 Records Retention Schedule Policy

This Policy covers all types of fiscal records. This includes general financial administration records, gift and grant administration, payments and receipts, state banking and cash management, general ledger, capital improvement and projects, internal controls, and collection.

UW-Madison Administrative Policy
Policy # 801

Effective Date: 09/24/2015
Last Updated: 09/24/2015

Policy Contact: 


Statement of Policy

This Policy covers all types of fiscal records. This includes general financial administration records, gift and grant administration, payments and receipts, state banking and cash management, general ledger, capital improvement and projects, internal controls, and collection.

Background to the Retention Schedule

In early 2006, the PRB approved a General Records Schedule (GRS) governing fiscal records for State agencies. In the course of reviewing the applicability of the GRS for University use, it became apparent it did not meet University needs; and the terminology of the State GRS made it difficult to interpret it within the University System accounting system. Thus, the decision was made that the UW System would opt out of the State GRS, and it would create its own retention policy for fiscal and accounting records or UWS GRS.  In November 2006, a team was created from the newly formed UW System Records Officer Council along with Doug Hendrix, UW System Associate Vice President Financial Services, and Laura Dunek, UW System Records Officer to develop a draft GRS.

On January 31, 2007, the Public Records Board (PRB) approved the University of Wisconsin System General Records Schedule (UWS GRS) on Fiscal and Accounting Records.

What is covered by the new GRS?

The new UWS GRS provides retention policy on nearly all types of fiscal records. This includes coverage for general financial administration records, gift and grant administration, payments and receipts, state banking and cash management, general ledger, capital improvement and projects, internal controls, and collection.

ONE CAUTION: Items relating to credit card documentation (UWS GRS) are still being reviewed and at this time there is no recommendation for length of time for record retention. There were concerns expressed by the Attorney General Representative (AG) to the PRB in which the recommended retention for credit card documentation may not be sufficient; therefore, the retention for those items should NOT be implemented at this time.

What does this mean for your department?

You should feel free to implement the retention times specified in the UWS GRS. It is not necessary to seek further approval from Business Services. Exceptions from UWS GRS are the same exceptions from previous retention policies. Records scheduled for disposal which are subject to open audit questions or investigations, legal investigations, or open records requests MAY NOT be destroyed. Scheduled disposal must be suspended in those instances.  With electronic recordkeeping, it is critical that accounting services and departments have the capability to suspend destruction/deletion. A REMINDER: Changing a record format or its storage media does not change its status as a record or the need to retain it an appropriate length of time.

How do I know if I am responsible for implementing and maintaining this policy for Record Retentions?

Are you the official record holder of the particular record item or record series? If so, your office has primary responsibility for implementing the retention time.

Responsibility for being the official record holder are outlined in the following website:
http://www.library.wisc.edu/archives/records-management/retention-disposition/

Acronyms per Record Retention Schedule:

  • EVT – means the event which closes the records. For fiscal records, this is normally the end of the fiscal year.
  • FISC – means fiscal year.

What is still needed to fully implement the GRS?

Further guidance will be developed on credit card retention, management of copies, supporting accounting systems maintained by individual departments, and the interpretation of certain records within the Shared Financial System. As these items are developed, notices and articles will be posted in Business Services News and on the ARMS website – http://archives.library.wisc.edu/RM/rechome.htm.

Where can the new UWS GRS be obtained?

http://www.library.wisc.edu/archives/records-management/retention-disposition/general-records-schedules/

Acronyms per Record Retention Website:

  • AG – Attorney General Representative
  • UW-Madison Records Management assists campus offices determine what records need to be kept and for how long.
  • GRS – General Records Schedule – schedule used as guidelines for length of time to save fiscal records
  • PRB – Public Records Board – body responsible for the State’s records policies
  • UWS GRS – University of Wisconsin System General Records Schedule

Who should know this policy?

Deans, Directors, and staff dealing with fiscal and accounting records.