How to Notify Cash Management of Outgoing Wire Transfer Payment

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

  1. Fill out an Outgoing Wire Form.
  2. 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.
  3. Forward the expense request and other documentation through regular department payment channels for review and to obtain the appropriate approvals.
  4. 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 Wire Transfer to Cash Management to process.

Department Costs for Outgoing Wire Transfer 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
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 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 payment.

How To Obtain A Cell Phone and Cellular Service

How To Obtain A Cell Phone and Cellular Service

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.

How to obtain a policy exception for a noncompliant expense report or expense lines (Claimant/Cardholder/Submitter)

Instructions for a claimant/submitter on how to obtain a policy exception for a noncompliant expense report. Applies to UW–Madison expense reports.

  1. Access the Policy Exception Approval Request web form. You will be prompted for a NetID login to access the form. Note: If this is a request on behalf of a non-employee, the form must be filled out by a current UW–Madison employee with a NetID on behalf of the non-employee.
  2. Fill out the required fields:
    1. Claimant/Cardholder Name – This is the individual requesting reimbursement or payment/reconciliation of policy noncompliant expenses.
    2. Claimant/Cardholder Email – Take care when writing the email; the form will not route if an email address is entered incorrectly.
    3. Submitter’s Name – Not required. (may be used if form is submitted on behalf of claimant/cardholder, e.g., an administrative assistant)
    4. Submitter’s Email (if submitter is different than the claimant/cardholder) – Take care when writing the email; the form will not route if an email address is entered incorrectly.
    5. Select Cost Center Hierarchy (similar to the legacy identifier of “Divisions”). This field is required for form approval routing purposes.
    6. Cost Center/Unit Name: Enter the name of your individual cost center/unit.
    7. Total Exception Request Amount: Enter the total dollar amount of your exception request.
    8. Expense Report Number: Policy exception requests will be for a transaction or transactions on an expense report. Please include the expense report number in this field, if available when submitting the exception approval request form.
    9. Select which policy was violated.
    10. Select additional policy violation (if applicable to the situation).
    11. Select additional policy violation (if applicable to the situation).
    12. Reason for Policy Exception Request: Please provide a thorough explanation of the circumstances surrounding the policy violation. Include a description of what happened and a justification for why the exception should be granted.
    13. Actions taken by the claimant/cardholder and/or unit to prevent the need for future exceptions of this nature: Please outline how future exceptions of this nature will be avoided, e.g., this may include discussion of new procedures in place and follow-up education/training plans.
    14. Is this exception being requested for a currently enrolled UW-Madison or Universities of Wisconsin Student? Select Yes or No.
    15. Is this exception for a non-employee guest of UW-Madison? Select Yes or No. Note:  If this box is checked Yes, no emails will be sent to the non-employee guest.
    16. Please add any supporting documentation: Up to 10 files may be added for the exception approvers to review/consider. Files may include receipts, agenda, relevant emails/communications, etc.
    17. Click Next to advance to the next page.
    18. Enter the Driver Worktag (Grant, Gift, Program, Project) that is the intended funding source for the transaction.
  3. Click Submit. A message will pop up confirming “Your response was submitted.” The claimant (and submitter, if applicable) will receive an email confirming submission of the exception request. Note:  The submitted form will be automatically routed to the Divisional exception approvers for review.
  4. Approval or denial of the request: Divisional exception approvers will either approve or deny the request.
    1. Approved: The claimant (and submitter, if applicable) will receive an email notifying them of the approval of the policy exception request. The email contains a PDF of the decision results that must be attached to the Expense Report and/or Purchasing Card transaction. If the exception applies to Purchasing Card transactions, the PDF must be attached at the Expense Line level for each noncompliant transaction. The expense report may then be resubmitted into workflow.
    2. Denial: The claimant (and submitter, if applicable) will receive an email noting that the request has been rejected. The PDF of the results must be attached to any transaction on the Shared Liability Card or Purchasing Card.
      1. Out-of-pocket transactions: Remove the Expense Line(s) from the expense report containing noncompliant transactions. Resubmit the report if other compliant expenses remain.
      2. Shared Liability Card transactions: Mark the unapproved transactions Personal by checking the box labeled Personal within the Expense Lines. The Shared Liability Cardholder will need to pay U.S. Bank personally for noncompliant transactions. Upload the PDF of the denial to the report. Resubmit the report; all transactions must be reconciled, even personal ones.
      3. Purchasing Card Transactions: Mark the unapproved transactions Personal by checking the box labeled Personal within the Expense Line. The Purchasing Cardholder will need to refund UW-Madison for the charges via one of the following methods: Check deposit, payroll deduction, or deduction from a future expense report. Upload the PDF of the denial to the report. Resubmit the report; all transactions must be reconciled, even personal ones.

Related resource

How to Obtain Products or Equipment for Trial, Evaluation, Demonstration or Loan

How to Obtain Products or Equipment for Trial, Evaluation, Demonstration or Loan

ll vendors providing the University with property for evaluation, trial, or loan must complete a Product Evaluation Letter or Product Evaluation Agreement.

Insurance coverage for products offered to the University on an evaluation, trial, or loan basis is normally provided by the vendor. The University may accept the risk in certain instances as approved by Risk Management.

  1. Contact the appropriate Purchasing Agent to have a Product Evaluation Letter sent, informing the vendor of our insurance and purchasing requirements. This must be done prior to the University’s receipt of property.
  2. If the vendor requires a PO:
    • The Purchasing Agent can advise the vendor that a Product Evaluation Agreement can be prepared and sent to them in place of the PO. This is a formal agreement as opposed to the evaluation letter.
    • If this is acceptable to the vendor, the agent will prepare and process the agreement.
    • No zero dollar purchase orders (POs) can be issued for evaluation of property.
  3. If the vendor insists there is a “contractual obligation” or the department and vendor have agreed the University will accept the insurance risk, the department must contact Risk Management for approval. Additional information regarding the Risk Management requirements is available through their Property Program website (see paragraph beginning with “Borrowed Property”).

How To Obtain Shipping Services at UW-Madison

How To Obtain Shipping Services at UW-Madison


Effective June 13, 2022, the UPS express package and delivery related services contract with E&I expired. UPS is not accepting new account requests to receive E&I discounts; however, your account is automatically migrating to the NASPO contract managed by the Department of Administration. The migration was completed in early June 2022. Shipping rates may double on the upcoming contract (see FAQ below for more information).

Due to market unpredictability, users are encouraged to procure services through FedEx, UPS, and USPS to receive the best pricing.

Please refer to the user guides for information on setting up accounts, navigating the contracts, and points of contact. FedEx and UPS user guides can be found in the documents section (bottom of page) on VendorNet. You can find information about USPS in this USPS user guide (PDF).


How to obtain outbound shipping services at UW–Madison

A purchasing card (PCard) must be used to setup new accounts for express package and delivery related service payments. UW–Madison will no longer be using funding strings as payment on new accounts for these types of services.

  • For PCard information, please contact pcard@bussvc.wisc.edu .
  • For billing plan or invoice information, please contact freight@bussvc.wisc.edu .
  • For service-related questions, please contact the vendor. Their contacts are provided in the user guides.

Key benefits

  • The FedEx and UPS NASPO contracts 505ENT-O22-SMLPAKGDLV-00 have a lot of buying power consolidated, so they offer the best pricing.
  • USPS is exempt from spend thresholds (best judgement, simplified bid, etc.); therefore, a contract isn’t required, so services aren’t limited to a contract term.

Frequently Asked Questions (FAQs)

What changes can I expect on the upcoming UPS/NASPO Contract?
Pickup fees will be waived, and fuel surcharges capped at 7%, but all other charges and value-added services are list rates, in comparison to discounts in the previous contract. We will not receive the discounts we are accustomed to, and per package rates may double.

UPS’s Daily Rate and Service Guide, and Tariff/Terms and Conditions of Service in effect at time of shipment will be incorporated into your shipping agreement. Only terms and conditions required by State law are incorporated into the contract, so most clauses we are accustomed to referencing will not be included.

What are my payment options?
If you are setting up a new account, use your PCard as the payment method.

If you have an existing account that uses another means of payment, those accounts can remain as is until further notice.

What do I do about service areas vendors cannot handle?
Please use best judgement, simplified bid, or contact purchasing services if costs exceed $50,000.

How do I find a drop box nearest to my location?
To find the nearest location to drop off your packages, please consult the following sites: UPS, FedEx, USPS.

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.

How To Purchase A Photocopier (Copier)

How To Purchase A Photocopier (Copier)

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.

How to Purchase a Printing or Copying Job

How to Purchase a Printing or Copying Job

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.

How To Rent or Lease A Vehicle

How To Rent or Lease A Vehicle

There are two options for vehicle rentals: using a fleet vehicle or using a vehicle rental contract via Concur. Leasing a vehicle means using a fleet vehicle.

Note: In order to be covered by the State’s Liability Protection while driving on university business, all prospective drivers must complete the appropriate driver authorization request form. Please visit the Driver Authorization page for more information.

Vehicle rental

The link below has information and links for deciding which type of vehicle is best to use for travel, as well as the links needed to rent a vehicle through fleet (UW, DOA, or State) or contract.

Using a vehicle during UW business travel

Leasing a vehicle

Contact the UW Fleet Manager for information on vehicle specifications and availability.

Contact information for UW–Madison Fleet

 

How To Report a Property Claim

How To Report a Property Claim

  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