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Procedure for making expenditures from University Accounts using Foundation Funds

• Transfer money from the appropriate UW Foundation accounts to a new or existing Fund 233 projects at the University by following the instructions in “Requesting Gift Funds from UW Foundation.”
• Make your expenditure from the Fund 233 project following University directions described in “How to Make A Purchase“.
• Such money should be transferred prior to making the expenditure from the 233 Project.

Procedure for making expenditures directly from Foundation Funds

• Determine that making the expenditure directly from the UW Foundation is appropriate.
• To the maximum extent possible, University expenditures are to be made from University Accounts using procedure 1 above.
• Only those expenditures which are necessary to support ongoing programs where the expenditure is not allowed by University or State regulations and where you feel comfortable explaining the reasonableness of the expenditure if it is challenged in the press or in public, should be made directly from the Foundation. See the last section of this August 2009 email about UW-Madison and UW Foundation Policies (PDF) for examples of typically appropriate and typically inappropriate transactions.
• Complete a UW Foundation Check/ACH Request Form on the WFAA Advancement Resources website and route the form and all documentation through your Dean or Director’s office for approval.
• Remember that documentation of these transactions is considered a public record.

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For more complete information about the relationship of the UW Foundation and the University see the Chancellor’s August 2009 email about UW Madison and UW Foundation Policies (PDF).

In Workday Expenses, out-of-pocket, shared liability card, and purchasing card transactions may be billed to the University of Wisconsin Foundation (UW Foundation) by utilizing Foundation Expense Items to track, enter, and record Foundation data. After expense reports containing Foundation expenses are approved, designated Division of Business Services staff will initiate billing UW FOUNDATION for their portion of the expenses.

• Units must ensure expenses charged to University of Wisconsin Foundation (UW Foundation) are in compliance with UW-Madison and UW Foundation Policies.
• Only expenses that cannot be paid by UW-Madison are allowed to be split and charged to UW Foundation.
• Receipts to support the expense must be obtained and attached to the mechanism of payment (e.g., expense report transaction line) in accordance with UW policy and procedures. Receipts and supporting documentation may be requested for review by UW Foundation.
• All expenses charged to UW Foundation must have a valid, open, UW Foundation account number and funds available to cover the expenses.
• Claimants, Purchasing Card or Shared Liability Card holders, and/or Expense Data Entry Specialists prepare and submit expense reports with allowable transactions billed to UW Foundation. For step-by-step instructions on how to use Foundation funding in Workday Expenses, see Procedure 3024.8 Using UW Foundation Funding in Workday Expenses.
• The Travel and Card team in Accounting Services bills UW Foundation weekly for charges that post to the UW Foundation receivable spend category in Workday.
• The Expense Reimbursement Program Manager will reconcile the UW Foundation receivable account monthly.

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.

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”).

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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 on VendorNet for information on setting up accounts, navigating the contracts, and points of contact.

FedEx and UPS user guides are in the documents section (bottom of page) of Contract 505ENT-O22-SMLPAKGDLV-00. An overview of information about USPS in this Doing Business with USPS Quick Guide (PDF).

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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 have a lot of buying power consolidated, so they offer the best pricing. Pricing information is under the documents section (bottom of page) of Contract 505ENT-O22-SMLPAKGDLV-00.
• 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.