After a two-year effort that engaged stakeholders across campus, the UW–Madison Policy Library is live at policy.wisc.edu. The online, searchable policy library serves as the single, up-to-date resource for all university-wide polices at UW–Madison. All of the Division of Business Services policies have been renumbered and listed in the library.
The following links will redirect you to the policy in the UW-Maison Policy Library. Please see the DoBS Policy Library Numbers pdf to compare the old policy numbers with the new policy numbers.
Accounts Receiveable
UW-3077 Non-Sponsored Centralized Accounts Receivable Policy
- 3077.1 Shared Customer Procedure
- 3077.2 Creating a Bill Procedure
- 3077.3 Cancellation or Adjustment of an invoice Procedure
- 3077.4 Write off and Collection Procedure
- 3077.5 Declined Payment Procedure
- 3077.6 Refunding a payment Procedure
UW-3028 Account Receivables (A/R), Invoicing and Collections Policy
Capital Equipment
UW-3008 Capital Equipment Policy
- 3008.1 Recording and Tagging Capital Equipment Procedure
- 3008.2 Gift in Kind Procedure
- 3008.3 Transfer-in with New Hire Procedure
- 3008.4 Fabricated Capital Equipment Procedure
- 3008.5 Upgrades to Existing Capital Equipment Procedure
- 3008.6 Physical Inventory Procedure
- 3008.7 Equipment Disposition Procedure
- 3008.8 Location/Room Change Procedure
- 3008.9 Change in Custody to another Department Procedure
- 3008.10 Asset Loan Agreement Procedure
- 3008.11 Departing Employee Request to take Capital Equipment to a New Institution Procedure
- 3008.12 Delegation of Department Property Administrator (DPA) Procedure
Cash Management
UW-3078 Unclaimed Deposits Policy
UW-3029 Revenue Accounting Policy
UW-3030 Revenue Producing Activities (RPA) Policy
UW-3031 Credit Card Merchant Services and PCI Compliance Policy
- 3031.A Open an Internet Storefront Merchant Account Procedure
- 3031.B Open a Merchant Account using an EMV Chip or Swipe Machine Procedure
- 3031.C PCI Non-compliance Procedure
Custodian Funds
Expense Reimbursement
UW-3024 Expense Reimbursement Policy
- 3024.1 Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure
- 3024.2 How to Assign an Alternate Procedure
- 3024.3 Receiving my Reimbursement Payment Procedure
- 3024.4 Working with My Corporate Card and My Wallet Procedure
- 3024.5 How to Reimburse Non-Employees Procedure
- 3024.6 How to Update Approver and Auditor Roles in e-Reimbursement Procedure
- 3024.7 How to Process an Expense Reimbursement not in Compliance with the University’s Accountable Plan Procedure
- 3024.8 Using Foundation Funding in e-Reimbursement
Financial Reporting and Analysis
UW-3006 Transfer of Funds (Money) between UW-Madison Departments Policy
UW-3034 Transaction Processing-Closing Purchase Orders Policy
UW-3035 Cost Transfer Request (non-salary) Non-Grant – Any Fund Except 133 and 144 Policy
UW-3036 Non-Sponsored Project Policy
Purchasing Card
UW-3013 Purchasing Card Policy
- 3013.1 Purchasing Card Application, Activation and Registration Procedure
- 3013.2 Purchasing Card Use and Account Management Procedure
- 3013.3 Purchasing Card Deactivation Procedure
- 3013.4 How to become a Purchasing Card Site Manager Procedure
- 3013.5 Purchasing Card Site Manager Review and Reconciliation Process Procedure
- 3013.6 Purchasing Card Site Manager Access Online Use Procedure
- 3013.7 Department Card Use and Account Management Procedure
- 3013.8 Purchasing Card How to Enroll in Real-Time Alerts
- 3013.9 Purchasing Card Department Purchasing Card Application, Activation, and Registration
- 3013.10 Purchasing Card Site Managers – Address Non-Compliance Procedure
Procurement (Purchasing)
UW-3040 Procuring Items Through Shop@UW (formerly PPP1)
UW-3041 New or Renewal Subscriptions (formerly PPP2)
UW-3042 Best Judgement Purchasing – Less than $5000.00 (formerly PPP3)
UW-3043 Exceptions/ Approvals/ Special Handling (formerly PPP4)
UW-3044 Printing Related and Printing Purchases (formerly PPP5)
UW-3045 Illegal Purchases (formerly PPP6)
UW-3046 Return Material Process (formerly PPP7)
UW-3047 Specific Blanket Orders, External (non-contract) (formerly PPP8)
UW-3048 Contract Blanket Orders, External (formerly PPP9)
UW-3049 Catering Policy – On and Off Campus (formerly PPP10)
UW-3050 Change and Cancellation Orders (External) (formerly PPP11)
UW-3051 Moving/Storage of University Owned Office Furniture/Equipment On/Off Campus(formerly PPP12)
UW-3053 Signatory Authority (agreements/contracts) (formerly PPP14)
UW-3054 Specification Writing (formerly PPP15)
UW-3055 Simplified Bid Process (formerly PPP16)
UW-3056 Vehicles; Purchase/Lease; New/Used, Replacement and Disposal (formerly PPP17)
UW-3057 Disposal of Surplus University Property (formerly PPP18)
UW-3058 Non-Competitive Purchases (formerly PPP19)
UW-3059 Importing and Exporting Goods and Services (formerly PPP20)
UW-3060 Continuing Order Requisitions (CORs) (formerly PPP21)
UW-3061 Vendor Complaint Policy and Procedure (formerly PPP22)
UW-3062 Contracts, How to Use Them (formerly PPP23)
UW-3063 Special State Purchasing Programs (formerly PPP24)
UW-3066 Educational Travel Tours (formerly PPP29)
UW-3067 Entertainers/Speakers/Instructors and Consultants Contracts (formerly PPP30)
UW-3068 Receiving and Distributing of Goods not Stocked at Shop@UW (MDS) (formerly PPP32)
UW-3069 Academic Support Services Orders and Agreements (formerly PPP33)
UW-3070 Departmental Purchasing Delegation (formerly PPP34)
UW-3071 Departments Receiving Materials and Equipment (formerly PPP35)
UW-3072 Vendor/Manufacturer Rebates (formerly PPP36)
UW-3073 Background Checks of Contractors and Contracted Individuals (formerly PPP37)
UW-3074 Procurement Rules (formerly PPP38)
Travel
UW-3015 University Travel Policy
UW-3018 Meals and Incidental Policy
UW-3019 Vehicle Use/Rental Policy
UW-3020 Long Distance Ground and Local Transportation Policy
UW-3021 Registration Fees Policy
UW-3022 International Travel Policy
UW-3023 Payment for Services and Travel, and Expense Reimbursement for Non-Employees Policy