Division of Business Services Newsletter – September 2019

This newsletter is intended to share information related to Division of Business Services activities. Please feel free to share this information with your colleagues.

We welcome your feedback! Please send questions, comments and/or suggestions to admin@bussvc.wisc.edu.

GET Decommissioning

The Guided Expense Tool (GET) will be decommissioned on September 30th, 2019. Expense reports created in GET must be submitted by that date and all unsubmitted expense reports will be deleted. After that date all expense reports will be submitted through e-Reimbursement. We recommend users begin using e-Reimbursement to submit new expense reports immediately.  Online e-Reimbursement assistance can be found on our Business Services website.

Stale Dated Checks Update

Business Services has completed the initial clean up for FY05 through FY17 and work is continuing on FY18. Initial summaries for FY18 were sent to divisional financial officers in June and follow up reports will be delivered in early September.

Divisions are receiving a 5 month report of stale dated checks to review for fraud and if payments are invalid. Please provide updated contact information to AccountingSDC@bussvc.wisc if available. Examples of invalid payments are:

  • Participant did not show up
  • Incorrect payment amount
  • Payee is no longer eligible
  • Duplicate payment
  • Wrong payee

At 6 months, Disbursements will send a letter to all payees with uncashed checks requesting they contact Disbursements to have the payment reissued. Disbursements staff will review payment request information, search the directory, and reach out to the payment requestor for payee contact information and attempt to reach them.

Shop@UW:  Apple Punch-out Date Set

The new Apple punch-out will be available to Shop@UW customers beginning September 1st, 2019. Similar to our other punch-out pages on Shop@UW the Apple punch-out combines the usability of Apple’s commercial webpage with UW specific pricing and consolidated direct billing.

To ensure our users have time to adjust purchasing practices, customers will still be able to place orders using a purchasing card on the ecommerce.apple.com website; however, once the Apple punch-out is better established and the kinks worked out we will be phasing out the use of purchasing cards on Apple’s ecommerce.apple.com website.

Please note that effective September 1st, 2019 UW-Madison Purchasing will no longer be approving purchase orders (PO’s) for Apple hardware purchases.

If you have any questions about the new punch-out please reach out to Shop@UW Customer Service.

UW System Approves New Policy:  Change Requests of Bank and Contact Information

Policy SYS 363, Change Requests of Bank and Contact Information is a new policy which establishes standard processes for verifying student, employee, and vendor contact and bank account information when change requests are received.

This policy applies to all student, employee and vendor contact and bank account information, regardless of the University of Wisconsin (UW) System institution that maintains the informaiton

Shop@UW:  New Contracts for Lab Supplies

On September 1 2019 a new contract will be effective for products and services available through Shop@UW from DOT Scientific, Fisher-Scientific, and VWR. Prices available through this contract are established through a Big Ten Academic Alliance competitive solicitation and negotiation on behalf of participating Big Ten institutions.

The new contract pricing will reflect current market conditions, and are based the combined volume of purchases by multiple participating institutions and their affiliates. The contract includes a broad array of products available through each suppliers online research and academic catalogs.

Tax Compliance to host Annual Training

Two sessions of Tax Compliance and Reporting Training are available in September. Click on your preferred date to learn more and register:

Business Services Training

Many Division of Business Services training sessions are available to you and your staff through the rest of the year.

Here are two easy ways to find the in-person training you want:

Trainings by Topic: