Meet Our Student Workers Controller
Contents
1. white color ITS Asset ID Tag Information Technology Services burnt orange color Any questions on Capital Equipment and Inventory please contact Susie Rowe at rowes uwplatt edu or call 342 6171 General Ledger Information FYI A Reminder On New Procedures That Became Effective In November of 2013 Authorized Individual Additional VC Admin Supervisor WebNow Signator services General Ledger Direct Retro Salary Transfer General Ledger Transfer Form Catering Invoices An X in a column indicates which individual is authorized to sign Only one authorized individual is required to sign the document For example on the General Ledger Transfer Form the manager OR additional signator can sign If the manager of an account wishes to designate someone as an additional signator please e mail Lindsey VanMatre at vanmatrel uwplatt edu with the change Approvals that are accepted are written signatures on the documents that are then scanned and sent via e mail to the General Ledger e mail an e mail approval or an electronic signature All above listed forms must be electronically sent no more paper copies Page 6 Financial Services Newsletter Tentative Year End Cut off Dates Documentation Direct Charge of Airfare May 21 We have implemented the need for documenta tion for all Direct Retros and General Ledger Travel Expense Reports June 13 Transfer Forms Documentation can be a copy of a P2. Card Industry and they require that we follow their Data Security Standards in order to accept credit cards A consultant will be on campus the last week of March to help the campus review our current policies and procedures and recommend changes so that we can achieve and maintain a compliant status We hope to be able to pro vide the campus with additional opportunities after this re view To learn more about PCI and credit card handling see this website http www uwplatt edu financial credit card Accounts Payable Information Hiring A Speaker Guest Lecturer Entertainer Or A Group Using the Campus Activities office for hiring a speaker guest lecturer or entertainer is required Before taking any action you need to re view UW Platteville Negotiation and Con tract Guidelines webpage and follow the steps outlined on this page The guide lines listed on the webpage need to be followed for several reasons One reason being there are only a few individuals on campus authorized to sign contracts Re member Verbal contracts are binding in Wisconsin and only a few individu als on campus are UW Platteville con tracting agents Even when a low dol lar payment is being made a UW Platteville letter of agreement needs to be in place and a copy of a W 9 is needed before payment can be made These are items the Campus Activities office will assist you in completing Visit the UW Platteville home page under C for
3. Card statement an invoice a screen shot of All Invoices Due to Accounts Payable June 13 WISDM etc If you have a question on appropri Chargebacks June 20 ate documentation please either e mail gener alledger uwplatt edu or call x1346 GL Transfers June 20 Direct Retros Payroll Transfers July 9 Qe If any of the following dates change we will notify all A nj 2 Travel Information Travel Expense Report Updates We are working towards a more efficient way of getting the reimbursement back to the traveler Highlights of the new Travel Expense Module coming in the fall e Streamline expense reimbursement processes money in pocket quicker e Corporate Card transactions and Approved Travel authorizations automatically populated in expense reports e Allowable amounts and preferred merchants identified within the process e Corporate Card transactions paid directly to US Bank e Ability to submit expense reports without having to be in the office e Ability to track expense reports travel authorizations and cash advances to see where they are in the approval process STAY TUNED FOR MORE UPDATES Registration We are no longer processing credit card registrations The preferred method of payment is the P Card P Card applications are available at https secure uwsa edu PRODUCTION pcard If a check is required by the organization holding the event for the registration a purchase order will need to be filled out
4. are outsourcing the registration desk to third party vendors It is essential to listen for key phrases when booking hotel rooms For example they may say the hotel needs to be pre paid We are not allowed to pre pay hotel If you think the hotel has outsourced the registrations desk to third party or would like to avoid the situation it would be wise to call the hotel using the local number Many people believe the term bean counter used to describe an over zealous or detail obsessed accountant dates back centuries In SEAI Star Resort amp Spa John Doe Arrival 02 20 2012 fact it s only been around 123 Sample Road Departure 02 22 2012 City State 12345 Room 10 since the 1970s Page Folio No 1234567890 Date Description Debit Credit 02 20 12 Room 135 99 02 20 12 Room Tax 8 Room 1038 Direct Charge of Airfare 0221 12 Room 135 99 02 21 12 Room Tax 8 Room 10 88 02 21 12 Room Service 12 99 When using the university Central Travel Card for airfare pur macs chases a direct charge of airfare form must be filled out The Grapetru t Juwec 02 21 12 Laundry Service 15 00 form must have the appropriate signatures For example the 02 22 12 _ VISA XXXXXXXXX1234 01 14 321 73 supervisor and the account manager along with the itinerary a attached The completed form with attachments needs to be Bt sent to the travel office within seven days of booking airfare Signature Thank you for being our gues
5. contract The UW Platteville Ne gotiation and Contract Guideline infor mation will assist in making your event speaker or performance a success while getting your presenter paid on time The link necessary for use in all contracted events is located on the bottom of the page following the step by step process Please note the need to begin six 6 weeks prior to the event for process completion If you realize you have not contacted the Campus Activities office and the event is happening within less than six weeks you still need to contact the Campus Ac tivities office They will still work with you Contracts Payment to Individual Reports or Letters of Agreement coupled with technical specifics and riders space needs publicity and promotion can be overwhelming There is no such thing as a one size fits all contract process and this one is no different Campus Activities can adjust this process to meet your specific needs If you have any questions please contact Campus Activities at cpr uwplatt edu or 342 7328 Mandatory Procedures for Incorrect Invoices The Notice of Good Faith Dispute Improper Invoice form is located on the Financial Services page This form must be completed by the department when there is a dispute regarding services or materials or an improper invoice When the issue is a Good Faith Dispute the vendor must receive notification within 30 days of receipt of invoice When the issue is an
6. the payments or reimbursements are substantiated under the accountable plan rules Clothing that costs less than 15 will be considered de minimis and excluded from the em ployee s taxable income See the full campus policy at http www uwplatt edu files financial purchased clothing policy pdf Further information regarding taxable fringe benefits can be found at Federal State Reference Guide Purchasing Year End Cutoff Dates The state of Wisconsin s fiscal year ends June 30 However the cutoff date to encumber funds via a Purchase Order is May 16 Therefore purchase requisitions must be received in the Purchasing office before the dates shown below if you want to encumber the funds this year Submit year end requisitions as soon as possible so all orders can be processed before the deadline Certain transactions will not encum ber funds You will need to plan ahead and make those types of pur chases in a time frame allowing payment to be made in the current fiscal year Purchases that do not encumber funds include but are not limited to local purchase orders low dollar orders Central Stores orders and purchasing card transactions April 1 Purchases 50 000 and Above Not on contract Purchases over 50 000 require a sealed bid process Generic specifi cations must be sent to the Purchasing office no later than April 1 to begin the Sealed Bid process June 1 Only orders less than 5 000 will be proce
7. CONTROLLER Cathy Riedl Farrey x1435 ACCOUNTS PAYABLE Margaret Sutter x5085 Sandi Pitzen x5086 Bobette Handel x5087 GENERAL LEDGER TRAVEL Bobbie Post x5052 Amanda Witzig x5051 PURCHASING Lew Bettinger x5080 Diane Audetat x5081 CASHIERS Brian Bird x1107 Julie Husemann x5153 Sue Dalsing x5150 Carol Disch x5151 Kathy Elskamp x5150 Kay Groves x5152 Dan Hurley x1212 Joyce Seng x5150 Jody Thill Koeller x5150 BUDGET OFFICE Katie Curry x1174 Sara Voigts x7163 CAPITAL EQUIPMENT AND INVENTORY Susie Rowe x6171 PERKINS LOAN Lindsey VanMatre x5156 UNIVERSITY OF WISCONSIN PLATTEVILLE FINANCIAL SERVICES Financial Services requests items being sent to any of the offices in the Financial Services areas include the following information printed name of person sending the item phone number and department number Meet Our Student Workers Katie Click Major Business Administration Emphasis Human Resources Sales and Marketing Minor Psychology Anticipated Graduation December 2014 Home State Illinois Shelly Steffen Major Agribusiness Anticipated Graduation May 2015 Home State Iowa Sarah Gilmour Major Business Administration Emphasis Human Resources Anticipated Graduation May 2014 Home State Illinois Dani Miller Major Business Administration Emphasis Management Anticipated Graduation May 2016 Home State Wisconsin Mackenzie Johll Major Accounting A
8. along with the documentation sent to purchasing office Tax Exempt Card The Travel office has laminated tax exempt cards available if you do not have one These cards should be used for travel in Wis consin and will save your department a significant amount of money You can use the cards for meals and lodging Travel Regulations of Interest 1201 Travel and Expense Purchase and Payment of Business Air Travel Effective July 1 2013 When transport by commercial airline is authorized for employees students or guests the reservation must be booked through the contracted self booking tool or travel management company if the travel is individual domestic or non complex international airfare This can be found on the UW TravelWlse website Log in using your net ID and password The link to book airfare is the blue book online button If you are new to Fox World travel there is a First Time User link under the Book Online button Hotel The P Card can now be used for hotel rooms Charges other than the room will need to go on a personal card Examples of other charges would be room service and Internet service Any hotel charges over the state maximums will require reimbursement of the P Card account Third party vendors such as hotels com should never be used when reserving hotel rooms due to regulation requirements The regulations state the hotel receipt needs to be an original itemized receipt See below for an example some hotels
9. and all users of Amazon will need to file for the exemptions If you haven t already enrolled in the ATEP please see the Purchasing webpage for the information and forms needed Reminders for P Card Holders Using the P Card saves money The university receives a rebate on every P Card purchase Per the 2012 P Card Survey done by RPMG Research e Average cost of traditional purchase order process was 91 per transaction e Average cost of a P Card transaction was 20 saving 71 per transaction The P Card is the most efficient way to purchase items under 5 000 All purchases made with a P Card are tax exempt check receipts before leaving the store or approving on line purchases All P Card statements with itemized receipts must be turned into the Purchasing department two weeks after the end of the statement period The last P Card cycle for FY14 will end on June 20 Blanket Orders and Purchase Requests for FY 15 Blanket Orders and Purchase Requests for FY15 will be accepted in the Purchasing office starting May 1 All FY15 Purchase Requests will be processed in the order in which they were received and sent to the departments and ven dors beginning July 1 Please review Blanket Purchase Orders spend for FY14 and adjust FY15 Blankets accordingly This will reduce the amount of change orders and lower the amount of needless funds NEW For FY15 In an effort to reduce the amount of Blanket Orders in FY15 we are requesting departments use
10. as normal on July 1 Please pass this on to anyone else who needs to know Please contact Brian Bird if you have any questions at 342 1107 or birdbr uwplatt edu aa p7 r b Purcnasig General Ledger Travel Cashiers a ey e Direct charge of Airfare May 21 e Transaction processing June 23 e Cut off date to encumber funds via e Travel Expense Reports June 13 Refund Checks June 19 a Purchase Order is May 16 e Chargebacks June 20 e April lst 50 000 and Above Not on Contract e Journal entries for transfers Year End Carryover une 20 Accounts Payable J e Submit request by July 25 e Direct Retros Payroll transfers July 9 e All invoices due June 13
11. improper invoice the vendor must be notified within 10 working days of receipt of the invoice These timelines are Wisconsin laws This form must be completed by the department a copy must be forwarded to vendor Accounts Payable Purchasing Central Stores anda copy retained by the department Following is the link to the Notice of Good Faith Dispute Improper Invoice Form http Awww uwplatt edu business forms good faith dispute pdf Providing Clothing To Employees The determination of providing clothing to employees including student workers must be approved by a director or chair of a department or above The university must comply with federal tax regulations regarding these purchases Reportable items purchased for staff include T shirts polo shirts dress shirts and jackets The value of work clothing provided by the employer is not taxable to the employee if 1 the employee must wear the clothing as a condition of employment and 2 the clothes are not suitable for everyday wear It is not enough that the employee wear distinctive clothing the employer must specifically require the clothing as a working condition Nor is the test met because the employee does not in fact wear the work clothes away from work The clothing must not be suitable for taking the place of your regular clothing The value of safety shoes or boots safety glasses hard hats and work gloves provided and maintained by the employer are not taxable if
12. ne billing or e bills The most obvious issue with e billing is the need for guest access Many students prefer to have the bill go to their parents or another third party We are working on guest access and hope to have it in place in the near future Guest access allows the student to share billing information and payment options with their parents or up to three other people the student chooses to grant ac cess Guests will receive e mail notifications when bills are produced Each person will be able to view the bill view statements of the account and make payments online In addition we continue to improve our process of providing paper bills to students who do not have access to PASS and the online bill These students include special students and students who have left school with a remaining balance to pay 2014 Year End Notice to Departments For the Cashier s office to get all of the transactions processed before the end of the year we need to stop processing transac tions at the end of the day on Monday June 23 This means that after June 23 there should be no financial activity in PeopleSoft This includes payments charges transfers enrollment deposits app fees financial aid etc Do not calculate tuition on any accounts or run group posts Also there will be no refunds or emergency loans during this time The last run of refund checks will be June 19 y 4 Refunding will resume on July 2 all other activity can be resumed
13. nticipated Graduation May 2017 Home State Wisconsin Bubble gum was invented in 1928 by accountant Walter Dimer Controller Signature Authority One of Financial Services requirements is to maintain internal controls in order to safeguard and protect the university s assets One of those internal control procedures is the signature authority for purchases and charges to institutional budgets ensuring that all purchases have the appropriate approval Departments are in the process of modifying business processes to ensure we are meeting this objective The link below provides a chart of which individual is authorized to sign the various Financial Services documents http www uwplatt edu files financial authorized signature list 2014 02 20 pdf Page 2 Training Financial Services had our first comprehensive training session in July and August 2013 with over 70 participants attending Based on these trainings a frequently asked question document was com piled You can view the presentation and FAQs at http www uwplatt edu financial training If there is any training you would like Financial Services to conduct please let us know by contacting Cathy Riedl Farrey at riedlfac uwplatt edu One on one or departmental WISDM trainings can be scheduled through the budget office by e mailing budget uwplatt edu Financial Services Newsletter PCI Compliance Project compliance PCI stands for Payment
14. ssed during the month of June Please plan ahead to submit requisitions over 5 000 before June 1 for anticipated needs during June STATEMENT TF Page 4 Financial Services Newsletter May 16 last date to encumber FY14 Funds Orders less than 5 000 Orders over 5 000 Change and Close Order Requests Orders that total less than 5 000 are considered best judgment purchases These requisitions will be accepted through June Orders that total less than 5 000 will be processed as Low Dollar Orders and will not be encumbered Any purchase order that requires funds to be encumbered gt 5 000 in FY14 must be submitted by May 16 Any purchase order request to change an existing purchase order must be submitted by May 16 Purchases 5 000 to 49 999 A Simplified Bid is required for these purchases Departments are delegated authority to obtain their own competitive price quotes Include with the purchase requisition a written bid tabulation showing prices from at least three vendors and copies of the quotes received Simplified bid purchase requests must be received by May 16 T Amazon Purchases Sales Tax On Nov 1 2013 Amazon began charging sales tax on their sales Individuals who pur N chase from Amazon on behalf of the university will need to enroll in the Amazon Tax Exemption Program ATEP and submit exemption documents Please note that we will not be able to file a universal exemption for the university
15. t We look forward lo accommodating you agen in the future Stay connected with us for the latest offers Web hitni www starmicronics com Twitter StarMicronics Star Resort amp Spa 150 King Goorges Post Road Edison NJ O8854 800 782 7635 Page 8 WISDMI User Manual WISDM is a web based financial reporting system to be used by our campus It is a financial data warehouse of all accounting transactions and is part of a Shared Financial System SFS Transactions in SFS are uploaded to WISDM nightly There is a WISDM manual available now at http www uwplatt edu business files wisdm manual pdf or through the UW Platteville home page Campus Re sources W WISDM User s Manual If you need additional help with WISDM you should contact Bobbi Post at 342 1346 direct line 5052 or Lindsey VanMatre at 342 1706 direct line 5156 Instruction Financial Services Newsletter Events Meal Payment Form Before incurring any food expenses it is very important that you review the Events Meal Payment form and follow the pro cedures described http www uwplatt edu business forms events meal payment pdf When submitting the form for payment to the Accounts Payable office or the General Ledger office it is important to ensure that you have completed all the required procedures outlined on the form to ensure that payment is made in a timely manner On the second page of the form the signature that is required b
16. their P Cards to pay for the monthly maintenance charges on copiers rather than using a blanket purchase order As noted in the P Card Holders section this allows the university to receive a rebate on all copier maintenance charges Methods to pay copier maintenance with a P Card vary per vendor the Purchasing department will be contacting departments individually to provide details Capital Equipment and Inventory Information Capital equipment has always been tagged with a capital ID tag number that is a white color and says UW Platteville Capital This summer Infor mation Technology Services started tagging their assets The ITS asset tag number is a burnt orange color and says Property of UW Platteville This has become a confusing issue to campus employees because they think that the equipment is already capitalized for capital inventory when they see the burnt orange ID tag on the equipment The equipment has not been capitalized in the UW Capital Inventory System until the white UW Platte ville Capital ID tag is on the equipment As it turns out some pieces of equipment may end up with both of these ID tag numbers on one piece of equipment To the right is an example of the two ID tag numbers The website for Capital Equipment and Inventory has been updated You can visit the website and check it out at http www uwplatt edu inventory UW PLATTEVILLE CAPITAL A MLL ALU Capital Equipment Inventory ID Tag
17. y the approving official is the person who is the account man ager or authorized signator If you are not sure who the manag er or authorized signator is please refer to the chart of ac counts Budget Office Check out our new http www uwplatt edu budget features budget uwplatt edu Webpage for budget updates New e mail address Year End Carryover ically carryover 1031xx 2631xx and 5831xx submitted by the division leader to the budget office with a plan for the use of the carryover funds This plan is needed to communicate planned uses of the funds internally and externally as needed Please submit your request by July 25 2014 The following funds rollover only if the grant period extends beyond the fiscal year 133 and 144 Fund131 has a combination of automatic carryover and requested carryover These accounts automat To carryover on Fund 102 or Fund 131 except those noted in preceding bullet a request must be The following funds automatically carryover 123 128 132 134 136 150 161 189 228 233 Before TSI departmental funds can be carried over all GPR departmental funds must be fully expended Cashier s Office Changes Coming Soon Updates to E Billing and Guest Access In today s campus world nearly everything seems to be online E everything if you will In order to move forward technologically and streamline our processes last year the Cashier s office implemented onli
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