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Spring 2015 - University of Wisconsin

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1. a DEPARTMENTS Accound Troe UWL BUGET DEFAULT Hi2112 Residence Hall Council Danio Lewes UWS Maer Accounts DEFAULT hlamager Nulrcry Bowden Linda Program Aa Including Properts intiede Penod a Bodup VEN Conk Balance 3 Click on the total expense line this will show a list of all expense items listed for the account e ie Mareta a SUMMARY DETAIL UNISDM er Man Fund 128 Department 612112 Including Projects Back Io Summary Report View ers Web 7 Ga 4 At this point you can click on any voucher number entered on or after January 2 2015 The number is displayed in blue Once you click on the voucher number you will be brought to the voucher detail screen punu y VOUCHER 00979115 5 The voucher detail screen looks Bus Unit PLT Invoice No Hi a like the one to the right In the up Invoke Dt 22005 Vind iD MOT per rig ht hand corner you will see a Short Yndi Name CENVEQENVE O1 Fi r Vind Hama CENVEO ENVELUPE PRU GHP PDF file with the voucher number If Salis on Que Dt vas you click on the number a copy of Discount Due Ot Gross Invoice Amt 247 8 the invoice will be displayed ina Romina aaa PDF version EAE AN Sales Tar Ami tig Reminders for P Card Holders 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 P
2. begin the Sealed Bid process Blanket Orders and Purchase Requests for FY 16 Blanket Orders and Purchase Requests for FY16 will be accepted in the Purchasing office starting May 1 All FY16 Purchase Requests will be processed in the order in which they were received and sent to the departments and vendors beginning July 1 Please review Blanket Purchase Orders spend for FY15 and adjust FY16 Blankets accordingly This will reduce the amount of change orders and lower the amount of encumbered department funds Thank You Over the last couple of years the Purchasing department has asked de partments to move as much spend as possible from purchase orders to the p card This allows the campus to take advantage of the rebate re ceived from every p card purchase P card spend in FY 12 was 821 000 and has almost tripled to 2 457 000 in FY14 This change in spending practices increased our rebate from 18 700 in FY12 to 38 500 in FY14 The university receives a rebate on every P Card purchase and there is no easier way for a department to save money than use a p card which is also the most efficient way to purchase items under 5 000 Year End Cutoff Dates for FY15 The state of Wisconsin s fiscal year ends June 30 However the cutoff date to encumber funds via a Purchase Order is May 15 Therefore purchase requisitions must be received in the Purchasing office before the dates shown be low if you want to encumber the funds this yea
3. hehe tie _ pe efforts at UW Platteville See the 0 00 Cash Phone In Paper Echeck Credit chart on the left for our recent pay Check Card ment method trends We would like to see the volume of E Checks equal E2011 E2012 WE 2013 E 2014 the volume of paper checks by 2017 BUDGET ASSESSMENT PROJECT Huron Consulting UW Platteville s current budget process will be evaluated with the intent of identifying and adopting a new model that is best fit for UW Platteville For more information on this project visit the Budget Assessment and Implementation Initiative website http www uwplatt edu budget assessment E mail address budget uwplatt edu Webpage for budget updates http www uwplatt edu budget Year End Carryover WISDM 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 trans actions 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 one on one or depart mental WISDM trainings can be scheduled through the budget of fice by e mailing budget uwplatt edu Stay tuned for information regarding year end carryover Purchasing General Ledger
4. CONTROLLER Cathy Riedl Farrey x1435 ACCOUNTS PAYABLE Margaret Sutter x5085 Sandi Pitzen x5086 GENERAL LEDGER TRAVEL Bobbie Post x5052 PURCHASING Lew Bettinger x5080 Diane Audetat x5081 CASHIERS Brian Bird x1107 Colleen Ingwell x5153 Carol Disch x5151 Kathy Elskamp x5150 Sue Dalsing x5150 Joyce Seng x5150 Jody Thill Koeller x5150 Kay Groves x5152 Dan Hurley x1212 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 Ser vices areas include the following information printed name of person sending the item phone number and department number Mackenzie Johll Major Accounting Anticipated Graduation May 2017 Home State Wisconsin Xue Xiong Major Supply Chain Management Anticipated Graduation May 2016 Home State Wisconsin Alex Grabowski Major Criminal Justice and Political science Anticipated Graduation May 2015 Home State Wisconsin McKenzie Burdgick Major Criminal Justice Anticipated Graduation May 2019 Home State Illinois ML Signature Authority Malorie Edwards Major Forensic Investigation Minor Criminal Justice Anticipated Graduation May 2015 Home State Illinois Taylor Riehle Major Business Administra
5. Travel Cashiers e Fiscal year ends on June 30 e Direct charge of Airfare June 19 e Transaction processing June 22 e Cut off date to encumber funds e Travel Expense Reports June 22 e Refund Checks June 19 a e Chargebacks June 15 Year End Carryover P Apri Pt O oon ANAA DOVEN s General Ledger Transfers June 19 e To Be Determined on Contract Accounts Payable e All invoices due June 24 Direct Retros Payroll Transfers July 10
6. can grant access to any or all of the following categories Pay View What I Owe View Account Activity View Class Schedule View Contact Information View Financial Aid View Grades View holds and View To Dos Instructions can be found here PASS https kb uwplatt edu page php id 39763 OR PASS Express https kb uwplatt edu page php id 39764 E Check continues to be our most popular form of online payment E Check is free to the payer and requires the payer s bank routing number and bank account num ber Instructions can be found at http www uwplatt edu cashier methods payment We also accept credit and debit cards online both carry a 2 5 fee Cash and Checks are accepted at the Cashier s Office 236 Brigham Hall E Checks lead the way in Online Payment Methods E Check is both the leading form and the fastest growing form of online payment at UW Platteville E Check is free to the payer and requires the payer s bank routing number and bank account number Instructions can be found at http www uwplatt edu files cashier online payments pdf Why use E Check E Check is con Payment Methods Usage in Cashier s venient No need to fill out enve Office lopes look for stamps or run to the post office E Checks post to PASS 25 000 000 00 using an automated process requir 20 000 000 00 ing less labor in our office E Check 15 000 000 00 also helps our efforts to use less pa 10 000 000 00 per and support our sustainability
7. l https www uwplatt edu inventory inventory deletion form wssl 1 Equipment and Inventory please contact Susie Rowe Remember if you move any capital equipment from one room to another room or from at rowes uwplatt edu or building to another building please use the UW Platteville Capital Inventory Update call 342 6171 Form located at https www uwplatt edu inventory inventory update form wssl 1 2015 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 pro cessing transactions at the end of the day on Monday June 22 This means that after June 22 there should be no fi nancial 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 Refunding will resume on July 2 all other activity can be resumed 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 E Checks E Billing and Guest Access E Billing continues in the Cashier s Office and Guest User Access is now in full swing Students can assign Guest User Access to a third party through the web based PASS or the mobile application PASS Express Students
8. ned by the department Following is the link to the Notice of Good Faith Dispute Improper Invoice Form http www uwplatt edu files financial accounts payable good faith improper invoice pdf Bam EEITT GF Viewable Invoices BAyisDM Man Mar T onma Hag As of January 1 2015 we have added the capability of viewing invoices paid through WISDM Propecia F Holy Gatebase Sintus inma Tagaan E ea You can view a copy of an invoice by following these steps REMINDER WISDOM FUNCTIONALITY Posted by pivanmamea on 6 1 amp 2013 T5245 AM REMINDER Effective July 1 2042 WISDA was no longer res icted to Favorites only This prowdes use under the hiar hle mii OS TAKE Gat Specie es page Here you cH 1 Log into WISDM Once logged in the main screen will appear In the top left there is a drop down menu titled Main Menu navigate to Departments then click Search EEEN P pbruary 7015 Tha Project Option drop down in the upper le ha Sun Mon Tue Wed Thu Fri Sat sors ip Both iments and Proet 6 mH 27 mm ws SEARCH CRITERIA Fund _ Dept starts with aE Program Descr is exactly Manager lis exactly 2 The search page will appear like the Records Per Page 50 image to the left Enter the department 7 number in the Dept field then hit submit Reset Search Submit EANVILTETE 2 ee ee Man Mari Commer Aude fio Eavonies wei A Praect Opbon Boe Departs and Propecia 7 F 128 karie
9. ook online button If you are new to Fox World travel there is a First Time User link under the Book Online button Let the Travel Office know if you need the University Central Travel Card on your profile Effective July 1 2015 any airfare that is purchased outside of Concur or Fox World Travel will not be paid or reimbursed by the University Capital equipment has always been tagged with a capital ID tag number that is white and says UW Platteville Capital Information Technology Services ITS tags their assets The ITS tag number is burnt orange and says Property of UW Platteville This is a con fusing issue to campus employees because they think the equip ment 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 Platteville Capital ID tag is on the equipment 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 ITS Asset ID Tag burnt orange color numbers UW PLATTEVILLE CAPITAL Al Capital Equipment Inventory ID Tag white color The Capital Equipment and Inventory website is located at http www uwplatt edu inventory If you are deleting capital equipment from inventory please use the UW Platteville Capital Inventory Deletion form located at Any questions on Capita
10. r Submit year end requisitions as soon as possible so all orders can be processed before the deadline Certain transactions will not encumber funds You will need to plan ahead and make those types of purchases 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 All numbers are rounded to avoid complete boredom and to make the purchasing department look more impressive Chargeback Policy Implemented October 1 2014 Chargebacks from the preceding month need be to Financial Services via elec tronic copy by the 15th of every month for processing to be completed by the 22nd of the month This will facilitate the department seeing the expense in their account by the 24th of the month If a department does not get their chargebacks to Financial Services in a timely manner there will be a 1 per month reduction Financial Services will use this funding to supplement university scholarships Documentation We have implemented the need for documentation for all Direct Retros and General Ledger Transfer Forms Documentation can be a copy of a P Card statement an invoice a screen shot of WISDM etc If you have a question on appropriate documentation please either e mail generalledger uwplait edu_or call x1346 Fiscal Year Transfer Please look o
11. seven days of booking airfare 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 Wisconsin and will save your department a significant amount of money You can use the cards for meals and lodging Travel Expense Report Updates E Reimbursement was implemented on November 3 2014 If you are having problems submitting or questions on filling the form out please call our office for a one on one training sessions If you are having trouble using the link in your e mail please use the following steps e From the home Page go to the A Z index e Click on T for Travel Information e Click on Travel Information e Under the Map click on Travel Expense Report e Follow the instructions on this screen to log into E Reimbursement e Once Logged in either click on Modify or click on Approve Travel Regulations of Interest 1201 Travel and Expense Purchase and Payment of Business Air Travel Effective January 5 2015 All travelers are required to make air reservations using business travel dates and routes schedules and air carriers that provide the lowest rates All airline reservations paid in full or part with University funds must be made with Fox World Travel either with agents or within the Concur self booking tool This can be found on the UW TravelWlse website Log in using your net ID and password The link to book air fare is the blue b
12. tion Anticipated Graduation May 2018 Home State Wisconsin Alana Martalock Major Mathematics and Mechanical Engineering Emphasis Actuarial Science and Renewable Energy Anticipated Graduation December 2018 Home State Wisconsin Chelsea Van Major Buisness Administration Anticipated Graduation December 2015 Home State Wisconsin Mille Mille 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 As a reminder 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 Training Financial Services has conducted credit card supervisory training academic department chair training and travel expense reimbursement module in 2014 The online credit card training module also went live in 2014 You can view the presentations 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 budg et uwpla
13. tt edu PCI Compliance Project PCI stands for Payment Card Industry and they require that we follow their Data Security Standards in order to ac cept credit cards Version 3 0 became effective January 1 2015 Credit card security is important to our campus and we continue to strive be compliant To learn more about PCI and credit card handling see this website http www uwplatt edu financial credit card compliance Policies amp Forms Most Financial Services policies can be found at this website http www uwplatt edu financial resources Check out each departmental website for further policies All Financial Services forms can be found at this website http www uwplatt edu financial forms If you have any questions regarding any policy or form please contact us 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 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 and a copy retai
14. urchasing depart ment two weeks after the end of the statement period The last P Card cycle for FY15 will end on June 19 The p card can be used for conference registrations and hotel rooms A copy of an confer ence travel agenda must be included with the p card statement whenever the p card is used for travel Orders less than 5 000 Orders over 5 000 Change 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 encum bered Any purchase order that requires funds to be encumbered gt 5 000 in FY15 must be submitted by May 15 Any purchase order request to change an existing purchase order must be submitted by May 15 Purchase order requests over 5 000 must be received by May 15 for anticipated needs during June Purchases 5 000 to 49 999 A Simplified Bid is required for these purchases Departments are delegated authority to obtain their own competi tive 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 Purchases 50 000 and Above Not on contract Purchases over 50 000 require a sealed bid process Generic specifications must be sent to the Purchasing office no later than April 1 to
15. ver accounts before Year End as Trans fers can NOT be done between years If a transfer is needed have the General Ledger Transfer form to the General Ledger Office before June 19 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 hotel communications 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 re quirements The regulations state the hotel receipt needs to be an original itemized receipt some hotels 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 Direct Charge of Airfare When using the university Central Travel Card for airfare purchases a direct charge of airfare form must be filled out The form must have the appropriate signatures For exam ple the supervisor and the account manager along with the itinerary attached The completed form with attachments needs to be sent to the travel office within

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