Business Office & Financial Services

 

 

ROOM: 202 | OFFICE HOURS: 7:45 am - 4:30 pm | PHONE: 608-263-1656

Business Services supports the administration of the Waisman Center and its management and accounting infrastructure for faculty, staff, and students and provides a broad range of services that facilitate the Center's day-to-day operations.

 

Services and information include:

 

AV Equipment and Check Out Building Security and Access Business Office Hours and Contact Information Cash/Check Deposits Checking Account Copying Services Direct Payments EReimbursement for Travel Expenses Encumberance and PO Management Form Fax Services Keys

Non-salary Cash Transfers Mailing Services Meeting Room Reservations Parking Purchasing MDS Purchase Orders Research Participation Payments Telephones Travel Expense Reporting Vendor Contracts

 

 

AV Equipment and Check Out

The Waisman Center's three large conference rooms (the Wiley Conference Center, the Friends of the Waisman Center Auditorium, and the Ziemann Suite) and many of the smaller meeting rooms are equipped with permanently mounted LCD projectors. Laptop computers and LCD projectors are available for check-out for the meetings rooms that are not AV equipped.

 

The Waisman Center does not provide AV set-up support for any of the Waisman small meeting rooms. Users are required to procure or provide their own audio-visual equipment (LCD projectors, laptops, laser pointers, conference phones, etc.) and set-it up in all of the Waisman small meeting rooms.

 

Click here to view the meeting rooms and available equipment.

 

The following equipment is available to be checked out:

 

Business Office, Room 202:

• 2 LCD projectors
• 1 laptop

Contact Herndon@Waisman.Wisc.Edu or stop by the business office to reserve the above equipment.

 

Media Room, Room 240:

 

• 2 Conference phones
• Laser pointers
• LCD adapters for Mac
• Slide projectors
• Overhead projectors (transparencies)
• 2 TV/VCRs on rolling carts

 

Please contact palumbo@waisman.wisc.edu or kellogg@waisman.wisc.edu or call 263-5837 to reserve any of the above listed equipment.

 

Internet Access: To access the Internet throughout the building (and in the small meeting rooms) you must have a laptop that is Waisman imaged or have a UW Net-ID to use a wireless laptop.

 

Technical Difficulties: If you are experiencing technical difficulties with your AV equipment or are having problems setting up, please contact Clark Kellogg at 263-8726 or kellogg@waisman.wisc.edu; or Teresa Palumbo at 263-5867 or palumbo@waisman.wisc.edu

 

Building Security and Access

Building Hours:

Building hours for Monday - Friday - 6:00 a.m. to 6:00 p.m.
Saturday, Sunday & Holidays - Building is closed

Security

Report any suspicious persons to UW Police (2-2957). Do not approach the person.

You must have an activated UW photo ID (WISC-CARD) to enter the building and secured areas during times when the building is locked.

To obtain a Wisc-Card, you need to be an employee of the University of Wisconsin. Go to the Memorial Union, 4th floor to have your photo taken. It takes about 10 minutes to get your new id. If you lose your id and need to replace it, you will be charged $25 for the replacement of a lost card that is less than 5 years old. If your id is 5 years or older, you are eligible for a free replacement.

 

Security Suggestions:

It is strongly suggested that you keep program/project money in the Business Office safe.

Lock personal valuables in cupboards or file cabinets that are not easily visible.

Do not leave the keys in the locks.

Lock your office door if you plan to be out of your office, even for short absences.

Lock your office when you leave for the day.

 

 

Business Office Hours and Contact Information

 

 

 

Cash/Check deposits

All deposits are turned in to the Business Office, Room 202, for safe keeping. All deposits are processed on a weekly basis.

 

Checking Account

Setting up a checking account (replenishable account) for paying subjects is often times the favored process because once it is set up, it is much quicker to process requests for additional money. To open a checking account, you must complete the Custodian Fund Request Form through the link under "Cash and Gift Cards" in addition to the following two forms www.waisman.wisc.edu/~maddox/newbkforms.doc and www.waisman.wisc.edu/~maddox/SignaturecardUSBank1103041.doc. The same rules apply to a checking account and the same documentation is required when accounting for the distribution of money. The process for setting up a checking account takes approximately 8 weeks from the time the documentation leaves the Waisman Center. Keep in mind, you cannot use the checking account to buy other things other than to pay subjects for participation in your study.

 

Copying Services

Copies can be made in the Copy Center, room 264, at six cents a copy.

• Additional copy machines are located throughout the building.
• A bar code or log-in ID is required to access all Waisman Center copy machines and will track copies for billing purposes. (Contact the support person in your area for a bar code or log-in ID.)
• The Copy Center is open from 7:45 a.m. - 4:30 p.m.
• To meet large copying needs, a part-time copy machine operator is available from 7:30 a.m. - 11:30 a.m. daily.
• Please contact business office staff for after hours access, special copy projects and rush orders.

 

 

Direct Payments

To process direct payments. http://www.bussvc.wisc.edu/acct/forms.html. Make certain that all receipts, invoices and justifications accompany this form. This form is used to pay invoices for services where a purchase order was not generated. Contact the Business Office with any questions.

 

 

EReimbursement for Travel Expenses

As of June 18, 2010 all travel reimbursements must be processed electronically. Go to "My UW", click on the "Services" tab at the top of the page and scroll down to the "Ereimbursements login." Complete the section and print out a copy of both the report and receipt page and get your supervisor's approval. Receipts are required for all expenses except meals as per diem rates apply.Submit the hard copy forms to the Business Office. For more information go to: http://www.bussvc.wisc.edu/acct/teweb/tabereimbursement.html

 

 

Encumberance and PO Management Form

Go to "My UW", click on the "Services" tab at the top of the page and scroll down to "Requisition and Number Generator" section and click on Encumbrance and PO Management Form. You can also print instructions for completing the form from this site. Once the form is complete, turn in to the Business Office, Room 202, for review and processing. This form is used for changing the funding string for future purchases on a specific purchase order, changing dates on a purchase order and/or closing a purchase order.

 

 

Fax Services

A facsimile machine is located in the Business Office. The charge is $.50 cents per page for faxes received and sent. The Waisman Center general FAX number is (608) 263-0529. Fax charges are:

 

 » Personal outgoing domestic faxes: $.50 cents per page

 » Personal, outgoing international faxes: $1.50 per page (first 3 pages, 75 cents/additional pages)

 » For personal incoming faxes: $.50 cents per page

 » Faxes turned in to the Business Office after 4:15 p.m. are not guaranteed same day service.

 

 

Keys

Business Office staff issue keys. Key request cards are picked up in the Bus. Office and new faculty and staff need to fill out an information sheet that will be entered into the WIF.

 

Please keep in mind the following policies, developed in cooperation with several university departments and UW Police and Security, that should provide a reasonable degree of security.

Outside access to the building is not usually issued to undergrad students. If access is required, a key request form must be completed with an explanation of why the student needs access.

Each key is unique to the person it was assigned. Do not duplicate or trade keys - contact the Business Office if you need an additional key. Report all lost or stolen keys promptly to the Business Office.

All keys must be turned in to the Business Office when you leave the Waisman Center. Do not pass keys on to other employees.

 

 

Mailing Services

The Waisman Center mail room is located in Room 263.

 » U.S., campus, and internal mail is received, sorted and delivered.

 » Postage is required on all outgoing US and UPS mail and will be applied with proper Waisman charge slips & bar codes.

 » Charge slips and bar codes are available in the Business Office. Please include your room number as part of the return address on all outgoing Waisman mail.

 » Employees should not use campus addresses for incoming or outgoing personal mail.

 » Please give the Mail Room staff advance warning if you expect to be mailing large volumes of letters or packages.

 

 

Meeting Room Reservations

Meeting rooms are available on each floor in both the north and south towers. The meeting rooms on each floor are equipped with audiovisual equipment that must remain in the room. For more information about these rooms and to make a reservation request, go to https://www.waisman.wisc.edu/private-wc/meetingrooms/

 

 

Non-salary Cash Transfers

Complete appropriate forms http://www.bussvc.wisc.edu/acct/forms.html and turn in to Room 202 for review and processing. This form is used to change account codes and/or funding for a specific payment that has already been posted on WISDM.

 

Parking

Please go to the UW Transportation Services website at http://www2.fpm.wisc.edu/trans/ for detailed parking and transportation information.

 

Waisman Center Employees

Employees must apply for parking through their appointing department, regardless of whether or not they are physically located at the Waisman Center. Parking on campus and at the Waisman Center is very limited. To request an annual parking permit you will need to contact the Waisman Center parking coordinator, Kay Smith, ksmith@waisman.wisc.edu, 263-9375. Parking is not free; the cost varies depending on which lot you choose. The business office in room 202 can provide you with information and answer parking-related questions.

 

Student Hourly Employees

Student hourly employees must apply for parking directly through Transportation Services, 124 WARF, 610 Walnut St., 263-6667.

 

Client & Visitors

Clients, research subjects, and visitors should obtain parking permits from the Waisman Center program with which they have appointments. Client and visitor parking is designated in the blue stalls. Permits cannot be issued to UW employees or students.

 

 

Purchasing MDS

Before you can start purchasing supplies and equipment from Materials Distribution Services (MDS) click on the following link www.waisman.wisc.edu/~maddox/NEWESTMDS.pdf, fill it out and return it to Room 202. You must have a different MDS number for each funding source that you use to pay for supplies. In many cases, the funding string changes for each year of the grant. When this happens, contact Room 202 and let them know the new account that will pay for the supplies to ensure appropriate charging.

 

Purchase Orders

Continuing Order Requisitions: COR's are reminder documents that a blanket order is about to expire and if you want to renew it, the new number is listed and you need to follow the appropriate steps to activate the new replacement blanket order. These are sent out approximately 3 months in advance of the expiration date on the current blanket order. To renew a blanket order that is listed on the COR, go to "My UW" and click on the "Services" tab at the top of the page. Scroll down to "Requisition and Number Generator" section near the bottom of the page and click on "External Requisition Generator". Within the "Update an Existing Requisition" box, type in the new blanket order number and then click on "Update Requisition" button. Be sure to update the funding, change the dates and the amounts of the requisition. Print off a copy of the completed requisition and return it to Room 202.

 

 

Research Participation Payments

Cash or Gift Cards:
The Custodian Fund Request Form is used when requesting advance funds for human subject study: http://www.bussvc.wisc.edu/acct/forms.html. (Find Policy: 103-Payment to Human Subjects on the Accounting Services web site at http://bussvc.wisc.edu/acct/policy/human_subjects/humanpol.html.

 

Complete the form and turn it in to Room 202. When the form is processed, a check will be cut by Purchasing Services and it will be sent to Business Office in approximately 4 weeks from the time it leaves the Waisman Center. Requests cannot be less than $500. The custodian must maintain a "Custodian Fund Log of Payments to Human Subjects" form that contains all pertinent information for audit and tax purposes. You have 90 days from the date on the Custodian Request Form to account for the money distributed. If you do not account for the money, the amount requested will be deducted from your paycheck. A copy of the Custodian Fund Log of Payments to Human Subjects form and "Custodian Fund Account Form" must be turned in to the Business Office to ensure that the funds were appropriately distributed and any unused funds are returned to the grant. The actual charge for the cash/gift cards will be posted when the appropriate paperwork has been properly submitted to Cash Management minus any money paid back to the grant.

 

Telephones

Ameritech directories are ordered at no cost through the UW Stores. The Waisman directory lists in-house telephone, room numbers, and e-mail addresses of Waisman staff and students. Please let the Business Office know about new employees or people who have left the Waisman Center. They need this information to update the telephone directory, key inventory, space assignment, and for security purposes. The Waisman directly is available on the web at www.waisman.wisc.edu.

Campus Calls
Dial the last five digits of the telephone number to place the call.

Local Calls
In order to dial outside the campus area, dial 9 plus the number to place a local call.

Long Distance Calls
Dial 8 plus 1, to use the STS for long distance calls. This system is intended for university business calls only. Please keep in mind the following information when using the STS (system to system):

• Misuse of the STS may result in a change of service from an unrestricted to a restricted line (one which no long-distance calls can be made.)
• Third party calls cannot be accepted by the Waisman Center.
• Reduce collect call charges by taking the party's number and calling back on STS.
• Avoid operator handled calls since only dialed calls (by you) can be placed on the STS.
• AT&T is the long distance carrier for the university.

 

International Calls
When placing an international call, dial 8 plus (011), then the international phone number.

Personal Long Distance/Local Calls
Use of the STS for personal long distance calls, even if reimbursement is subsequently made to the University by the individual, is not permitted practice and is considered abuse of the system.

Unavoidable personal calls are to be made as collect calls, billed directly to the individual's home telephone number, charged to a personal credit card or made from a pay phone.

There is a charge for local calls made from office telephones. Therefore, personal calls should be limited to those that are essential. Employees should be judicious and not make excessive use of their telephones for personal purposes.

Directories
All directory assistance calls incur charges for local and long distance information. Please use your local telephone directory before calling for directory assistance.

 

 

Travel Expense Reports

All travel for UW employees is done electronically by logging on to "my UW". Click on the "Services" tab at the top of the page and scroll down to the "Financial Information Resources" box and click on the option that fulfills your need. Keep in mind that you must do the online training before you can complete the e-reimbursement process. When you have finished entering all of the information and you have submitted the document, gather all of your receipts to accompany the paper copy that you give to the Business Office. If you are being paid through the Waisman Center, your electronic form will automatically go to Room 202 staff for review and approval after you hit the "submit" button. If you are not paid by the Waisman Center, the electronic form will travel to your home department for review and approval.

 

If the travel reimbursement is for a non-UW employee, you must follow the steps for completing a "Non-employee Profile Set-up Request for e-Reimbursement" form at http://www.bussvc.wisc.edu/acct/forms.html. Once the form is completed, email it to the Business Office. Within 1-2 days, a non-employee number will be assigned to the traveler by Business Services and it will be emailed to the person completing the e-Reimbursement on behalf of the non-employee. At this time, complete the e-Reimbursement form and submit it when finished. The document will automatically forward to the Business Office for review and approval.

 

For a copy of the Traveler's Reference Guide, click on the following link http://www.uwsa.edu/fadmin/travel.htm. This link also has important information about travel contracts, policies and regulations.

 

 

 

Vendor Contracts

When planning to purchase equipment, furniture or supplies, contact Room 202 to see if the UW has a contract in place for the item. If there is a contract, we are bound to purchase the product from that vendor. Some vendors that we have under contract are BSI (Badger State Industries) for furniture and file cabinets, Graybar for telephones and Staples for office supplies that MDS does not carry. Contracts do end and vendors change so it is important to check with the Business Office before you order.