Business Support Services

Common Practice Based on Fund Type

101 Funds
133 & 144 Funds
136 Funds
161 Funds
233 Funds

For more WISER training and metrials, please visit this link. To learn more about funding strings, please visit this link.

Encumbrances in WISER refer to funds that have been reserved for specific expenses but have not yet been paid out. This helps departments manage their budgets by accounting for future obligations. Essentially, an encumbrance is a commitment to use funds for a specific purpose, ensuring that these funds are earmarked and available for anticipated expenses.

To track down encumbrances in WISER, follow these steps:

1. Log into WISER: Access the WISER system using your credentials. Access can be granted to anyone with permission from the Divisional Office. To get started, complete the request form and submit it to any Financial Manager in the School of Education Business Office.
2. Navigate to the Encumbrances Section: Go to the main menu and select “Payroll,” followed by “Find Salaries & Encumbrances.”
3. Search for the Employee or Funding String: Enter the employee’s name, Empl ID, or the full funding string to review the encumbrance details. Alternatively, you can utilize the Salaries & Fringe Encumbrances page, which can show both salaries and fringe separately or together.
4. Review and Compare Balances: Check the encumbrance balances and compare them with your records to ensure accuracy.
   • Original Encumbrance: This is the initial amount set aside or committed for a specific pay. It represents the total funds earmarked from the beginning to the end of their funding within a fiscal year.
   • Liquidated Amount: This refers to the portion of the encumbrance that has been fulfilled or paid. As payments are made or obligations are met, the encumbrance is reduced by the liquidated amount.
   • Encumbrance Balance: This is the remaining amount of the original encumbrance that has not yet been liquidated.
5. Close or Change Encumbrance: Contact the SoE HR or Finance team for assistance with closing or changing an encumbrance.

Please see the Viewing Closed PCard Transactions Guide for more information

Please see the Relocation Stipend FAQ for more information

CISI Insurance, provided by Cultural Insurance Services International (CISI), is the mandatory international health insurance for UW-Madison students, faculty, and staff traveling abroad for university-related purposes. This comprehensive insurance includes:

• Emergency medical treatment
• Medical evacuation and repatriation
• 24/7 medical, travel, and technical assistance
• Trip delay and cancellation benefits
• Baggage delay and lost baggage coverage

Note: Travelers must pay upfront and then seek reimbursement.

For More information, please follow this link.
To purchase insurance,  please follow this link.

Depending on the type of purchase, different documents may be required. Some common purchases are listed below. Follow receipt requirement link for more details: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/#receipt-requirements

Registration

• Receipt
• Agenda

Travel/Airfare/Lodging

• Flight Itinerary (unless paid with P-Card)
• Hotel Folio
• Agenda

Hosted Meal

• Agenda
• Participants List
• Itemized receipt

Receipts are required when the expense exceeds $25 for:

• Local transportation (taxi, limo, bus, rail, etc.)
• Tolls
• Parking

Receipts are required when the expense exceeds $30 for:

• Baggage and seat fees

Receipts are never required for individual meals which are reimbursed as a meal per diem.

Yes, you can use your P-Card to pay for a deposit, provided that the purchase is allowable under P-Card policies and the total cost does not exceed $5,000. However, alcohol purchases cannot be paid using the P-Card and must be processed through the UW Foundation. A list of unallowable expenses can be found on this page.

No, only authorized procurement personnel at UW-Madison are permitted to sign contracts on behalf of the university. If you receive a contract from a vendor or venue, please forward it to Purchasing Services for review and signature. This ensures compliance with state laws and university policies, which may include specific terms and conditions that UW-Madison cannot accept, such as indemnification clauses.

The only exception to this rule is if the contract originates from an internal UW-Madison institution, such as Union South or the Pyle Center. Unauthorized signing of contracts can result in personal liability for the individual involved.

Procurement specialists list— https://businessservices.wisc.edu/about/purchasing-services

Every expense report must have one business purpose. When paying with University funds or requesting reimbursement from University funds, documentation of a clear business purpose is required. Business Purpose is defined as one that supports or advances the goals, objectives and mission of the University. The stated Business Purpose must adequately describe the expense as a necessary, reasonable, and appropriate business expense. Reference to the 5Ws (Who, What, When, Where, Why).

Please see the New Supplier Guide for more information

UW Madison Policy on Creating a Purchase Order

1. Initiating a Purchase Order (PO):
   • Begin by creating a Requisition in SHOPUW+ using the Requisition Wizard, provided a supplier profile is available.
   • For standing orders, use the designated separate form. Standing Orders are purchase orders setup at an encumbered amount that vendors can directly bill routine expenses to (most common with service related charges)
2. Processing and Payment:
   • Once processed, the Requisition becomes a Purchase Order (PO), which can be paid upon receipt.
   • To be invoiced for payment, either the supplier or you must submit the invoice to <ap-invoices@bussvc.wisc.edu>. The PO number must be present on the invoice.
3. Receipt Processing:
   • When processing a receipt (cost or quantity receipts) ensure to update the amount prior to submission.
   • The amount must match the invoice for payment to be processed.
4. PO Status and Modifications:
   • If a PO is past its end date, the system will enter a soft close, preventing any further transactions.
   • Modifications to a PO in soft close can be made by contacting Business Services <acctg@bussvc.wisc.edu>.
   • Once a PO is in Closed status, no modifications can be made, and a new PO must be created.