COVID-19 Business Services Related Updates
CALS Business Services – COVID-19 Guidance
March 27, 2020
Questions Related To: | Guidance Can Be Found Here: | Additional Notes |
Capital Equipment Management | https://businessservices.wisc.edu/financial-information-management/capital-equipment/capital-equipment-operational-update/ | Please reach out to us through email at property@bussvc.wisc.edu with any needs during this time period. |
Check Deposits | https://businessservices.wisc.edu/uncategorized/operational-update-checkdeposits/ | Deposits should be secured in a plastic bank bag with deposit ticket and directly dropped off at a US Bank location. Visit web link for additional details. |
Custodial Account forms – all types
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https://bussvc.cals.wisc.edu/accounting/
https://businessservices.wisc.edu/accounting/custodian-funds/ |
Email to sandy.fowler@wisc.edu. PDF’s are acceptable
Please start email subject line with “Custodial Account” If signatures cannot be gathered, please obtain approvals via email Forms should not be sent to Sandy until all approvals are obtained |
Continuity of Research – CALS Guidance (Research Exceptions) | https://ecals.cals.wisc.edu/2020/03/23/vandenbosch-additional-cals-guidance-on-covid-19-related-research-limitations/ | Please contact william.barker@wisc.edu with any questions |
Essential Travel Request Form | https://covid19.wisc.edu/content/uploads/2020/03/Essential-Travel-Exemption-Form.pdf | Form must be submitted to angela.seitler@wisc.edu after all signatures are obtained. Form will not be accepted without a research continuation request submitted and approved. Please see guidance under “Continuity of Research – CALS Guidance (Research Exceptions)”.
Submit one form per traveler; can request travel for a period of time |
Direct Payments, Payment to Individuals, and Requisitions
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https://bussvc.cals.wisc.edu/accounting/ | Direct Payments (DP), Payment to Individuals (PIR), and Requisitions can be submitted via email to your assigned CALS Business Services accountant for review, approval, and submission to central campus. Accountant info can be found at https://bussvc.cals.wisc.edu/contacts-by-department/
Email specifics: Each email must come from an authorized signer. Contact pamela.thompson@wisc.edu if you do not know who your authorized signers are. The email must contain the following information: o Payee name o Total amount being paid (funding splits not needed) o DP/PIR date or requisition number. The subject line of the email needs list what the is being sent – DP, PIR or requisition number, payee name, and amount. For example: DP, Walt Disney, $450.00 DP and PIR specifics: Fill out forms as you normally would and submit as an Excel document attached to email DO NOT email any W9’s that contain social security numbers. Keep these in a secure place in your unit W9’s with Employer Identification numbers can be sent by email Requisitions: Attach requisition and support documents as separate documents. PDF’s are acceptable |
Internal Departmental Billings
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https://businessservices.wiscweb.wisc.edu/wp-content/uploads/sites/546/2018/05/Inter-Departmental-Billing-Form.xls | Continue to use CALS Google Drive. If you do not have access, please email Limin Tang at limin.tang@wisc.edu |
IRS Relief for Taxpayers Affected by Ongoing Coronavirus Disease 2019 Pandemic | https://content.govdelivery.com/accounts/USIRS/bulletins/2811888?reqfrom=share | Payment relief on account of Coronavirus Disease 2019 (COVID-19) emergency. The Treasury Department and IRS are extending the due date for Federal income tax payments due April 15, 2020, to July 15, 2020. |
Official Function and Expense Forms
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https://businessservices.wisc.edu/wp-content/uploads/sites/546/2019/06/340F-Official-Functions-update-1.1.pdf | Continue to email form to sandy.fowler@wisc.edu
Digitally signed form is acceptable |
Personal Protective Equipment (PPE) Items (Purchasing) | Personal protective equipment (PPE) items (e.g., safety goggles, safety glasses, nitrile gloves, isolation gowns) need to be requested through a separate process by communicating your needs and any critical shortages by e-mailing EOC_PPE_supplies@lists.wisc.edu | |
Purchasing Card Account Update Forms | https://businessservices.wisc.edu/documents/account-update-request/ | Continue to email form to sandy.fowler@wisc.edu |
Purchasing Card Documentation | https://businessservices.wisc.edu/purchasing/purchasing-card/ | It is allowable to retain purchasing card records electronically. While staff are working remotely, consider using scanners and cameras to capture supporting documentation. Please be sure all images are clear and legible before discarding originals/hard copies.
It is understood cardholders and site managers may not be able to sign purchasing card statements within the timeframe typically required by policy. Whenever possible, document approvals via email and sign the statements when staff returns to campus. A justification for the delayed signature should be included as part of the supporting documentation. |
Purchasing Low-Dollar Office Supplies While Telecommuting
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https://businessservices.wisc.edu/procurement-purchasing/purchasing-low-dollar-office-supplies-while-telecommuting/ | Employees may purchase necessary supplies from alternate resources and have the supplies shipped directly to their remote work location with prior documented approval from their immediate supervisor. Use of the purchasing card or reimbursement to an employee are acceptable payment methods. |
Refund of Receipt/Sales Credit
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https://businessservices.wisc.edu/documents/refunds-of-receipts-sales-credits/ | Email Excel form and support documents to sandy.fowler@wisc.edu
Digitally sign if possible; if not, type name and date form |
Receipt/Sales Credit Transfer Forms
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https://businessservices.wisc.edu/documents/receipt-sales-credit-transfer-form/ | Email Excel form with support documents to cals_receipt_sales_credit@cals.wisc.edu
Digitally sign if possible, if not, type name and date form |
Student Income Relief | https://hr.wisc.edu/hr-professionals/covid19/student-employment/ | The funding for the student income continuation will run along current unit funding strings. Most students will receive a lump worth $130 per week via payroll. Payments to students will occur through the same method as they would otherwise receive paychecks. |
Travel and Events Guidance | https://covid19.wisc.edu/campus-events-and-travel-cancelled-through-may-15/ | All non-essential travel and events are cancelled until May 15 |
WFAA Check Requests | https://businessservices.wisc.edu/covid-19/update-from-wfaa-regarding-gift-processing/ | WFAA entire Gift Processing team began working offsite today, March 17, 2020. The most efficient way to communicate with a member of the Gift Processing team as it relates to a question or task is through the Zendesk Helpdesk ticket system at help@uwadvancement.org. |
Quick Links | |
Box | https://uwmadison.box.com/ |
CALS Business Services | https://bussvc.cals.wisc.edu/ |
Campus Business Services – COVID-19 Continuity Updates | https://businessservices.wisc.edu/dobs-business-continuity-for-campus/ |
Research and Sponsored Programs (RSP) – COVID-19 Updates | https://rsp.wisc.edu/COVID.cfm |
UW-Madison – COVID-19 Updates | https://covid19.wisc.edu/ |
UW Student Food Pantry (The Open Seat) | https://kb.wisc.edu/84346 |
UW TravelWise/Fox World Travel | https://uw.foxworldtravel.com/ |
WISDM | https://wisdm2.doit.wisc.edu/wisdm2/Main.aspx |
WISER | https://wiser.wisc.edu/ |