ADMINISTRATIVE NEWS
BUSINESS
SERVICES
Volume 23 Number 2
University of Wisconsin-Madison
New Administration Building to Open this
Summer
July of 2006 will see the opening of a new UW-Madison
Administration Building at 21 North Park Street. The building
has seven floors, of which the first four are designated for
parking. This building will house a new ‘Welcome Center,’
managed and operated by the Campus Information and Visitor
Center, as well as the offices and services currently located in
the A.W. Peterson Office Building at 750 University Avenue
and the storefronts at 722-726 University Avenue. In addition,
many departments of the Office of Human Resources (OHR)
will be located at the N. Park Street building.
The new Administration Building will be occupied gradually
over the months of July and August of 2006. A comprehensive
list of tenants follows, organized by the dates they will be
moving:
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The weeks of July 17th and 24th – Division of Enrollment
Management Administration, Office of the Registrar,
Integrated Student Information System (ISIS)
July 27-28th – Orientation and New Student Programs
(ONSP)
The week of July 31st – OHR departments (complete
listing provided below); Welcome Center; Bursar’s Office
The week of August 7th – Business Services
Administration; Internal Audit; Purchasing Services; Risk
Management
The week of August 14th – Research and Sponsored
Programs
The week of August 21st – Accounting Services
Transportation Services Office – To Be Determined
JUNE 2006
weekday service from 7 a.m. until 6 p.m. between 21 North
Park Street, the Memorial Union, and the Union South. A
map of the new route is available at
http://www2.fpm.wisc.edu/trans/TDM/Transit/BusRoute.jpg.
In addition, Madison Metro has several routes which currently
go past the new building, including the 5, 6, 8, 12, 47 and 53
routes. Refer to the Madison Metro web site at
http://www.ci.madison.wi.us/metro/ for the most current
information on routes and schedules.
Watch for specific information for customers of the
departments moving to the new building close to the time of
each department’s move.
What’s Inside?
ACCOUNTING CYCLE IMPROVEMENTS…………….
STUDENT FINANCIALS CYCLE IMPROVEMENTS….
PAYROLL/BENEFITS CYCLE IMPROVEMENTS…….
ACCOUNTING SERVICES………………………………
BURSAR……………………………………………………
HUMAN RESOURCES……………………………………
INTERNAL AUDIT………………………………………
PURCHASING SERVICES…………………………………
MATERIALS DISTRIBUTION SERVICES (MDS)………
RISK MANAGEMENT……………………………………..
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Electronic versions of this newsletter can be found at
http://www.bussvc.wisc.edu/bsnews/admin_news_index.html
Orientation/Training Available
Many training programs are offered through the Office of
Human Resource Development. See these web sites:
http://www.ohrd.wisc.edu/des/index.asp#biz_services
http://www.ohrd.wisc.edu/ecbs/index.htm
http://www.ohrd.wisc.edu/dacp/index.asp
The address for the new building is 21 North Park Street,
Madison, Wisconsin, 53715. During the transition period of
July and August all mail sent to the current office locations
will be sorted and delivered by courier to the new N. Park
Street location.
Of particular interest are upcoming programs about:
 New WISDM training
 Benefits Education Programs
The new building will include a drive-thru Transportation
Services office, a computer lab, and several large professional
development and meeting rooms. The parking ramp will
accommodate both visitor and employee parking.
Please see articles elsewhere in this newsletter about these programs.
Note: that a NetID is required to enroll. NetID activation
information can be found at: http://my.wisc.edu/portal/index.jsp
Employees without computer access can have their supervisor
register them.
A new free campus bus route connecting N. Park Street with
the central campus will begin in the fall. The new route,
(called Route 85 or the ‘South Park Circulator’) is scheduled
to begin operating as the building is occupied; it will provide
Individualized training is also available on these topics:
MDS Ordering Systems
Contact Bill Sutton @245-2902 (wsutton@bussvc.wisc.edu)
UPS CampusShip Program
Contact Tracy Lussow at tlussow@ups.com
ADMINISTRATIVE NEWS – JUNE 2006
Travel Reimbursements
Margie Burris @262-0121(mburris@bussvc.wisc.edu)
Direct Payments
Steve Sauer @262-1919 (ssauer@bussvc.wisc.edu)
Payments to Individuals
Lori Nolley @263-9361 (lnolley@bussvc.wisc.edu)
WISDM Training
http://www.bussvc.wisc.edu/acct/sfs/train.html
ACCOUNTING CYCLE IMPROVEMENTS
Legacy Accounting to SFS Transition (LAST)
Project
We have completed the analysis and project planning for the
migration of the remaining functions performed in our legacy
accounting system over to the Shared Financial Systems
(SFS).
 An inventory of all business processes and interfaces that
are currently handled by Legacy versus SFS was
completed.
 The team looked at whether the current processes handled
by Legacy can be addressed using SFS/PeopleSoft
functionality. Models used by other UW campuses and
other Peoplesoft customers that may be applicable to UWMadison were reviewed. The team prioritized
functionality that should be considered for
implementation and addressed which legacy systems can
be eventually turned off.
 The group developed a work plan that outlined the
sequencing, timing and the estimated effort to migrate
from Legacy to SFS, including resource and funding
requirements.
 The workload changes on Accounting Services and on
Schools/Colleges/Departments that result from the
options for addressing the migration of Legacy to SFS
were also identified.
 The group also ascertained the impact of Legacy to SFS
transition on the UW-Madison’s implementation of the
Peoplesoft Grants software, a project proceeding in
parallel with LAST.
A process inventory, implementation project plan, cost
analysis and business cases were made for the project. A
project Executive Committee with representatives from key
Schools and Colleges, Accounting Services, Budget Planning
and Analysis, Research and Sponsored Programs, and System
Administration evaluated the study team results and
recommended a course of action. There will be periodic
project briefings to the Strategic Planning Committee (SPC)
and the Divisional Business Representatives (DBR’s)
representing all schools and colleges. As the project
progresses, there will be more updates from the Core Team.
WISDM 2 Project
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The Madison SFS Team is working very closely with DoIT
and the UW-System wide group on the development of
WISDM 2. Although there are no functional changes, the new
system is more user friendly with improved system
performance. There are also not many changes to the current
WISDM screens and data displays. The system is expected to
be rolled out to campus in September. Both existing WISDM
and WISDM 2 systems will be available to campus users for
one to two months after the initial WISDM 2 rollout. The
current WISDM training materials will be updated and posted
to the SFS website. The SFS team will also develop a
WISDM 2 Difference training manual to help experienced
WISDM users to adapt to the new WISDM system.
More project information will be available as the project
progresses. Please check the SFS website (
http://www.bussvc.wisc.edu/acct/sfs/ ) for further project
updates, updated WISDM training manuals and training
classes.
Improvements to Travel Planning and Reporting
are Coming-The UW-Madison Automated Travel System Project
Streamlining, simplifying, standardizing and automating travel
management at UW-Madison has been a goal for many years.
Expediting the travel reimbursement payment process,
reducing cost and time required for travel
management/administration, and addressing campus
dissatisfaction with the current Travel Expense Reporting
processes are being addressed by the UW-Madison Automated
Travel System Project.
UW-Madison has selected People Soft/Oracle’s Expense
Management software for this application because of its
functionality and its capability to integrate with other People
Soft/Oracle modules.
A project team representing a cross-section of campus
representatives has been assigned to the project and is
identifying, streamlining, simplifying, and validating business
requirements of the system. The team is working on
configuring and customizing the system to meet the essential
business requirements. The team will also be preparing and
delivering training for travelers and travel administrators. A
pilot program will be implemented, the results of which will
be incorporated into a campus-wide rollout.
STUDENT FINANCIALS CYCLE
IMPROVEMENTS
Making Scholarship Processing More Efficient
For Spring term, 2004-05 divisionally/departmentally
administered scholarships, a pilot project was undertaken with
the College of Ag and Life Sciences. This pilot involved
ADMINISTRATIVE NEWS – JUNE 2006
CALS creating a computer file of scholarship award
information which was subsequently posted directly to the
student’s tuition and fee account, avoiding the need for check
printing and distribution. Processes were established to handle
tax withholding required for non-resident aliens, the
distribution of scholarship costs to appropriate funding sources
in the Shared Financial System, and for the Office of Student
Financial Services to make adjustments to need based
financial aid awards as required based on the scholarships.
The pilot was successful and several other colleges are
participating in an extended pilot in Fall term, 2005-06. Work
is under way with Accounting Services and other schools,
colleges and departments to add broader funding functionality
to the process so that additional areas can participate. Please
contact Tip Vandall at tvandall@bussvc.wisc.edu for more
information.
PAYROLL/BENEFITS CYCLE
IMPROVEMENTS
UW-Madison Faculty and Staff to Receive
Earnings Statements Electronically
Starting with the payroll payable June 1st (the May payroll)
for unclassified staff, and with the payroll payable on June 8th
(the May “B” payroll) for classified staff, Payroll Services will
no longer be printing and distributing paper copies of most
employees’ earnings statements. It is now UW-Madison
policy that employees who have internet access at their
worksite, as well as the ability to print electronic documents,
will obtain their earnings statements through the ‘My UWMadison’ portal (http://my.wisc.edu/portal/).
Electronic copies of the earnings statements for UW-Madison
employees have already been available through the portal for
quite some time; in fact, statements for Student Help hourly
workers are already only available online through the portal.
Starting with the payroll payable June 1st (the May payroll)
for unclassified staff, however, and with the payroll payable
on June 8th (the May “B” payroll) for classified staff, Payroll
Services will no longer be printing and distributing paper
copies of most employees’ earnings statements. The
expectation is that all UW-Madison employees will access
their earnings statements on-line.
Some advantages in having earnings statements available
electronically instead of as a hard copy are:
 They are available at least three days before the pay date;
 They are stored electronically for 18 months, and can be
retrieved at anytime;
 They are available wherever (and whenever) you have
access to the internet;
 They are more secure than the paper statement.
In order to provide employees with information concerning
the electronic earnings statements, the Office of Human
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Resources has made available an informational web page.
This page can be found at:
http://www.bussvc.wisc.edu/ecbs/emp-earnings-statementinfo.html. Further information regarding the ‘My UWMadison’ portal itself can be found at
http://www.doit.wisc.edu/myuw/index.asp.
If you have any questions or comments regarding the
electronic earnings statements, please direct them to the
Payroll Services department of the Office of Human
Resources. Payroll Services can be reached by e-mail at
payroll@bussvc.wisc.edu. Further information regarding the
‘My UW-Madison’ portal itself can be found at
http://www.doit.wisc.edu/myuw/index.asp.
ACCOUNTING SERVICES
Fiscal Year End Instructions
As we approach fiscal year end, to facilitate the recording of
all appropriate transactions into the fiscal year 2005-2006
accounting records please follow the year end closing
deadlines published at
http://www.bussvc.wisc.edu/acct/dddates.html .
Accounting Services
At this time Accounting Services is planning to move to 21
North Park Street August 22 and 23. We will be on the 5th and
6th floors of the building. The following services are included:
5th floor—Suite 5301
 Accounts Payable
 File Room
 Purchasing Card Program
 Travel Program
6th floor—Suite 6101
 Cash Management
 Data and Financial Systems Management
 Director’s Office
 Financial Operations
 Property Control
 Tax Compliance Program
The phone numbers and e-mail addresses of Accounting
Services staff will remain the same.
Although our main address will be Accounting Services, 21 N.
Park Street, Madison, WI 53715-1218, more information
regarding specific area addresses will be communicated to the
campus in the near future.
BURSAR
Effective August 1, 2006 our address will change to:
ADMINISTRATIVE NEWS – JUNE 2006
University of Wisconsin-Madison
Bursar’s Office, Suite 7101
21 N. Park Street
Madison, WI 53715-1218
This may affect your drop off location for the US Bank green
deposit bags. Below is a partial listing of other available drop
off locations. If you do decide to change locations, please
contact that location to notify them of this change.
Departments who make departmental deposits will still send
deposits to the Bursar’s Office.
You can visit our website at www.bussvc.wisc.edu/bursar for
more up-to-date information regarding our move.
Drop Off Locations – US Bank Green Bank Deposit Bags:
1) Grainger Hall – School of Business (975 University
Avenue, Rm. 5115), daily pick-up. Contact Del
Anderson at 262-2017
2) Memorial Library (728 State Street., Rm. 348), pickup Monday, Wednesday and Friday. Contact Sherry
Kanetzke at 262-1433
3) Bascom Hall (500 Lincoln Drive, Rm. 102B), daily
pick-up. Contact Gary Mitchell at 262-3954
4) Memorial Union (800 Langdon Street), pick-up twice
daily. Contact Craig Tiedemann at 262-1667
5) Union South (227 N. Randall Avenue), pick-up twice
daily. Contact Marjorie Reffue at 263-1964
Please update your records and notifications of this change. If
you have any questions or concerns, please contact Julie Tran
at 262-3612 or email at jtran@bussvc.wisc.edu.
HUMAN RESOURCES
Office of Human Resources
The OHR services relocating to 21 N. Park include:
 Customer Access Center—all walk-in traffic, including
information regarding classified and unclassified
vacancies, in-person pick-up of payroll checks,
appointment check-in, etc.
 Employee Benefits Services, including benefits
counseling and information
 Payroll and Financial Services
 Classified Human Resources
 IT Business Systems and Services
 International Faculty and Staff Services (IFSS)—visa and
immigration services to faculty and staff (but not
students). Hours of operation and services will remain the
same, although there will be no walk-in hours for the
week of July 31st due to the move.
 Cultural Linguistic Services
 A satellite office of the Office of Human Resource
Development
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Note: The remainder of the Academic Personnel Office and
Office of Human Resource Development (OHRD) will remain
in Bascom. Some of the professional development classes,
labs and seminars offered by OHRD will be provided at N.
Park Street; others still will be held in Ingraham Hall.
The location of the main reception desk (Customer Access
Center) for the Office of Human Resources will be Suite 5101,
21 N. Park Street. For those offices which are moving, our
new address will be:
Office of Human Resources 21 N. Park Street, 5th Floor,
Madison, WI 53715
For those offices staying in Bascom, the address will be:
Office of Human Resources
166 Bascom Hall (for the Academic Personnel Office)
189 Bascom Hall (for the Office of Human Resource
Development)
500 Lincoln Drive, Madison, WI 53706
The phone numbers of most OHR staff, including those who
are moving to N. Park Street, should not change. General
office numbers will be changing, however. Once the move
has taken place, all general telephone calls will be answered at
N. Park St. For example, the general Academic Personnel
Office phone number which is currently in use
(263-2511) will not be an active line after July. Instead, any
calls made to that number will be forwarded to the general
OHR number at N. Park St.
All OHR staff members, including those remaining in
Bascom, will have new e-mail addresses; these new addresses
will all include an ‘ohr’ e-mail domain (i.e.
gcgreen@bascom.wisc.edu will become
gcgreen@ohr.wisc.edu, while ggreen@bussvc.wisc.edu will
become ggreen@ohr.wisc.edu). Current e-mail accounts will
be set to automatically forward messages on to the new
address.
Revised OHR phone and e-mail lists will be made available
once the move is completed.
Campus departments:
In order to minimize the effect of this transition, the staff of
OHR would like to make a couple suggestions:
1. Please use e-mail in communication with OHR
offices during the transition period; having an
electronic record will help prevent lost or misdirected
inquiries.
2. Individuals who do not already have direct deposit
for their paychecks are strongly encouraged to do so;
if direct deposit is absolutely impossible, both
employing departments and individual employees
must remember to pick up their checks at N. Park
Street after July 31st.
ADMINISTRATIVE NEWS – JUNE 2006
INTERNAL AUDIT
Non-Travel Cash Advance Review
We have completed our annual series of Non-Travel Cash
Advance Reviews for 2006. We continue to find inadequate
internal controls and problems with reconciliation in some
departments.
Proper segregation of duties requires the person that performs
the reconciliation and processes advance reimbursements not
have authority to disburse cash or have signatory authority
over checks written from the advance. Internal controls are
for your protection to avoid accusation if any of the funds are
unaccounted for.
Some departments are still unclear on the importance of the
periodic reconciliation to the authorized advance amount. The
custodian of an advance, or their delegate, must routinely
reconcile the balance in the bank account to the authorized
advance amount. Ideally this should be done right after the
monthly bank reconciliation. For a description of the
reconciliation process, refer to "Reconciling your cash or
checking account to your Authorized Advance Balance."
To assist you in effectively managing your authorized
advance, we have created an easy-to-use Non-Travel Cash
Advance Self-Assessment questionnaire. We strongly
encourage you to assess your current practices and implement
any changes needed to ensure good oversight.
Reconciliation is critical to the timely identification of any
discrepancies or errors that affect your bank or advance
balance. If you can not get your advance to balance, contact
your Dean's office, Cash Management or Internal Audit.
PURCHASING SERVICES
Requisition and Number Generator Switches
Tabs in My UW
With the new My UW rollout May 24, 2006, the Requisition
and Number Generator can now be found on the Services tab.
All options and general functionality remain unchanged. The
module is automatically available to all employees on payroll
(including student employees) authorized for portal access.
Usage instructions have been updated with pictures reflecting
the new environment and are available at
http://www.bussvc.wisc.edu/purch/req/ReqGenIns.html.
Fiscal Year End Reminder
As we approach the end of fiscal year 6 and the beginning of
fiscal year 7, please take a moment to review the deadline and
encumbrance dates found at
http://www.bussvc.wisc.edu/acct/dddates.html. This
represents the busiest time of year for Purchasing as
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transaction volumes increase greatly and we thank you for
your patience and understanding.
For reminders on processing Continuing Order Requisitions
(CORs) for the new fiscal year, refer to How to Correctly
Handle a COR for External Blanket Orders. Please contact
Purchasing Services if you have further questions.
BOREAS-Net
The University of Wisconsin-Madison has been involved with
other Universities to establish a consortium to obtain and
operate a dark fiber network. This network will be called the
BOREAS-Net (Broadband Optical Research Education and
Science Network), which connects the founding Institutions
(University of Minnesota, Iowa State University, University of
Iowa, and University of Wisconsin) with the CIC Chicago
Ring and establishes a backup connection to the national
network in Kansas City.
The University of Minnesota awarded the RFP for the fiber
and recently the University of Wisconsin-Madison issued the
RFP for the needed equipment to light the fiber. The bidding
process has been a joint collaboration with all schools
represented in the technical areas.
Using Zip Plus 4 in Campus Addresses on Reqs
With all the campus construction and departmental moves that
are underway (and ongoing) we would like to request that
everyone begin using the "Zip Plus 4" numbering in the
address line of all campus addresses for external requisitions.
Basically, add the extra four digits to the end of your zip code
when generating external requisitions. To locate any "Zip
Plus 4" visit http://zip4.usps.com/zip4/welcome.jsp
MATERIALS DISTRIBUTION SERVICES (MDS)
Ordering Dell Printers through MDS
Dell printers offered on the state printer contract are now
available through a separate link in the MDS online ordering
system. When choosing to purchase Dell products through
MDS, users will be presented with the option to "Shop at Dell
for Computers and Accessories" or to "Shop at Dell for
Printers on the State of Wisconsin Contract". Choose the
appropriate purchasing option to continue to Dell’s site.
Billing, shipping, and tracking procedures all remain the same.
Please contact MDS Customer Service with any questions.
Have you Completed your Spring Cleaning?
SWAP Can Help!
If you haven’t had a chance to do your spring cleaning, it’s
still not too late to get ready for summer (or fall classes) by
getting SWAP involved with your clean up. SWAP can help
you free up much needed space while generating revenue from
items your department no longer needs.
Less than ten percent of the volume of items sold at SWAP
end up back in the hands of departments. An average of seven
ADMINISTRATIVE NEWS – JUNE 2006
to ten semi loads of inventory arriving weekly ensures
continuous circulation of quality inventory such as: Steelcase
file cabinets, lab glass, lab supplies and equipment, office
chairs, office supplies and equipment from the University and
other state agencies. Amazingly, fifty to sixty percent of the
entire inventory sells weekly. To view available inventory or
begin the process to send items to SWAP, visit
www.bussvc.wisc.edu/swap.
Other SWAP Services
In the process of disposing of department’s unneeded items,
SWAP also provides a number of other services to campus.
Items deemed unsaleable or that are unsold after a specified
period are recycled through contracts established by SWAP to
allow the efficient flow of assets through the warehouse.
Computers sent to SWAP for disposition are wiped according
to the U.S. Department of Defense and HIPAA regulations,
keeping personal as well as legal information from getting out
to the general public.
SWAP also assists Property Control with the end of asset life
process for moveable capital equipment with original cost
exceeding $5,000 and a 2 year or greater expected useful life.
When items listed on the Surplus Property Pick-up Request
Form are destined for disposal, SWAP checks the Property
Control system for proper ownership and disposition
information for items with property control stickers. Proper
ownership means we have clearance from any gift, grant, or
federal obligations that might be a condition of ownership or
disposal. If a department follows procedures properly, SWAP
can complete and verify proper disposition procedures when
an audit is done on items disposed of through SWAP. Please
be sure to indicate if your items for disposal have property
control stickers on them.
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The new procedure requires that eight students be registered
and confirmed in order for a class to be held. If less than eight
people, the class will be cancelled and the students will have
to reschedule in a future class.
The new procedure will require some advance preparation by
those applying for a class. The payment accompanying the
application must be made payable to MATC and must be
made by the State of Wisconsin agency for which the student
is attending the class. No purchasing cards, personal checks or
personal charge or debit cards will be accepted. Applications
must be completed and include proper payment or they will be
returned to the applicant.
Information on van driver training, as well as the registration
application, is provided on DOA’s website at:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcati
d=167.
Please remember you DO NOT have authorization to operate
these vehicles until Risk Management has received a copy of
your van driver training card. This can be faxed to
608-262-9082.
RISK MANAGEMENT
New Office Space
Risk Management is finally leaving our quaint suite of offices
at 720 University Avenue, for the modern office space at 21 N
Park Street. Our offices will be on 6th floor; enter at Suite
6101. Phone numbers will remain the same. We will continue
to be available, as we have in the past, for walk-in visits to
report accidents, driver authorization requests, CISI coverage
applications, etc. Signage should enable you to search us out,
or call any of our staff prior to the visit. Contact information
available at:
http://www.bussvc.wisc.edu/risk_mgt/directry.html
Changes in registration for 12 -15 passenger van
driver training
The registration procedure for the 12-15 passenger van driver
training class will be changing effective June 22, 2006. These
changes have been implemented by The Department of
Administration who is responsible for the organization of
these classes.
BUSINESS SERVICES NEWS
A quarterly publication to provide up-to-date information to University of
Wisconsin faculty and staff on University business policies and procedures.
Contributions to this newsletter are made by Business Services' departments,
Office of Human Resources and Office of Archives and Records
Management. Circulated free via the internet and by subscription ©All rights
reserved. Business Services is located at 750 University Avenue, A.W.
Peterson Office Building, Madison 53706. Editors: Don Miner, Carla Raatz,
Pam Frederick