Fiscal Forum

1. Fiscal Forum Thursday, November 18 9:30 – 11:00

2. Today’s Agenda • Direct Payment/Payment to Individual Tool • Encumbrance Management Form (EMF) and new Remaining Encumbrance Status Tool (REST) • 233 Account Maintenance Process • MDS Default Funding Update • Imaging Update • APR Updates • Topics for Upcoming Forums

3. DP/PIR Tool • Campus Tool (Anticipated rollout Spring 2011) • Committee meeting to develop a campus tool based on the Engineering Tool • Some enhancements: • Expand account codes to handle more payment types • Be able to save a completed form for future use • Link the tool to the SFS vendor look up • DP & PIR – only need original plus one copy of form and attachments (Carbonless paper is preferred) • Current Engineering Tool location: • https://admin.engr.wisc.edu/uw_pay_request/ • Login with net id

4. US RESIDENT NON-US RESIDENT

9. Payments to Non U.S. Vendors paid in foreign currency. • If payment is being requested in a foreign currency, you must enter the funding amount in U.S. dollars. • When using a wire or draft be sure to include the ‘Wire-Outgoing Draft/Wire Form’ and add in the wire/draft fee.

14. NON-US RESIDENT US RESIDENT

21. Click here to generate form

24. ENCUMBRANCE MANAGEMENT FORM AND THE REMAINING ENCUMBRANCE STATUS TOOL (REST) • Purchasing has developed the REST application to assist in the correct completion of the Encumbrance Management Form. • Aimed especially for the funding grid sections of the form, although pulls information that is useful for other sections as well. • REST website: http://wneta.bussvc.wisc.edu/EncMgt/ShowPOData.aspx

28. Encumbrance Management Form and Remaining Encumbrance Status Tool • Encumbrance Management Form Reminders: • Always check the box to indicate if this is a sub-award or not. This tells Purchasing if they need to send to RSP or not. • If addition to a sub-award include in the email the budget and scope of work for that next year. • Include in the explanation box the end-date extension information for the additional year. • Name the file for each EMF as the PO number • Always fill in the both sections of the funding grid • To help fill in the funding grid follow the instructions by the grid or use REST • REST website: http://wneta.bussvc.wisc.edu/EncMgt/ShowPOData.aspx • For PO Close-out, please see the Purchasing Services Encumbrance Management page for automatic close-out criteria

30. Encumbrance Management Form and Remaining Encumbrance Status Tool ADDITIONAL INFORMATION AND LINKS: • Purchasing Information Inquiry • http://poinfo.bussvc.wisc.edu/purch/PurchlnqMenu.htm • (includes REST link and PO lookup information) • Encumbrance Management • http://www.bussvc.wisc.edu/purch/EncMgt/EncMgt.html • Encumbrance and PO Management Form: • http://www.bussvc.wisc.edu/purch/forms.html • Instructions for the Encumbrance and PO Management Form (EMF) • http://www.bussvc.wisc.edu/purch/forms/EncMgtFormInstructions.pdf

31. 233 Account Maintenance • To create a new 233 project: • If sponsored by UWF, route Gift Routing Form with the PI and the Chair’s signature and UWF check request form to Kara Melka. She’ll get Ken’s signature on the UWF check request form and give it all to Pat Bakken in Extramural Support. • If other sponsors, route Gift Routing Form and check (with the stub attached) with donor documentation or if there is no donor document, a note indicating what the check is for to Pat Bakken. • If Camille requests a Gift Routing Form for a SMPH startup, please send it directly to her. • Kara Melka will create the project number in SFS.

32. 233 Account Maint. cont. • To add funds to an existing 233 project: • If sponsored by UWF, route the Gift Routing Form with the Chair’s signature and the UWF Check Request form to Kara Melka. She’ll get Ken’s signature on the UWF Check Request form and give it and the Gift Routing Form to Pat Bakken. • For other sponsors, route the check (and stub) with donor documentation or, if no documentation, a note explaining what the check is for and Gift Routing Form to Pat Bakken. • Cannot co-mingle Gift monies (ex. UWF or individual donation) and Private monies (ex. UWMF or another University) in the same project.

33. 233 Account Maint. cont. • To close a project • Project (owning) Department sends an email to their Fiscal Accountant requesting the project be closed. • If there is a balance of less than $100 • Project department sends an email to their Fiscal Accountant with a non-sponsored project that we can transfer an overdraft to or transfer charges from to spend the remaining balance. • All open encumbrances must be removed before the project can be closed. • All spending on the project must stop (DOIT, MDS, etc) • Fiscal Accountant reviews and if approved, forwards to Kara Melka. • Kara will process the transfer and once it posts, she will change the status to closed.

34. 233 Account Maint. cont • To expand edits to another SMPH department • Project department sends an email requesting the addition/removal to their Fiscal Accountant who will review and submit to Kara. • To expand edits to another School or College or changing program codes • Project department sends an email requesting the addition or removal to Sandi Robins. • To change the PI • Project department fills out the Gift Routing Form indicating the new PI and submits to Pat Bakken. • Please highlight this and note that it’s a change. • Previous PI (if still here) and new PI must sign the form. • Kara will email you when she has made the changes.

35. MDS Default Funding • MDS is working on a web application that will allow you to update the default funding on your MD accounts. • The system is not in production yet but we will notify you when it’s ready

36. Invoice Imaging • Accounting Services is only imaging the first page after the Direct Payment • The exception is when there is too much confidential information on the page, then they will not upload the page. • Don’t use highlighting on the DP or invoice • Confidential documents that aren’t uploaded are available in the fileroom • Contact Vera Laufenberg or Virginia Brown if you need these documents.

37. APR Updates • Cost Transfer Team • Developing a prototype of a cost transfer tool • Working with OHRD, RSP and Accounting Services to implement training solutions • Award Closeout Team • Increase F&A write-off to $1,000 • Suspense accounts • After specific steps and up to 60 days after the end date, RSP can transfer the balance to a department suspense account. • Departmental Cashiering Team

38. Who Should I Contact? • Darlene Wood: 3-4931, dwood2@wisc.edu • GPR Funding (101, 104, 108, 116, etc.) • MAMA Budget • Leases • Departments 5302xx for req’s, DP’s, Cash Custodian Agreements, CT’s & other non-travel related items. • Mark McClintock: 3-8138, mrmcclin@wisc.edu • Hospital Affiliation Agreement • Procurement Card • Departments 533700 through 5350xx for req’s, DP’s, Cash Custodian Agreements, CT’s & other non-travel related items. • Camille Hogan: 3-7765, hogan2@wisc.edu • UW Trust Funds • Departments 538100 through 551000 for req’s, DP’s, Cash Custodian Agreements, CT’s & other non-travel related items. • Mary Machaj: 5-4684, mlmachaj@wisc.edu • Fund 101 • Great Plains Accounts Receivable • Departments 530600 through 533400 for req’s, DP’s, Cash Custodian Agreements, CT’s & other non-travel related items. Karla Thompson (after she returns in January) • 150 Capital Equipment Funds (Contact Darlene until Karla returns) • Summer Session Funding (Contact Camille until Karla returns) • Departments 5303xx and 535100 through 537700 for req’s, DP’s, Cash Custodian Agreements, CT’s & other non-travel related items. (send your documents to Karla but email and call your previous fiscal contact with questions until she returns) • Kara Melka: 3-4933, kmelka@wisc.edu • E-reimbursement related items & non-employee profile setup form • Payment to Individual Reports • UW Foundation deposits or check requests (until our new Fin Spec is hired) • Interdepartmental Billing • Sales Credit/Receipt Deposit forms and checks (NOT receipts that go on the gift routing form) • Vendor Refund Forms and checks

39. Questions? • Topics for upcoming forums? • Grants Management Best Practices • Upcoming sessions • HRS/Budget Update • Thursday, Dec 9, 1:30 to 3:00 Room TBD • E-reimbursement approver updates, Q&A and UW Foundation Billings • Tuesday, Dec 7, 9:00 to 11:00 Room 4201HSLC • Fiscal Affairs Website: • http://www.med.wisc.edu/for-staff/fiscal-affairs/main/613