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Where is a listing of financial forms that are needed and how to fill them out (budget, travel, etc.)?
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How do I code an invoice for payment? Where do I send it? Who needs to sign it?
To process an invoice for payment:
- Write “OK to pay” on the invoice.
- Have an authorized employee sign & date it. In most cases, the department chair or her/his designee are authorized to sign invoices for that department. If you are unsure who has authorization in your department or how to get signature authorization, please contact Chad McClure at (608) 262-6890.
- Provide the funding (charge) coding on the invoice in the following format:
Account Code–Fund–Department–Activity–Fiscal Year–Project/Grant #
- Forward the approved and coded invoice to UWEX Business Services, 104 Extension Building. 432 N Lake St.
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Can a student/intern claim travel expenses on a travel expense report?
Yes, if the travel has a UW Business purpose and is approved by a departmental supervisor, subject to UW travel regulations. See the following link regarding UWEX and UW System travel regulations:
http://www.uwex.edu/business-services/travel/
http://www.uwsa.edu/fadmin/travel.htm
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How do I book airline tickets on the web?
All booking of airline tickets for employees on the web must be done through FoxWorld’s Travelport. Please see the following link for an introduction to Travelport, training, registration information, and a Travelport Q&A.
http://www.uwex.edu/business-services/travel/
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Where do I find resources to learn about funding codes and financial procedures?
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How do I get reimbursed for expenses? Is there a form to use? How do I fill it out?
Employees can be reimbursed for appropriate business expenses through completion of a Travel Expense Reports (TER).
http://www.uwex.edu/business-services/documents/sfster1207-2.xls 
Preparation of a TER is explained near the bottom of the following page:
http://www.uwex.edu/business-services/policy/section/7g
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Can you use the state room rate when traveling for personal use not work related?
“The state’s contracted fees with travel agencies and any other contract discounts negotiated by the state will only be used by the state/UW employee for official state/UW-related travel.”
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Where can I fine purchasing card information?
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What is WISDM?
From http://www.uwex.edu/business-services/
“Wisconsin Data Mart (WISDM) is a web based reporting system which provides inquiry access to PeopleSoft general ledger, purchasing and accounts payable information. The system provides budget versus actual reports allowing users to monitor financial performance. Information is provided on a departmental and project basis using a variety of reporting structures (account trees) to present results. Users can drill down and obtain detailed information on the transactions, which make up the balance in an account. Detailed information on vendors, purchase orders, invoices and journals is also available. The system has the functionality to rollup departmental information at the divisional and institutional level. To obtain access to WISDM, a SFS User Authorization Request Form must be completed and submitted to the Divisional Business Office for approval. The form should than be forwarded to Business Services to complete the processing.”
WISDM Training dates can be found at: http://www.uwex.edu/ics/stream/UWEX/business-services/WISDM2
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How do you deposit revenue?
Please see: http://www.uwex.edu/business-services/cashier/depositing-revenue/
The Report of Registrations and collections (RRC) form can be found here: http://www.uwex.edu/business-services/forms/cashier/RRC.xlt
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Where can I find UW travel policies and procedures?
UWEX travel page: http://www.uwex.edu/business-services/travel/
UW-System travel information page: http://www.uwsa.edu/fadmin/travel.htm
UW-System Travel Regulations Table of Contents: http://www.uwsa.edu/fadmin/fppp/fppp36.htm
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What are the rules for headquarter city events?
The headquarter city policy can be found at: http://www.uwex.edu/business-services/policy/section/7b
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Who should I contact in Cooperative Extension with financial policies & procedures questions?
Contact the Cooperative Extension Office of Budget and Fiscal Operations:
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