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New Account for Study Abroad

Effective July 1, 2018, a revision has been made to the definition for account code 2168. This account code was changed from "Study Abroad" to "Travel Study Tours". A class code is required when using this account code. For corresponding class codes please see the 28XX series travel account code definitions. This code should be used for student travel costs involving international study tour programs and study abroad. Employees would use 28XX series travel account codes for their own expenses.

Also effective July 1, 2018, a new account code, 2638, has been created for Study Abroad expenses. This code should be used in scenarios involving costs associated with students attending a semester abroad for which the university pays the tuition and fees to the international institution and collects same from the student. Both payments to the international institution and receipts collected from students will use this coding.

Locking Sales Credits from Certain Accounts

A new chart field edit has been implemented to prevent external sales credits (accounts 9051, 9060 and 9062) from being used with funds 128, 131 and 136. This aligns with UW System Administrative Policy 320, section 3 (B). External sales credits may only be used by the selling department if the sales/services are to an individual or entity external to the UW System and the selling department is GPR funded. Sales and services of PR funded departments to individuals or entities external to the UW System shall be coded as revenue.

The new edit also blocks internal sales credits (accounts 9050 and 9061) from being used with fund 131. This is based on the appropriation language for fund 131: allowable revenues for fund 131 include all of the codes which identify academic student fees. No other types of revenue should be recorded in 131.

Going forward, anytime an incorrect combination is used between fund and account code, the following error message will appear: "Combo error for fields ACCOUNT/ FUND_CODE in group SALES_CRDT".

Risk Management offers New Cultural Insurance Services International (CISI) Options

Risk Management has developed a new option for individuals to self-enroll online in the Cultural Insurance Services International (CISI) insurance program utilizing a credit card. This also includes the ability for campus departments to utilize their P-Card to purchase and enroll individuals in the CISI program via the on-line method.

Get more information.

Trust Fund Changes to SWIB

Effective April 1, 2018, UW System has transferred its investment management responsibilities to the State of Wisconsin Investment Board (SWIB). The following highlights the impact and changes that you should be aware of:

  • The 161 The Income Cash Fund is invested in the State Investment Fund (SIF), which is administered by the Department of Administration and managed by SWIB. There are no changes to this Fund related to the transition.
  • The 162 Long Term Fund Under SWIB's management, the Long Term Fund will remain and retain its long-term/endowment orientation, and the transition should be seamless to investors in this Fund.
  • The 162 Intermediate Term Fund will be eliminated as part of the transition. As of March 31, 2018, all investments/holdings you may have in the Intermediate Term Fund will be automatically liquidated and transferred to the Income Cash Fund. If you have directed that any new gifts or accounts be invested in the Intermediate Term Fund, they will instead be invested in the Income Cash Fund. Subsequent to this transfer, Trust Funds account/project holders will be able to invest fully expendable monies in the Long Term Fund, in part or in whole, if a longer-term orientation is appropriate. If you had funds transferred to the Income Cash Fund that should be shifted to the Long Term Fund, please contact Susie Maloney at These transfers can be made quarterly.

Training Alert: How to Purchase Goods and Services at UW-Madison: Guidance for Importing and Exporting Materials

This periodically offered session is scheduled for September 28, 2018. Participants will learn the basic fundamentals to insure that Wisconsin Bureau of Procurement, UW System Purchasing, and UW-Madison Purchasing rules, regulations and guidelines, as well as United States Customs laws and regulations are followed when importing or exporting goods and services on behalf of UW-Madison.

The session is intended for Research Administration personnel and will cover topics including Customs Brokerage, Export Control, Duty Free Entry, Marine Cargo Insurance, Temporary Import Bonds or Export Carnets and International Logistics.

Get additional details and registration information.

REMINDER: State of Wisconsin Sales Tax Holiday

The State of Wisconsin has passed a Sales Tax Holiday that will occur August 1 through 5, 2018. During this period, sales of certain items are exempt from state and county sales tax. During the temporary exemption period the following items are not taxable:

  • Clothing, if the sales price of any single item is $75 or less
  • A computer purchased by a consumer for the consumer's personal use, if the sales price of the computer is $750 or less
  • School computer supplies purchased by the consumer for the consumer's personal use, if the sales price of any single item is $250 or less
  • School supplies, if the sales price of any single item is $75 or less
For more information and frequently asked questions, please visit the Department of Revenue website. If you have additional questions please contact Jose Carus, Tax Manager.

Coming Soon!
Expanded Capability to Upload Expense Reimbursement Attachments

When the PeopleSoft Shared Financial System 9.2 upgrade rolls out (targeted for October 2018), Accounting Services will begin requiring all necessary receipts to be attached to the claim. The upgrade will have functionality that not only allows travelers, but also alternates, approvers and auditors to add attachments to claims. Approvers and auditors will not be able to delete attachments from travel claims.

Look for additional details and updated information in future editions of the DoBS newsletter.

Capital Equipment and Property Control Updated Policy and Procedures

UW-Madison Capital Equipment Policy #110 has been updated to align with UW System Administration's Policy 334 C. The requirement to conduct an annual inventory has been changed to requiring a physical inventory every two, years based on the following characteristics of the equipment:

  1. Federally titled equipment
  2. 100% of items over $100,000
  3. 75% of items over $50,000
  4. 50% items between $10,000 and $49,999
  5. Sample of items less than $10,000

Additionally, the policy removes the requirement to reactivate previously missing and deactivated assets. UW-Madison Physical Inventory Procedure #110.6, has been revised to align with selection criteria of UW System Administrative Policy 334 C along with additional changes such as:

  • Changed the months skipped for conducting physical inventories from July/August to June/July.
  • Removed language about scanning other department assets.
  • Added new language to include disposition form and removed reference to the unaccounted list.

Business Services Training

Following are Division of Business Services training sessions available to you and your staff throughout July and August 2018. Click on the training titles to view descriptions, dates, times, locations and links to register:
     An Introduction to the Financial Environment at UW-Madison
     Concur Training for Travel Arrangers
     Custodian Funds Training
     Expense Reimbursement Training for Approvers/Auditors - Beginner Level
     Expense Reimbursement Training for Travelers/Alternates - Beginner Level
     Introduction to WISDM/WISER
     Purchasing Card Policies and Procedures
     Purchasing Card Site Manager Training

The entire OHRD catalog can be viewed at Click on "Business Services Topics" to see all sessions offered by the Division of Business Services.