Introducing the new Division of Business Services Newsletter

This quarterly newsletter has been launched to share with campus personnel applicable information related to Division of Business Services activities. Please feel free to share this information with your colleagues.

We welcome your feedback! Please send questions, comments and/or suggestions to

FY2018 Account Code Changes

As previously communicated in the July Accounting Services Newsletter, there are account code changes for FY2018 related to Travel, Training-Tuition and Fees, and Capital Construction, and Building and Land Improvements.

Get more information.

Changes to the JET Import Text File Specifications

The JET Import Text File Layout Specs are going to be updated to allow 5 characters in the Class Field instead of the current 4 characters. A Test version of JET has been updated to accept the new layout. Any shadow systems that are producing text files for upload to JET should be reconfigured to produce text files with the updated layout.

Get more information.

Bursar Office Holiday Hours

November 23-24, 2017     Closed for Thanksgiving Holiday
December 18-23, 2-017    Reduced Office Hours 10:00 a.m. - 3:00 p.m.
December 25-29, 2017     Closed for Christmas Holiday
January 2-23, 2018          Reduced Office Hours 10:00 a.m. - 3:00 p.m.

Student Payments Project

The Bursar, Financial Aid, HR/Payroll, Tax Compliance, and Financial Aid Offices are working together to help University departments by providing guidance and answering questions on the policies and procedures for making payments to students. Sessions are being held across campus over the next couple of weeks and are open for registration:

November 21, 2017
December 5, 2017

WISER Rollout

Information sessions on WISER, the updated and redesigned version of WISDM, are scheduled for December 2017. The sessions are for staff who currently use WISDM and would like a high level overview of WISER. The sessions are not intended for new hires, nor for those seeking WISER training, rather, it seeks to bridge knowledge gaps between the two reporting tools.

Get more information.

New Guidance on Contracting for Services on Sponsored Projects

Purchasing Services has been working with representatives from Research and Sponsored Programs, Human Resources and Legal Affairs to develop guidance regarding use of external contractors on sponsored projects. Coming soon - an interactive website that will help guide campus toward making arrangements in time for budgets to include employment of individuals when required or for terms to be negotiated and contracts signed when applicable and appropriate. A preview of this material is available at

Surplus with a Purpose (SWAP) Campus Classifieds

SWAP's Auction site is making higher-end surplus property available to UW-Madison Departments prior to listing such property for public bidding and sale. Visit the SWAP Auction site and click on the "UW-Madison Departments ONLY" category to see items available for acquisition. Items in this category must be acquired for programmatic-use only and cannot be donated or resold without approval. Please contact SWAP Customer Service at for more information, or to request an item.

NEW Enterprise Fleet Management System

Enterprise Fleet Management System (EFMS) is the new system from WI Department of Administration (DOA) that will manage UW-Madison driver authorizations along with other fleet functions. EFMS replaced FleetAnywhere. and went live October 6, 2017.

With the new system Electronic Vehicle Use Agreements (EVUA) will be submitted and stored electronically for all individuals with a UW-Madison NetID.

Get more information.

Custodian Funds Training

The Accounting Services team has invested in developing and improving guidance and practices related to custodian fund financial management and internal controls.

If you have responsibilities related to management and controls of Custodian Funds and have not attended a recent Custodian Funds training session, please sign up for one of the future training sessions. The sessions provide background information on Custodian Funds, information on the various types of Custodian Funds, and procedures including account opening/closing guidance and account reconciliation protocols.

Get more information.

Capital Equipment Training

In 2017, UW-Madison launched a new policy and supporting procedures related to capital equipment guidelines. The procedures detail what expenses qualify for capitalization codes in the 46xx range along with the handling and documentation requirements of these purchased items. To help you understand the rules, answer any questions you might have before finalizing a project budget and to share the resources available to you, the Property Control Office is offering two FREE training sessions.

Get more information.

Welcome New DoBS Staff

Accounts Payable would like to Introduce Juli Beard as the new PIR auditor. If you have any questions about Payments to Individuals please contact Juli at or call 262-6344.

Welcome Shauna Schwantes to the Cash Management team! Shuana is responsible for coordination of PCI compliance, is an administrator for US Bank SinglePoint and will be training on other Cash Management tasks.