Your Business Connection April 2105

Business YOUR

CONNECTION

APRIL 2015

www.uwlax.edu/business-services

INSIDE THIS ISSUE: FISCAL YEAR 2015 DEADLINES TRAVEL INFORMATION 2-3 FOOD PURCHASES 4 WHAT IS A W-9?

4 STUDENT FACULTY ORGANIZATIONS (SFOS) 4 PROCUREMENT CARD – REMINDERS 5 FEEDBACK REQUESTED FOR REDESIGN 5 CONTRACT ADMINISTRATION 6 PRINT PURCHASING 6 AMAZON TAX EXEMPTION PROGRAM (ATEP) ENROLLMENT 6 SHOP @UW 6

VOLUME 1/ ISSUE 1

WELCOME Business Services is pleased to bring you our first issue of Your Business Connection! Each issue will provide useful updates, reminders, and information. We will connect you to the webpages and people in Business Services who can assist you. This issue features the fiscal year end deadlines and capital equipment physical inventory. Other highlights in this issue include travelrelated information on pages 2 and 3, procurement card reminders on page 5, and purchasing through Shop@UW and Amazon on page 6. We hope Your Business Connection becomes a valuable resource for you.

Reminder – Fiscal Year 2015 Deadlines The fiscal year is quickly coming to a close. Be sure to review the complete list of fiscal year-end deadlines found HERE. This reference guide provides the item, submission date, office and who to contact for assistance.

Although most of the deadlines are in June, the Purchasing Office has deadlines in May. Submit year-end purchase requisitions as soon as possible to allow for processing. Certain transactions do not encumber funds, so be sure to plan ahead and make those types of purchases in a timeframe that will allow payment to be made in this fiscal year. Some common purchases that are not encumbered include low dollar orders, campus stores orders and purchasing card transactions.

Capital Equipment Physical Inventory – Asset Tagging!

Business Services is currently conducting a physical inventory of all Capital Equipment. With your help, we will complete this by the end of the fiscal year. Per UW System policy, Capital Equipment is defined as any single asset that has an acquisition cost of $5,000 or more and a useful life of at least two years.

New for this physical inventory is the implementation of asset tagging. As Business Services verifies the capital equipment, an asset tag will be assigned to the asset. Asset tagging will assist with inventory control, safeguarding and disposal.

For additional information about Capital Equipment including the UW System Capital Equipment Policy, visit our Business Services Capital Equipment webpage (www.uwlax.edu/ General-Accounting/Capital-equipment) or contact Joe Beck at jbeck@uwlax.edu or 58721; or Jason Steiner at jsteiner@uwlax.edu or 58550.

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TRAVEL TRAVEL EXPENSE REPORTS

The UW TravelWIse portal provides all university travelers and those who book travel for others, a resource to utilize at all stages in the travel process. The online portal provides information on policies, procedures, discounts, baggage fees and more. It also provides resources and tools to make booking and accounting for your travel easier.

The UW TravelWIse portal provides direct access to the Concur selfbooking tool, as well as contact information for a Fox World Travel agent.

The self-booking tool provides search results based on lowest cost, in accordance with the traveler’s selected schedule window. This automation also establishes a $150 tolerance allowing the traveler’s discretion in determining schedule and optimal routing efficient. When working with a Fox World Travel agent, the lowest logical fare will be offered to employees based upon the individual traveler’s needs. Fox World Travel agents are available 24 hours a day, seven days a week to University employees.

At the beginning of this year, additional changes to the University of Wisconsin System’s travel program were implemented. These changes include: • Revision of University of Wisconsin System policy 1201: Purchase and Payment of Business Air Travel.

All University paid airline tickets need to be booked or purchased in the UW TravelWIse program, either through Concur or with Fox World Travel. This includes airfare for all faculty, staff, students, guests, and groups. After July 1, the University will no longer pay or reimburse the cost of airline tickets purchased out of this policy requirement.

• Fees no longer charged on the traveler’s invoice.

All services fees associated with booking through the travel program will be centrally billed, and no longer charged on the individual traveler’s invoice. UW System is currently paying for half of these expenses.

• Interactive booking tool matrix.

Options for making your air reservations, with links to procedures and contact information, are now part of an interactive booking tool matrix. This booking matrix includes scenarios for Employee Travelers and Travel Arrangers, Non-Employee Travelers (students, guest, interview candidates, etc.) and Group Travel.

(TERs) for travel expenses incurred in FY15 must be received by Business Services on or before June 12, 2015 to be charged to FY15 budgets. If you are returning from travel after June 12 and have expenses to report on a TER, contact Christina Rickert, Accounts Payable Manager, at 58555 or crickert@uwlax.edu, to discuss next steps.

Travel expenses for FY16 that are to be prepaid in FY15, such as airfare and conference registrations, must meet the following criteria:

• Registration fees must have a payment due date prior to July 5, 2015 or the registration must be identified as first come/first serve.

• Airfare must be for a trip scheduled on or before August 31, 2015.

LODGING The Wisconsin Office of State Employee Relations (OSER) provides domestic lodging rates annually. Three counties, Milwaukee, Racine and Waukesha, have a single room $80 lodging rate, and all other counties in Wisconsin have a single room $70 rate.

TIPS: • The use of lodging brokers, such as Hotel.com, Expedia, and Travelocity, is prohibited. Lodging brokers require full pre-payment to guarantee a reservation and full payment is forfeited in the event of change or cancellation.

• For in-state lodging reservations, call the hotel’s reservation management to obtain or negotiate the state rate maximum.

• For out-of-state and international lodging, use the Concur self-booking tool within the UW TravelWIse portal which provides live rates and discounts specifically offered to UW System employees.

• Procurement cards can only be used to pay for lodging under the following circumstances: • To reserve a room,

• To pay for a required first night lodging deposit, or

• To pay for lodging at a conference location. A conference location is defined as a lodging facility identified by the conference sponsor and included in the conference registration materials.

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TRAVEL USING A VEHICLE ON UNIVERSITY BUSINESS? Employees are encouraged to use rental vehicles when vehicle transportation is determined to be the most appropriate mode of transportation which is generally for round trips less than 400 miles.

Employees are able to book vehicles through UW TravelWIse, and the Concur self-booking tool to ensure they receive appropriate pricing, services, and insurance coverages. UW System has a contract with the Big Ten for vehicle rental services and this contract must be used when rental vehicles are available. Enterprise Rent-A-Car (Enterprise) and National Car Rental (National) are both included in our Big Ten contract. We also have a WSCA contract that must be used by authorized drivers who do not meet the minimum age of 21 for use of the Big Ten contract. The Big Ten and the WSCA contracts include free collision and liability insurance on domestic rentals.

RESERVATION TIPS: • All contract information, including our contract ID, is provided in the UW TravelWIse portal, under Discounts. If reserving a rental car locally, you can call the local number and reserve a vehicle over the phone by providing our contract ID number.

• Enterprise has locations at 227 3rd Street and the La Crosse Airport Terminal. The local number is 608.785.7400 for the 3rd Street location and 608.781.5094 for the airport location.

• National is also located at the La Crosse Airport Terminal. Their local number is 608.781.5678.

• If reserving a rental car outside of our local area, use the Concur self-booking tool within the portal. The booking tool is populated with all our contract information and the traveler will receive the appropriate pricing, services and insurance coverages.

• Decline additional insurance if offered; all Enterprise, National and WSCA contracts include free collision and liability insurance on domestic rentals.

• Decline the purchase of a refueling package if offered; employees are not reimbursed for purchasing a refueling package.

TRAVEL EXPENSE REPORT (TER) TIPS: • Employees must refuel before returning the vehicle.

• Receipts for gas must be submitted if you are claiming reimbursement or have paid for the gas on your procurement card.

GROUP TRAVEL Fox Premier, the groups and meetings division of Fox World Travel, must be used when purchasing airfare for a group. Fox Premier can also handle all travel needs such as lodging, ground transportation and other accommodations for your group.

Fox Premier works with your group’s travel coordinator until all the reservations have been booked. The travel coordinator starts the process by completing the University Group Travel Request available in the UW TravelWIse portal. Within one business day, a member of the Fox Premier team contacts the travel coordinator to confirm the request and discuss any open questions. As plans are discussed and confirmed, emails will be sent to both the travel coordinator and the Travel Manager in Business Services. Payment for group travel airfare must go through Business Services and be charged on the group travel credit card. Provided proper arrangements are made, other group travel expenses may also be charged on the card.

For additional information on group travel, visit the Business Services Accounts Payable Travel webpage, and select Groups.

INTERVIEW CANDIDATES Candidates invited to campus to interview for a positon with UW-L are subject to the same travel policies and procedures as employees.

Specifically, airfare purchases for candidates must be booked through our travel program. We recommend the hosting department contact UW System’s Onsite Agent, Debbie Talbott, to assist with these travel arrangements. She is available Monday-Friday from 8 a.m. to 4 p.m.

All reservations made through Debbie will be made in accordance with University travel policies, authorized business dates, and the traveler’s schedule. To initiate this process, a UW Travel Reservation Request must be completed and submitted to Debbie.

For additional guidelines related to Interview Candidates, please refer to the Business Services Accounts Payable Travel webpage, and select Interview Candidates.

• The final invoice/billing receipt must be submitted if you are claiming reimbursement or have paid for the vehicle on your procurement card.

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What is a W-9 and why does Business Services need it?

Form W-9, Request for Taxpayer Identification Number and Certification, is an IRS (Internal Revenue Service) form used to certify a taxpayer’s identification number and other information.

The university must have the vendor’s (taxpayer’s) correct name, address, federal tax classification, and taxpayer identification number. A taxpayer identification number may be a social security number (SSN), individual taxpayer identification number (ITIN), or an employer identification number (EIN). The vendor completes and signs

Form W-9 certifying the information and the tax identification number provided is correct. This form also certifies whether or not the taxpayer is subject to backup withholdings.

Business Services requires a signed Form W-9 be on file for all vendors to ensure an accurate vendor file is maintained for proper payment and tax reporting to the IRS. If you will be requesting payment to a new vendor, or a vendor that has not been used for several years,

ask the vendor to complete Form W-9. Submit the signed Form W-9 with your payment request to Business Services. To save time, we recommend you request Form W-9 be completed at the same time an Academic Support Services Agreement (ASSA) is completed.

IRS Form W-9 can be found on the Business Services Accounts Payable webpage, under Forms. If you have questions or need assistance, contact Business Services at 58554.

FOOD PURCHASES

Student Faculty Organizations (SFOs)

Thank you for attending and providing feedback on the Business Servcies Food Purchases Policy Workshops. The workshop information including the Food Purchase Policy and the Food Expense Approval Form can be found on the Business Services Accounts Payable webpage in the Food tab.

Are you a Faculty Adviser for a student organization? Be sure to review University Center’s Student Organization Adviser’s Manual found at www.uwlax.edu/uploadedFiles/Offices/University_Centers/ Advisor%20Manual.pdf.

TIPS FOR COMPLETING THE FOOD EXPENSE APPROVAL FORM:

• Having difficulty opening the new form? Try opening the form in a different web browser.

• Consuming your food purchase on-campus? You must utilize the Univeristiy food service contract for all on-campus catering.

• Are you planning to self-cater? Keep in mind that only snacks can be self-catered. Pizza is defined as a meal rather than a snack and must be purchased through University food service. Your approved Self-Cater Form must be attached to your Food Expense Approval Form.

• Have a question about noting the business purpose? Be sure to include how this purpose supports the mission of your department.

Contact our Accounts Payable Manager, Christina Rickert at crickert@ uwlax.edu or 58555 if you have questions about purchasing food. Did you miss our Food Purchase Policy workshops? We have two more scheduled on May 5 and May 21. Call the Business Services Office today at 58554 to reserve your seat.

SFOs must obtain banking services through Business Services and are not permitted to have bank accounts off-campus. Student organizations must have a current SFO Account Authorization Form on file with Business Services. A SFO Account Authorization form is essentially a signature card that includes the names and contact information of the authorized faculty advisors & student officers; purpose/mission of the organization; and source of funds and types of expenses.

STUDENT ORGANIZATIONS MUST COMPLETE A SFO ACCOUNT AUTHORIZATION FORM: • To set up a new account with Business Services to deposit funds and make disbursements • At the start of each fiscal year or academic year, as applicable, to provide authorized signers • When there is a change in authorized student officer(s)

• When there is a change in faculty advisor(s) or delegated staff member Visit the SFO webpage on the Business Services Accounts Payable webpages for more information.

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Procurement Card – Reminders!

• Purchase of technology equipment (i.e.: laptops, iPads, printers, docking stations, etc.) is strictly prohibited with University procurement cards. Technology equipment must be purchased through ITS (Information Technology Services) at https://uwlacrosse.qualtrics.com/SE/?SID=SV_erMH33u8bTDw860.

• UW-La Crosse is exempt from Wisconsin sales and use tax on most purchases made in Wisconsin. The tax exempt number for UW System is ES40706 and is printed on the face of your procurement card. This number should be used when requesting tax exemption.

• Itemized receipts must be turned in with your procurement card statements. Receipts containing amounts only are not acceptable.

• The business purpose of each purchase should be noted on the procurement card statement.

• Purchases with University procurement cards must be shipped to a campus address.

• Personal reward cards may not be used in conjunction with a University procurement card.

• Only the authorized cardholder named on the card may use the card.

• If a card is lost or stolen, immediately call US Bank at 800.344.5696. Also contact Business Services as soon as possible to notify the Procurement Card Administrator.

• Cancelled, expired or revoked cards should be cut in half and returned to the Procurement Card Administrator, Ekco Jensen, at ejensen@uwlax.edu or 58730 in the Business Services Office, 125 Graff Main Hall.

PROCUREMENT CARD – PURCHASES NOT ALLOWED: • Technology Equipment (laptops, iPads, printers, docking stations, etc.)

• Initial Membership

• Flowers, Gifts, Awards

• Food, Beverages

• Cash Advances

• Printing, Professional Services • Office Decorations

If you have questions regarding procurement cards, contact Ekco Jensen, Procurement Card Administrator, at 58730 or ejensen@uwlax.edu.

We want to hear from you:

If you have suggestions, questions or comments about the newsletter, feel free to contact Ekco Jenson at ejenson@uwlax.edu or 58730.

Feedback Requested For Redesign UW System is currently working on a redesign of WISDM, called WISER. WISER has a sleek, modern interface and new or improved functionality. UW System wants feedback from WISDM users to make it even better!

To provide feedback for what you’d like to see changed or suggestions for new items, simply click the “Comment” button at the top of the page in which you have a suggestion and send us your feedback on the form provided. Please include “WISER” in the form subject line and provide as much detail as you can to help us. We appreciate it!!

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YOUR CONNECTION TO PURCHASING & CONTRACT ADMINISTRATION

— 118 Graff Main Hall

Contract Administration Please remember that all contracts need to be signed by an individual authorized by the Chancellor and executed in a timely manner. A listing of the authorized signors can be found here, www. uwlax.edu/uploadedFiles/Offices-Services/Rick-Contracts/Contracting%20Personnel.pdf.

Shop @UW Please use Shop@UW when

possible. Shop@UW is the UWMadison hosted e-commerce

marketplace for purchasing from various vendors such as Staples,

Contracts signed after the event has taken place or contracts signed by an unauthorized individual are not legally enforceable. Unauthorized signors may be personally liable for damages incurred as a result of the event. Contact Scott Holzem, Contract Administrator, at 58569 with questions.

We have improved our contract routing process. Each contract must have a completed contract routing slip that includes the following regarding the contract initiator: • Name of contract initiator • Department of contract initiator • Date of routing and initials of the contract initiator This new process helps provide more accurate information for tracking the contract.

Look for Contract Workshops in the near future.

Grainger, Fisher, and Sigma-Aldrich.

Amazon Tax Exemption Program (ATEP) Enrollment

equal to or less than those charged

If you purchase from Amazon on behalf of the university, you must use your procurement card and enroll in the Amazon Tax Exemption Program (ATEP) to be eligible for tax exempt status for future purchases from Amazon.com LLC, Amazon Digital Services, Inc., Warehouse Deals, Inc., Amazon Services LLC, or other participating sellers. Each Amazon user must complete the one-time online enrollment to establish Active Exemption Status. Instructions are found at www.uwlax.edu/purchasing. After you review the instructions, contact Purchasing at 58503 to obtain the University’s CES Number and Authorized Person Name before you enroll. Sales tax may still be charged on items

Prices charged by Shop@UW will be by private businesses offering

comparable quality products and delivery services.

A purchase order or a procurement card is not needed to purchase through Shop@UW. To set up a Shop@UW account, complete the form located at www.uwlax.edu/ uploadedFiles/Offices-Services/Purchasing/ shopUW_AccountForm.pdf and submit to Gerry Hyzer at ghyzer@uwlax.edu. If you have questions, contact him at 58503.

For more information about Shop@UW, go to www.bussvc.wisc.edu/shopuw/about.html

ordered from other sellers listing products for sale on Amazon.com. Personal use of your ATEP enrollment is prohibited.

PRINT PURCHASING If you have a printing project of 500 or more, contact Gerry Hyzer (58503).

UW-La Crosse utilizes contracts for letterhead, envelopes, business cards, and brochures. Information regarding campus printing services can be found at www.uwlax. edu/Purchasing/Campus-printing-services.

6 608.785.8554 | 125 Graff Main Hall | businessservices@uwlax.edu