Support Services and Financial Management

Business Services supports your unit through Support Services such as copier management, the shred program, and cell phones. Financial Management tasks like project number requests, departmental deposits, and post grant accounting are found here. At the bottom of the page, you will find all Business Services forms or links to electronic workflows.

SUPPORT SERVICES

Some departments or units may need to accept credit cards for various items. Contact the Bursar if you are interested in setting up an e-commerce site.

Cash Handling for departments and units is covered by the University of Wisconsin-Parkside Cash Handling Policy #64.

The Bursar provides cash handling training

There is a fillable PDF you will use to collect on a returned check. Remember that you will send the packet to the check writer and follow the Accounts Receivable process. AR is manged through the COST ticket.

Campus Operations Support Team (COST) is a program launched in January 2021.

The goal of the program is to provide direct Business Services and Human Resources support to campus units through a pod. Each pod consists of various units.

For example, the pilot pod launched in 2021 was for Student Affairs, CNHS, CAH and Athletics.

All Campus departments except Facilities shoudl be using the BP Logix form for COST Requests. Please log in to BP Logix, go to the Business Services Tab and submit a ticket.

University of Wisconsin Parkside uses Ricoh for all copier needs. Copy costs are charged back to departments/units monthly. Each department is required to submit copier usage information to business services between the 1st and the 5th of each month using the copiermanagement@uwp.edu email.

Ricoh Copier Maintenance is governed by maintenance contracts.

Refer to Catering and Special events.

If you have questions regarding how to pay for events, the correct funding strings to use, etc., watch this space for additional information.

Mail Services and Central Receiving provide necessary services to campus.

PCI - DSS stands for Payment Card Industry Data Security Standard.

University of Wisconsin Parkside employees who take credit card payments must complete the PCI - DSS training annually. Each area has a primary and secondary assigned to manage the PCI process for their staff. If you are a primary or secondary contact for your department, please refer to the training documentation to see how to add and monitor your department.

PCI-DSS training is an annual requirement.

If you have questions, please contact the Bursar.

All CTS staff involved in managing the data or machines are required to take the PCI for IT training. Please contact CTS if you have questions about the training.

 

The Shred It program is run from Business Services. Shred It provides the confidential locked shredding bins to campus offices to dispose of confidential or high risk documents, including FERPA information.

We no longer have set dates/times for Shred It pickup. Please use the COST ticket to request additional bins or pick ups.

Student Organizations may have cash or checks that need to be deposited into their departmental accounts. All deposits are made through the Cashier's Office* using Student Org Deposit forms.

STUDENT ORG Deposit Sheet  
   Call the Cashiers Office (ext. 2258) with deposit sheet questions

*Note that the Cashier's Office is located in Tallent Hall during the Wyllie renovation. There is a dropbox on the first floor. If you are using the drop box, your deposit must be in a bank bag. If you have questions, please contact the Cashier's Office.

University of Wisconsin Parkside uses US Cellular to provide cell phones to administration, faculty, and staff for university use.

FINANCIAL MANAGEMENT

Accounting provides a multitude of financial services from Accounts Receivable, Grant Fund Monitoring, to Project Funding String Requests. 

Contact Controller with questions.

Departments or Units may need to bill outside entities for services rendered. In all cases, an invoice should be prepared and sent. Creating an invoice is part of the COST process. Please fill out the section for AR Invoices in the COST Business Services Request available thorugh BP Logix.

The Budget process is managed through Finance and Administration. Contact Kathryn Mustell-Watkins with any budget questions.

The Budget Transfer form should be sent to budget.office@uwp.edu

 

If you need currency for a change fund or petty cash, fill out the Change Fund Request form.

Departments sometimes have cash or checks that need to be deposited into their departmental accounts. All deposits are made through the Cashier's Office* using Departmental Deposit forms.

DEPARTMENT Deposit Sheet, with Speed Type
DEPARTMENT Deposit fillable PDF, without Speed Type
Call the Cashiers Office (ext. 2258) with deposit sheet questions

If you are using the drop box, your deposit must be in a bank bag. Contact the Cashier's Office with any questions.

If you are a member of a department supported by a COST Representative, your COST Representative

 

A Direct Retro or Salary Transfer form is used in any situation in which the funding string should be changed for payroll.

If you are a member of a department supported by a COST Representative, please refer to the COST ticket in BP Logix. If the chaneg shoudl be permanent, the COST represenative will not sbmit your Direct Retro until the change has been completed in Human Resources.

If you are in Facilities, ensure you have the newest Direct Retro form, complete it, and e-mail the completed form to controller.office@uwp.edu

Central Receiving manages the Equipment Surplus program. The Mail Services page has information on the Surplus process and the form.

 The Funding and Project Code Request form covers a number of different tasks. The most common use is Project Code Requests.

You can also change the PI, close out a project, or request a new department funding code.

This will be available soon in the COST Business Services Request in BP Logix. Until then, please complete this form and upload in the COST ticket.

Any Pre-Grant information can be found on the Research Administration, Grants, and Contracts pages. Please contact Tina Radley if you have questions.

Post Grant funding is overseen by Accounting in the Controller's Office. Please contact Jennifer Agerholm at Controller.Office@uwp.edu with post award funding questions.

Extramural Support Transmittal Form

An IUJ or Intra University Journal works like a Journal Entry between University of Wisconsin campuses.

If you are a member of a department supported by a COST Representative, please refer to the COST ticket in BP Logix.

If you are in Facilities, ensure you have the current IUJ form, complete it, and e-mail the completed form to controller.office@uwp.edu or reach out to controller.office@uwp.edu for assistance.

 

A Journal Entry is used in any situation in which the funding string should be changed, for example when we are moving expenses from one UW Parkside department to another.

If you are a member of a department supported by a COST Representative, please refer to the COST ticket in BP Logix.

If you are in Facilities, ensure you have the newest Journal Entry form, complete it, and e-mail the completed form to controller.office@uwp.edu

WISER is the financial reporting mechanism for all data in SFS. It is refreshed overnight, so the data is typically 24 hours behind. 

WISER Access Request Form in BP Logix.

Videos and written resources are available on the UW System site or Training page and Jennifer Agerholm created video resources for you in our Canvas Classroom through Open Hours.

 Contact the Campus Accountant with questions.

BUSINESS SERVICES FORMS

These forms are found on various Business Services webpages.

Accounts Payable Forms

W-9 (link to irs.gov)

W-8 BEN (link to irs.gov)

Campus Operations Support Team

Most financial functions are processed through the COST Business Service Request in BP Logix.

 

 

Travel or Purchasing Card

Corporate Travel Card

Purchasing Card

ShopUW+ System Resources

ShopUW+ Quick Reference Guide  in UW System Canvas course

ShopUW+ Essentials

ShopUW+ Requester Access Request - through SFS

ShopUW+ Approver Access Request - through BP Logix COST Business Services Request Form

EQUIPMENT INVENTORY
 

Cooperation of the departments is essential to maintain an accurate inventory of equipment. Items which have a useful life of at least two years and a unit cost of $5,000 or more are assigned inventory numbers and entered into the inventory system.

Central Receiving normally affixes inventory tags to the capital equipment.

When it is impractical for Central Receiving to attach an inventory number tag to equipment, the inventory number tag with a purchase order copy will be sent to the department. Departments should place the tag on the equipment and return the acknowledgement to the Purchasing Department.

Departments should keep records of equipment under $5,000 purchase value.

Departments must obtain authorization from the Purchasing Department to return items which have been recently purchased via a purchase order.

To receive authorization, email Purchasing with the following information:

Recent Purchase
1. Supplier name, address, and phone number.
2. Purchase order number.
3. Description of items to be returned.
4. Reason for return; e.g., wrong item sent by vendor, does not work, etc.
5. Estimated Value of item.


The department will contact the supplier to get authorization (including an R.A., Return Authorization number) to forward the materials to the supplier.

After authorization from the supplier is received, an RMI form will be completed by Purchasing, including correct ship-to address, supplier authorization number and will be sent to the department.

It is the responsibility of the department to package the item(s) and contact Mail Services to arrange shipping.

In an emergency, the call-through method may be used.

Departments must obtain authorization from the Purchasing Department to send equipment off campus for repairs.

To receive authorization, email Purchasing with the following information:

1. Supplier name, address, and phone number.
2. Description of item to be repaired, including manufacturer name, model number, and serial number, if applicable.
3. Description of needed repair.

The department will contact the supplier to get authorization (including an R.A., Return Authorization number) to forward the materials to the supplier.

After authorization from the supplier is received, an RMI form will be completed by Purchasing, including correct ship-to address, supplier authorization number, request for estimate (for repairs), etc., and will be sent to the department.
 
It is the responsibility of the department to package the item(s) and contact Mail Services to arrange shipping.
 
Upon receipt of an estimate, the department should follow appropriate procedures for payment of the repair.
 
In an emergency, the call-through method may be used.
 
 

For on-campus equipment repairs the department should contact the supplier and describe the repair problem. If the supplier can estimate the cost of the repair without seeing the equipment and it will exceed the department's delegation level, the department should prepare a requisition to cover the estimated cost.

The call-through, email, or FAX procedure can be used if the repair is an emergency.

If the supplier cannot estimate the cost without inspecting the equipment, the department may schedule a supplier to come to campus to inspect the equipment.

When the supplier arrives, they should give the department an estimate on repair costs. The department should do a call-through requisition prior to any repair work being done if it will exceed the department's delegated authority. The Purchasing Department will authorize the repair.

If repairs will be under the delegated level, a low-dollar order should be processed.

For off-campus repair procedures, see Return for Repair section above.

Non-Monetary gifts accepted by the University through established campus procedures, are placed in inventory as follows:

1. The department prepares a zero-dollar requisition describing the donation (equipment description, model, serial number, etc.), department funding, value of the equipment, and location of item. FOR INVENTORY PURPOSES ONLY should be stated in the body of the Authorization.

2. A purchase order is created from this requisition for an inventory record copy. Inventory numbers are then assigned for the equipment and sent to the department.

3. The equipment is then placed in the on-line inventory system for the amount noted as value on the requisition and donation is noted on the inventory description.

Departments that build a piece of equipment or stand-alone item with value of $5,000 or more must notify the inventory office.

1. The department prepares a zero-dollar requisition with an equipment description, department funding, estimated value, and location of item. FOR INVENTORY PURPOSES ONLY should be stated in the body of the Authorization and any documentation that will support the estimate should be attached.

2. A purchase order is created from this requisition for an inventory record copy. Inventory numbers are assigned for the equipment and sent to the department.

3. The equipment is placed in the on-line inventory system for the amount noted as value on the requisition and fabricated is noted on the inventory description.

The Surplus Property Program at the University of Wisconsin-Parkside is designed to remove items from campus departments that under their jurisdiction has become surplus to their needs.

The goals of the Surplus Property Program are providing an opportunity for items to be reused by other departments, working with other state agencies, local non-profits, providing regular public sales and keeping as much as possible out of the landfills.

The University of Wisconsin-Parkside Furniture and Other Items in Hallways Policy should be read prior to submitting surplus requests.

Please use the Surplus form. Contact the Surplus Property Manager with any questions.

ASSET MANAGEMENT
 

Equipment Inventory is part of Asset Management. This is managed by the Campus Accountants in the Controllers Office. If you have questions, please email Controllers Office.

Business Services

262-595-2207
businessservices@uwp.edu

900 Wood Rd.
Kenosha, WI 53144 
Tallent Hall 245
Parking: Lot T

Office Hours

  • SUNClosed
  • MON7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • TUE7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • WED7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • THU7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • FRI7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • SATClosed

Please note that documents you would send via intercampus mail should be scanned and emailed to businessservices@uwp.edu

Suppliers should send invoices to AP.Office@uwp.edu

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