Training

ShopUW Essentials Red and Black

Training for the ShopUW+ system is available.

Project Updates and FAQs are also avaialble.

Business Services Training is available in Canvas or through UW System resources. Please self-enroll in the Business Services Training Canvas course to access the UW Parkside training courses. Training listed as Coming Soon: Please watch for emails, come back here, or look at the Canvas course for more information.

PURCHASING and SHOPUW+

Training for all purchasing functions at University of Wisconsin Parkside and Campus Specific ShopUW+ sessions.

Please rate our ShopUW+ training sessions.

Introduction to Purchasing

This is a beginner-level course that will provide information and tools to make common purchases. It will cover purchasing rules and the best methods to make purchases.

Recommended of all University of Wisconsin Parkside faculty or staff who may need to purchase items for the university.

Note: this does not cover the US Bank Corporate Travel Card.

PDF overview of Purchasing in Canvas

ShopUW+ Training

This is training available from UW System on ShopUW+ Essentials webpage on the purchasing and payables system.

Courses are arranged by role. This FAQ topic has more informaton.

Recommended of all University of Wisconsin Parkside faculty or staff.

Former PIRs - Invoices, ASSAs, Entertainer and Speaker Contracts

With the implementation of ShopUW+, PIRs have changed. PIRs are still in ShopUW+, but have limited function. In general : DON'T USE PIRS IN SHOPUW+.

In ShopUW+, PIRs are only for:

Scholarships/Fellowships (Note: assistantship stipends for Research Assistants, Teaching Assistants, etc. should be paid through payroll)
Prizes and Awards (Note: Payments related to a person's employment with the university should be made through payroll)
Research subjects

- Quick Reference Guide page 101

Recorded session:

Pre-ShopUW+ PIRs: What now?

Academic-Support-Services-Agreement

PKS Entertainer or Speaker Contract

Standard Rider to Entertainment or Speaker Agreement

Invoice Distribution

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

If an incoming invoice does not have a purchase request in ShopUW+ or needs positive approval for a FY21 PO, this session will cover how these will be distributed to campus in BP Logix.

ShopUW+ Transition: Invoices, Positive Approvals and Non-Conforming Invoices

Pre and Post ShopUW+ Process Translation Guide

Campus ShopUW+ Invoice and Positive Approvals

Campus ShopUW+ Non-conforming Purchases

ShopUW+ Receiving Required, Receiving In

With the implementation of ShopUW+, it is best practice to check the Receiving Required box and receive in items and services. This Canvas session reviews why, how, and when to check the Receiving Required box and how to receive in.

- Quick Reference Guide page 94

Receiving Required and Receiving In

Translating Pre- ShopUW+ Processes to ShopUW+

This short session reviews the Process Translation Guide. The goal is to connect the pre-ShopUW+ processes with the appropriate ShopUW+ process.

Recorded Session (29 minutes)

ShopUW+ Supplier Management 2.0

This is the first of a series on Supplier Management.

In this session, we covered Supplier relations versus Supplier Management, a basic overview of ShopUW+ process, how to look up Supplier information in WISER and how to submit supplier requests if you have a new supplier or updates to an existing one.

Recorded Session for Supplier Management (25 minutes)

ShopUW+ Supplier Management 2.0

This is the second of a series on Supplier Management. One week into ShopUW+, we have some updates. The overview from the first Supplier Management video and reviewed Supplier Management in ShopUW+ in more detail.

Don't forget that you should have a supplier list available to anyone who may cover for you in a place that is accessible to others.

Recorded Session (13 1/2 minutes)

Please note that there are many written resources in the ShopUW+ Supplier Page.

ShopUW+ Supplier Management 2.0 Part Two

This is the third of a series on Supplier Management.

This presentation reviews a WISER search for suppliers, using the supplier number instead of looking up the supplier in ShopUW+, it covers what a SUPPLIER NAME *USE 00011111111 means, and how to save and use favorites. This is a great tip for frequently used suppliers.

Recorded Session (14 1/2 minutes)

ShopUW+ Managing Notifications

With the implementation of ShopUW+, e-mail notifications are sent out for approvals to all approvers at each level. This can make your e-mail inbox difficult to manage. In the guide below, you can find information on how to set up rules in Outlook to manage your notifications. with specific information targeted to approvers at each level in ShopUW+.

Campus ShopUW+ Process Notifications

ShopUW+ Attaching Documentation

Attachments should be uploaded in specific places in Purchase Requests. Please use this guide to assist you.

Campus ShopUW+ Attaching Documentation

Approver Overview

This short session covered the approver process and what an approver should review. Managing ShopUW+ Email notifications was covered.

Recorded Session (32 minutes)

Multiple Approvers Overview

This short session covered the multiple approver process for Direct Payments. What does the Assign button do, use the Process Notification to ensure the right people see the appropriate notices, how the multiple approvers process works, and how to view the charges for your department.

Recorded Session (40 minutes)

Questions about Purchasing

Contact Purchasing

ACCOUNTING

Introduction to WISER

This UW system video training provides a basic overview of the various searches and reports that are available within the campus reporting tool: WISER.

Highly Recommended for department or divisional financial staff who are new to campus or new to their role.

Available Trainings:

If you prefer written materials, this page has some great resources.

OPEN HOURS: WISER with Jennifer Agerholm

WISER replaced WISDM in Fall 2020. Please review the information from UW System on how to use WISER. Bring your questions to Open Hours! Email Jennifer Agerholm with questions.

Highly Recommended for all UWP employees involved with financial responsibilities familiar with WISDM and new to WISER.

September 29, 2020, Open Hours session is recorded and in Canvas. Please note that you may have to self-enroll in the Business Services Canvas course.

Introduction to Accounting

This consists of four online modules:

Introduction to Campus Financial Systems	Coming Soon
Introduction to Accounting: Funding Strings	In Canvas
Introduction to Accounting: Accounts Receivable	Coming Soon
Introduction to Accounting: Journal Entries	Coming Soon

Highly Recommended for all UWP employees involved with financial responsibilities.

WISER Access

If you need access to WISER, please complete the WISER ACCESS FORM in BPLogix.

Questions about WISER or any Accounting function

Contact the Campus Accountant.

ACCOUNTS PAYABLE

Introduction to Accounts Payable

With the launch of ShopUW+, there will be changes to Accounts Payable.

Highly Recommended of all University of Wisconsin Parkside ShopUW+ Requestors or anyone who may need to understand how to pay for goods or services.

Supplier Management

Suppliers must be in SFS before you submit your purchasing request in ShopUW+. This session reviews how to look up your supplier in WISER, what you are looking for, the forms you may need to send them, Email templates with instructions, the Supplier Information Page Overview.

Recorded session in Canvas

Looking up W9 status in WISER

Recorded Session in Canvas

Highly Recommended of all University of Wisconsin Parkside ShopUW+ Requestors or anyone who may need to understand how to look up or work with Suppliers.

Questions about Accounts Payable

Contact AP.Office.

PURCHASING CARD

Purchasing Card Policies & Procedures

This training provides an overview of how the purchasing card works, guidelines for card usage, cardholder responsibilities, and documentation requirements.

Required of all cardholders before receiving a card.

Email Campus Purchasing Card Administrator to be added to the required Canvas Course.

Please note that this Canvas Course is managed by UW System and is not part of the Business Services training.

Purchasing Card versus Travel Card

The PCard is a university liability purchasing card. While it may be used for travel, there are limitations, such as it can’t be used for individual meals or parking not in conjunction with an overnight hotel stay or at an airport. The employee would have to pay for those on their own and request a reimbursement on a Travel Expense Report.

The Corporate Travel card is used exclusively for travel related expenses. The card can be used for any expense incurred during travel status, including individual meals.

Purchasing Card Record Submission Process

This training provides a detailed explanation of the Purchasing Card submission process. Overview of Purchasing card Policy, common return reasons, using Adobe to combine and edit the submission, and BPLogix.

The recorded open hours session is only Adobe and BPLogix.

Recommended of all cardholders before submitting a purchasing card statement

P-Card Record Submission Process

Recorded session is posted in Canvas.

Recorded Open Hours session on Adobe and BP Logix is posted in Canvas

A Quick Guide for PCard Submission is also available in Canvas.

Purchasing Card Record Submission Supervisor Process

This training provides a detailed explanation of the Purchasing Card submission supervisor review process. It reiterates the purchasing policies, provides a review of common return reasons, and provides an overview of using BPLogix.

Recommended of all cardholder supervisors

Recorded session is posted in Canvas

A Quick Guide for PCard Supervisors is available in Canvas.

Questions about the Purchasing Card Record Submission Process

If you have questions about P-Card policy, contact Purchasing.

If you have questions about installing or updating Adobe, contact CTS.

If you have questions about how to use Adobe or the BP Logix process, contact JZ.

E-REIMBURSEMENT

E-reimbursement

E-reimbursement training covers the e-reimbursement module and how to use it.

Written documentation of many of the e-reimbursement topics can be found on the e-reimbursement page or on the UWTravelWIse page.

Highly Recommended of all staff as this is for ANY reimbursement requests.

Questions about E-Reimbursement

Contact travel@uwp.edu.

TRAVEL

Travel

UW TravelWIse has training resources and User Guides.

Highly Recommended for all UWP employees who may need to travel or book travel for others.

Questions about UW Parkside Travel

Contact the Regional Travel Representative.

Travel Services Recorded Webinars

General Travel Services Open House (hosted by UW System Travel Services)

This is a recorded virtual open house to discuss changes to Travel Services effective July 1, 2020. There is an overview of the travel agency transition, services of each agency, and open Q&A time to address any questions. Previously Recorded Session: General Travel Services Open House

Travel Incorporated Administrative Group Training Webinar (hosted by Travel Incorporated)

Administrative Group allows a host department to easily manage all department specific travel needs for students, guests or employees. The process gives the group administrator the option to either securely store a University Purchasing Card on file with Travel Inc for agent reservations or to set up the group for individual bill, where each traveler would provide a personal credit card at the time of booking. Previously Recorded session: Travel Incorporated/UW System Admin Group Training

Travel Services Recorded Webinars

Fox World Travel Group Block Training

Previously recorded Session: Fox World Travel Group Block Training

Short’s Travel Management Training Webinar for NCAA Athletics (hosted by Short’s)

Previously Recorded Session: Short NCAA Travel Portal and Reporting Training

CASH AND DEPOSITS

Cash Handling

Cash Handling training is required for any employee who will be accepting funds. This training consists of a video and a 15 question quiz. The training is in the Canvas Course Business Services Training. Please self -enroll in Canvas.

Time: 25 - 35 minutes

Required for all UW Parkside employees who will handle any cash, checks, etc.

Department Deposits

Departments and Units often have funds to deposit in their accounts. The Cashier's Office manages all deposits functioning as the "bank" for university. This training provides an overview of the Department Deposit forms.

Coming Soon

Recommended for all UWP employees who may submit department deposits.