UWSP Payment Services

Check and Payment Processing:

  •     Checks are issued mid-morning on Monday, Wednesday, and Friday.

  •     Vendor Invoices are paid within 30 days of receipt of invoice according to the Prompt Pay Law.

  •     Normal processing of other requests is 7 to 10 business days from the date the request is received in the Payment Services Office.

  •     Rush check requests (needed in less than 7 business days) on emergency basis only - please contact Payment Services.

  •     Petty Cash Service is available for miscellaneous reimbursements of $50 or less for employees and students (non-travel expenses only).

  •     Payment date and check number now available in WISDM.

Guidelines for Payment Approval & Processing:

  • Signature required to approve payment of an expense or refund. The full signature of the authorized signer must be provided along with the department account number to be charged; initials are not acceptable. More Info...
     
  • Social Security Number fields have been removed from all Payment Services and Travel forms. If a Social Security Number or Employer ID Number is required, Payment Services forms now require this information be submitted using a W-9 form.
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  • Payments for services or contracts will be mailed after service dates are completed; exceptions where contract specifies payment schedule. Payments to Foreign Individuals..
    • Payments to Entertainers and Public Speakers - Payments of $3200.00 or more to a non-WI resident are subject to the WI Entertainer Tax.

 Invoice Approval Scanning Process:

  • Scans of invoices received for payment from the vendor directly by Payment Services will be sent to departments for review/ approval (a response is not needed if invoice is okay to pay).
     
  • Where more than one person in a department may need to review/approve invoices for payment, we recommend the use of a department e-mail account where all invoice scans can be sent and where appropriate staff can access the e-mails.

 Travel Card Program: 

  • For payment of travel expenses.
     
  • All lodging, airfare, and car rental expenses are REQUIRED to be charged on a Travel Card or a Purchasing Card.
     
  • Apply for a Corporate Travel Card.

TravelPort:

  • REQUIRED as of 10/1/07 for online booking of airfare. A Travel Card or Purchasing Card must be used.

Forms Available Online:

  • Online Forms
     
  • Public Folders – Go to University Offices, Services & Governance, under Business Affairs.
     
  • Payment Order Form – Most frequently used form - used to request reimbursements, including Petty Cash, payments to vendors, and when placing an order that requires prepayment included with the order form.
     
    • The Purchase Requisition form is submitted to the Purchasing Department and is used to request a Purchase Order. It should not be used to request a check, payment, or reimbursement.

Call extension 2052 or E-mail – paymentsvs@uwsp.edu  

Refer to our web site at www.uwsp.edu/paymentsrv for additional information, forms and policies.