Helpful Hints
Avoid Delays
The most common reason that payments are delayed is a lack of documentation or authorized signatures. If an expense is related to an event, forms may need to be accompanied by an agenda, brochure or invitation from the event (something that identifies the date, time, location and purpose of the event and whether any fees were collected from participants). If you are ever in doubt as to what documentation is required, give us a call! We are happy to help; our goal is to process all payments and reimbursements in a timely and efficient manner.
Use the proper form – a common mistake is to use a Purchase Requisition to request a payment or a check.
- A Purchase Requisition is for the purpose of issuing a Purchase Order and is processed by Purchasing. It should NOT be used to request a check/payment. As a Purchase Requisition is processed by Purchasing and not by Payment Services, use of this form to request payment will result in delays.
Entertainers/Speakers
If your organization is hiring a speaker or other entertainer, please contact Campus Activities for assistance. They will be able to provide you with the paperwork and knowledge needed to complete an entertainment contract.
Entertainers and speakers being paid more than $3200 and residing outside of Wisconsin are subject to the Wisconsin Non-resident entertainer tax - please contact Campus Activities for more information.
Tax Reportable Transactions
Payments for services (speaking to a group, providing food service, direct mail services, advertising, entertainers, prizes and awards, etc.) may be tax reportable transactions. This means that in order to process payment we must have a W-9 form with a Social Security number for an individual or a Tax ID Number for a business. If you are not sure if a transaction is tax reportable or if we already have a W-9 form on file for an individual or a business, please contact Laurie Kujawa (lkujawa@uwsp.edu) at ext. 3721.
Grant Funds
Grant funds deposited into state accounts are subject to the same policies and procedures as other state funds.
Tax Exempt Status
Purchases made through University procurement processes and paid with funds held in a state account are exempt from sales tax. Purchases paid for by an individual are not tax exempt, but taxes paid for individual purchases may be reimbursable.
To ensure your payment is tax exempt, please contact Purchasing or Payment Services with any questions.
The only exception would be for some travel expenses; we do have a Tax Exemption card available that can be used while in travel status for payment of meals, lodging and car rental.
Questions: E-mail Laurie Kujawa or call ext. 3721.
09/11/2008