Policies, Procedures and Forms

 Academic Support and Personal Service Agreement (ASSA-PSA)

For all Contracted Services from an Independent Contractor, regardless of the payment method utilized (to include $0 agreements), either a Purchase order or an ASSA/PSA Form is to be executed and approved by the contracting officer at UWSP (Heidi Wallner) prior to commencement of the service.

PSA - If the service desired is available from more than one source, competitive procurement rules apply and purchasing bid and waiver regulations must be followed. Some services provided by independent contractors represent special talents needed by the UW-Stevens Point on a temporary basis to fulfill its missions of instruction, research and public service. 

ASSA - If the service provided by independent contractor represents special talents that is unique or a noncompetitive activity needed by UWSP on a temporary basis to fulfill its mission of instruction, research, and public service, it will be considered an Academic Support Service.

Full Policy regarding Independent Contractor Services is under UW-System Financial Policy F31, see section B.


ASSA-PSA Standard Terms and Conditions

ASSA-Personal Service Agreement Form 

Questions and completed forms can be directed to:  Purchasing, purchasing@uwsp.edu, x2721

 Agency Funds - SFO

This policy outlines the policies, procedures, and other related standards for accepting, administering, and accounting for agency fund accounts, also known as Student Faculty Organization Funds or SFO.

Agency Funds - SFO Policy 

For questions and more information, contact: General Ledger, genledg@uwsp.edu, x2051.

 Approval Authority

This policy provides guidelines for the appropriate delegation for approval authority, establishing a sound internal control environment where only authorized employees and their formal designees approve financial transactions for the University.

Policy and Procedures

Approval Authority Delegation Form

 Badger State Industries (BSI) Furniture Purchasing

State of Wisconsin agencies have a mandatory furniture contract with Badger State Industries (BSI).  If a department has a need outside of what BSI can provide they must complete a waiver and approval process prior to making the purchase.  

BSI Furniture Waiver

Tips for Ordering Furniture

Sit-Stand Units - Mandatory Contract

For questions and more information, contact:  Purchasing, purchasing@uwsp.edu, x2721

 Badger State Industries (BSI) Name Badge Orders

Name badges for faculty, staff, and students can be ordered through Badger State Industries using the below link to access forms.  

BSI Name Badge Order Forms

Questions and completed forms can be directed to:  Purchasing, purchasing@uwsp.edu, x2721

 Bank Accounts

​A University bank account may only be used for legitimate and allowable revenue and/or expense activities of the University. Proposals for new bank accounts must be submitted by University departments to the Controller’s office and the decision to open a bank account will be at the discretion of the Vice Chancellor of Business Affairs.

The purpose of this policy is to establish appropriate bank account control procedures to protect University assets and minimize risk of financial loss. This policy will provide requirements for opening, updating, reconciling and closing bank accounts. 


For questions and more information, contact: Christina Rickert, Controller, crickert@uwsp.edu, x3999.

 Capital Equipment

Capital equipment is defined as any single asset which has an acquisition cost of $5,000 or more and having a useful life of at least two years, whether purchased outright, acquired through a capital lease, or through donation.

Capital Equipment Policy - The Purchasing Department administers capital equipment asset matters and is responsible for the centralized accounting and reporting of UWSP capital equipment assets. 

 Department Asset Manager - Departments assign Asset Manager(s), who will be responsible for knowing the location and general condition of Capital Equipment within their area(s) and reporting to the Purchasing Department.  This assignment is done at the time of purchase, and remains in effect until either Purchasing Department is notified of: a change of Asset Manager; item is transferred to another department; item is surplused (sold, transfer, traded, etc.) through the UWSP Surplus Property Office.

Addition Request Form - Department Asset Managers are responsible for completing the Capital Equipment Addition Request Form for all equipment purchased for or assigned to them or their department. 

Transfer/Trade-In Form - Department Asset Managers are responsible for documenting the physical transfer of a capital equipment asset within a department or between departments on the UWSP campus; or to indicate that a capital equipment asset has been traded in toward a new purchase.

Surplus Declaration Form - Department Asset Managers are responsible for reporting the loss and/or disposals of capital equipment assets.

Questions and inquiries can be directed to:  Purchasing, purchasing@uwsp.edu, x2721

 Cash Advance (Travel)

Cash Advances can be requested for anticipated cash transactions while in travel status. The request process starts with having the feature turned on within eReimbursement. Once active, the traveler can complete a travel authorization and generate a cash advance.

For complete details, please read the e-Reimbursement Cash Advance procedures document.

Questions can be directed to: Payment Services, Payment.Services@uwsp.edu, x2052

 Cash Handling Policy, Training, Forms, and Supplies

​The Controller Department administers the cash handling policies and procedures, including the online cash handling certifications. This information has been developed to assist you in the proper compliance with Wisconsin statutory requirements.  These procedures must be followed to ensure compliance with state law and the safeguarding of University assets, and to protect you and the University from alleged negligence.

Cash Handling Policy and Procedures

Online Training Program - Cash Handler, Fund Custodian, Supervisor

Cash Handling Forms - Deposit Slip, MOU, Petty Cash or Change Fund Action Form, Petty Cash Replenishment Form

Cash Handling Supplies - Instructions to order Cash Handling endorsement stamps and deposit bags.

For questions, contact: Financial Operations/Controller, FinancialOperations@uwsp.edu

 Contracts

Contracts at UWSP are typically initiated at the campus department level with each department reaching out to vendors on an as needed basis. A department initiating an approved university template contract would complete the template, as needed, obtain the appropriate vendor signatures, and then forward to the Purchasing Department for final review and approval.

For Independent Contractor Services, please see section above on Academic Support and Personal Service Agreement (ASSA-PSA).

Contract Administration Policy

Contract Routing Form

Use of Existing Contracts - Mandatory and Optional Contracts:

UWSP Bus Contract - Coach and School Bus

UW-Madison Contracts - These contracts have been bid by UW-Madison. They are for commodities that they most commonly purchase. Most of the contracted vendors extend the same pricing to other UW campuses with only the addition of freight charges.

UW System Contracts - These contracts have been bid by UW-System and may be utilized by all the UW System schools for the purchase of goods and services.

DOA VendorNet Contracts - This site lists contracts that have been bid by the Department of Administration for use by all state agencies.

For questions, contact:  Purchasing, purchasing@uwsp.edu, x2721

 Credit Card Merchants - Payment Card Processing and Compliance (PCI Compliance)

​University of Wisconsin-Stevens Point (UWSP) departments processing credit and debit card payments must take appropriate measures to prevent loss or disclosures of customer information including card numbers. The purpose of this policy is to provide requirements and guidance for all credit and debit card processing activities for UWSP.


 Deposit Forms

The deposit slip is to be completed and included with all deposits made at Student Financial Services.  This slip can be used for all departmental deposits and expenditure reimbursements at UW-Stevens Point.  Instructions on completing the form can be found on the other tabs of the form below.  

Deposit Form

Student Organizations must use the below deposit forms when depositing into their SFO or SGA accounts: 

Updated SFO-SGA Deposit Procedure

SFO Deposit Form

SGA Deposit Form

Questions can be directed to: Student Financial Services, x2118.

 Distance Education Fee

​The Online Distance Education Fee Policy provides guidance regarding the assessment and approved uses of the online distance education fee.

 Employee Relocation

The Employee Relocation Policy provides guidance regarding the approval and authorization process, as well as the reimbursement and payment of relocation expenses.

Employee Relocation Policy

Employee Relocation Guide

 Expense Reimbursement - Policy Exception Request

This policy provides guidelines and procedures for travelers and expense claimants to request an exception related to UW System Administrative Travel policy requirements, mandatory contract use, documentation requirements, etc.

Expense Reimbursement - Policy Exception Request Policy 

Expense Reimbursement - Policy Exception Request Form 

 Extramural Funds Administration

This policy helps to distinguish types of funds or agreements that come to the University from external sources in order to properly deposit, manage, and report the funds.

Extramural Funds Administration

Funds From External Sources Flowchart

Questions can be directed to: General Ledger, genledg@uwsp.edu, x2051.

 Food for UW Sponsored Events

The food policy governs acceptable use and procedures for various events and meetings that will incur food costs. All food purchases must abide by all campus and UW-System Policy. Please refer to the Meal Vouchers Policy found below for UW Sponsored Events utilizing Meal Vouchers.

Campus Food Purchases Procedures

UW System Headquarter City and UW Sponsored Events Policy (UWSA Policy 435)

Forms

Food Expense Approval and Payment Form

For questions on the form, contact Payment Services, payment.services@uwsp.edux2052

 Fund 233

The General Ledger monitors fund 233 project ids for negative cash balances and works with the department and Foundation to bring the balances to zero or a positive cash balance.

Fund 233 Policy

For questions and more information, contact: General Ledger, genledg@uwsp.edu, x2051.

 Gifts-In-Kind

A gift-in-kind is a tangible (item, good, and/or service) donation to the University.  An acceptance of gift-in-kind form must be completed by the donor and approved by a dean, director, or department chair and the purchasing department prior to receiving the donated item at UW-Stevens Point. 



Questions can be directed to:  Purchasing, purchasing@uwsp.edu, x2721 

 Graduate Admissions Deposits


An admission deposit may be assessed to graduate program applicants. 


Questions may be directed to: Controller, Controller.Office@uwsp.edu.

 Kitchen Appliance Purchases

There are specific guidelines and procedures regarding the use of State funds to purchase kitchen appliances, generally limited to refrigerators, microwave ovens, and coffee makers, located in a common area for use by all employees.

Purchase of Kitchen Appliances Policy

Questions can be directed to:  Purchasing, purchasing@uwsp.edu, x2721 

 Meal Vouchers

Meal Vouchers are available for use at select on-campus dining facilities when a UWSP department is hosting the meal. This policy outlines the procedures for obtaining and utilizing meal vouchers.

Meal Vouchers Policy

 Payment Order Form

The Payment Order Form is used to request that a payment be made to an individual or vendor. Service related payments should make use of the ASSA-PS form. All payments to employees should be requested through the eReimbursement Module. Once this form is completed, attached all relevant documentation and submit to Payment Services. 

Payment Order Form


 Print Buying

State law requires all printing by state agencies, which includes all UW System campuses, go through the agency’s print manager for approval and the creation of a purchase order. At UW-Stevens Point all printing must go through Printing and Design.

Print Buying Procedures from the Printing and Design Manager

Questions can be directed to:  Printing and Design, rspindle@uwsp.edu, x2037

 Prizes, Awards, and Gifts

UW System Administrative Policy 330 addresses prizes, awards, and gifts made by UW System Institutions. It does not cover compensatory cash awards to employees or scholarships. Prior to giving or announcing a prize, award, or gift, approval needs to be obtained via the Prizes, Awards, and Gifts Form.

Prize - Something of value conveyed as a result of chance, generally for promotional purposes, to one or more participants in a University-sponsored event. 

Award - Recognition of something of value conveyed as a result of competition, merit, or in recognition of service to the institution on the part of the recipient.

Gift - A voluntary conveyance of something of value as a gesture of goodwill or appreciation.

Prizes, Awards, or Gifts Form

Prize Tax Acknowledgement Form

UW System Administrative Policy 330

Questions can be directed to: Payment Services, Payment.Services@uwsp.edu 

 Purchase Requisitions

To obtain a Purchase Order, the requesting department must complete a Purchase Requisition Form and submit the form with approvals and any quotes to the Purchasing Department including the internal account (Department Number).  

The purchasing department processes all requisitions in accordance with UW-Stevens Point, UW-System Administration, and Department of Administration Policies (such as bidding thresholds).  

When approved and finalized, the Purchase Order is released to the supplier and an internal copy is provided to the requesting department.  The funds are then shown as encumbered in the department's budget (see WISDM). 

If the requesting department already has an invoice, a Payment Order Form must be used.  

Purchase Requisition Form

For questions on the form to use, contact:  Purchasing, purchasing@uwsp.edu, x2721

 Purchasing Card (P-Card)

UWSP faculty and staff, including LTEs, are able to purchase many of the items that they need to do their work more efficiently with a credit card. A Purchasing Card (P-card) is a controlled credit card that is intended for best-judgment (under $5,000) purchases.

All purchases with the card must comply with the guidelines in the Cardholder Manual and with extramural funding agency restrictions. You must check for Ineligible Vendors prior to making any purchase.

Purchasing Card Policy and Procedure Manual

Purchase Card Application

Purchasing Card Log Sheet (Excel Format of Log for Large # of Transactions) 

Transaction Management

Internal Transfer Form-Post Packet Submission

Missing Receipt Form

Sales Tax Exemption Certificate

Questions can be directed to:  Purchasing, purchasing@uwsp.edu, x2721

 Residual Balances

How to handle access and reporting of residual balances for sponsored awards that are fixed-prices.

Residual Balances

Questions can be directed to: General Ledger, genledg@uwsp.edu, x2051.

 Shop@UW

Shop@UW accounts are sales tax-free and are on a state contract with vendors. All full-time, part-time and UST University Employees are able to apply for an account. A Shop@UW account must be utilized when purchasing printer toner/cartridges as well as any item from Staples.

Shop@UW

Shop@UW Application

Questions can be directed to:  Purchasing, purchasing@uwsp.edu, x2721

 Signature/Contracting Authority

The Board of Regents policy limits signature authority for contracts to a specific authorized group of persons. Under Regent Policy 13-1, the Chancellor may authorize additional individuals to sign contracts in certain circumstances. View the list of authorized signers of contracts/documents for UWSP, at the top of the page, in the link below.

UW-Stevens Point Signature/Contracting Authority

 Special Course and Class Fees

Some courses require additional fees to cover the cost of materials and services beyond those usually provided. These fees are charged in addition to the tuition cost. These fees can be on all sections of a course or just on a specific section. Special course fees are non-refundable after the first week of class.

Course Fee: a fee that will apply to all class sections of the course within an identified term and session.  If the fee duration is ‘New Fee On-Going’, the fee will continue each approved term and session (i.e. each Spring term only or each Fall term only) until a new Special Course Fee Request e-form is submitted to Modify Existing Fee or Remove Fee. 

Class Fee: a fee that will apply to a specific class section of a course within a term and session.  Any new class sections of the course will need a new Special Course Fee Request e-form submitted to add a New Fee On-Going or a New Fee One-Time.  If the fee duration is ‘New Fee On-Going’, the class fee will continue each approved term and session (i.e. each Spring term only or each Fall term only) until a new Special Course Fee Request e-form is submitted to Modify Existing Fee or Remove Fee.

Looking to See if a class has a Special Course or Class Fee?  Schedule Builder in AccesSPoint will show all Special Course and Class Fees associated with a class.  See the Schedule Builder-Viewing a Special Course and Class Fee Guide for more information.

Special Course Fees Policy and Procedures

Special Course Fees e-Form in BP Logix

Instructions to Complete e-Form Request

SCF Dates and Deadlines

Questions regarding Special Course Fees and the e-Form request process can be directed to:                                                                          Student Financial Services, Student.Financial.Services@uwsp.edu, x2118

 Student Government Association (SGA) Purchase Requisitions

To obtain a Purchase Order, the requesting student organization must complete an SGA Purchase Requisition Form and submit the form with approvals and any quotes to the Purchasing Department including the internal account (Department Number).  

The purchasing department processes all requisitions in accordance with UW-Stevens Point, UW-System Administration, and Department of Administration Policies (such as bidding thresholds).  

When approved and finalized, the Purchase Order is released to the supplier and an internal copy is provided to the requesting student organization.  The funds are then shown as encumbered in the department's budget (see WISDM). 

If the requesting student organization already has an invoice, a Payment Order Form must be used.  


For questions on the form to use, contact:  Purchasing, purchasing@uwsp.edu, x2721

 Tuition and Fee Appeals

UW-Stevens Point will refund tuition and fees based on the published tuition refund schedule.  In limited circumstances, the University will consider an appeal for exception to the refund schedule.  Students are limited to one tuition appeal request in their lifetime.  

Tuition and Fee Appeal Polcy and Procedures

When submitting an appeal, the Tuition Appeal Form must be given to Student Financial Services.  

For questions, contact: Student Financial Services, student.financial.services@uwsp.edu, x2118. 

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