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Financial Services

Contact Us

Hours:
Contact by phone, email, Teams or private appt.
Location: Dempsey 236
Phone: (920) 424-3990
Fax: (920) 424-2240

Forms

Controller Forms


WISER Logon Authorization Form

Complete this form to gain access to WISER.

Transaction Transfer Request (TTR)

The Transaction Transfer Request (non-salary) is used to transfer funds/move expenditures from one fund, department, project, account, amount, etc. to another to assure the accuracy of the general ledger and data integrity.

Department Action Request

This form is used to create, delete, replace and change a department’s accounting structure by unit, department and sub-department. It is also used to change the department manager name and department name.

Inter-Campus/Unit - Transfer/Journal (IUJ)

An IUJ completes financial transactions between campuses in UW System or with UW System and information required for the transaction is similar to the TTR.   Transactions can’t be completed without the required accounting information as noted on the form.  

Signature Authority

The Signature Authority form should be signed if an individual within the department will be signing Financial Forms in the place of the Director or Dean. The individual provided with Signature Authority must print and sign their name, in order for Financial Services to acknowledge that authority is valid. The Dean or Director of that department must then check which Financial Forms the individual can sign for and approve this authority. Please send all Signature Authority Forms to Nicole Richter-Smith, Dempsey 236.

Prize, Award, and Gifts

The Prize, Award, and Gifts pre-approval forms must be approved by the Controller prior to announcing or presenting the prize, award, or gift. Please send completed form to contracts@uwosh.edu. Once approved please include the approved form with the request for payment or attach to receipts of payment.

Pre-Approval Award and Gift Form

Pre-Approval Prize Form

 

Sales Tax Reporting

The University is required to report and remit sales tax monthly to the Department of Revenue when goods and services are sold.  Departments are responsible for reporting monthly to the Bursar by the 8th of the following month according to the procedure outlined.

Sales Tax Report

Sales Tax Procedure

Purchasing Forms


Purchase Order Requisition/Change Request Forms

Purchase Order Requisition Form
All request for purchases must be submitted using the SHOPUW+ platform https://solutions.sciquest.com/apps/Router/SAMLAuth/UWisconsin

Supporting documentation (State of Wisconsin contract reference, quotes, proposals, bidding record, etc) that satisfy the State of Wisconsin procurement rules must be included in submission. A W9 form may be required if the vendor/contractor is new to doing business with the University. If purchase order is an annual purchase, a reference to the previous fiscal year’s purchase order is extremely helpful in processing your order quickly.

If you have any questions on using ShopUW+, please consult these resources:
ShopUW+ Quick Reference Guide (will require SSN Login)
ShopUW+ Essentials (FAQ’s and Training Courses)
Send questions to uwsaproblemsolvers@uwsa.edu or call at 608.263.3100

For more information on completing a Purchase Requisition on ShopUW+, or questions regarding exceptions to Purchase Orders please contact Purchasing at purchasing@uwosh.edu or Jesse Crain at crainj@uwosh.edu, or 920.424.0317.

 

PO Change Request
If you are requesting to change a PO created prior to the SHOPUW+ Go-Live, please fill out the PO Change Request form and submit your request via email to purchasing@uwosh.edu.  If you are requesting to change a PO created in SHOPUW+, please enter your change request in SHOPUW+ at https://solutions.sciquest.com/apps/Router/SAMLAuth/UWisconsin.

Single/Sole Source or Waiver Bidding Form

PO Change Request
If you are requesting to change a PO created prior to the SHOPUW+ Go-Live, please fill out the PO Change Request form and submit your request via email to purchasing@uwosh.edu.  If you are requesting to change a PO created in SHOPUW+, please enter your change request in SHOPUW+ at https://solutions.sciquest.com/apps/Router/SAMLAuth/UWisconsin.

Single/Sole Source or Waiver Bidding Form
This form is for products or services of $5,000 or more that is unique and available through only one source or during an emergency situation. If a purchase is considered a sole source and required annually, a new sole source form is required every fiscal year as justification. Sole sources in excess of $25,000 must go through a governor’s waiver request.

The campus has authority to approve all sole source procurements up to $25,000 that meet the DOA definition found in PRO-C-13.

Surplus Forms

The following surplus forms are for unused, junked or non-operative non-computer items, which need to be collected, repaired or disposed of. Non-computer surplus forms must be completed and forwarded to Purchasing – Dempsey 236.

Accounts Payable Forms


Direct Payment Request (DPR)

Use the Direct Payment Request (DPR) form to make payments to individual non-employees (vendors), companies (including LLCs), institutions and organizations that provide an invoice.

Payment to Individual Report (PIR)

The Payment to Individual Report (PIR) process is a mechanism for making payments <$5,000 during a fiscal year to non-employees or an individual/independent contractor defined as a person who is not a company, partnership, corporation association, organization, trust or estate and for whom an employer-employee relationship does not exist. If service available from more than one source, >$5,000 and/or the service is an ongoing need, then State of Wisconsin purchasing rules apply.

A review by Human Resources is required prior to services being conducted, using a completed Employee/Independent Contractor Determination Questionnaire Form submitted to the Human Resources Department.

If the review is approved by Human Resources, the department must attach the approved form from and submit a completed Payment to Individual Report form that may be used for payment to an individual/independent contractor.

If the service is considered high risk, additional review may be required by Risk Management.

Meal and Refreshment Requisition

For use with events that require payment/reimbursement for refreshments, breakfast, lunch or dinner meal expenses.

 

W9: Request for Taxpayer Identification Number and Certification

The W9 Form is most commonly used with freelance employees who are responsible for paying their own taxes.

Entertainment Contract

The Entertainment Contract is used for all performers for events at University of Wisconsin Oshkosh.

Speaker Contract

The Speaker Contract is for the personal services of an individual to speak at an event at UW Oshkosh.

Standard Rider

The Standard Rider is used only when our Entertainment Contract or Speaker Contract is not being used. Therefore, the Standard Rider is attached to the existing vendors contract.

Academic Support Services Agreement (ASSA)

Services provided by independent contractors that require special talents needed by the UW System on a temporary basis to fulfill its mission of instruction, research and public service may be considered as an Academic Support Service Agreement.  The service must be unique, noncompetitive activity and meet all the requirements of UW-System Policy 235.

Requests musts be completed, reviewed and approved prior to services being conducted and not obtaining prior approval may result in denial of contract and/or work stoppage.

Travel Forms


UW Oshkosh Travel Reservation

The UW-Oshkosh Travel Reservations Request must be completed when we are going to be paying for a guest, candidate or students airfare. The form can be submitted to aptravel@uwosh.edu. After submitting this form and the flight is booked you will receive a copy of the flight itinerary and a DPR will need to be processed to Fox World Travel. Please send the DPR along with a copy of the flight itinerary to Finance and Administration, Room 236.

Bus Services/Rental

The University of Wisconsin Oshkosh has mandatory contracts for school and coach bus services.  Please select what service type you require and follow the instructions for reserving a bus.

 

Departments may sign the contract supplied from the company and when the service is complete, must submit the following to Accounts Payable for payment:

Vehicle Rental Form
Driver Authorization Form

Driver Authorization Form is required for students, LTEs, agents, volunteers and employees driving on University business, whether driving a University owned vehicle, a rented/leased vehicle or a personally owned vehicle.

Accountable Plan Exception Request Form

See Policy 405- Travel for complete policy requirements regarding Accountable Plan Exception Requests. This form must be electronically attached to the related reimbursement request.

Accountable Plan Exception Request