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

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

Furniture and Window Covering Policy - for classroom, ​public space furniture, and window coverings. For questions and more information, please contact: Facility Services, Facilities.Services.Office@uwsp.edu​, x4219.

Sit-Stand Units - Mandatory Contract - contact Purchasing

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

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 - 

UWSP Main Campus Name Badge Order Form

UWSP at Marshfield Name Badge Order Form

UWSP at Wausau Name Badge Order Form​

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

​Requests may be made via an electronic form to transfer budget on a one-time basis when an adjustment to the original PlanUW budget allocation is needed. All requests are reviewed and approved by the Budget Office and processed by Accounting Services. Requesters will receive a confirmation email notification for all budget transfers processed indicating when the transfer is visible in WISDM/WISER.

Budget Transfer e-Form

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

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

​The Controller Department administers the cash handling policies and procedures, including the online cash handling and PCI (Payment Card Industry) 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. If submitting a Petty Cash or Change Fund Action Form for an initial request of funds, you must read the Cash Handling Policy and complete the Fund Custodian Training with a passing score. Recertification should be completed on an annual basis.

Cash Handling Policy and Procedures

Online PCI/Cash Handling Training Program - Cashier/Frontline - for anyone that is handling cash/checks or debit/credit cards within their department or for events; Fund Custodian - for anyone that has a petty cash or change fund authorized by the Controller's office; Manager/Supervisor - for anyone that is supervising Cashiers or Fund Custodians. 

Annual cash handling certification is available online for all cash handlers, supervisors, and fund custodians. The online training program consists of three separate assessments, one for each training group. Only one assessment is required based on your cash handling role. Review of the Financial Operations Cash Handling Policy and Procedures, prior to the assessment, will be necessary in order to successfully complete the assessment at 80% or higher. Once an individual receives their certification, recertification must be obtained annually. Special arrangements may be made with Financial Operations for one-on one or departmental training opportunities. 

Cash Handling Forms - 

Deposit Slip - Funds collected by departments are to be deposited at the Student Financial Services office located in the Student Services Center and must be accompanied by a completed deposit slip. 

Memorandum of Understanding (MOU) Form and MOU Example - Before undertaking any new cash handling operation or activity, a department must complete a Cash Handling Unit Memorandum of Understanding for review and approval. Approval of any new activity must be received from the Controller. Please review the MOU Example for reference of requirements and use the Memorandum of Understanding Form to submit for review and approval.  

Petty Cash or Change Fund Action Form - To open or increase a petty cash fund, a Petty Cash or Change Fund Action Form, approved by the department head or business manager, must be submitted for approval to the Controller's office. The request should state the reason(s) the fund is required and the amount needed for operations. This form should also be used to return/close a fund, decrease the amount of the fund, and to change the Fund Custodian. 

Petty Cash Replenishment Form - Petty cash funds should be reconciled and replenished on a monthly basis. Disbursements from your fund may be reimbursed by preparing a Petty Cash Replenishment Form indicating the appropriate GL funding string for each expenditure. Fund variations (over or short) should be fully documented in writing and reported to the Controller's office. 

Cash Handling Supplies - Contact Financial Operations for Instructions to order Cash Handling endorsement stamps and deposit bags.

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

​Requests may be made via an electronic form to request a new department ID, change an existing funding string, or to inactivate a department ID.  All requests are reviewed and approved by the WISER Manager(s) on the affected accounts, and the Controller, and processed by Financial Operations.  Once the process is complete, requesters will receive a confirmation email notification indicating the request has been completed and is now active. 

Note, this eform must be used for all funds except Fund 133 and 144.  For a new, charge, or close request for funds 133 or 144, please send an email to Gift and Grant Accounting.  

Chart of Accounts Maintenance – e-Form 

Chart of Accounts Maintenance - e-Form Request Instructions

Questions may be directed to: Accounting Services, General.Ledger.Accounting.Office@uwsp.edu, x2051. 

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.

​Use of Existing Contracts - Mandatory and Optional Contracts:

UWSP Bus Contract - Coach and School Bus ​​​

​​UWSP Bus Contract Details​​

​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.

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

SGA Deposit Form

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

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​

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 

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 may be directed to: Accounting Services, genernal.ledger.accounting.office@uwsp.edu, x2051.

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 - NEW

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

Forms and Instructions

Food Expense eForm Instructions​ - NEW​

Food Expense Approval and Payment eForm - NEW

For questions on the form, contact Payment Services, payment.services@uwsp.edu, x2052.

Gift and Grant Accounting 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: Gift and Grant Accounting, gift.and.grant.accounting@uwsp.edu, x2442.

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

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

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

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 Print and Design.

Print Buyin​g Procedures from the Print and Design Manager - contact Print​ and Design

Questions may be directed to:  Print and Design, rspindle@uwsp.edu, x2037.

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

Student Prize​ Log Sheet​

UW System Administrative Policy 330

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

All Purchase Requisitions need to be created in ShopUW+. Additional information, links to training, tipsheets, and support found at Overview - Financial Operations | UWSP.

All information regarding Purchasing Card (PCard) program is found at https://www3.uwsp.edu/FO/Pages/Credit-Cards.aspx, under Purchasing Card tab.​

Raffles are a way to raise money by selling tickets for a chance at winning a prize.  UW-Stevens Point is permitted to support programs through mission-related activities including raffles.  UW– Stevens Point is licensed by the State of Wisconsin – Department of Administration Division of Gaming. 

UW-Stevens Point's Raffle License Procedures 

Related Documents and Forms

• ​Form W-9
• Form W-8BEN
  
• Deposit Form
  
• 50/50 Raffle Report
  
• Prizes, Awards, and Gifts eForm
• Prize Tax Acknowledgement Form​
  

Questions can be directed to: Accounting and Business Services, x 2051. 

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

Residual Balances

Questions can be directed to: Gift and Grant Accounting, gift.and.grant.accounting@uwsp.edu, x2442.

ShopUW+ 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 access ShopUW+. ShopUW+ must be utilized when purchasing printer toner/cartridges as well as any item from Staples.

ShopUW+

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

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

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.

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.

• If you do not have access to Schedule Builder, Student Financial Services - Special Course and Class Fees has a complete list of Special Course and Class Fees.  

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.

​Sponsorships occur when companies or individuals provide money, services, or other support to a UWSP event or activity without receiving substantial benefit from the university in return.

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.  

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.