Looking for guidance on how to process various items? Enter your topic in the search field below. If you do not find what you need, reach out to CALS Business Services.
| How do I... | Responsible Area | Resources | Route Method |
|---|---|---|---|
| 90-Day Accountable Plan Exception Request form (CALS version required) | CALS Business Services | One-Time Exception Form | Department Chair, Department Accountant, Sandy Peterson |
| Additional Project ID under an Existing Award (Subproject) | Research Division | Create new RAMP record | ROUTE to assigned CALS Post-Award Accountant via RAMP |
| Alcohol Permit | CALS Facilities | https://policy.wisc.edu/library/UW-6003 https://alcoholpermit.wisc.edu/training/ | Doug Sabatke |
| Assetworks Access | CALS Buisness Services | Visit Canvas, first, for training and form AssetWorks Canvas Course. Then route to Sandy Peterson. Sandy P. will sign and return for you to upload and answer questions at AssetWorks Access Request | Sandy Peterson |
| Business Associates Agreement | Research Division | Create new RAMP Record. If a Business Associate Agreement is part of a Funded Research Agreement, the Business Associate Agreement must be in its own record for tracking purposes for the Provost. | ROUTE in RAMP |
| Capital Equipment Outgoing Loans | Research Division | Capital Equipment information | Research Division Agreements Team |
| Capital Equipment Request for Authorization to Transfer/Sell University Property to a Departing Employee's New Institution | CALS Business Services | Follow the procedure outlined here, and complete this form. | The form needs to be signed by the departing employee, the department chair, and Angie Seitler. |
| Carryover Request (if formal request requried by sponsor) | Research Division | See Award Notice; depends on sponsor - Letter, email, or form | Your CALS Post-Award Accountant for review and approval |
| Certificates of Liability Insurance Request | Risk Management | Email certificates@busscv.wisc.edu | Risk Management, 21 N Park St |
| Change in Senior/Key Personnel (non-PI) - If key person is *not* listed in the Notice of Award on a Sponsored Project (133, 144, etc.) | Research Division | See Award Notice; depends on sponsor - Letter, email, or form | Your CALS Post-Award Accountant for review and approval |
| Change in Senior/Key Personnel (non-PI) - If key person listed in the Notice of Award on a Sponsored Project (133, 144, etc.) | Research Division | See Award Notice; depends on sponsor - Letter, email, or form. Will need to submit commitment update form after sponsor approval | Your CALS Post-Award Accountant for review and approval |
| Check Deposits | CALS Business Services | Check Deposit Form | Deliver to CALS Business Services Office lockbox in the lower level mailroom of Ag Hall |
| Clinical Trial Add | Research Division | Award Summary | Paper delivery/mail to RSP Revenue Management Team |
| Clinical Trial First Check | Research Division | Existing RAMP record | Attach in RAMP and paper delivery/mail to RSP Revenue Management Team |
| Closeout Report (except NIH) - If institution approval is required | Research Division | Typically sponsor form. Work with RSP and CALS Post-Award Accountant to complete | Your CALS Post-Award Accountant, wo will forward to RSP |
| Closeout Report (except NIH) - If no institution approval is required | Research Division | Typically sponsor form. Work with RSP and CALS Post-Award Accountant to complete | PI or department can send to Sponsor |
| Competing Continuation | Research Division | Create new RAMP record | ROUTE in RAMP |
| Compliance Changes | CALS Compliance Specialist | ||
| Confidential Disclosure Agreement (CDA) | Research Division | Create new RAMP record | ROUTE in RAMP |
| Continuation (NIH look at Progress Report-RPPR) - If the Sponsor requires budget, statement of costs, or institution approval | Research Division | Create new RAMP record (or existing) | ROUTE in RAMP (or APPROVAL in existing) |
| Continuation (NIH look at Progress Report-RPPR) - If the Sponsor requires only technical progress report with no institution approval | Principal Investigator or Department Designee | PI send to Sponsor | |
| Contract or Agreement | Research Division | Create new RAMP record (or existing) | ROUTE in RAMP (or APPROVAL in existing) |
| Corporate Card | CALS Business Services | Corporate Card information and application | Submit via electronic system |
| Correction of Data or Budget Amount (not yet awarded) | Research Division | Still part of proposal, agreement, or award set-up stage | |
| Correction of Data or Budget Amount (under and existing Award) | Research Division | Email your CALS Post-AwardAccountant. *See Rebudgeted Award section | Your CALS Post-Award Accountant |
| Cost Sharing Change/Fixes | Research Division | Cost Share/Commitment Update Form | Your CALS Post-Award Accountant, who will send on to RSP |
| Data Use Agreement | Research Division | Create new RAMP Record. If a Data Use Agreement is part of a Funded Research Agreement, the Data Use Agreement must be in its own record for tracking purposes for the Provost. Data Use is used as defined in HIPAA. | ROUTE in RAMP |
| Department Change - Active Award | Research Division | Needs CALS CFO approval; Request to Transfer Award/Proposal | Angie Seitler |
| Department Change - Award Level and/or Project Level ownership of sponsored funds | Research Division | Email your CALS Post-Award Accountant | |
| Department Change - Gift Funding | CALS Business Services | Email Ann Bourque | |
| Department Change - Non-sponsored/Non-gift Funding | CALS Business Services | Email Ann Bourque | |
| Direct Payment (DP) via ShopUW+ | CALS Business Services | DP Instructions | ShopUW+ Requester, Division Approver (levels 1-3), Purchasing Agent |
| E-Reimbursement approver access | CALS Business Services | e-Reimbursement Approver/Auditor Request Form | Email completed form to Sandy Peterson |
| Effort Commitment Updates - If individual is listed in the Notice of Award - AND- the reduction is greater than 25% of the original commitment | Research Division | Prepare letter to be sent to sponsor for approval. Also complete a Commitment Update Form after sponsor approval | Email letter and form to your CALS Post-Award Accountant for submission to RSP |
| Effort Commitment Updates - If individual is listed in the Notice of Award - AND- the reduction is not greater than 25% of the original commitment | Research Division | Complete a Commitment Update Form | Your CALS Post-Award Accountant |
| Effort Commitment Updates - If individual is not listed in the Notice of Award | Research Division | No commitment should be entered for those not listed on the NoA. No update is needed. | More info (PDF) |
| F&A Waiver Request (after the award; very rare) | Research Division | Start by contacting your CALS Post-Award Accountant | |
| F&A Waiver Request (as part of proposal process) | Research Division | Create new RAMP record (or existing) | ROUTE in RAMP (or APPROVAL in existing) |
| Fee-for-Service Agreement | Research Division | Create new RAMP record | ROUTE in RAMP |
| Financial Report for Sponsored Projects | Research Division | No action - RSP will process | Email RSP Accountant |
| Funded Collaborative Research Agreement | Research Division | Create new RAMP record | ROUTE in RAMP |
| Funded Research Agreement | Research Division | Create new RAMP record | ROUTE in RAMP |
| Funding Edits Changes - Gift Projects | CALS Business Services | Use Change Project Edits Feature at https://www.busserv.wisc.edu/GiftForms/gift_main_menu.aspx | Email Ann Bourque |
| Funding Edits Changes - Non-sponsored/Non-gift Projects | CALS Business Services | Email Ann Bourque | |
| Funding Edits Changes - Sponsored Projects | Research Division | Email your CALS Post-Award Accountant | |
| Gift Deposit - Mailing Checks | CALS Business Services | Gift Routing | Mail to UW Foundation, US Bank Lockbox 78807, Milwaukee, WI 53278-0807 |
| Inter-departmental Billing (non-AR/BI) | CALS Business Services | Inter-d Billing Form | Deposit into Google Drive |
| Inter-departmental Billing Access (non-AR/BI) | CALS Business Services | Email Sandy Peterson | |
| Intergovernmental Personnel Assignment (IPA) Agreement | Research Division | Create new RAMP record | ROUTE in RAMP |
| JIT and other agency follow up | Research Division | Existing RAMP record | APPROVAL in RAMP |
| Material Transfer Agreement (Incoming & Outgoing) | Research Division | Create new RAMP record | ROUTE in RAMP |
| Modification to Agreement or Award Terms & Conditions - Mod received by campus (for the above tasks) | Research Division | Create new RAMP Record | ROUTE in RAMP (or APPROVAL in existing) |
| Modification to Agreement or Award Terms & Conditions - Mod received by RSP - Adding Time & Money that was not part of the original proposal | Research Division | Create new WISPER Record | If a record does not exist already, RSP will create a WISPER record to facilitate proper campus approvals |
| Modification to Agreement or Award Terms & Conditions - Mod received by RSP - Adding Time & Money that was part of the original proposal (incrementally funded) | Research Division | Create new RAMP Record | If signatures are needed, RSP will create a RAMP record to facilitate. |
| New Application/Proposal | Research Division | Create new RAMP record | ROUTE in RAMP |
| NIH Loan Repayment | Research Division | Email College and School Research Contacts | |
| No-Cost Extension | Research Division | Create new RAMP record | ROUTE in RAMP - NCE Instruction |
| Non-employee Profile Change Request | CALS Business Services | Non-employee Profile Change Request Form | Your CALS Accountant |
| Non-employee Profile Setup and/or Change Request | Campus Business Services | Non-employee Profile Setup & Change Form | Routes through SFS |
| Non-Funded Research Related Agreement (e.g. data sharing, non-funded collaboration, etc.) | Research Division | Create new RAMP record | ROUTE in RAMP |
| Official Functions and Expense Pre-Authorization | CALS Business Services | Official Functions Form | Prior approval: email your completed form to Sandy Peterson |
| Payment to Individual (PIR) via ShopUW+ | CALS Business Services | PIR Instructions | ShopUW+ Requester, Division Approver (levels 1-3), Purchasing Agent |
| PI Change (at the UW) on a Sponsored Project (133, 144, etc.) | Research Division | Create new RAMP record | ROUTE in RAMP |
| PI Change on a Non-Sponsored Project (233) | CALS Business Services | Email Ann Bourque | |
| Pre-Award Question after award setup | Research Division | Email award@rsp.wisc.edu | |
| Pre-Proposal - If the Sponsor does not require budget or institution approval | Research Division | PI send to Sponsor | |
| Pre-Proposal - If the Sponsor requires budget or institution approval | Research Division | Create new RAMP record | ROUTE in RAMP |
| Prior approval for spousal expenses | CALS Business Services | Official Functions Form | Email completed form to Sandy Peterson |
| Progress Report (Final) | Principal Investigator or Department Designee | Electronic document typically via sponsor's system, Business Services typically gets involved when past due | Email RSP Accountant or upload to sposnor's system |
| Progress Report (Interim) | Electronic document | Email RSP Accountant | |
| Progress Report (Interim) - NIH Research Performance Progress Report -RPPR - nonSNAP | Research Division | nonSNAP – New RAMP record | ROUTE in RAMP |
| Progress Report (Interim) - NIH Research Performance Progress Report -RPPR - SNAP | Research Division | SNAP – No RAMP record | ROUTE in eRA Commons |
| Progress Report (Interim) - Required for Renewal/Continuation | Research Division | Create new RAMP record | ROUTE in RAMP |
| Project ID addition (after the award) | Research Division | Create new RAMP record | ROUTE in RAMP |
| Project in Advance of Award - If a new project is required | Research Division | Create new RAMP record (or existing) | ROUTE in RAMP (or APPROVAL in existing) |
| Project in Advance of Award - If requesting a subsequent year of funding | Research Division | Create new RAMP record (or existing) | ROUTE in RAMP (or APPROVAL in existing) |
| Purchasing Card Application and Updates | Campus Business Services | Purchasing Card Application instructions | Routes via SFS |
| Purchasing Card Non-Compliant Transaction Acknowledgement form | Campus Business Services | Purchasing Card Non-Compliant Transaction Acknowledgement form | Purchasing cardholder to site manager |
| Rebudget Request of awarded award - If reallocating within the bottom line of previously awarded budget | Research Division | See Award Notice. Depends on sponsor; Letter, note, or email | Your CALS Post-Award Accountant |
| Rejection Notice (Unfunded Proposal) | Research Division | Existing RAMP record | APPROVAL in RAMP |
| Relinquishment or Termination for Sponsored Funding | Research Division | See Award Notice. Differs by sponsor; letter, note, or relinquishment statement | Your CALS Post-Award Accountant |
| Relocation Authorization Letter (faculty only, college funded) | CALS Business Services | Complete this form. | Ann Bourque |
| Request to Reimburse Applicant Interview Expenses | CALS Business Services | No longer mandatory - form used at the discretion of departments (use Official Functions Form for spousal expenses) | |
| Residual Balance Request | Research Division | RSP - Residual Balances and CALS Business Services - Fixed Price Sponsored Projects | Use RSP tool and list CALS accountant as Dean’s Office approver. |
| Resubmission/Proposal | Research Division | Create new RAMP record | ROUTE in RAMP |
| Revised Budget Changes During Proposal or agreement process - If adjusting the bottom line total amount of a pending application | Research Division | Existing RAMP record | APPROVAL in RAMP |
| Sponsored Project (133, 144) Payment - paper check | Research Division | Mail to RSP Lockbox | |
| Sponsored Project Check/Award | Research Division | Create new RAMP record | Attach in RAMP and paper delivery/mail to RSP Revenue Management Team |
| Student Award Payments | CALS Business Services | Student Award Payment Form | Your Business Services Accountant |
| Subaward Addition (after the award) | Research Division | Letter to sponsor requesting rebudget, addition of sub | Subaward Portal; work with RSP accountant |
| Supplement | Research Division | Create new RAMP record | ROUTE in RAMP |
| Termination from Sponsor | Research Division | Letter, note | Email RSP Accountant |
| Terra Dotta access requests | CALS Human Resources | https://iss.wisc.edu/terra-dotta/ | HR approves for Dean's level |
| Transfer (Institutional) (aka relinquishment) | Research Division | Your CALS Post-Award Accountant | |
| Trust Fund (161 and 162) creation, changes, and closeout | Trust Fund Office | https://www.wisconsin.edu/trust-funds/policies-procedures/procedures-for-creating-changing-and-closing-fund-161-trust-fund-projects-on-sfs/ | Email trust fund staff: https://www.wisconsin.edu/offices/office-of-finance/trust-funds/#staff |
| WISER access | CALS Business Services | WISER Access Authorization Form | Email to Sandy Peterson |
| WFAA access | CALS Business Services | Angie Seitler (please use WFAA - Last Name, First Name in email subject line) | |
| WFAA check requests | CALS Business Services | CALS Gift Funds | wfaa_requests@cals.wisc.edu Contact Cheryl Gabel for assistance |