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 | CALS Business Services | One-Time Exception Form | CHAIR MUST SIGN Then to your Accountant, then on to Ann Bourque |
| Access to e-Reimbursement to become an approver | CALS Business Services | e-Reimbursement Approver/Auditor Request Form | Ann Bourque |
| Additional Project ID under an Existing Award (Subproject) | CALS Business Services | Create new WISPER record | ROUTE to assigned CALS Accountant via WISPER |
| Assetworks Access | CALS Buisness Services | Visit Canvas, first, for training and form AssetWorks Canvas Course. Then route to Ann Bourque. Ann will sign will sign and return for you to upload and answer questions at AssetWorks Access Request | Ann Bourque |
| Business Associates Agreement | Research Division | Create new WISPER 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 WISPER |
| Capital Equipment Outgoing Loans | CALS Business Services | Capital Equipment information | Sandy Fowler |
| Carryover Request (if formal request requried by sponsor) | Business Services | See Award Notice; depends on sponsor - Letter, email, or form | Your CALS Accountant for review and approval |
| Certificates of Liability Insurance | 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.) | CALS Business Services | See Award Notice; depends on sponsor - Letter, email, or form | Your CALS 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.) | CALS Business Services | See Award Notice; depends on sponsor - Letter, email, or form. Will need to submit commitment update form after sponsor approval | Your CALS Accountant for review and approval |
| Check Deposits | CALS Business Services | Check Deposit Form | Deliver to CALS Business Services Office |
| Clinical Trial Add | Research Division | Award Summary | Paper delivery/mail to RSP Revenue Management Team |
| Clinical Trial First Check | Research Division | Existing WISPER record | Attach in WISPER and paper delivery/mail to RSP Revenue Management Team |
| Closeout Report (except NIH) - If institution approval is required | CALS Business Services | Typically sponsor form. Work with RSP and CALS accountant to complete | Your CALS Accountant. Will forward to RSP. |
| Closeout Report (except NIH) - If no institution approval is required | CALS Business Services | Typically sponsor form. Work with RSP and CALS accountant to complete | PI or department can send to Sponsor |
| Competing Continuation | Research Division | Create new WISPER record | ROUTE in WISPER |
| Compliance Changes | CALS Compliance Specialist | ||
| Confidential Disclosure Agreement (CDA) | Research Division | Create new WISPER record | ROUTE in WISPER |
| Continuation (NIH look at Progress Report-RPPR) - If the Sponsor requires budget, statement of costs, or institution approval | Research Division | Create new WISPER record (or existing) | ROUTE in WISPER (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 WISPER record (or existing) | ROUTE in WISPER (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) | Business Services | Email your CALS accountant. *See Rebudgeted Award section | Your CALS Accountant |
| Cost Sharing Change/Fixes | CALS Business Services | Cost Share/Commitment Update Form | Your CALS Accountant. They will send on to RSP |
| Data Use Agreement | Research Division | Create new WISPER 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 WISPER |
| Department Change (Active Award) | CALS Business Services | Needs CALS CFO approval; Request to Transfer Award/Proposal | Angie Seitler |
| Department Change (Proposal ownership) | Research Division | ||
| Direct Payment (DP) | CALS Business Services | DP Form | Your Accountant |
| Edits Change | CALS Business Services | Add or remove edits to sponsored project (133 or 144) stays the same Email to CALS accountant Add or remove edits to a 233 gift fund CALS Business Services Use Change Project Edits Feature at https://www.busserv.wisc.edu/GiftForms/gift_main_menu.aspx Email completed form to CALS Business Services Accountant. | Your CALS Accountant |
| Effort Commitment Updates - If individual is listed in the Notice of Award - AND- the reduction is greater than 25% of the original commitment | CALS Business Services | 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 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 | CALS Business Services | Complete a Commitment Update Form | Your CALS Accountant |
| Effort Commitment Updates - If individual is not listed in the Notice of Award | n/a | No commitment should be entered for those not listed on the NoA. No update is needed. | More info (PDF) |
| External Requisitions | CALS Business Services | Requisition Generator | Your Accountant |
| F&A Waiver Request (after the award; very rare) | CALS Business Services | Start with contact with your CALS accountant | |
| F&A Waiver Request (as part of proposal process) | Research Division | Create new WISPER record (or existing) | ROUTE in WISPER (or APPROVAL in existing) |
| Fee-for-Service Agreement | Research Division | Create new WISPER record | ROUTE in WISPER |
| Financial Report | CALS Business Services | No action - RSP will process | Email RSP Accountant |
| Funded Collaborative Research Agreement | Research Division | Create new WISPER record | ROUTE in WISPER |
| Funded Research Agreement | Research Division | Create new WISPER record | ROUTE in WISPER |
| Gift Deposit | CALS Business Services | Gift Routing | Mail to UW Foundation, US Bank Lockbox 78807, Milwaukee, WI 53278-0807. |
| Inter-departmental Billing | CALS Business Services | Inter-d Billing Form | Deposit into Google Drive |
| Inter-departmental Billing Access | CALS Business Services | Email Limin Tang | |
| Intergovernmental Personnel Assignment (IPA) Agreement | Research Division | Create new WISPER record | ROUTE in WISPER |
| JIT and other agency follow up | Research Division | Existing WISPER record | APPROVAL in WISPER |
| Material Transfer Agreement (Incoming & Outgoing) | Research Division | Create new WISPER record | ROUTE in WISPER |
| Modification to Agreement or Award Terms & Conditions - Mod received by campus (for the above tasks) | Research Division | Create new WISPER Record | ROUTE in WISPER (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 WISPER Record | If signatures are needed, RSP will create a WISPER record to facilitate. |
| New Application/Proposal | Research Division | Create new WISPER record | ROUTE in WISPER |
| NIH Loan Repayment | Email College and School Research Contacts | ||
| No-Cost Extension | CALS Business Services | Create new WISPER record | ROUTE in WISPER - NCE Instruction |
| Non-employee Profile Change Request | CALS Business Services | Non-employee Profile Change Request Form | Your CALS Accountant |
| Non-employee Profile Setup | CALS Business Services | Non-employee Profile Setup Form | Your CALS Accountant |
| Non-Funded Research Related Agreement (e.g. data sharing, non-funded collaboration, etc.) | Research Division | Create new WISPER record | ROUTE in WISPER |
| Official Functions and Expense Pre-Authorization | CALS Business Services | Official Functions Form | Prior approval: Your CALS Accountant |
| Payment to Individual (PIR) | CALS Business Services | PIR Form | Your CALS Accountant |
| PI Change (at the UW) on a Sponsored Project (133, 144, etc.) | CALS Business Services | Create new WISPER record | ROUTE in WISPER |
| PI Change on a Non-Sponsored Project (233) | CALS Business Services | Complete “PI Name Change” form at https://www.busserv.wisc.edu/GiftForms/gift_main_menu.aspx | Your CALS Accountant for review and approval |
| 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 WISPER record | ROUTE in WISPER |
| 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 WISPER record | ROUTE in WISPER |
| Progress Report (Interim) - NIH Research Performance Progress Report -RPPR - SNAP | Research Division | SNAP – No WISPER record | ROUTE in eRA Commons |
| Progress Report (Interim) - Required for Renewal/Continuation | Research Division | Create new WISPER record | ROUTE in WISPER |
| Project ID addition (after the award) | CALS Business Services | Create new WISPER record | ROUTE in WISPER |
| Project in Advance of Award - If a new project is required | Research Division | Create new WISPER record (or existing) | ROUTE in WISPER (or APPROVAL in existing) |
| Project in Advance of Award - If requesting a subsequent year of funding | Research Division | Create new WISPER record (or existing) | ROUTE in WISPER (or APPROVAL in existing) |
| Purchasing Card Application and Updates | CALS Business Services | https://portal.sfs.wisconsin.edu/psc/sfs/EMPLOYEE/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL? | Ann Bourque or Sandy Fowler |
| Rebudget Request of awarded award - If reallocating within the bottom line of previously awarded budget | CALS Business Services | See Award Notice. Depends on sponsor; Letter, note, or email | Your CALS Accountant |
| Rejection Notice (Unfunded Proposal) | Research Division | Existing WISPER record | APPROVAL in WISPER |
| Relinquishment | CALS Business Services | See Award Notice. Differs by sponsor; letter, note, or relinquishment statement | Your CALS Accountant |
| Request Reimbursement for Relocation/Temporary Lodging | CALS Business Services | Relocation/Temporary Lodging Form | Your CALS accountant |
| Request to Reimburse Applicant Interview Expenses | CALS Business Services | Interview Reimbursement Form | No longer mandatory. Form use at the discretion of departments. Use Official Functions Form for spousal expenses. |
| Residual Balance Request | CALS Business Services | 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 WISPER record | ROUTE in WISPER |
| Revised Budget Changes During Proposal or agreement process - If adjusting the bottom line total amount of a pending application | Research Division | Existing WISPER record | APPROVAL in WISPER |
| Sponsored Project (133, 144) Payment - paper check | CALS Business Services | Hand deliver check to CALS Business Services | CALS Business Services will hand deliver check to RSP |
| Sponsored Project Check/Award | Research Division | Create new WISPER record | Attach in WISPER and paper delivery/mail to RSP Revenue Management Team |
| Student Award Payments | CALS Business Services | Student Award Payment Form | Your Accountant and then on to Noelle Wilharm |
| Subaward Addition (after the award) | CALS Business Services | Letter to sponsor requesting rebudget, addition of sub | Subaward Portal; work with RSP accountant |
| Supplement | Research Division | Create new WISPER record | ROUTE in WISPER |
| Termination from Sponsor | CALS Business Services | Letter, note | Email RSP Accountant |
| Transfer (Institutional) (aka relinquishment) | CALS Business Services | Your CALS Accountant | |
| W-9 Form | CALS Business Services | Attach Form with payment/purchase paperwork | CALS Business Services. If after-the-fact, send to Campus Business Services |
| WISER access | CALS Business Services | WISER Access Authorization Form | Ann Bourque. Please use WISER-LastName, Frist name in email subject line. |
| WFAA access | CALS Business Services | Sandy Fowler. Please use WFAA-LastName, Frist name in email subject line. | |
| WFAA check requests | CALS Business Services | CALS Gift Funds | wfaa_requests@cals.wisc.edu Contact Cheryl Gabel for assistance. Limin Tang is backup |
| 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 |
| Purchasing card non-compliant form | Business Services | https://businessservices.wisc.edu/documents/purchasing-card-non-compliant-form/ | Your CALS Accountant |
| Alcohol Permit | https://policy.wisc.edu/library/UW-6003 https://alcoholpermit.wisc.edu/training/ | Doug Sabatke | |
| Temporary custodial account - reconciliation | |||
| Temporary custodial account - set up approval | |||
| Prior approval for spousal expenses | CALS Business Services | Official Functions Form | Sandy Fowler |
| Terra Dotta access requests | CALS HR then CALS Business Services | https://iss.wisc.edu/terra-dotta/ | HR approves for Dean's level approval |
| CALS Relocation Authorization Form | CALS Business Services | CALS Relocation Authorization Letter | Prior Approval: your CALS Business Services accountant |