Routing Guidance Tool

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 PlanCALS Business ServicesOne-Time Exception FormCHAIR MUST SIGN>
Then to your Accountant, then on to Sandy Fowler
Access to e-Reimbursement to become an approverCALS Business Servicese-Reimbursement Approver/Auditor Request FormSandy Fowler
Additional Project ID under an Existing Award (Subproject)CALS Business ServicesCreate new WISPER recordROUTE to assigned CALS Accountant via WISPER
Assetworks AccessCALS Buisness ServicesVisit Canvas, first, for training and form AssetWorks Canvas Course. Route to Sandy Fowler. She will sign and return for you to upload and answer questions at AssetWorks Access RequestSandy Fowler
Business Associates AgreementResearch DivisionCreate 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 LoansCALS Business ServicesCapital Equipment informationSandy Fowler
Carryover Request (if formal request requried by sponsor)Business ServicesSee Award Notice; depends on sponsor - Letter, email, or formYour CALS Accountant for review and approval
Certificates of Liability InsuranceEmail 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 AwardCALS Business ServicesSee Award Notice; depends on sponsor - Letter, email, or formYour CALS Accountant for review and approval
Change in Senior/Key Personnel (non-PI) - If key person listed in the Notice of AwardCALS Business ServicesSee Award Notice; depends on sponsor - Letter, email, or form. Will need to submit commitment update form after sponsor approvalYour CALS Accountant for review and approval
Check DepositsCALS Business ServicesCheck Deposit FormDeliver to CALS Business Services Office
Clinical Trial AddResearch DivisionAward SummaryPaper delivery/mail to RSP Revenue Management Team
Clinical Trial First CheckResearch DivisionExisting WISPER recordAttach in WISPER and paper delivery/mail to RSP Revenue Management Team
Closeout Report (except NIH) - If institution approval is requiredCALS Business ServicesTypically sponsor form. Work with RSP and CALS accountant to completeYour CALS Accountant. Will forward to RSP.
Closeout Report (except NIH) - If no institution approval is requiredCALS Business ServicesTypically sponsor form. Work with RSP and CALS accountant to completePI or department can send to Sponsor
Competing ContinuationResearch DivisionCreate new WISPER recordROUTE in WISPER
Compliance ChangesCALS Compliance Specialist
Confidential Disclosure Agreement (CDA)Research DivisionCreate new WISPER recordROUTE in WISPER
Continuation (NIH look at Progress Report-RPPR) - If the Sponsor requires budget, statement of costs, or institution approvalResearch DivisionCreate 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 approvalPrincipal Investigator or Department DesigneePI send to Sponsor
Contract or AgreementResearch DivisionCreate new WISPER record (or existing)ROUTE in WISPER (or APPROVAL in existing)
Corporate CardCALS Business ServicesCorporate Card information and applicationSubmit via electronic system
Correction of Data or Budget Amount (not yet awarded)Research DivisionStill part of proposal, agreement, or award set-up stage
Correction of Data or Budget Amount (under and existing Award)Business ServicesEmail your CALS accountant. *See Rebudgeted Award sectionYour CALS Accountant
Cost Sharing Change/FixesCALS Business ServicesCost Share/Commitment Update FormYour CALS Accountant. They will send on to RSP
Data Use AgreementResearch DivisionCreate 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 ServicesNeeds CALS CFO approval; Request to Transfer Award/ProposalAngie Seitler
Department Change (Proposal ownership)Research Division
Direct Payment (DP)CALS Business ServicesDP FormYour Accountant
Edits ChangeCALS Business ServicesCALS accountant; may need CFO approvalYour 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 ServicesPrepare letter to be sent to sponsor for approval. Also complete a Commitment Update Form after sponsor approvalEmail 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 ServicesComplete a Commitment Update FormYour CALS Accountant
Effort Commitment Updates - If individual is not listed in the Notice of Award n/aNo commitment should be entered for those not listed on the NoA. No update is needed. More info (PDF)
External RequisitionsCALS Business ServicesRequisition GeneratorYour Accountant
F&A Waiver Request (after the award; very rare)CALS Business ServicesStart with contact with your CALS accountant
F&A Waiver Request (as part of proposal process)Research DivisionCreate new WISPER record (or existing)ROUTE in WISPER (or APPROVAL in existing)
Fee-for-Service AgreementResearch DivisionCreate new WISPER recordROUTE in WISPER
Financial ReportCALS Business ServicesNo action - RSP will processEmail RSP Accountant
Funded Collaborative Research AgreementResearch DivisionCreate new WISPER recordROUTE in WISPER
Funded Research AgreementResearch DivisionCreate new WISPER recordROUTE in WISPER
Gift DepositCALS Business ServicesGift Routing Paper delivery/mail to Business Services
Inter-departmental BillingCALS Business ServicesInter-d Billing FormDeposit into Google Drive
Inter-departmental Billing AccessCALS Business ServicesEmail Limin Tang
Intergovernmental Personnel Assignment (IPA) AgreementResearch DivisionCreate new WISPER recordROUTE in WISPER
JIT and other agency follow upResearch DivisionExisting WISPER recordAPPROVAL in WISPER
Material Transfer Agreement (Incoming & Outgoing)Research DivisionCreate new WISPER recordROUTE in WISPER
Modification to Agreement or Award Terms & Conditions - Mod received by campus (for the above tasks)Research DivisionCreate new WISPER RecordROUTE 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 DivisionCreate new WISPER RecordIf 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 DivisionCreate new WISPER RecordIf signatures are needed, RSP will create a WISPER record to facilitate.
New Application/ProposalResearch DivisionCreate new WISPER recordROUTE in WISPER
NIH Loan RepaymentEmail College and School Research Contacts
No-Cost ExtensionCALS Business ServicesCreate new WISPER recordROUTE in WISPER - NCE Instruction
Non-employee Profile Change RequestCALS Business ServicesNon-employee Profile Change Request FormYour CALS Accountant
Non-employee Profile SetupCALS Business ServicesNon-employee Profile Setup FormYour CALS Accountant
Non-Funded Research Related Agreement (e.g. data sharing, non-funded collaboration, etc.)Research DivisionCreate new WISPER recordROUTE in WISPER
Official Functions and Expense Pre-AuthorizationCALS Business ServicesOfficial Functions and Expenses Pre-Approval FormRoute to Sandy Fowler
Payment to Individual (PIR)CALS Business ServicesPIR FormYour CALS Accountant
PI Change (at the UW)CALS Business ServicesCreate new WISPER recordROUTE in WISPER
Pre-Award Question after award setupResearch DivisionEmailEmail award@rsp.wisc.edu
Pre-Proposal - If the Sponsor does not require budget or institution approvalResearch DivisionPI send to Sponsor
Pre-Proposal - If the Sponsor requires budget or institution approvalResearch DivisionCreate new WISPER recordROUTE in WISPER
Progress Report (Final)Principal Investigator or Department DesigneeElectronic document typically via sponsor's system, Business Services typically gets involved when past dueEmail RSP Accountant or upload to sposnor's system
Progress Report (Interim)Electronic documentEmail RSP Accountant
Progress Report (Interim) - NIH Research Performance Progress Report -RPPR - nonSNAPResearch DivisionnonSNAP – New WISPER recordROUTE in WISPER
Progress Report (Interim) - NIH Research Performance Progress Report -RPPR - SNAPResearch DivisionSNAP – No WISPER recordROUTE in eRA Commons
Progress Report (Interim) - Required for Renewal/ContinuationResearch DivisionCreate new WISPER recordROUTE in WISPER
Project ID addition (after the award)CALS Business ServicesCreate new WISPER recordROUTE in WISPER
Project in Advance of Award - If a new project is requiredResearch DivisionCreate new WISPER record (or existing)ROUTE in WISPER (or APPROVAL in existing)
Project in Advance of Award - If requesting a subsequent year of fundingResearch DivisionCreate new WISPER record (or existing)ROUTE in WISPER (or APPROVAL in existing)
Purchasing Card Application and UpdatesCALS Business Services<a href="https://portal.sfs.wisconsin.edu/psc/sfs/EMPLOYEE/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?Sandy Fowler
Rebudget Request of awarded award - If reallocating within the bottom line of previously awarded budgetCALS Business ServicesSee Award Notice. Depends on sponsor; Letter, note, or emailYour CALS Accountant
Rejection Notice (Unfunded Proposal)Research DivisionExisting WISPER recordAPPROVAL in WISPER
RelinquishmentCALS Business ServicesSee Award Notice. Differs by sponsor; letter, note, or relinquishment statementYour CALS Accountant
Request Reimbursement for Relocation/Temporary LodgingCALS Business ServicesRelocation/Temporary Lodging FormAngie Seitler
Request to Reimburse Applicant Interview ExpensesCALS Business ServicesInterview Reimbursement FormAngie Seitler
Resubmission/ProposalResearch DivisionCreate new WISPER recordROUTE in WISPER
Revised Budget Changes During Proposal or agreement process - If adjusting the bottom line total amount of a pending applicationResearch DivisionExisting WISPER recordAPPROVAL in WISPER
Sponsored Project (133, 144) Payment - paper checkCALS Business ServicesHand deliver check to CALS Business ServicesCALS Business Services will hand deliver check to RSP
Sponsored Project Check/AwardResearch DivisionCreate new WISPER recordAttach in WISPER and paper delivery/mail to RSP Revenue Management Team
Student Award PaymentsCALS Business ServicesStudent Award Payment FormYour Accountant and then on to Noelle Wilharm
Subaward Addition (after the award)CALS Business ServicesLetter to sponsor requesting rebudget, addition of subSubaward Portal; work with RSP accountant
SupplementResearch DivisionCreate new WISPER recordROUTE in WISPER
Termination from SponsorCALS Business ServicesLetter, noteEmail RSP Accountant
Transfer (Institutional) (aka relinquishment)CALS Business ServicesYour CALS Accountant
W-9 FormCALS Business ServicesAttach Form with payment/purchase paperworkCALS Business Services. If after-the-fact, send to Campus Business Services
WISER accessCALS Business ServicesWISER Access Authorization FormSandy Fowler. Please use WISER-LastName, Frist name in email subject line.
WFAA accessCALS Business ServicesSandy Fowler. Please use WFAA-LastName, Frist name in email subject line.
WFAA check requestsCALS Business ServicesAaron Malone
Trust Fund (161 and 162) creation, changes, and closeoutTrust Fund Officehttps://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