Check Processing Guidelines
Check and Payment Processing:
-
Check batches are run afternoons on Monday, Wednesday, and
Friday.
-
Vendor Invoices are paid within 30 days of receipt of invoice
according to the Prompt Pay Law.
-
Normal processing of other requests is 7 to 10 business days from
the date the request is received in the Payment Services Office.
-
Rush check requests (needed in less than 7 business days) on
emergency basis only - please contact Payment Services.
-
Petty Cash Service is available for miscellaneous reimbursements of
$50 or less for employees and students (non-travel expenses only).
-
Payment date and check number now available in
WISDM.
Guidelines for Payment Approval & Processing:
- Signature required to
approve payment of an expense or refund. The
full
signature of the authorized signer must be provided
along with the department account number to be charged; initials are
not acceptable.
More Info...
- Social Security Number
fields have been removed from all Payment Services and Travel forms.
If a Social Security Number or Employer ID Number is required,
Payment Services forms now require this information be submitted
using a
W-9
form.
- Payments for services
or contracts will be mailed after service dates are completed;
exceptions where contract specifies payment schedule.
Payments to Foreign Individuals..
- Payments to
Entertainers and Public Speakers - Payments of $3200.00 or more
to a non-WI resident are subject to the
WI Entertainer Tax.
Invoice Approval Scanning Process:
- Scans of invoices
received for payment from the vendor directly by Payment Services
will be sent to departments for review/ approval (a response is not
needed if invoice is okay to pay).
- Where more than one
person in a department may need to review/approve invoices for
payment, we recommend the use of a department e-mail account where
all invoice scans can be sent and where appropriate staff can access
the e-mails.
Travel Card Program:
- For payment of travel expenses.
- All lodging, airfare, and car rental
expenses are REQUIRED to be charged on a Travel Card or a
Purchasing Card.
- Apply for a
Corporate Travel Card.
Cliqbook
(formerly Travelport):
- REQUIRED as of 10/1/07 for online booking of
airfare. A Travel Card or Purchasing Card must be used.
Forms Available Online:
-
Online Forms
- Public Folders – Go to
University Offices, Services & Governance, under Business Affairs.
- Payment Order Form – Most
frequently used form - used to request reimbursements, including
Petty Cash, payments to vendors, and when placing an order that
requires prepayment included with the order form.
- The Purchase
Requisition form is submitted to the Purchasing Department and
is used to request a Purchase Order. It should
not
be used to request a check, payment, or reimbursement.
Call extension 2052 or E-mail –
paymentsvs@uwsp.edu
Refer to our web site at
www.uwsp.edu/paymentsrv for additional information, forms and
policies.
