Requesting new worktags

• Individual requests: Create a Halo ticket Request New Worktags / Worktag Edits
• Bulk requests: Complete a Gift Worktag Review spreadsheet and email to your gift manager

Justification

Include in 'Purpose/why does this need to be created?' field of the halo ticket

• What is the business purpose for your request to create a new worktag?
• What is the anticipated financial activity for your requested value? E.g., one-time use, ongoing, revenue estimate
• If multiple allowable cost centers are needed, include a justification

Bulk Requests

Download: Gift Worktag Review

Email completed spreadsheets to your Gift Manager. 

• New Gift Worktags: Use the 'New Gift Worktag' tab to request new worktags.
• Edits & Issues: If you come across any you would like inactivated or have issues you would like to discuss (ex- not sure how to spend, PI no longer here, etc.)

Best Practices

Naming

Workday is based on searching, so leave breadcrumbs in the name. Maintaining a consistent naming convention ensures easy searching, sorting, and reporting.

• Standard format: UWMSN | L&S | Dept | Descriptor | PI- First initial. Last Name
• Example: UWMSN | L&S | Physics | Anderson Professorship | T. Lasso

If multiple worktags use the same Foundation Fund but serve different purposes, reference the Foundation fund and the purpose in the name for easier searching and reporting:

UWMSN | L&S | History | Herfurth | Events

UWMSN | L&S | History | Herfurth | Grad Support

UWMSN | L&S | History | Herfurth | Conference Travel

UWMSN | L&S | History | Herfurth | Scholarships

Functions

The following is a list of commonly used functions for L&S units:

Dates

• We no longer use 12/31/2099 as an end date. For general department use worktags, leave the end date blank.
• If there is a PI or specific use, we won't go more than 10 years out at a time so we have to review at least every 10 years.
• If it is a specific use, the end date may be shorter.

Principal Investigator (PI)

• Should be faculty member
• Do not put Chair or Director Name if not “their” funding.

Foundation Number and UW Fund Name

• For 233 gifts, include the UW Foundation account number.
• If the source is not the UW Foundation, include the source name as well as the account or worktag ID

Inactivation or Issues

If you encounter a worktag that should be inactivated or if you have questions or issues (e.g., unclear spending purpose, PI no longer employed, etc.), please reach out to your gift manager for discussion before taking action.

Gift Managers

Jana Valeo, Financial Manager- Gift Management

Art assignments are listed on this document: Art Assignments and Vacancies

ART 1

Amanda Mahr, amanda.mahr@wisc.edu

Jana Valeo, jrvaleo@wisc.edu (L&S Admin only)

ART 2

Annie Powers, annie.powers@wisc.edu

ART 3

Sherry Adamson, sherry.adamson@wisc.edu

ART 4

Alisenne Sumwalt, asumwalt@wisc.edu

David Olmos, olmos2@wisc.edu

ART 5

David Pettersen, dpettersen@wisc.edu

Iain McLoughlin, imcloughlin@wisc.edu

Service email for Gifts: budgetoffice-gifts@ls.wisc.edu