L&S employees requesting a policy exception should do so by submitting the Expense Intake form. The ART initiator will identify policy violations and create a spend authorization to be pulled into the future expense report. See the process at Policy Exception Spend Authorization in Workday - Starting July 1, 2026.

This page provides resources on travel.

Expenses/Travel - L&S

UW employees can be reimbursed for out-of-pocket expenses related to UW business if these transactions meet certain policy requirements. If a non-compliant expense is incurred, reimbursement may be possible if a policy exception is allowed. This is a Division of Business Services resource.

Note: ART staff will initiate the spend authorization for L&S employees. Please see the process at Policy Exception Spend Authorization in Workday - Starting July 1, 2026.

Request Policy Exception (Claimant/Cardholder/Submitter)

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

The State of Wisconsin has very strict rules relating to printing services imbedded in the constitution. This being the case, purchasing a printing job is NOT intuitive. To further compound things there are mandatory state contracts through the State Department of Administration.

Regrettably faculty and staff are NOT authorized to directly purchase printing over $49.99 from outside vendors.

Printing must be ordered through Digital Printing & Publishing Services (DP&PS, formerly DoIT Printing). This applies to all printing jobs, including quick copy/duplicating and photocopying.

See the Division of Business Services page for more information on using DP&PS, campus copy centers, or Purchasing services (e.g. binders with printing, diplomas, bookbinding, image-setting, promotional items with printing on them, etc.)

UW–Madison departments, units, and organizations may only buy goods from licensed or approved vendors to ensure quality, consistency, and appropriateness of design. This is true even if purchases are exempt from royalties. 

In addition, all university departments, clubs, or organizations that produce publications must require the advertisers of products bearing university indicia in those publications to be licensed.

Products and authorized/licensed vendors

UW-Madison's official brand guide. Learn about the brand, the visual identity, and application of the brand. Also includes tools and templates for various digital, email, print, and social media. Need inspiration? It has that, too!

Brand and Visual Identity

A more in depth policy regarding purchasing a printing or copying job.
UW-3044

This policy describes the conditions and requirements applicable to the receipt of advertising revenue from non-university entities for university schools, colleges, departments, divisions, centers, programs, and other units.

UW-200

UW–Madison recognizes that the use of its logos, images, and names fosters a sense of pride and collective identity within the university community, and can provide potential sources of revenue or other non-financial benefits in support of university programs. These tangible and intangible benefits are beneficial to the entire university community, and, in turn, the state of Wisconsin.

But it’s also necessary to recognize that the university is a public institution and its logos, images or names must serve a public purpose. Thus, university logos, images, and names cannot be used in a manner that implies a preference for or endorsement of private businesses and non-university organizations and must be used in such a way that the university’s reputation and image are protected. Therefore, the university has adopted the following policies applicable to the use of university logos, images, and names and marks by university and non-university entities.

UW-205

The Board of Regents of the University of Wisconsin System owns and supervises the use of university indicia. The University of Wisconsin–Madison’s trademarks are registered with the United States Patent and Trademark Office and/or the State of Wisconsin. The Office of Trademark Licensing will be the clearing entity for all of the following identifying marks, known as indicia.

Examples of UW-Madison's Protected Trademarks include Badger™, Bucky™, On, Wisconsin!™, University of Wisconsin-Madison™, and UW™. See the full list here.

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3016

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

How to book and pay for a flight, and what air travel-related expenses are allowed. This is a Division of Business Services resource.

Booking a Flight

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

How to book and pay for a flight, and what air travel-related expenses are allowed. This is a Division of Business Services resource.

Booking a Flight

How to plan your UW–Madison business trip and determine the best options for transportation and lodging. Get reimbursed for your travel and non-travel related expenses. This is a Division of Business Services resource.

Travel and Reimbursement

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. This is also where you'll find information regarding cost comparisons.

UW-3016

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. This is also where it is mentioned that international travel is allowable for arrival up to two days prior to the business event.

UW-3015

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. This is where you'll find more information on the Fly America Act and Open Skies Agreements, passport and travel visas, inoculations and vaccinations, additional documentation requirements, CISI International Medical, Travel, & Security Insurance Plan, and international calling/data plans.

UW-3022

After discussing with your supervisor, you may opt to add personal travel days on the beginning or end of your business trip. The University will only pay for costs associated with university sponsored travel.

This page includes relevant information regarding booking companion travel, guidance for obtaining a cost comparison, and renting a car. It also links to Personal Use Contracts.

UWSYS: Combining Business and Personal Travel

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Alcohol Beverage guidance and process specifically for the College of Letters and Science. Includes forms, resources, policies, and process.

Alcohol Beverages - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

This form must be signed prior to incurring any expenses associated with any function or expenses pursuant to Policy UW-3075 Official Functions and Expenses. 

Official Functions and Expenses Pre-Approval Form

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Wisconsin Administrative Code prohibits the use or possession of alcohol beverages on all university premises except as specifically permitted by institutional regulations. UW–Madison has developed specific institutional regulations to permit the use and possession of alcohol beverages by individuals above the minimum legal drinking age. Students and employees who fail to comply with UW–Madison regulations are subject to disciplinary action.

UW-6003

Any consumption of alcohol at university events must comply with the UW–Madison Alcohol Beverage Regulations. This page provides general policy statements and related links for university events.

The University of Wisconsin–Madison recognizes that some members of our community will at times choose to consume alcohol. This site offers a place for support services and information for our UW-Madison. Resources, services, and policy information can be found in one space. Our campus alcohol policies and practices are designed to encourage and enforce an environment in which such consumption is legal, safe, and responsible. Consumption of alcohol by individuals under the minimum legal drinking age is strictly prohibited at all University events.

All students, faculty, and staff should educate themselves about the laws, policies, consequences, and expectations related to alcohol use at UW-Madison.

This page also includes help support services and important links.

Information on Alcohol Use at UW-Madison

Registered Student Organization (RSO) events are important opportunities for students to come together and develop leadership skills, build connections, and deepen an organization’s purpose. This policy outlines the university’s requirements for RSO events to promote safety. This also includes information about when alcohol is allowed at RSO events.

UW-2003

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

Alcohol Beverage Service Permits are required for alcohol service at all university events, both on and off campus, with exceptions for certain events as outlined in the UW-Madison-Specific Alcohol Beverage Regulations Section II: 1-4.

Important Note: Apply for a permit at least two weeks in advance of your event to allow sufficient time for Responsible Employees, the Approving Sponsor, and UHS staff to review and advance the application, and/or to make necessary changes.

University Health Services: Alcohol Beverage Service Permits

Alcohol Beverage guidance and process specifically for the College of Letters and Science. Includes forms, resources, policies, and process.

Alcohol Beverages - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

This form must be signed prior to incurring any expenses associated with any function or expenses pursuant to Policy UW-3075 Official Functions and Expenses. 

Official Functions and Expenses Pre-Approval Form

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Wisconsin Administrative Code prohibits the use or possession of alcohol beverages on all university premises except as specifically permitted by institutional regulations. UW–Madison has developed specific institutional regulations to permit the use and possession of alcohol beverages by individuals above the minimum legal drinking age. Students and employees who fail to comply with UW–Madison regulations are subject to disciplinary action.

UW-6003

Any consumption of alcohol at university events must comply with the UW–Madison Alcohol Beverage Regulations. This page provides general policy statements and related links for university events.

The University of Wisconsin–Madison recognizes that some members of our community will at times choose to consume alcohol. This site offers a place for support services and information for our UW-Madison. Resources, services, and policy information can be found in one space. Our campus alcohol policies and practices are designed to encourage and enforce an environment in which such consumption is legal, safe, and responsible. Consumption of alcohol by individuals under the minimum legal drinking age is strictly prohibited at all University events.

All students, faculty, and staff should educate themselves about the laws, policies, consequences, and expectations related to alcohol use at UW-Madison.

This page also includes help support services and important links.

Information on Alcohol Use at UW-Madison

This policy provides clarification on the ordering and use of catering in Wisconsin Union facilities.

UW-2045

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

Alcohol Beverage Service Permits are required for alcohol service at all university events, both on and off campus, with exceptions for certain events as outlined in the UW-Madison-Specific Alcohol Beverage Regulations Section II: 1-4.

Important Note: Apply for a permit at least two weeks in advance of your event to allow sufficient time for Responsible Employees, the Approving Sponsor, and UHS staff to review and advance the application, and/or to make necessary changes.

University Health Services: Alcohol Beverage Service Permits

This sign should be posted at the event for which you have an approved alcohol permit.

Alcohol Beverage Responsibility Sign

Alcohol Beverage guidance and process specifically for the College of Letters and Science. Includes forms, resources, policies, and process.

Alcohol Beverages - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

This form must be signed prior to incurring any expenses associated with any function or expenses pursuant to Policy UW-3075 Official Functions and Expenses. 

Official Functions and Expenses Pre-Approval Form

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Wisconsin Administrative Code prohibits the use or possession of alcohol beverages on all university premises except as specifically permitted by institutional regulations. UW–Madison has developed specific institutional regulations to permit the use and possession of alcohol beverages by individuals above the minimum legal drinking age. Students and employees who fail to comply with UW–Madison regulations are subject to disciplinary action.

UW-6003

Any consumption of alcohol at university events must comply with the UW–Madison Alcohol Beverage Regulations. This page provides general policy statements and related links for university events.

The University of Wisconsin–Madison recognizes that some members of our community will at times choose to consume alcohol. This site offers a place for support services and information for our UW-Madison. Resources, services, and policy information can be found in one space. Our campus alcohol policies and practices are designed to encourage and enforce an environment in which such consumption is legal, safe, and responsible. Consumption of alcohol by individuals under the minimum legal drinking age is strictly prohibited at all University events.

All students, faculty, and staff should educate themselves about the laws, policies, consequences, and expectations related to alcohol use at UW-Madison.

This page also includes help support services and important links.

Information on Alcohol Use at UW-Madison

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

Cybersecurity is a collective responsibility that requires policy that applies to all components of UW–Madison. Threat, vulnerability, and the likelihood of exploitation are complex and unique to specific business processes and technologies. Cybersecurity risk is measurable depending on quantified or classified aspects of the data; characteristics of the information system; the definitions and characteristics of internal or external threat, system, or environmental vulnerabilities; and the likelihood that the event or situation may manifest itself within a given application, information system or architecture. External threats evolve rapidly and are persistent based on the criminal intent or the resources of the attacker, whether they are criminal or nation-state backed. Internal threats can be accidental or intentional.

The impact of using diverse but competing approaches in implementing security controls applied to information systems tends to elevate overall cybersecurity risk.(2) The management of cybersecurity risk will use a detailed Risk Management Framework to balance academic/business needs, the potential impact of adverse events, and the cost to reduce the likelihood and severity of those events.

The risk management process is established in policy so that the university community can share a common understanding that:

1. The university is determined to manage cybersecurity risk effectively. Not doing so is likely to have unacceptable consequences to individuals and increase costs to the institution.
2. This is the university’s mandatory and universally applicable process for managing cybersecurity risk. The process can be tailored to specific technologies, processes, or services.
3. The process must include policy and procedural controls to ensure that privacy and academic freedom are respected.

UW-503

The value of data as an institutional resource is increased through its widespread and appropriate use; its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. As the caretaker of institutional data, the university has an obligation to protect the integrity and quality of institutional data, privacy of data subjects, and security of institutional data while also maximizing its effective and efficient use. The purpose of this policy is to establish minimum requirements for the management and stewardship of institutional data resources.

UW-523

UW-Madison Information Technology: Risk Management and Compliance (RMC)

Note: Those in L&S should use the L&S Review Intake form, not the one listed on IT's page.

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison. This is a Division of Business Services resource.

Driver Authorization

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes information about headquarters location, commute mileage, fleet vehicles, managed travel program, non-employees, and the standard rate for mileage.

UW-3019

UW Fleet Services offers UW-Madison departments short-term and long-term vehicle rentals.

Fleet

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

How to plan your UW–Madison business trip and determine the best options for transportation and lodging. Get reimbursed for your travel and non-travel related expenses. This is a Division of Business Services resource.

Travel and Reimbursement

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

In addition to linking the Universities of Wisconsin's Ground Transportation Policy, it includes information about car rental contracts, driver authorization, and mileage.

UWSYS: Ground Transportation

UWSYS: Universities of Wisconsin Travel and Expense Policy

The State requires special processing for the purchase of office furniture. This guidance outlines the process to follow to purchase office furniture from DOA's mandatory contract from BCE, or another vendor on contract. This page also discusses the education related furniture contract.

Furniture - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

To ensure furniture is accessible to most individuals and to mitigate the risk of injury, this policy establishes ergonomic standards for UW-Madison furniture purchases.

UW-2023

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

This form must be signed prior to incurring any expenses associated with any function or expenses pursuant to Policy UW-3075 Official Functions and Expenses. 

Official Functions and Expenses Pre-Approval Form

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

How UW–Madison employees can pay for/get reimbursed for business meals. This is a Division of Business Services resource.

Business Meals

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

UW-3039

Worksheet used to help determine the amount of money possible to pay/reimburse for business meal and hosted event expenses. This is a Division of Business Services resource.

Business Meal and Hosted Events Calculator

A document with definitions, examples, required documentation, payment/reimbursement limits, and more information for each type of event: Official Functions, Hosted Events, and Business Meals. This is a Division of Business Services resource.

Official Functions, Hosted Events, and Business Meal Guidance Matrix

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

The purpose of this policy is to establish expenses that are not payable/reimbursable by the university.

UW-3026

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

This form must be signed prior to incurring any expenses associated with any function or expenses pursuant to Policy UW-3075 Official Functions and Expenses. 

Official Functions and Expenses Pre-Approval Form

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Catering and Food - L&S provides a more in-depth version of what is listed under the "Campus Catering (WI Union, Residence Halls, UW Hospitals Food Services)" banner.

The decision to have food at a UW event, either on or off campus, presents a number of concerns, including the safe and proper handling of the food, as well as business concerns regarding purchasing and accounting processes and whether the provider has adequate insurance in place. The University has established the following policies as best practices as a precaution against the risk of food-borne illness.

UW-3049

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Events held at Wisconsin Institutes for Discovery which is a campus building owned and maintained by a partnership between WARF and the University of Wisconsin-Madison. WARF and UW Madison have signed an operating agreement that identifies how the space will be maintained and used. The operating agreement requires the use of the building’s contracted caterer, which is currently Food Fight, d.b.a Steenbock’s on Orchard.

These contracts under $25k will utilize the PRO-501 procurement authority and not require additional bidding.

PRO-501 WAIVER OF BIDDING FOR CATERING CONTRACTS HELD AT DISCOVERY

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Wisconsin Union Catering FAQ

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

UW-3039

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

How to reserve lodging, how to pay for lodging, and what lodging-related expenses are allowable.

Reserving Lodging

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. 

UW-3017

WI Union Hotel offers discounted UW Department hotel rates. Reservations for UW/GSA rooms are available by phone at 608-263-2600 or via the online form located on their UW Department Information page. They also have discounted rates for group room blocks.

Note: each reservation paid by UW-Madison should use a worktag for payment.

Fluno Center offers discounted UW Department hotel rates. Contact them by email or phone.

Note: each reservation paid by UW-Madison should use a worktag for payment.

Fluno Center - Reservations

The Property Control team of Accounting Services is tasked with guidance and management of the UW–Madison capital equipment policies and procedures. Capital equipment records are required for both Federal and University titled equipment and follow University, State and Federal property guidelines. Equipment information, including item description as well as financial data, is stored in a centralized database for ease in reporting and to provide accessibility for all Madison departments.

This is a Division of Business Services resource.

Capital Equipment

UW–Madison has a fiduciary responsibility to manage the capital assets for which it has been entrusted. This includes strict adherence to both State and Federal policies in an effort to assure safeguarding and accounting for all capital assets.

UW-3008

The purpose of this policy is to establish systemwide parameters for maintaining accountability for capital equipment.

UWSYS: Accountability for Capital Equipment

See the Used Equipment Waiver for details.

Cash Advance requests are submitted via a Spend Authorization in Workday Expenses. This Cash Advance Spend Authorization should be initiated at least 7 – 10 business days prior to the travel start date to ensure adequate time for approvals and receipt of funds. ACH deposit for approved cash advances may take up to 5 business days. Employees must submit an expense report after travel to account for their expenses. Any excess advance must be refunded to the university. Cash advances must be fully reconciled within 30 days of the end of the trip. This is a Division of Business Services resource.

To request or close a custodian fund, see the Custodian Funds section on the L&S Intake Forms page.

How to Obtain and Reconcile a Cash Advance (Employee Traveler)

To ensure cash advances are disbursed appropriately and reconciled in a timely manner.

UW-3025

Catering and Food - L&S provides a more in-depth version of what is listed under the "Campus Catering (WI Union, Residence Halls, UW Hospitals Food Services)" banner.

How UW–Madison employees can pay for/get reimbursed for business meals. This is a Division of Business Services resource.

Business Meals

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

UW-3039

The decision to have food at a UW event, either on or off campus, presents a number of concerns, including the safe and proper handling of the food, as well as business concerns regarding purchasing and accounting processes and whether the provider has adequate insurance in place. The University has established the following policies as best practices as a precaution against the risk of food-borne illness.

UW-3049

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Wisconsin Union Catering FAQ

Events held at Wisconsin Institutes for Discovery which is a campus building owned and maintained by a partnership between WARF and the University of Wisconsin-Madison. WARF and UW Madison have signed an operating agreement that identifies how the space will be maintained and used. The operating agreement requires the use of the building’s contracted caterer, which is currently Food Fight, d.b.a Steenbock’s on Orchard.

These contracts under $25k will utilize the PRO-501 procurement authority and not require additional bidding.

PRO-501 WAIVER OF BIDDING FOR CATERING CONTRACTS HELD AT DISCOVERY

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

The Universities of Wisconsin are contracted with CISI Insurance to provide international medical, travel, and security assistance insurance for any student, faculty, staff employees, and appointed volunteers when traveling abroad and to U.S. territories. CISI provides emergency medical treatment, travel benefits and access to 24/7 travel and security assistance for enrolled travelers while traveling abroad. This is a Division of Business Services Resource.

CISI International Travel Insurance Program

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S recognizes that sabbatical leave is an important time for faculty development and research.  Faculty on sabbatical may be paid for certain non-salary related expenses.  The sabbatical leave request/approval documentation must outline all non-salary related expenses and how they will be funded.

Sabbatical Travel - L&S

In support of the international work that is needed to help carry out UW-Madison’s mission in which faculty, staff and students can discover, examine critically, preserve and transmit the knowledge, wisdom and values that will help ensure the survival of this and future generations and improve the quality of life for all, the safety and security of UW-Madison employees and students abroad is of utmost importance. In order to help protect our employees and students, the following policy was adopted to ensure a consistent set of standards are followed to address concerns about the health and safety of UW-Madison employees and students during university-affiliated international travel.

It is not the intention of this policy, either explicitly or implicitly, to intrude upon or otherwise restrict the academic freedom of any member of the university community. It is the sole intention to provide a framework for safeguarding the university community with respect to university-affiliated international travel.

The first section of this policy discusses resources for international travel available to university employees and students. The second section addresses employee travel. The third section of the document addresses student travel.

UW-1023

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3022

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Any costs associated with a website must meet the criteria listed at the Website Development and Hosting Fees - L&S page to be paid using any UW funds, including paying directly or reimbursement.

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

Acquiring technology at UW–Madison involves specific policies and preferred vendors. This page serves as your central resource for navigating the procurement process—from selecting hardware and software to securing final approvals—ensuring your purchases are cost-effective and fully supported by DoIT.

Tech Purchasing Guide

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

Cybersecurity is a collective responsibility that requires policy that applies to all components of UW–Madison. Threat, vulnerability, and the likelihood of exploitation are complex and unique to specific business processes and technologies. Cybersecurity risk is measurable depending on quantified or classified aspects of the data; characteristics of the information system; the definitions and characteristics of internal or external threat, system, or environmental vulnerabilities; and the likelihood that the event or situation may manifest itself within a given application, information system or architecture. External threats evolve rapidly and are persistent based on the criminal intent or the resources of the attacker, whether they are criminal or nation-state backed. Internal threats can be accidental or intentional.

The impact of using diverse but competing approaches in implementing security controls applied to information systems tends to elevate overall cybersecurity risk.(2) The management of cybersecurity risk will use a detailed Risk Management Framework to balance academic/business needs, the potential impact of adverse events, and the cost to reduce the likelihood and severity of those events.

The risk management process is established in policy so that the university community can share a common understanding that:

1. The university is determined to manage cybersecurity risk effectively. Not doing so is likely to have unacceptable consequences to individuals and increase costs to the institution.
2. This is the university’s mandatory and universally applicable process for managing cybersecurity risk. The process can be tailored to specific technologies, processes, or services.
3. The process must include policy and procedural controls to ensure that privacy and academic freedom are respected.

UW-503

The value of data as an institutional resource is increased through its widespread and appropriate use; its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. As the caretaker of institutional data, the university has an obligation to protect the integrity and quality of institutional data, privacy of data subjects, and security of institutional data while also maximizing its effective and efficient use. The purpose of this policy is to establish minimum requirements for the management and stewardship of institutional data resources.

UW-523

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes pecific guidance for when a cost comparison is needed.

After discussing with your supervisor, you may opt to add personal travel days on the beginning or end of your business trip. The University will only pay for costs associated with university sponsored travel.

This page includes relevant information regarding booking companion travel, guidance for obtaining a cost comparison, and renting a car. It also links to Personal Use Contracts.

UWSYS: Combining Business and Personal Travel

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This document offers departments guidance about providing reasonable accommodations for disability.

Funding ADA Accommodations for L&S Employees

A Divisional Disability Representative (DDR) is a trained staff member in each school, college, division, or administrative unit who helps employees or applicants, supervisors, and managers handle reasonable accommodation and leave requests in a way that follows the legal requirements. They are the only people in the division allowed to request, receive, and protect confidential medical information, and they work closely with Employee Disability Resources, Leave Coordinator and Compliance Administrator, Workers Compensation, and other necessary stakeholders. DDRs understand university policies well and help ensure that each employee is supported through the correct process.

What DDRs Assist With:

• Family, Medical, or Parental Leave
• Accommodation requests
• Sign language interpreting and/or live professional captioning (CART)
• Workers Compensation

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3016

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3015

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

This McBurney Disability Resource Center Accommodation Form should be completed by the hosting department.

All events and activities hosted at UW-Madison are required to provide reasonable accommodations to all attendees, regardless of if they are enrolled as students or affiliated with the university. Most accommodations for visitors and program participants are requested and provided directly through the hosting unit.

Providing Accommodations for Visitors and Program Participants

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. This is also where it is mentioned that international travel is allowable for arrival up to two days prior to the business event.

UW-3015

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

The purpose of this policy is to establish expenses that are not payable/reimbursable by the university.

UW-3026

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

The purpose of this policy is to establish parameters for UW System institutions when granting prizes, awards, and gifts.

UWSYS: Prizes, Awards, and Gifts

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

See the Used Equipment Waiver for details.

The Property Control team of Accounting Services is tasked with guidance and management of the UW–Madison capital equipment policies and procedures. Capital equipment records are required for both Federal and University titled equipment and follow University, State and Federal property guidelines. Equipment information, including item description as well as financial data, is stored in a centralized database for ease in reporting and to provide accessibility for all Madison departments.

This is a Division of Business Services resource.

Capital Equipment

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Guideline of how to plan an event at UW-Madison. This is a Division of Business Services resource.

Planning a UW Event

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

No matter if it's an hour-long meeting or a week-long multi-site conference, UW Conferences & Events can help you plan your event a campus venue.

UW Conferences & Events

Any consumption of alcohol at university events must comply with the UW–Madison Alcohol Beverage Regulations. This page provides general policy statements and related links for university events.

The University of Wisconsin–Madison recognizes that some members of our community will at times choose to consume alcohol. This site offers a place for support services and information for our UW-Madison. Resources, services, and policy information can be found in one space. Our campus alcohol policies and practices are designed to encourage and enforce an environment in which such consumption is legal, safe, and responsible. Consumption of alcohol by individuals under the minimum legal drinking age is strictly prohibited at all University events.

All students, faculty, and staff should educate themselves about the laws, policies, consequences, and expectations related to alcohol use at UW-Madison.

This page also includes help support services and important links.

Information on Alcohol Use at UW-Madison

Alcohol Beverage Service Permits are required for alcohol service at all university events, both on and off campus, with exceptions for certain events as outlined in the UW-Madison-Specific Alcohol Beverage Regulations Section II: 1-4.

Important Note: Apply for a permit at least two weeks in advance of your event to allow sufficient time for Responsible Employees, the Approving Sponsor, and UHS staff to review and advance the application, and/or to make necessary changes.

University Health Services: Alcohol Beverage Service Permits

Wisconsin Administrative Code prohibits the use or possession of alcohol beverages on all university premises except as specifically permitted by institutional regulations. UW–Madison has developed specific institutional regulations to permit the use and possession of alcohol beverages by individuals above the minimum legal drinking age. Students and employees who fail to comply with UW–Madison regulations are subject to disciplinary action.

UW-6003

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Catering and Food - L&S provides a more in-depth version of what is listed under the "Campus Catering (WI Union, Residence Halls, UW Hospitals Food Services)" banner.

Alcohol Beverage guidance and process specifically for the College of Letters and Science. Includes forms, resources, policies, and process.

Alcohol Beverages - L&S

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This page provides resources on travel.

Expenses/Travel - L&S

Please share the L&S Travel Quick Guide (make sure it says 7/1/2025 version on the lower right, if not, clear cache and try again) with any person traveling on behalf of the UW.

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

Expenses must be submitted for reimbursement within 90 days after they were incurred.  Exceptions to the 90 day requirement are registration fees, airfare, lodging, tuition or job-related training reimbursement, which will all be 90 days from the last date of travel or the course completion.  If submitted after this timeframe, the expenses will almost always become taxable income for the individual being reimbursed.

Students who are not also UW employees are exempt from the 90 day requirement.  Students who are also UW employees are subject to the 90 day requirement.

Non-employee, non-UW student requests submitted after 90 days must be submitted as an SIR/Payment to Individual Report (PIR) and charged to SC00051-professional services.

To request an exception to be able to be reimbursed for expenses past 90 days, complete the Policy Exception Approval Request Form.  This is the required Division level approval to make the reimbursement, but note that the transaction will likely be tax reportable.

UW employees can be reimbursed for out-of-pocket expenses related to UW business if these transactions meet certain policy requirements. If a non-compliant expense is incurred, reimbursement may be possible if a policy exception is allowed. Those requesting a policy exceptionshould complete the Request Policy Exception (Claimant/Cardholder/Submitter).

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3016

How to book and pay for a flight, and what air travel-related expenses are allowed. This is a Division of Business Services resource.

Booking a Flight

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3016

How to book and pay for a flight, and what air travel-related expenses are allowed. This is a Division of Business Services resource.

Booking a Flight

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

The purpose of this policy is to establish expenses that are not payable/reimbursable by the university. 

UW-3026

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The State requires special processing for the purchase of office furniture. This guidance outlines the process to follow to purchase office furniture from DOA's mandatory contract from BCE, or another vendor on contract. This page also discusses the education related furniture contract.

Furniture - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

To ensure furniture is accessible to most individuals and to mitigate the risk of injury, this policy establishes ergonomic standards for UW-Madison furniture purchases.

UW-2023

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The State requires special processing for the purchase of office furniture. This guidance outlines the process to follow to purchase office furniture from DOA's mandatory contract from BCE, or another vendor on contract. This page also discusses the education related furniture contract.

Furniture - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

To ensure furniture is accessible to most individuals and to mitigate the risk of injury, this policy establishes ergonomic standards for UW-Madison furniture purchases.

UW-2023

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The State requires special processing for the purchase of office furniture. This guidance outlines the process to follow to purchase office furniture from DOA's mandatory contract from BCE, or another vendor on contract. This page also discusses the education related furniture contract.

Furniture - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

To ensure furniture is accessible to most individuals and to mitigate the risk of injury, this policy establishes ergonomic standards for UW-Madison furniture purchases.

UW-2023

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison. This is a Division of Business Services resource.

Driver Authorization

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes information about headquarters location, commute mileage, fleet vehicles, managed travel program, non-employees, and the standard rate for mileage.

UW-3019

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Gift cards to be used as prizes or awards may be purchased with a UW purchasing card when pursuant to UW-3027 – Gift Cards. Prior to payment, these gift card purchases must be pre-approved by the budgetary authority and Divisional Business Office leadership. Approval is obtained via the Workday Expenses Spend Authorization. This procedure outlines the process of creating and submitting a Spend Authorization to purchase gift cards, as well as the transaction reconciliation process after the purchase has been made. This is a Division of Business Services resource.

Approval to Purchase Gift Cards on a UW Purchasing Card Procedure

A workbook to log details about the recipients of gift cards purchased with a UW–Madison purchasing card. Amount, name of recipient, date of gift receipt, and other information are required. This is a Division of Business Services resource.

Gift Card Recipient Log

This policy establishes standards for the purchase and use of gift cards and gift certificates which require strict accountability. Gift cards may only be purchased to be used for prizes and awards or to compensate research study participants.

This policy excludes scholarship awards or money awarded to students with the intent to support the educational or educational-related expenses of the individual receiving the award. For guidance on making any payment to students, refer to the Student Payment Guidelines. 

UW-3027

The purpose of this policy and the following procedures is to outline the payment mechanisms that can be used to make payments to human subjects participating in research studies and to determine when gathering of research participant tax information is required.

UW-3005

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Instructions related to acceptance of Gifts in Kind.

L&S Gift Management: Gifts in Kind

Adherence to this policy will ensure that a Gift in Kind is accepted in accordance with the University’s mission and programs. The policy is also in place to ensure that the potential benefit of the gift is greater than the potential costs related to the gift. Further, the policy will ensure a Gift in Kind is reported to the University of Wisconsin System Board of Regents.

UW-3009

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Purchase of regalia for participation in commencement ceremonies is not allowable; however, rental of regalia is payable/reimbursable with documentation of a business need (e.g., participating as a faculty escort in Commencement ceremony).

Non-Payable/Non-Reimbursable Expenses

The purpose of this policy is to establish expenses that are not payable/reimbursable by the university.

Non-Payable/Non-Reimbursable Expenses

How to determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle. This is a Division of Business Services resource.

Using a vehicle during UW business travel

The University of Wisconsin–Madison recognizes the value of providing flexibility in working arrangements to its employees. Flexibility can increase job satisfaction and reduce turnover, increase the university’s ability to attract and retain talent, and maintain or enhance productivity for some roles.

At UW–Madison, remote work is viewed as a cooperative arrangement based on the needs of a position, the department or unit, and the university. Remote work is not suitable for all roles. This policy enables, but does not require, UW-Madison to establish arrangements for remote work with employees when appropriate and desirable for the institution and the employee.

UW-5087

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes information about headquarters location, commute mileage, fleet vehicles, managed travel program, non-employees, and the standard rate for mileage.

UW-3019

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. 

UW-3017

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This flowchart walks you through the process of paying an invited speaker or entertainer. Contact your ART staff for how they handle uploading documents containing Personally Identifiable Information (PII). Do not upload sensitive documents to the L&S Intake Forms.

How to pay an invited speaker or entertainer flowchart

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

There are two different contracts for speakers. One for public speaking and one where the engagement is not open to the public. Most of our items will fall into the public speaking category. Examples of a speaker not open to the public would be if somebody is brought in to talk to a very specific class and only students in the class are allowed, or a speaker brought in just for employees.

Speaker and Entertainer Contracts

A “nonresident entertainer” or “public speaker” may be required to file a surety bond or cash deposit for a performance in Wisconsin to guarantee payment of income, franchise, and sales and use taxes and any interest and penalties. If a required bond or deposit is not filed, the “employer” is required to withhold a portion of the nonresident entertainer or public speaker’s payment. This is a Division of Business Services resource.

Entertainers

This policy establishes standards for payment to, or reimbursement of, individuals who are not UW-Madison employees, as outlined in UW-5000 Employment Categories.

UW-3023

The Payment to Individual Report (PIR) is used to request all payments to individual non-employees. In the process of fulfilling their mission to instruct, conduct research, and perform public service, departments within the University of Wisconsin–Madison may find it necessary to pay individuals who are not employed by the university. An individual is defined as “a person who is not a company, partnership, corporation, association, organization, trust or estate, and for whom an employer-employee relationship does not exist.” See UW System Administrative Policy SYS 235: Personal Services Payment for more details. This policy includes paying individual non-employees for goods and services, prizes and awards, fellowships, and scholarships. Travel and expenses are reimbursed separately using e-Reimbursement.

UW-3003

For any non-payrolled individual who is Entertaining, Speaking, Lecturing or providing Consulting Services, for details, use the Req/SIR Payment grid that breaks down the type of transaction, amount, method of payment, and whether a contract is required. This grid is a Division of Business Services resource.

Requisition vs. SIR Payment Grid

Entertainers, Speakers, Instructors and Consultants (“Provider”) events may require a written contract to define compensation, liability and tax responsibility.

UW-3067

The intent of this policy is to protect UW-Madison staff from unknowingly entering into a contract or agreement containing provisions that by state law cannot be honored. There are some agreement/contract/lease terms and conditions with which the UW-Madison cannot agree (e.g., indemnification, hold harmless, etc.)

UW-3053

PRO-501 Waiver of Bidding for Speaker Agreements or Entertainment Contracts is the waiver for under $25k. Speakers/Entertainers $25,000 or greater, it requires sole source documentation (Non-Competitive Purchase Request Form).

Note: purchases of a sole source nature exceeding $25,000 may require additional approvals from the DOA and Governor's office, which may take 6-10 weeks for approval. (UW-3058)

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

UW-3039

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

It is the responsibility of each person to comply with Wisconsin Statutes and Administrative Codes when expending public funds (regardless of the source of the funding) deposited with the University of Wisconsin–Madison.

Wis. Stat. § 16.77(2) states whenever a person “…contracts for the purchase of supplies, materials, equipment or contractual services contrary to ss. 16.705 to 16.82 or rules promulgated … the contract is void, and any officer or subordinate is liable for the cost thereof.

UW-3045

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

How to buy products and services at UW–Madison, including how to get started making a purchase, who to buy from, who to contact, and how to pay. This is a Division of Business Services resource.

Purchasing

The intent of this policy is to protect UW-Madison staff from unknowingly entering into a contract or agreement containing provisions that by state law cannot be honored. There are some agreement/contract/lease terms and conditions with which the UW-Madison cannot agree (e.g., indemnification, hold harmless, etc.

UW-3053

How to find and use existing UW–Madison, UW System, and Wisconsin Department of Administration contracts. This is a Division of Business Services resources.

Contracts

A Contract Blanket Order is issued to establish an account with a specific external vendor for the purchase of specified commodities based on a competitive bid, or for items determined to be exempt from competition by the authority of a waiver.

UW-3048

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3016

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

This guide will help determine when a department can engage with suppliers directly or if the help of Purchasing Services is required. This is a Division of Business Services website.

How to Make a Purchase

How to find and use existing UW–Madison, UW System, and Wisconsin Department of Administration contracts. This is a Division of Business Services resources.

Contracts

The UW System uses the State of Wisconsin’s official electronic purchasing and information system, VendorNet. This can be used to find bids and contracts. This is maintained by the Wisconsin Department of Administration.

VendorNet

For certain payments, transfers and budget re-allocations between UW Institutions, which pertains to all UW System Schools.

Inter-Institutional Agreements (IIA) 

This policy, along with the related procedure, establishes the principles for accounting for interinstitutional transactions and/or when making payments for personal services involving an individual who holds a concurrent appointment at another UW institution.

UWSYS: Interinstitutional Financial Transactions

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3022

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

How to reserve lodging, how to pay for lodging, and what lodging-related expenses are allowable. This is a Division of Business Resource.

Reserving Lodging

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. 

UW-3017

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Includes policy highlights and lodging reservations and payment procedures. At the bottom of this policy, there is a quick reference table for Concur Hotel Rate Types.

UWSYS: Lodging

How to reserve lodging, how to pay for lodging, and what lodging-related expenses are allowable. This is a Division of Business Resource.

Reserving Lodging

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. 

UW-3017

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Includes policy highlights and lodging reservations and payment procedures. At the bottom of this policy, there is a quick reference table for Concur Hotel Rate Types.

UWSYS: Lodging

How to reserve lodging, how to pay for lodging, and what lodging-related expenses are allowable. This is a Division of Business Resource.

Reserving Lodging

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. 

UW-3017

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Includes policy highlights and lodging reservations and payment procedures. At the bottom of this policy, there is a quick reference table for Concur Hotel Rate Types.

UWSYS: Lodging

How departments can pay a student at UW-Madison. This is a Division of Business Services resource.

Payments to Students

Serves as a comprehensive guide on payments made to students at University of Wisconsin-Madison.

Student Payment Guidelines

This email from July 2024 provides clarification regarding accountable plan standards for Universities of Wisconsin students.

July 2024 Travel and Card Policy Updates

The Lodging and Meal Per Diem Calculator is a tool that is utilized to estimate daily meal per diem for overnight travel, as well as provide travelers with the maximum lodging rate. This includes incidentals. With the go-live of Workday in 2025, the way that daily per diems are calculated changed. this is a Universities of Wisconsin resource.

Note: this tool only calculates rates for future travel.

Lodging and Meal Per Diem Calculator

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3018

How to reserve lodging, how to pay for lodging, and what lodging-related expenses are allowable.

Reserving Lodging

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Includes policy highlights and lodging reservations and payment procedures. At the bottom of this policy, there is a quick reference table for Concur Hotel Rate Types.

UWSYS: Lodging

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. 

UW-3017

How to reserve lodging, how to pay for lodging, and what lodging-related expenses are allowable.

Reserving Lodging

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Includes policy highlights and lodging reservations and payment procedures. At the bottom of this policy, there is a quick reference table for Concur Hotel Rate Types.

UWSYS: Lodging

The State requires special processing for the purchase of office furniture. This guidance outlines the process to follow to purchase office furniture from DOA's mandatory contract from BCE, or another vendor on contract. This page also discusses the education related furniture contract.

Furniture - L&S

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

To ensure furniture is accessible to most individuals and to mitigate the risk of injury, this policy establishes ergonomic standards for UW-Madison furniture purchases.

UW-2023

How to plan your UW–Madison business trip and determine the best options for transportation and lodging. Get reimbursed for your travel and non-travel related expenses. This is a Division of Business Services resource.

Travel and Reimbursement

How to find and use existing UW–Madison, UW System, and Wisconsin Department of Administration contracts. This is a Division of Business Services resources.

Contracts

The UW System uses the State of Wisconsin’s official electronic purchasing and information system, VendorNet. This can be used to find bids and contracts. This is maintained by the Wisconsin Department of Administration.

VendorNet

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

How UW-Madison employees can pay for/get reimbursed for business meals. This is a Division of Business Services resource.

Business Meals

A document with definitions, examples, required documentation, payment/reimbursement limits, and more information for each type of event: Official Functions, Hosted Events, and Business Meals. This is a Division of Business Services resource.

Official Functions, Hosted Events, and Business Meal Guidance Matrix

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

The Lodging and Meal Per Diem Calculator is a tool that is utilized to estimate daily meal per diem for overnight travel, as well as provide travelers with the maximum lodging rate. This includes incidentals. With the go-live of Workday in 2025, the way that daily per diems are calculated changed. this is a Universities of Wisconsin resource.

Note: this tool only calculates rates for future travel.

Lodging and Meal Per Diem Calculator

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3018

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

Guideline of how to plan an event at UW-Madison. This is a Division of Business Services resource.

Planning a UW Event

No matter if it's an hour-long meeting or a week-long multi-site conference, UW Conferences & Events can help you plan your event a campus venue.

UW Conferences & Events

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for purchasing institutional or organizational memberships to professional associations, societies or organizations with UW System funds.

UWSYS: Memberships

How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison. This is a Division of Business Services resource.

Driver Authorization

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

How to determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle. This is a Division of Business Services resource.

Using a vehicle during UW business travel

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3019

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

In addition to linking the Universities of Wisconsin's Ground Transportation Policy, it includes information about car rental contracts, driver authorization, and mileage.

UWSYS: Ground Transportation

This policy applies to all University payments for the use of personal, rental, or fleet vehicles. This policy applies to all non-employees (job interview candidates, invited speakers, consultants/contractors, etc.) traveling on University business when the University will be reimbursing mileage or rental vehicle costs.

UWSYS: Use of Personal Vehicles, Rental Cars and Fleet for Business Transportation

After discussing with your supervisor, you may opt to add personal travel days on the beginning or end of your business trip. The University will only pay for costs associated with university sponsored travel.

This page includes relevant information regarding booking companion travel, guidance for obtaining a cost comparison, and renting a car. It also links to Personal Use Contracts.

UWSYS: Combining Business and Personal Travel

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

This form must be signed prior to incurring any expenses associated with any function or expenses pursuant to Policy UW-3075 Official Functions and Expenses. 

Official Functions and Expenses Pre-Approval Form

The purpose of this policy is to establish the general parameters for holding and funding UW System official functions.

UWSYS: Official Functions

How to determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle. This is a Division of Business Services resource.

Using a vehicle during UW business travel

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

In addition to linking the Universities of Wisconsin's Ground Transportation Policy, it includes information about car rental contracts, driver authorization, and mileage.

UWSYS: Ground Transportation

The purpose of this policy and the following procedures is to outline the payment mechanisms that can be used to make payments to human subjects participating in research studies and to determine when gathering of research participant tax information is required.

UW-3005

Participant support costs means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects.

Participant Support Costs

This policy establishes standards for the purchase and use of gift cards and gift certificates which require strict accountability. Gift cards may only be purchased to be used for prizes and awards or to compensate research study participants.

This policy excludes scholarship awards or money awarded to students with the intent to support the educational or educational-related expenses of the individual receiving the award. For guidance on making any payment to students, refer to the Student Payment Guidelines.

UW-3027

L&S employees requesting a policy exception should do so by submitting the Expense Intake form. The ART initiator will identify policy violations and create a spend authorization to be pulled into the future expense report. See the process at Policy Exception Spend Authorization in Workday - Starting July 1, 2026.

This page provides resources on travel.

Expenses/Travel - L&S

UW employees can be reimbursed for out-of-pocket expenses related to UW business if these transactions meet certain policy requirements. If a non-compliant expense is incurred, reimbursement may be possible if a policy exception is allowed. This is a Division of Business Services resource.

Note: ART staff will initiate the spend authorization for L&S employees. Please see the process at Policy Exception Spend Authorization in Workday - Starting July 1, 2026.

Request Policy Exception (Claimant/Cardholder/Submitter)

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

It is the responsibility of each person to comply with Wisconsin Statutes and Administrative Codes when expending public funds (regardless of the source of the funding) deposited with the University of Wisconsin–Madison.

Wis. Stat. § 16.77(2) states whenever a person “…contracts for the purchase of supplies, materials, equipment or contractual services contrary to ss. 16.705 to 16.82 or rules promulgated … the contract is void, and any officer or subordinate is liable for the cost thereof.

UW-3045

This policy establishes controls to mitigate the risks associated with purchasing cards, including inappropriate use, fraud, inaccurate funding allocation, noncompliance with state of Wisconsin statutes and administrative codes and UW System Administration purchasing policies, and reputational damage to UW-Madison.

UW-3013

The MDS Shop@UW accounts provide efficiency and ease of use to reduce administrative burdens on University staff, but also expose the University to additional risk. Potential risks associated with MDS include, but may not be limited to, inappropriate use, fraud, inaccurate coding allocation, noncompliance with State of Wisconsin and UW System Administration purchasing policies, and reputational damage to UW-Madison. This policy provides additional controls to assist in mitigating these risks. 

UW-3076

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

The State of Wisconsin has very strict rules relating to printing services imbedded in the constitution. This being the case, purchasing a printing job is NOT intuitive. To further compound things there are mandatory state contracts through the State Department of Administration.

Regrettably faculty and staff are NOT authorized to directly purchase printing over $49.99 from outside vendors.

Printing must be ordered through Digital Printing & Publishing Services (DP&PS, formerly DoIT Printing). This applies to all printing jobs, including quick copy/duplicating and photocopying.

See the Division of Business Services page for more information on using DP&PS, campus copy centers, or Purchasing services (e.g. binders with printing, diplomas, bookbinding, image-setting, promotional items with printing on them, etc.)

A more in depth policy regarding purchasing a printing or copying job.
UW-3044

UW–Madison departments, units, and organizations may only buy goods from licensed or approved vendors to ensure quality, consistency, and appropriateness of design. This is true even if purchases are exempt from royalties. 

In addition, all university departments, clubs, or organizations that produce publications must require the advertisers of products bearing university indicia in those publications to be licensed.

Products and authorized/licensed vendors

The Board of Regents of the University of Wisconsin System owns and supervises the use of university indicia. The University of Wisconsin–Madison’s trademarks are registered with the United States Patent and Trademark Office and/or the State of Wisconsin. The Office of Trademark Licensing will be the clearing entity for all of the following identifying marks, known as indicia.

Examples of UW-Madison's Protected Trademarks include Badger™, Bucky™, On, Wisconsin!™, University of Wisconsin-Madison™, and UW™. See the full list here.

This policy describes the conditions and requirements applicable to the receipt of advertising revenue from non-university entities for university schools, colleges, departments, divisions, centers, programs, and other units.

UW-200

UW–Madison recognizes that the use of its logos, images, and names fosters a sense of pride and collective identity within the university community, and can provide potential sources of revenue or other non-financial benefits in support of university programs. These tangible and intangible benefits are beneficial to the entire university community, and, in turn, the state of Wisconsin.

But it’s also necessary to recognize that the university is a public institution and its logos, images or names must serve a public purpose. Thus, university logos, images, and names cannot be used in a manner that implies a preference for or endorsement of private businesses and non-university organizations and must be used in such a way that the university’s reputation and image are protected. Therefore, the university has adopted the following policies applicable to the use of university logos, images, and names and marks by university and non-university entities.

UW-205

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The Board of Regents of the University of Wisconsin System owns and supervises the use of university indicia. The University of Wisconsin–Madison’s trademarks are registered with the United States Patent and Trademark Office and/or the State of Wisconsin. The Office of Trademark Licensing will be the clearing entity for all of the following identifying marks, known as indicia.

Examples of UW-Madison's Protected Trademarks include Badger™, Bucky™, On, Wisconsin!™, University of Wisconsin-Madison™, and UW™. See the full list here.

UW–Madison departments, units, and organizations may only buy goods from licensed or approved vendors to ensure quality, consistency, and appropriateness of design. This is true even if purchases are exempt from royalties. 

In addition, all university departments, clubs, or organizations that produce publications must require the advertisers of products bearing university indicia in those publications to be licensed.

Products and authorized/licensed vendors

UW–Madison recognizes that the use of its logos, images, and names fosters a sense of pride and collective identity within the university community, and can provide potential sources of revenue or other non-financial benefits in support of university programs. These tangible and intangible benefits are beneficial to the entire university community, and, in turn, the state of Wisconsin.

But it’s also necessary to recognize that the university is a public institution and its logos, images or names must serve a public purpose. Thus, university logos, images, and names cannot be used in a manner that implies a preference for or endorsement of private businesses and non-university organizations and must be used in such a way that the university’s reputation and image are protected. Therefore, the university has adopted the following policies applicable to the use of university logos, images, and names and marks by university and non-university entities.

UW-205

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

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Purchasing - L&S

Purchasing

How to buy a product

L&S Cost Grid

Sales Tax Exempt Certificate

How to pay an invted speaker or entertainer

Purchasing - L&S

Create Catalog Requisitions - L&S

How to buy a product

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Purchasing - L&S

App/Software, Cloud/Web Service Purchasing Guidelines

How to buy a product

How to pay an invited speaker or entertainer

Purchasing - L&S

How to buy a product

App/Software, Cloud/Web Service Purchasing Guidelines

How to pay an invited speaker or entertainer

Expense and Purchasing Card Attachment Requirements - L&S

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This policy includes requirements for receipts, domestic and international.

UWSYS: Receipt Requirements

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

UW-3039

A document with definitions, examples, required documentation, payment/reimbursement limits, and more information for each type of event: Official Functions, Hosted Events, and Business Meals. This is a Division of Business Services resource.

Official Functions, Hosted Events, and Business Meal Guidance Matrix

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

This document describes how an L&S department/program can support a UW-Madison registeredstudent organization. Step-by-step instructions are provided.

L&S Gift Management: How to support a student organization

Registered Student Organization (RSO) events are important opportunities for students to come together and develop leadership skills, build connections, and deepen an organization’s purpose. This policy outlines the university’s requirements for RSO events to promote safety.

UW-2003

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Managing the finances of a Registered Student Organization (RSO) is essential for the organization’s ability to function efficiently and effectively. Additionally, the Office for Student Organizations, Leadership & Involvement (SOLI) financial regulations for RSOs require your organization to maintain accurate and complete financial records of all receipts and expenditures.

Student Organization Resource & Policy Guide: Finances

The university has a managed travel program. This policy establishes standards for payment and/or reimbursement of registration fees and is designed to ensure prudent usage of university resources while minimizing the administrative burden for travelers and support staff.

UW-3021

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events. Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

This page provides more information regarding business meals as it relates to events, registration fees, the use of Gift or Foundation Funds, receptions, contracts, and business meetings.

UWSYS: Universities of Wisconsin Business Meals and Events

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

Serves as a comprehensive guide on payments made to students at University of Wisconsin-Madison.

Student Payment Guidelines

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

This policy establishes standards for payment to, or reimbursement of, individuals who are not UW-Madison employees, as outlined in UW-5000 Employment Categories.

UW-3023

The purpose of this policy is to establish expenses that are not payable/reimbursable by the university.

UW-3026

Serves as a comprehensive guide on payments made to students at University of Wisconsin-Madison.

Student Payment Guidelines

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

UW-Madison Policy on relocation stipend and instructions.

Relocation/Moving Stipend - L&S

The purpose of this policy is to establish University of Wisconsin-Madison requirements for payment of relocation stipends and costs associated with temporary and indefinite work assignments. This policy also identifies when and how expenses related to temporary or indefinite work assignments away from the employee's headquarters location are payable/reimbursable.

UW-3079

The University of Wisconsin–Madison recognizes the value of providing flexibility in working arrangements to its employees. Flexibility can increase job satisfaction and reduce turnover, increase the university’s ability to attract and retain talent, and maintain or enhance productivity for some roles.

At UW–Madison, remote work is viewed as a cooperative arrangement based on the needs of a position, the department or unit, and the university. Remote work is not suitable for all roles. This policy enables, but does not require, UW-Madison to establish arrangements for remote work with employees when appropriate and desirable for the institution and the employee.

UW-5087

How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison. This is a Division of Business Services resource.

Driver Authorization

How to determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle. This is a Division of Business Services resource.

Using a vehicle during UW business travel

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes information about headquarters location, commute mileage, fleet vehicles, managed travel program, non-employees, and the standard rate for mileage.

UW-3019

UW Fleet Services offers UW-Madison departments short-term and long-term vehicle rentals.

Fleet

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

Whether you rent a vehicle or use your personal vehicle, this page will help you understand requirements, find approved options, and access the resources you need.

UWSYS: Ground Transportation

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Under the Americans with Disabilities Act, there are requirements for accessibility required by April 26, 2027, which was communicated July 3, 2026.  Accessibility must be reviewed with every renewal. 

Digital Accessibility @ UW-Madison: Make it accessible

Cybersecurity is a collective responsibility that requires policy that applies to all components of UW–Madison. Threat, vulnerability, and the likelihood of exploitation are complex and unique to specific business processes and technologies. Cybersecurity risk is measurable depending on quantified or classified aspects of the data; characteristics of the information system; the definitions and characteristics of internal or external threat, system, or environmental vulnerabilities; and the likelihood that the event or situation may manifest itself within a given application, information system or architecture. External threats evolve rapidly and are persistent based on the criminal intent or the resources of the attacker, whether they are criminal or nation-state backed. Internal threats can be accidental or intentional.

The impact of using diverse but competing approaches in implementing security controls applied to information systems tends to elevate overall cybersecurity risk.(2) The management of cybersecurity risk will use a detailed Risk Management Framework to balance academic/business needs, the potential impact of adverse events, and the cost to reduce the likelihood and severity of those events.

The risk management process is established in policy so that the university community can share a common understanding that:

1. The university is determined to manage cybersecurity risk effectively. Not doing so is likely to have unacceptable consequences to individuals and increase costs to the institution.
2. This is the university’s mandatory and universally applicable process for managing cybersecurity risk. The process can be tailored to specific technologies, processes, or services.
3. The process must include policy and procedural controls to ensure that privacy and academic freedom are respected.

UW-503

In accordance with disability laws and University of Wisconsin System Administrative Policy 655, Accessibility of Web Content and Mobile Applications, the University of Wisconsin-Madison (UW-Madison) is committed to preventing disability discrimination. To the greatest extent possible, the university provides digital content that is fully, equally, independently, and privately usable by disabled individuals.

UW-519

The value of data as an institutional resource is increased through its widespread and appropriate use; its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. As the caretaker of institutional data, the university has an obligation to protect the integrity and quality of institutional data, privacy of data subjects, and security of institutional data while also maximizing its effective and efficient use. The purpose of this policy is to establish minimum requirements for the management and stewardship of institutional data resources.

UW-523

UW-Madison Information Technology: Risk Management and Compliance (RMC)

Note: Those in L&S should use the L&S Review Intake form, not the one listed on IT's page.

L&S recognizes that sabbatical leave is an important time for faculty development and research.  Faculty on sabbatical may be paid for certain non-salary related expenses.  The sabbatical leave request/approval documentation must outline all non-salary related expenses and how they will be funded.

Sabbatical Travel - L&S

CONFIRM THAT THIS IS ONLY ACCESSIBLE TO ART STAFF

Sabbatical Travel Approvals

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. This is also where it is mentioned that international travel is allowable for arrival up to two days prior to the business event.

UW-3015

Individuals conducting official UW–Madison business may be exempt from payment of tax depending on their location and the circumstances of the purchase. Any personal use of the university’s tax-exempt status is prohibited.

UW-3033

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

The Wisconsin sales and use tax law in s.77.54(9a), 1985 WI Stats., provides an exemption from payment of state, county, and local tax. The Department of Revenue has issued tax exemption number ES:008-1020421203-13 for the use of all UW System Administration and Institutions.

UWSYS: Wisconsin Sales Tax Exemption

UW System has tax exemptions/reciprocity with certain states listed on the Universities of Wisconsin policy linked below. Each state has a list to review restrictions and exemption instructions.

To obtain Sales Tax Exemption in other states, direct payment is required; the purchase must be billed directly to the University and paid for with entity funds (check or credit card). To meet this requirement for credit cards, the University must be solely liable for payment and its name must appear on the credit card. Purchases made with employee funds that are reimbursed do not qualify. The required form or documentation for each state will likely need to be presented each time you make an eligible purchase in the state.

Universities of Wisconsin Policy: Sales Tax Exemption From Purchases In Other States

This document from the State of Wisconsin Department of Administration contains frequently asked questions about the vendor tax law.

DOA: Certification for Collection of Sales and Use Tax FAQs

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

How to buy products and services at UW–Madison, including how to get started making a purchase, who to buy from, who to contact, and how to pay. This is a Division of Business Services resource.

Purchasing

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

The MDS Shop@UW accounts provide efficiency and ease of use to reduce administrative burdens on University staff, but also expose the University to additional risk. Potential risks associated with MDS include, but may not be limited to, inappropriate use, fraud, inaccurate coding allocation, noncompliance with State of Wisconsin and UW System Administration purchasing policies, and reputational damage to UW-Madison. This policy provides additional controls to assist in mitigating these risks. 

UW-3076

Acquiring technology at UW–Madison involves specific policies and preferred vendors. This page serves as your central resource for navigating the procurement process—from selecting hardware and software to securing final approvals—ensuring your purchases are cost-effective and fully supported by DoIT.

Tech Purchasing Guide

The Property Control team of Accounting Services is tasked with guidance and management of the UW–Madison capital equipment policies and procedures. Capital equipment records are required for both Federal and University titled equipment and follow University, State and Federal property guidelines. Equipment information, including item description as well as financial data, is stored in a centralized database for ease in reporting and to provide accessibility for all Madison departments.

This is a Division of Business Services resource.

Capital Equipment

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

The intent of this policy is to protect UW-Madison staff from unknowingly entering into a contract or agreement containing provisions that by state law cannot be honored. There are some agreement/contract/lease terms and conditions with which the UW-Madison cannot agree (e.g., indemnification, hold harmless, etc.)

UW-3053

It is the responsibility of each person to comply with Wisconsin Statutes and Administrative Codes when expending public funds (regardless of the source of the funding) deposited with the University of Wisconsin–Madison.

Wis. Stat. § 16.77(2) states whenever a person “…contracts for the purchase of supplies, materials, equipment or contractual services contrary to ss. 16.705 to 16.82 or rules promulgated … the contract is void, and any officer or subordinate is liable for the cost thereof.

UW-3045

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

The purpose of this policy is to establish requirements when awarding a non-competitive contract to a supplier for goods or services.

This policy mentions the difference 

UW-3058

Use this form to justify and document why the requested transaction cannot be purchased using a competitive process.

Non-Competitive Purchasing Request Form

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

This flowchart walks you through the process of paying an invited speaker or entertainer. Contact your ART staff for how they handle uploading documents containing Personally Identifiable Information (PII). Do not upload sensitive documents to the L&S Intake Forms.

How to pay an invited speaker or entertainer flowchart

There are two different contracts for speakers. One for public speaking and one where the engagement is not open to the public. Most of our items will fall into the public speaking category. Examples of a speaker not open to the public would be if somebody is brought in to talk to a very specific class and only students in the class are allowed, or a speaker brought in just for employees.

Speaker and Entertainer Contracts

Tax information related to entertainers. This is a Division of Business Services resource.

Entertainers

Entertainers, Speakers, Instructors and Consultants (“Provider”) events may require a written contract to define compensation, liability and tax responsibility.

UW-3067

For any non-payrolled individual who is Entertaining, Speaking, Lecturing or providing Consulting Services, for details, use the Req/SIR Payment grid that breaks down the type of transaction, amount, method of payment, and whether a contract is required. This grid is a Division of Business Services resource.

Requisition vs. SIR Payment Grid

Tax information for persons who receive payments from the University of Wisconsin for services, rents, royalties, prizes or awards, scholarships and fellowships. This is a Division of Business Services resource.

PRO-501 Waiver of Bidding for Speaker Agreements or Entertainment Contracts is the waiver for under $25k. Speakers/Entertainers $25,000 or greater, it requires sole source documentation (Non-Competitive Purchase Request Form).

Note: purchases of a sole source nature exceeding $25,000 may require additional approvals from the DOA and Governor's office, which may take 6-10 weeks for approval. (UW-3058)

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

This policy establishes standards for payment to, or reimbursement of, individuals who are not UW-Madison employees, as outlined in UW-5000 Employment Categories.

UW-3023

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

The L&S process for making payments to students, including non-service lump sum payments to UW students. For service-related payments to students, please contact the appropriate HR representative assigned to your department.  Information about service-related payments is not included on this page.

Students Payments - L&S

Serves as a comprehensive guide on payments made to students at University of Wisconsin-Madison.

Student Payment Guidelines

How departments can pay a student at UW-Madison. This is a Division of Business Services resource.

Payments to Students

Participant support costs means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects.

How departments can pay a student at UW-Madison. This is a Division of Business Services resource.

Payments to Students

Serves as a comprehensive guide on payments made to students at University of Wisconsin-Madison.

Student Payment Guidelines

The Jeanne Clery Campus Safety Act, also known as the Clery Act, is a federal law that requires institutions of higher education to have in place certain security and safety policies, and to disclose certain crime statistics. On this website, you will find information about UW–Madison’s Clery program, including resources for and about our Campus Security Authorities, selected Clery policies, and reporting rights and resource information for victims of sexual assault, domestic violence, dating violence, and stalking. 

Clery Act

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

This email from July 2024 provides clarification regarding accountable plan standards for Universities of Wisconsin students.

July 2024 Travel and Card Policy Updates

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

Under the Americans with Disabilities Act, there are requirements for accessibility required by April 26, 2027, which was communicated July 3, 2026.  Accessibility must be reviewed with every renewal. 

Digital Accessibility @ UW-Madison: Make it accessible

Cybersecurity is a collective responsibility that requires policy that applies to all components of UW–Madison. Threat, vulnerability, and the likelihood of exploitation are complex and unique to specific business processes and technologies. Cybersecurity risk is measurable depending on quantified or classified aspects of the data; characteristics of the information system; the definitions and characteristics of internal or external threat, system, or environmental vulnerabilities; and the likelihood that the event or situation may manifest itself within a given application, information system or architecture. External threats evolve rapidly and are persistent based on the criminal intent or the resources of the attacker, whether they are criminal or nation-state backed. Internal threats can be accidental or intentional.

The impact of using diverse but competing approaches in implementing security controls applied to information systems tends to elevate overall cybersecurity risk.(2) The management of cybersecurity risk will use a detailed Risk Management Framework to balance academic/business needs, the potential impact of adverse events, and the cost to reduce the likelihood and severity of those events.

The risk management process is established in policy so that the university community can share a common understanding that:

1. The university is determined to manage cybersecurity risk effectively. Not doing so is likely to have unacceptable consequences to individuals and increase costs to the institution.
2. This is the university’s mandatory and universally applicable process for managing cybersecurity risk. The process can be tailored to specific technologies, processes, or services.
3. The process must include policy and procedural controls to ensure that privacy and academic freedom are respected.

UW-503

In accordance with disability laws and University of Wisconsin System Administrative Policy 655, Accessibility of Web Content and Mobile Applications, the University of Wisconsin-Madison (UW-Madison) is committed to preventing disability discrimination. To the greatest extent possible, the university provides digital content that is fully, equally, independently, and privately usable by disabled individuals.

UW-519

The value of data as an institutional resource is increased through its widespread and appropriate use; its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. As the caretaker of institutional data, the university has an obligation to protect the integrity and quality of institutional data, privacy of data subjects, and security of institutional data while also maximizing its effective and efficient use. The purpose of this policy is to establish minimum requirements for the management and stewardship of institutional data resources.

UW-523

UW-Madison Information Technology: Risk Management and Compliance (RMC)

Note: Those in L&S should use the L&S Review Intake form, not the one listed on IT's page.

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

New or renewal subscriptions to magazines, journals, and periodicals can be processed either by direct payment, requisition or P-card. Departments that have purchasing cards can use them to renew existing subscriptions.

UW-3041

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

Under the Americans with Disabilities Act, there are requirements for accessibility required by April 26, 2027, which was communicated July 3, 2026.  Accessibility must be reviewed with every renewal. 

Digital Accessibility @ UW-Madison: Make it accessible

Cybersecurity is a collective responsibility that requires policy that applies to all components of UW–Madison. Threat, vulnerability, and the likelihood of exploitation are complex and unique to specific business processes and technologies. Cybersecurity risk is measurable depending on quantified or classified aspects of the data; characteristics of the information system; the definitions and characteristics of internal or external threat, system, or environmental vulnerabilities; and the likelihood that the event or situation may manifest itself within a given application, information system or architecture. External threats evolve rapidly and are persistent based on the criminal intent or the resources of the attacker, whether they are criminal or nation-state backed. Internal threats can be accidental or intentional.

The impact of using diverse but competing approaches in implementing security controls applied to information systems tends to elevate overall cybersecurity risk.(2) The management of cybersecurity risk will use a detailed Risk Management Framework to balance academic/business needs, the potential impact of adverse events, and the cost to reduce the likelihood and severity of those events.

The risk management process is established in policy so that the university community can share a common understanding that:

1. The university is determined to manage cybersecurity risk effectively. Not doing so is likely to have unacceptable consequences to individuals and increase costs to the institution.
2. This is the university’s mandatory and universally applicable process for managing cybersecurity risk. The process can be tailored to specific technologies, processes, or services.
3. The process must include policy and procedural controls to ensure that privacy and academic freedom are respected.

UW-503

In accordance with disability laws and University of Wisconsin System Administrative Policy 655, Accessibility of Web Content and Mobile Applications, the University of Wisconsin-Madison (UW-Madison) is committed to preventing disability discrimination. To the greatest extent possible, the university provides digital content that is fully, equally, independently, and privately usable by disabled individuals.

UW-519

The value of data as an institutional resource is increased through its widespread and appropriate use; its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. As the caretaker of institutional data, the university has an obligation to protect the integrity and quality of institutional data, privacy of data subjects, and security of institutional data while also maximizing its effective and efficient use. The purpose of this policy is to establish minimum requirements for the management and stewardship of institutional data resources.

UW-523

UW-Madison Information Technology: Risk Management and Compliance (RMC)

Note: Those in L&S should use the L&S Review Intake form, not the one listed on IT's page.

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

Starting July 1, 2025, many purchases will go through the L&S Finance ART for processing.  Departments will still be able to use their UW card products or enter catalog requisitions.  Card reconciliations will be completed using the Expense Request intake form.  If departments wish to do their own catalog shopping, Catalog orders can be started using the Create Catalog Requisitions - L&S guidance.

The Purchasing - L&S page includes information regarding:

• Purchasing Goods or Services over $5,000 that are not on Contract or in the ShopUW+ Catalog
• Purchasing Thresholds and Requisitions (including printing)
• Goods ($5,000 or less; between $5,000.01 and $49,999.99; over $50,000)
• Services (non-speaker/entertainer; speaker/entertainer)
• Illegal Purchase
• Signature Authority
• Ineligible Vendors

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Products are most often considered tangible items such as office supplies, lab equipment, or computer equipment, but includes digital software and programs as well. Some purchases can be made without additional approvals, others may require the help of a procurement specialist. This is a Division of Business Services resource.

How to buy a product

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

UW-3039

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3018

How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison. This is a Division of Business Services resource.

Driver Authorization

How to determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle. This is a Division of Business Services resource.

Using a vehicle during UW business travel

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes information about headquarters location, commute mileage, fleet vehicles, managed travel program, non-employees, and the standard rate for mileage.

UW-3019

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. Use this guide to ensure policies are followed and that explanations for and attachments to transactions are consistently treated throughout all Teams.

L&S Cost Grid

This document provides information on the university's policy on job/career-related training/course work.

L&S Job-related or Career-related Training/Coursework

These procedures outline the process by which divisions may approve job-related and/or career-related coursework and training assistance for employees.

Employee Coursework and Training Assistance: Procedures

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for long distance ground and local transportation, while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3020

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

In addition to linking the Universities of Wisconsin's Ground Transportation Policy, it includes information about car rental contracts, driver authorization, and mileage.

UWSYS: Ground Transportation

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for long distance ground and local transportation, while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3020

This policy establishes standards for reimbursement of expenses in compliance with Internal Revenue Service (IRS) regulations, state law, and other University policies.

UW-3024

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

L&S faculty and staff can use this page to determine what documents need to be attached to the L&S Intake Form for expense reimbursement or P-card reconciliation.

Expense and Purchasing Card Attachment Requirements - L&S

In addition to linking the Universities of Wisconsin's Ground Transportation Policy, it includes information about car rental contracts, driver authorization, and mileage.

UWSYS: Ground Transportation

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. ART staff uses this as a guide for the most up-to-date policy compliance for the topics listed.

L&S Cost Grid

Strong internal controls are essential to protect both UW resources and reputation, along with employees.

Only ART initiators will reconcile all card transactions in Workday.  Cardholders will submit a form/ticket through the intake system with the transactions details.

Card products (P-card, Department Card, Shared Liability Card) - L&S

Approval is required before you can borrow a Department Purchasing Card from a Department Card Administrator to make authorized purchases. You can request approval using the Department Card Pre-Authorization Form.

Submit this form no more than five (5) days prior for a purchase request with a Department Card.

Reminder: Department Card usage is only for business-related, low-dollar, occasional purchases from local or online vendors. See Procedure 3013.7 for more details.

This is a Division of Business Services resource.

Department Purchasing Card Pre-Authorization Form

Please share the L&S P-card Quick Guide for all who have a P-card.

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

Official Functions guidance specifically for the College of Letters and Science. Official Functions are events/costs that have a major social component but substantially advance or contribute to the UW’s mission. Official Function forms must be approved prior to incurring costs for an Official Function. For hosted or business meals that have a limited social component, ensure the UW Business Purpose is well documented.

Official Functions - L&S

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

UW-3075

In general, the sale of food for human consumption is exempt, with the following exceptions as defined in sec. Tax 11.51(3), Wis. Adm. Code:

• • Candy
  • Dietary supplements
  • Prepared food
  • Soft drinks

Note: Sales of alcoholic beverages are taxable. Alcoholic beverages are not considered "food" for purposes of Wisconsin sales tax laws. For further information see:

Section Tax 11.51(1), Wis. Adm. Code - Definition of "food and food ingredients."

Section Tax 11.51(2), Wis. Adm. Code - Examples of taxable and exempt "food and food ingredients."

Section Tax 11.87, Wis. Adm. Code - Examples relating to sales of food and food ingredients.

Sales Tax Exempt Certificate

The purpose of this policy is to establish the general parameters for holding and funding UW System official functions.

UWSYS: Official Functions

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Get more information about travel procedures, and find quick job aids based on the type of travel you are booking. Includes information and links to Concur, Fox World Travel Portal, Meal Per Diem and Incidentals Calculator, Workday Expense, and more.

UW TravelWIse

This Universities of Wisconsin resource includes traveler user guides and webinars.

Traveler User Guides & Webinars

How to plan your UW–Madison business trip and determine the best options for transportation and lodging. Get reimbursed for your travel and non-travel related expenses. This is a Division of Business Services resource.

Travel and Reimbursement

How to book and pay for a flight, and what air travel-related expenses are allowed. This is a Division of Business Services resource.

Booking a Flight

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison. This is a Division of Business Services resource.

Driver Authorization

How to determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle. This is a Division of Business Services resource.

Using a vehicle during UW business travel

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Includes information about headquarters location, commute mileage, fleet vehicles, managed travel program, non-employees, and the standard rate for mileage.

UW-3019

UW Fleet Services offers UW-Madison departments short-term and long-term vehicle rentals.

Fleet

Zipcar is a membership-based vehicle rental system for short trips.

Departments can join Zipcar as a work-related travel option for employees who are state-approved drivers.

Discounted personal memberships are available for UW students and employees, and UW Health employees, though personal memberships are non-reimbursable for UW Business.

Carshare

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

In addition to linking the Universities of Wisconsin's Ground Transportation Policy, it includes information about car rental contracts, driver authorization, and mileage.

UWSYS: Ground Transportation

This policy applies to all University payments for the use of personal, rental, or fleet vehicles. This policy applies to all non-employees (job interview candidates, invited speakers, consultants/contractors, etc.) traveling on University business when the University will be reimbursing mileage or rental vehicle costs.

UWSYS: Use of Personal Vehicles, Rental Cars and Fleet for Business Transportation

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

UW-3022

Travel allowability on UW funds varies by affiliation type. Find more information regarding these affiliation types here:
Employees
Students
Honorary Fellows/Postdoctoral Fellows/Trainees and Any Other Zero Dollar Appointment
Emeritus
Visitors or Recruits
Speakers/Entertainers, or Independent Contractors

A clear business purpose is needed for every transaction. The complete business purpose should give an unrelated person a clear vision of why the UW is spending this money. If sponsored funding is used, it must include an explanation on the direct benefits to the sponsored funding source.

The Business Purpose and Justification - L&S page provides fillable itinerary templates (Word and Excel), as well as an example of a daily itinerary. This should be included when there is no clear agenda (e.g. multi-day coauthor visit, fieldwork, etc.).

Any costs associated with a website must meet the criteria listed at the Website Development and Hosting Fees - L&S page to be paid using any UW funds, including paying directly or reimbursement.

L&S Guidelines for purchasing Applications or Software, as well as Cloud or Web Services for Use on University-Owned Devices.

When it comes to the purchase of goods/services, it is ALWAYS best practice to use a university direct payment mechanism over out-of-pocket. Employees who coordinate these payments out of pocket run the risk of non-compliance, denied reimbursement, etc.

Any application or service with the intent of storing or using UW data must be reviewed and vetted by different University offices before receiving approval to purchase. This ensures that the software is safe to load on to University-owned devices; that it is secure enough to protect University-owned data; and that the terms and conditions agreed to by appropriate University staff are in compliance with University policies and State Statutes. L&S Finance Office staff can help the department to follow up with the appropriate Campus offices.

These approvals are needed prior to using University funds to purchase software/apps/cloud services//web services. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

App/Software, Cloud/Web Service Purchasing Guidelines

Those in L&S should use the L&S Review Intake form. Questions about risk reviews can be sent to Susan Weier at scweier@wisc.edu. Typically a review can be used for three years unless there are changes in security posture, history, features of a product or the way we use it or data stored. 

Under the Americans with Disabilities Act, there are requirements for accessibility required by April 26, 2027, which was communicated July 3, 2026.  Accessibility must be reviewed with every renewal. 

Digital Accessibility @ UW-Madison: Make it accessible

In accordance with disability laws and University of Wisconsin System Administrative Policy 655, Accessibility of Web Content and Mobile Applications, the University of Wisconsin-Madison (UW-Madison) is committed to preventing disability discrimination. To the greatest extent possible, the university provides digital content that is fully, equally, independently, and privately usable by disabled individuals.

UW-519

UW-Madison's official brand guide. Learn about the brand, the visual identity, and application of the brand. Also includes tools and templates for various digital, email, print, and social media. Need inspiration? It has that, too!

Brand and Visual Identity

Expense Reports at UW-Madison require the use of the Outgoing Wire/ACH Form on Bettyblocks.

More information can be found on the Universities of Wisconsin Outgoing Wire Form page.

Paying a vendor or other service provider via wire transfer check at UW-Madison require the UW System Outgoing Wire Transfer Form on the Division of Business Services page. More information on the Universities of Wisconsin Accounts Payable Outgoing Wire (USD and Foreign Currency) page.

Wire transfers should primarily be used to pay an international vendor or other service provider. A wire transfer should only be used to pay a domestic (within the USA) vendor or service provider because an ACH is not timely; this should be a one-time solution.

Outgoing Wire Forms