Welcome to the SMPH Fiscal KnowledgeBase
A Centralized Resource for Financial Guidance and Education
The SMPH Fiscal KnowledgeBase (KB) is designed to streamline and standardize financial processes, education, and training across the School of Medicine and Public Health.This centralized platform serves as a comprehensive reference for key fiscal policies and procedures from both UW–Madison and UW Health, promoting clarity, consistency, and efficiency across departments and administrative units.
Jump directly to the Change Log to see all recent updates.
Content Modules
Fiscal KB Change Log
| Page Updated | Change Summary | Date Updated |
|---|---|---|
|
Updated the UWH Travel Guidance Tool with current UW Health Air Travel guidance
|
4/1/2026 | |
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Added new Fiscal KB reference guides for One‑Time Receipts, Refund of Expenses, and the Unclaimed Deposit Process.
|
3/31/2026 | |
|
Updated the reference guide to transition from the Temporary Custodian Funds process to the Cash Advance process for UW research participant payments, aligning terminology and guidance accordingly.
|
3/26/2026 | |
|
Multiple reference guides containing Workday EIB templates
|
Updated several reference guides to direct users to the Workday EIB Template Library—rather than individual template links—to ensure users always access the most current version of each required template.
|
3/25/2026 |
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Added a link to the new Expense Report Fix‑It Guide from UW Division of Business Services to support users in resolving common expense report issues identified by the central audit team.
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3/25/2026 | |
| UW Internal Service Delivery |
Added guidance on how to edit or change an Internal Service Delivery, including how to cancel an ISD, transfer an ISD charge, and update funding for recurring billing.
|
3/24/2026 |
| UW Adaptive Planning | Added a link to FY27 Dept Information-Templates-Guidance (Box Folder) for additional resources to the UW Adaptive Planning Reference Guide > "How" Section > "SMPH Guidance" Sub-Section. | 3/6/2026 |
| UW-Madison Workday Attribute Definitions (Excel) | Overview tab added the Using Workday FDM link. Added a Ledger Account tab and included the Ledger number range, account type and natural balance on the ledger account. |
3/6/2026 |
| UW PO/Requisition/IWO (Non-Catalog Orders) | This job aid has been added to ensure requisition validators know how to track ShopUW+ supplier request forms (both new and changes) that have been submitted. |
3/6/2026 |
| UW Adaptive Planning | Added the new UW Adaptive Budgeting in Workday process for completing the UW campus budget. | 2/6/2026 |
| UW Research Participant Payments - Gift Cards | Paying Research Participants with Gift Cards - SMPH Gift Card Approval Form Signature and Routing process guide has been updated to include the required Advarra Waiver Form. | 2/6/2026 |
| UW Payroll Accounting Adjustment | Added a new Core Workday Job Aid: SMPH Removing a Worktag When Initiating a Payroll Accounting Adjustment (PAA). This guide provides SMPH-specific guidance on managing Payroll Accounting Adjustments (PAAs) for employees with multiple funding sources, specifically focusing on how to remove unnecessary worktags when preparing a PAA either by percentage method or amount method. | 1/30/2026 |
| SMPH Fiscal Master Report Inventory (Excel) | Added the new SMPH PI Financial Reporting Spreadsheet process and a link to the Box folder for the template and instructional materials to the Fiscal Master Reporting Inventory. | 1/16/2026 |
| SMPH Fiscal Master Report Inventory (Excel) | Added the new Combined Driver Budget to Actual Worksheet for PI reporting to the Research Administration category on the SMPH Fiscal Master Reporting Inventory. | 12/29/2025 |
| UW PO/Requisition/IWO (Non-Catalog Orders) | Updated to include that the required questionnaire can be completed by the Requester or Requisition Validator. | 12/12/2025 |
| UW Med School Transfer | Updated MST definition and process to clarify invoices must be submitted in Workday by the 15th of the month. | 12/10/2025 |
| Added “Contract Approvers” language to the Who section, clarifying signing authority and department responsibilities. | 12/5/2025 | |
| UW Capital Assets | Added a new reference guide covering UW capital asset management processes. | 12/5/2025 |
| SMPH Fiscal KB Homepage | Created a new “Fixed/Capital Assets” content module. | 12/5/2025 |
| UW Internal Service Delivery | Added four ISD-related reports to the SMPH Fiscal Master Report Inventory and updated the ISD guide’s “Related Reports” section. | 12/1/2025 |
| UW Expense Reimbursement | Replaced most UW System job aids with UW–Madison Business Services Expense Reimbursement Procedures for clearer and more complete guidance. | 12/1/2025 |