Printing and copying for UW-Milwaukee and the state of Wisconsin is governed by Chapter 35 of the Wisconsin Statutes. Law specifically regarding printing is also found in Article IV, Section 25 of the State Constitution. In order to be compliant with these state regulations and UWM policies, all printing and copying paid for with University funds must be facilitated through UWM Print & Copy Services.
Printing
Faculty and staff are not authorized to purchase printing directly from outside vendors. Only Print & Copy Services and Purchasing have full delegation to purchase printing. If a job cannot be produced in-house, Print & Copy Services staff will make all necessary arrangements and coordinate with outside vendor(s) to get the job produced.
Copying
Copy services are provided by the UWM Copy Center located in the University Services Building, Room 150. If confirmation is provided from the Copy Center that they cannot provide a requested service (e.g., an after-hours rush job), service may be obtained from the approved copy overflow contract vendor. If either the Copy Center or the contract vendor cannot produce the job, it must be sent out for bid by Print & Copy Services staff.

Should printing/copying occur outside State and University regulations, the unit may be held liable for expenses incurred.

University of Wisconsin-Milwaukee
115 E Reindl Way
Glendale, WI 53212

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Overview:

Details how to enter a Spend Authorization in Workday for any 90-Day Accountable Plan Exceptions.

Security Roles

Initiator(s): Employee as Self, Expense Data Entry Specialist

Approver(s): Expense Operations Lead 

Process Considerations:

• All reimbursable expenses (out of pocket and shared-liability card transactions) are to be submitted within 90 days from the date of purchase except for Registration Fees, Airfare, Group Airfare, Lodging, Tuition Reimbursement or any Job-Related Training, in which the expense must be submitted within 90 days of the arrival date listed in Workday. This also applies for any returned expense report, which must be resubmitted within 90 days of the expense report being sent back.
• Exceptions will be considered tax reportable unless extenuating circumstances apply. Extenuating circumstances for employees are defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence and busy schedule/workload is not an extenuating circumstance.
• Expense Operation Leads have the authority to grant exceptions.

Click on the links below to skip directly to a section:

• Create Spend Authorization
• Next Steps
• Additional Resources

Create Spend Authorization

1. Hover over Personal in the sidebar and select Expenses Hub.
2. Click the Create Spend Authorization button.
3. Complete the following fields in the Spend Authorization Information section:
   1. Enter the Start Date and End Date of the Expense Item(s) that were not submitted within the 90-day timeframe.
   2. Enter a Description.
   3. In the Business Purpose field, select Policy Exceptions (Spend Auth Only).
   4. In the Justification field, enter a detailed explanation as to why an exception is being requested and include any extenuating circumstances.
4. Click +Add option in the Spend Authorization Lines tab.
5. In the Spend Authorization Line:
   1. Enter the Expense Item.
   2. Enter the Total Amount.
   3. Enter the Program, Grant, Project or Gift Worktag.
   4. If applicable, enter Item Details for the Expense Item.
6. If additional Spend Authorization Lines are necessary, click the +Add button and complete step 6 for each line.
   NOTE: If needed, attachments can be added to the Spend Authorization by selecting the Attachments tab.
7. Click Submit.

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Next Steps

After clicking Submit, the Spend Authorization routes to the Driver Worktag Manager and then to the Expense Operations Lead for final approval. Once the Spend Authorization is approved, it can then be attached to the Expense Report.

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Additional Resources

Related KBs:

• Create a Spend Authorization and Cash Advance Request

Employees are now permitted to use the PCard to purchase Business Meals and Refreshments. All existing business meal requirements still apply, including the need for actual business to be conducted and the restriction on alcohol purchases.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

Universities of Wisconsin Business Meals and Events

Employees are now permitted to use the PCard to purchase Business Meals and Refreshments. All existing business meal requirements still apply, including the need for actual business to be conducted and the restriction on alcohol purchases.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

Universities of Wisconsin Business Meals and Events

Instructions for downloading biweekly PCard Statement from US Bank