How do I purchase a poster or other printing with UW funds?

Faculty and staff are NOT authorized to directly purchase printing from outside vendors above a cost of $49.99, as the State of Wisconsin has very strict rules relating to printing services imbedded in the constitution, and there are mandatory state contracts through the State Department of Administration.

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

Please visit UW's How to Purchase a Printing or Copying Job page for full policy details.

SMPH Media Solutions is also available for help with services such as graphic design, photography, illustration, and videography.

Which types of recruitment expenses are allowable?

SMPH has created the Clinician Faculty Recruitment Expense Budget Guidelines to help standardize this process across all SMPH departments. DOM physician recruiters will also follow these guidelines.

Questions regarding these guidelines can be directed to Kristen Seguin, kvieth@wisc.edu 

How do we pay for board examinations/board prep courses?

Board-related expenses are payable/reimbursable under the UW Health Professional Business Expense Allowance policy.

UW SMPH policy does not permit the payment or reimbursement of any Board-related expenses using UW funds. This includes payments made via Pcard or e-Reimbursement. There are no exceptions and any payments made in error MUST BE REVERSED OR REIMBURSED IMMEDIATELY.

What do I do with a check for clinical activity?

Send checks for patient charges to:

UWMF - Patient Business Services
7974 UW Health Court
Middleton, WI 53562
(Mail Code: 414-BUS)

Send checks for medical/legal services to:

UW Health
ATTN: Deposits (Mail Code 102)
7974 UW Health Court
Middleton, WI 53562

How do I renew my DEA license?

The DEA grants fee exemptions to employees of the University of Wisconsin-Madison. This includes physicians who have a dual appointment with UW Medical Foundation. This is because UW-Madison employed physicians and other practitioners are State of Wisconsin employees for purposes of their clinical, teaching and research activities. Individuals who are 100% employees of UW Medical Foundation (e.g., UWMF NPs and PAs) are NOT fee exempt.

For further information, please visit the Office of Legal Affairs website, or speak with the attorney on call at 263-7400.

Can I be reimbursed for a license from another state?

UW Health will only reimburse for licenses that are a requirement of a job function. For example: Outreach with Regional Services may require a license from another state.

How do we handle a dual employed faculty relocation?

Read the full UW School of Medicine and Public Health policy (SMPH-3020)

Please work with your recruiter and HR team if you have any questions.

Are there policies on employee gifts and other staff relations?

The Clinical Academic Department Staff Relations Supplemental Guide (Addendum A of Policy 1.64, effective July 1, 2023) provides guidelines and procedures for staff relations.

If you are uncertain about a planned purchase, please reach out to your Department’s Accounting Contact as an initial resource. 

Retirement & Farewell Gifts/Events - DOM Guidance

UW Health-provided retirement gifts for UW Health employees can be found on The Pulse: Retirement Recognition

UW Health funds can no longer be used for an event related to a retirement / farewell event for any employee of UW Health or SMPH. Use UW funds or take a collection.

If doing a collection, the rules below do not apply. If using UW funds, follow all guidelines below.

In all cases, an Official Functions form must be completed and approved prior to any expenses incurred. 

These forms should be filled out and then sent to your accountant at least 3 weeks prior to the event. The fiscal team will handle the Docusign process and route for signatures. 

No purchase can be made for this event PRIOR to receiving approval from the fiscal team. All expenses must be processed through SMPH. 

Years of Service in the Department

To be eligible for events/gifts, faculty/staff must be 20% appointment or higher. 

Faculty: 

  • Less than 5 years: No Department/Division/unit funds are available per SMPH Policy
  • 5-9 years: The Department/Division/unit will reimburse up to $100 towards gift and up to $100 for food
  • 10-15 years: The Department/Division/unit will reimburse up to $100 towards gift and food for the event at $25/per person up to $1,000 total expense
  • 15+ years and retirements: The Department/Division/unit will reimburse up to $100 towards gift and food for an event at up to $25/per person (no maximum) 

University/Academic/Limited Staff: 

  • Less than 5 years: No Departmental funds are available per SMPH Policy
  • 5-9 years: The Department/Division/unit will reimburse up to $100 for food
  • 10-15 years: The Department/Division/unit will reimburse up to $100 towards gift and will reimburse up to $100 for food
  • 15+ years and retirements: The Department/Division/unit will reimburse up to $100 towards gift and food for an event at up to $25/per person up to $500 total expense 

When the department funds up to $100 for a gift (including tax, shipping, etc); the total cost can exceed $100, but can only reimburse up to $100. Funds over the initial $100 will need to be personal funds collected by the division. 

If the cost of the item is over the $100 limit, the charge MUST be made on a personal credit card; sunshine fund credit/debit cards are not allowed. 

Gift Ideas

  • UW Logo items
  • Bucky
  • Photo/Artwork
  • UW Captain’s Chair
  • UW Terrace Chair 

If food is desired, the division would need to submit a preapproval form with the anticipated expense and adhere to UWH and SMPH food guidelines like individual servings. 

If alcohol is requested, additional information will need to be provided. 

An event meal-payment form, attendee list, and agenda or event announcement will also be needed for pcard statement reconciliation or E-reimbursements. 

I need a notary. Where can I go?

DOM has several notaries. Click a name to view contact details.

Who do I go to with other financial questions?

The Finance landing page lists the primary areas each person is responsible for.

If you're not sure, please contact us at domfinance@medicine.wisc.edu.