Finance FAQs

Allowable Purchases

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, [email protected] 

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Boards and Licenses

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.

How do I renew my DEA license?

• See UW Health Business Expenses

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.

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Clinical Activity

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

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Employee Gifts

Are there policies on employee gifts and other staff relations?

• The Clinical Academic Department Staff Relations Supplemental Guide provides guidelines and procedures for staff relations.

• If you are uncertain about a planned purchase, please reach out to your Division’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 log in required).

Retirement/farewell events for any UW Health or SMPH employee cannot use UW Health funds. Use UW funds or take a collection. Department guidance is listed below based on years of service in the department.
 
If doing a collection, the rules below do not apply. If using UW funds, follow all guidelines below.

An Official Functions form (PDF) 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. 

• 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 $150 for food (generally cake and punch type event)
• 10+ years and retirements: The Department/Division/unit will reimburse up to $100 towards gift and food for the event at $30/per person

When the department/division funds up to $100 for a gift (including tax, shipping, etc); the total cost can exceed $100, but a personal credit card will need to be used for anything over the initial $100.

Gift Ideas:

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

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Faculty Relocation

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.

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Legal Guidance

For questions that require legal guidance, please contact the UW–Madison Office of Legal Affairs. 

The UW-Madison Office of Legal Affairs health care team uses an attorney-on-call system for UW-Madison faculty and staff in need of assistance with clinical practice matters. Please call the main office number at (608) 263-7400 or visit their webpage for answers to frequently asked questions.

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Notaries

I need a notary. Where can I go?

DOM has several notaries:

• Dannielle Dirienzo, 4214 MFCB, Gastroenterology
• Rachel Filipiak, 5275-07C MFCB, Infectious Disease
• Crystal Weinberger, WIMR, Hematology/Oncology
• Jena Yohann, 4150 Health Sciences Learning Center, Central Admin HR

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