UNIVERSITY OF WISCONSIN DEPARTMENT OF OB/GYN ACCOUNTING DEPARTMENT Linda Gillette – Financial Specialist – Linda Harris – Research Administrator – Teri Ott – Accountant –

 ENTERTAINMENT – Brink Lounge, Monona Terrace – Request invoice  FLOWERS – Use Buffo Floral - Send Linda Gillette the flower order form immediately  MEALS – Meetings, recruitment lunches/dinners, etc. - Request invoice  SUPPLIES – Amazon.com, Staples – Use MDS or personal credit card  WI STATE LICENSE (DSPS) – Pay with personal cc and request reimbursement  DEA LICENSE – Dependent on who employer is -  Faculty (because they are UW) are EXEMPT and SHOULD NOT pay  NP/PA (because they are UWMF) pay with personal credit card and request reimbursement

1) Send an to Linda Harris or Teri Ott and cc Linda Gillette with your purchase request BEFORE EVERY purchase. Include the following information with your request. We will need: Amount, Vendor, Faculty Name, Reason for the purchase, Funding string if known. 2) Linda H. or Teri determine the best purchasing arrangement. 3) Anytime the credit card is used Linda H. or Teri will add the information into a purchasing log used for reconciling all credit card transactions. 4) In the event that Linda H. or Teri cannot be reached and you have and EMERGENT purchase that cannot wait and you have the credit card number in a secure location in your possession you can use the card. You still need to notify Linda H. or Teri by when you make the purchase and send the receipt and all proper documentation to them as soon as the purchase is made. 5) Due to the time sensitivity and high audit potential the Department of OB/GYN is implementing a “Three strikes” policy. Strikes will be handed down in the following types of situations: a) The card is used without contacting Linda Harris or Teri Ott in advance (except in Emergency) b) You do not get the required receipts and backup to us within 24 business hours c) Use of the credit card for unallowable purchases 6)Please be patient with this transition as this will be new to all of us. Linda and Teri will be learning as we go. We will respond to you as quickly as possible. Linda Harris – Research Administrator (phone) (fax) Teri Ott – Accountant (phone) (fax)

Linda Gillette Reimbursement/Expense Reports or Invoice E-Reimbursements Site manager for P-Cards Reconciling Department credit card Outreach Contracts Order supplies, business cards & stationary Linda Harris Reconcile research fund accounts and meet with faculty to review research spending Verify that spending on research accounts is in line with UW, state and federal guidelines Approve all payments made using research dollars Develop budgets for research projects Research administration in areas other than accounting (grant submissions, study development, etc.)