Inside the Job Book

Accident Report

Accident report packets are available outside the Human Resources Office located at 144 Graff Main Hall. ALL persons who are being paid on a university payroll (faculty, classified, and students), use this packet to report an injury.

The employee accident report packet includes:

a cover sheet explaining the process
information concerning the requirements for reporting lost time, selecting a doctor, etc.
forms needed to be completed by the employee (some information has been pre-printed on the form)
forms needed to be completed by the supervisor

If a person is not employed by the university and is injured on campus, they are referred to Protective Services.

Budget/Financial

Note: this section is only in the preliminary stages of development

Quick Reference Guide: Administration & Finance Division Contacts
http://www.uwlax.edu/budgetandfinance/staffdirectory.htm
Remittance Forms:
The following forms are to be used to deposit funds to the Cashiers Office

Taxable funds:
http://www.uwlax.edu/budgetandfinance/bussvs/Docs/deposit%20form-taxable%20final.xls

Fill out form, and print two copies. Keep one for your records, and send one to the Cashiers Office, 121 Graff Main Hall.

Nontaxable funds:
http://www.uwlax.edu/budgetandfinance/bussvs/Docs/deposit%20form-non-taxable%20final.xls
Fill out form, and print two copies. Keep one for your records, and send one to the Cashiers Office, 121 Graff Main Hall.

Expenditure Reimbursements:
Go to Remittance Forms, and use bottom section of form:

http://www.uwlax.edu/recsports/PDF%20Files/Club%20Sports/Club%20Sports%20Forms/Reimbursement%20Non-Travel.pdf

Building Abbreviations

Building Name		Abbrev
Cartwright Center		CC
Centennial Hall		CENT
Center for the Arts		ARTS
Cowley Hall		CH
Graff Main Hall		GMH
Health Science Center		HSC
Mitchell Hall		MH
Murphy Library		ML
North Campus		NC
Thomas Morris Hall
W. Carl Wimberly Hall		CWH
Whitney Center		WHIT
Wing Technology Center		WING
Wittich Hall		WH

Building Directors

Archaeology Building	Connie Arzigian	58452
Athletic Facilities	Joshua Buchholtz	58622
Cartwright Ctr. & Whitney	Larry Ringgenberg	58888
Campus Child Center	Susan Wrobel	58813
Centennial Hall	Mary Coady	58385
Center for the Arts	Ron Stoffregen	56708
Cleary Alumni & Friends Ctr.	Natalie Olsen	56803
Cowley Hall	Aaron Monte	58260
Equipment Storage Building	Hank Klos	58589
Graff Main Hall	Robert Goldmann	58459
Heating Plant	Bill Knick	58710
Health Science Center	Joanne Sanvick	55150
Maintenance & Campus Stores	Hank Klos	58589
Mitchell Hall	Joshua Buchholtz	58622
Morris Hall	Alice Clark	58134
Murphy Library	John Jax	58805
North Campus Field Equipment Building	Joshua Buchholtz	58622
Protective Services Building	Scott Rohde	58711
Recreational Eagle Center	Sue White	56529
Residence Halls	Nick Nicklaus	58075
W. Carl Wimberly Hall	Ken Winter	56830
Wing Technology Center	Dave Faulkner	58773
Wittich Hall	Joshua Buchholtz	58622

Calendars

A master calendar can be obtained on the university website at http://mastercalendar.uwlax.edu/MasterCalendar/default.aspx

Campus Connection

The Campus Connection is a university newsletter which is published and distributed every Monday throughout the school year. It is available in hard copy, or an electronic version can be viewed at http://www.uwlax.edu/Universityrelations/campusconnection/.

The deadline for submission is noon Wednesday for the following Monday edition. Email submissions can be sent to connectx@uwlax.edu.

Campus Delivery Schedule

The campus delivery schedule for mail, document service products, parcels, etc. can be found at http://www.uwlax.edu/stores/delivery.html.

Campus Driving Directions

From the West: Exit Interstate I-90 at Exit 3 onto US 53 South. Drive 3.9 miles and turn left on La Crosse Street; continue for 1.1 miles and turn right on East Avenue to Campus

From the North: Highways 61 on the Minnesota side of the Mississippi and 53 on the Wisconsin side join Interstate I-90. Go east on I-90 to Highway 157 (Exit 4). Turn right onto Highway 157 and then right again onto Highway 16. Drive 3.5 miles and turn right on La Crosse Street and then left on East Avenue to campus.

From the North: Highway 53 joins I-90 at Exit 4. Follow Highway 157 to Highway 16. Turn right on Highway 16. Drive 3.5 miles and turn right on La Crosse Street and then left on East Avenue to campus.

From the East: Travelers heading west to La Crosse on Interstate I-90 exit at Onalaska-La Crosse Highway 16 (Exit 5). Turn left onto Highway 16. Drive 4.8 miles and right on La Crosse Street and then left on East Avenue to campus.

From the South: Highway 14, 61, and 35 enter the city on the South. Follow the green "UW-La Crosse" signs north on Losey Boulevard to Highway 16 (3.0 miles). Turn left on La Crosse Street and then left on East Avenue to campus.

FROM LA CROSSE TO:	MILEAGE
Milwaukee, Wisconsin	200 miles
Madison, Wisconsin	142 miles
Green Bay, Wisconsin	206 miles
Wausau, Wisconsin	147 miles
St. Paul, Minnesota	150 miles
Chicago, Illinois	283 miles

Directions can be found at http://www.uwlax.edu/admissions/html/directionsandparking.htm

Campus Map

Maps of the university campus can be found at www.uwlax.edu/campus-map/index.htm.

Catering Services

http://www.uwlaxdining.com/

A Food Approval form is required and approved before any catering using university funds. This form is not required for student organization accounts. The form can be found online at
http://www.uwlax.edu/budgetandfinance/accountspayable/forms.htm

Class Lists

Class lists are available for faculty through WINGS, Faculty Center. Academic Department Associates are able to access class rosters through WINGS, in Curriculum Management.

Colleges

1. College of Business Administration – www.uwlax.edu/ba
Room 138, W. Carl Wimberly Hall

Dean	Dr. Bruce E. May: bmay@uwlax.edu
Interim Associate Dean	Glenn Knowles: gknowles@uwlax.edu
Assistant to the Dean	Amelia Dittman: adittman@uwlax.edu
MBA & International Program Director	Martina Skobic: mskobic@uwlax.edu
Dean's Assistant	Corinne Rheineck: crheineck@uwlax.edu

2. College of Liberal Studies – www.uwlax.edu/ls
Room 235, Morris Hall

Dean	Dr. Ruthann E. Benson: rbenson@uwlax.edu
Associate Dean	Dr. Charles Martin-Stanley: cmartin-stanley@uwlax.edu
CLS Associate Dean/Director, School of Arts and Communication	Dr. Julia Johnson: jjohnson2@uwlax.edu
Academic Service Coordinator	Tim Walls: twalls@uwlax.edu
Academic Service Coordinator	Peter Stovall: pstovall@uwlax.edu
Assistant to the Dean/Certification Officer	Sandy Keller: skeller@uwlax.edu
Dean's Assistant	Maripat Coughlin: mcoughlin@uwlax.edu
University Services Associate	Tammy Haakenson: thaakenson@uwlax.edu
Administrative Specialist/Budget Officer	Nancy Arens narens@uwlax.edu

3. College of Science and Health – www.uwlax.edu/sah
Room 105, 205 & 228 Graff Main Hall

Dean	Bruce Riley: briley@uwlax.edu
Associate Dean	Ray Abhold: rabhold@uwlax.edu
Assistant to the Dean	Carla Burkhardt: cburkhardt@uwlax.edu
Assistant to the Dean	Guy Herling: gherling@uwlax.edu
Academic Advisor	Scott Stine: sstine@uwlax.edu
Administrative Specialist	Robert Goldmann: rgoldmann@uwlax.edu
Dean’s Assistant	Cyndi Taylor: ctaylor@uwlax.edu
Associate Student Services Coordinator	Cheryl Brye: cbrye@uwlax.edu
Program Associate	Debra Gerke: dgerke@uwlax.edu

Conference Planning

If you are interested in assistance in planning a conference, the Office of Continuing Education is a great place to start. They can help with preliminary details such as compiling a budget proposal for a conference bid, room reservations, catering, and much more. Further information about their services and who to contact can be found at http://www.uwlax.edu/contEd/conferenceservices/index.html. You can also find links on their page to building floor plans, residence life information, and audio visual rates. If you are interested in catering services and would like to contact them directly, go to http://www.uwlax.edu/uc/resources/catering.htm

Copy Machines

Use of copy machines and how copies are charged varies by building and dept. DigiCOPY has replaced Document Services for campus printing. Instructions on how to use DigiCOPY services can be found at http://www.uwlax.edu/campusprintingservices/.

Tower Tender Cards

To set up a tower tender card, contact Tricia Aleckson at 58888. You will need to indicate an amount of money to put on the card, as well as the account number to charge the funds to.

Course Scheduling

If you have not received training on the course scheduling software, contact Nancy Jones in the Records office for training.

Each semester, departments receive instructions for scheduling courses for the upcoming term. The course schedule is copied from one term to the next like term (fall to fall, spring to spring), which results in less data entry. Departments are assigned a block of rooms and must manipulate their schedules so their classes fit in those rooms.

TERMS

Term cheat sheet from Records and Registration

TIME/DAYS

Standard meeting time for a 3-credit course is 55 minutes M/W/F
Alternate schedule for an “X” class is 85 minutes T/TH
"X" hours are only allowed on M/W format starting at 2:15pm
Use military time for scheduling

Standard Schedule	“X” Class Schedule	Evening Schedule
7:45 – 8:40	7:45 – 9:10	17:30 – 20:15
8:50 – 9:45	9:25 – 10:50	18:00 – 20:45
9:55 – 10:50	11:00 – 12:25	18:30 – 21:15
11:00 – 11:55	12:40 – 14:05
12:05 – 13:00	14:15 – 15:40
13:10 – 14:05	15:55 – 17:20
14:15 – 15:10
15:20 – 16:15
16:25 – 17:20

ROOMS

Schedule only in rooms assigned to department. Previous permission to use a room does not imply future permission.
Lecture halls (contact Records & Registration) and computer classrooms (contact Patti Parker in ITS) are scheduled as indicated.
Use the system to determine available space

TIMETABLE NOTATIONS

Any special instructions/notes are to be sent to Nancy Jones for inclusion in the timetable.
Common notations include:
- Special course fees
- Team taught courses
- Courses meeting other than the entire 14-week semester
Approved curriculum cannot be altered simply by notation.

SCHEDULE CHANGES / ADDITIONS / CANCELLATIONS

Must be submitted through department chair, not instructor
Records and Registration MUST be notified of all changes
Departments can make changes directly on system if it is prior to the start of the new term and students are not enrolled.
If a course or section is being cancelled, Records and Registration MUST be notified.
Records and Registration will remove enrolled students from cancelled class
Departments must notify students affected by any changes

Curriculum Proposal Forms

Curriculum Proposal Forms, also known as LX forms, are required forms when creating or changing programs, majors, minors, emphases, courses, etc. You will find current information on how to obtain these forms, step-by-step instructions, helpful hints, and minutes and agendas for the Undergraduate Curriculum Committee (UCC) and Graduate Curriculum Committee (GCC) on the Records and Registration website.

Curriculum Proposal Information

Digicopy

DigiCOPY has replaced UW-L's Document Services Office. Campus departments can place printing orders using DigiCOPY's online ordering system. To set up an online ordering account with DigiCOPY or for color projects of 500 or more, contact Gerry Hyzer in 125 Graff Main Hall at ghyzer@uwlax.edu, or 785.8503. DigiCOPY - 782.4355, lacrosse@dcopy.net, http://www.uwlax.edu/campusprintingservices/.

Drop/Add Slips

Students are able to drop and add classes on the WINGS system the first week of classes. After that time, they are required to have a completed drop/add form in order to drop or add a class from their schedule. Departments can obtain these forms from the Records and Registration office. Students should refer to the current semester timetable for instructions and deadlines.

Emergencies, Quick Reference Guide

You can find a quick reference guide for emergencies available at http://www.uwlax.edu/police/emerg.htm.

Emergency Contact Sheet

UW-La Crosse does not have a policy or standard form for emergency contact information. This Emergency Information Sheet* is being provided for individuals who wish to utilize this or something similar in their department or employing units. Other departments have used this as a voluntary form which can then be kept in one central location for emergency use only.

Employee Assistance Program (EAP)

Information regarding the universities employee assistance program can be found at http://www.uwlax.edu/HR/benefits/eap.htm. The program also publishes a monthly newsletter which can be found on the main Human Resources web page.

Environmental Health & Safety

Information concerning environmental health and safety programs and policies, training, guidelines, procedures, etc., can be found on the Environmental Health & Safety Office website at http://www.uwlax.edu/ehs/. Questions can be directed to Dan Sweetman, Environmental Health and Safety Manager, at 785.6800.

Ergonomic Resources

The Environmental Health and Safety Office on the UW-L campus can provide many ergonomic resources for employees. Here are just a few of the possibilities:

ErgoSmart site license -- an easy-to-use ergonomic instructional software designed specifically to help video display terminal users
Online course on office ergonomics through the Wisconsin Department of Administration website, http://www.doa.state.wi.us/ergonomics/course/f_lesson01.html
UW-L Environmental Health & Safety website, http://www.uwlax.edu/ehs
Ergonomics evaluations, group training, or questions

For more information, contact 785.6800 or email Dan Sweetman at dsweetman@uwlax.edu.

Extraordinary Payments

Extraordinary payments are used to pay individuals who are hired by the university on a temporary basis or to pay university employed individuals for services beyond their normal work schedule responsibilities.

Extraordinary payments cannot be used to pay classified employees or LTEs (i.e. employees paid hourly). This form should only be used for unclassified employees (faculty, academic staff, graduate assistants, and ad hoc appointments).

Please contact Kathy Ring at 785.6499 or Mary Dixon at 785.6498 for questions about paying classified employees. For information about paying LTEs, please contact Kathy Ring at 785.6499.

Human Resources requires this form to be printed on blue paper.

Extraordinary Payment Form: http://www.uwlax.edu/HR/Forms/Unclassified/EOP_form.xls

Faculty Promotion/Retention/Tenure

You can find the Promotion, Retention, and Tenure Guidelines pertaining to faculty on the Human Resource website. Along with this information, you can also find the appropriate forms and resources needed to complete the promotion process. Faculty should also refer to their department bylaws for additional information pertaining to retention policies in that department. For the most current information, refer to website listed below.

http://www.uwlax.edu/hr/promo-resources.htm

Fax Machines

Fax services are available for students at Murphy Library, room 111.

Forms

Campus absence
Emergency contact
Food Approval Form
Key Request
www.uwlax.edu/publications
Purchase Requisition
Work Order Request

Graduation Information

Information about times, dates, and student instructions about graduation and commencement can be found at the Records and Registration web site. http://www.uwlax.edu/Commencement/Index.htm

Health & Fitness Opportunities at UW-L

UW-L has plenty of opportunities for employees to become physically active. Some are free and others do require a fee or membership. Below you will find just a few of these opportunities and how to find out more information about them. Also, each year watch for the publication called Velocity, which is UW-L's Recreational Service Guide or view it online at http://www.uwlax.edu/recsports/

Free Opportunities in Mitchell Hall

Times listed are for the academic year. Check the recreational sports web page or contact them directly to find out if they offer summer hours.

La Crosse Exercise and Health Program

Information on this facility and its programs can be found at http://www.uwlax.edu/sah/lehp/

Recreational Eagle Center

Information on this facility and its programs can be found at http://www.uwlax.edu/recsports/Recreational_eagle_center.html

UW-L Strength Centers

Information on these facilities can be found at www.uwlax.edu/recsports/strengthcenter.htm

Continuing Education & Extension

Classes offered through Continuing Education can be found at http://www.uwlax.edu/Conted/

Information Technology Services

For any computer related issues, the Information Technology Services (ITS) Support Center is your first call for help. The Center provides services to all staff and students on the UW-La Crosse campus. Consultants will identify your need(s) and either help you immediately or route a work order to the appropriate department within ITS. Below are just a few of the more common areas that are handled by the Support Center. More information can also be obtained through their website, which is located at http://www.uwlax.edu/its/helpdesk/ or by calling them at 785-8774.

Administrative computing systems. More information can be obtained at: http://www.uwlax.edu/its/helpdesk/
Computer classroom reservations (see www.uwlax.edu/uc/reservations/index.htm#facilities)
Computer hookups
Downloading and installing software
Drop off site for all academic computing requests
Email accounts and online file storage
General software and hardware questions, including troubleshooting
Networking
New computer setup
Repairs/printer repairs (some warranty repairs and facilitation of non-warranty repairs for computer hardware and printers) A listing of technical support services can be seen on the ITS website under 'Hardware Support' or http://www.uwlax.edu/its/helpdesk/services.htm
Technology training

Keys

Ben Kolpitcke, Locksmith, is located in the Physical Plant at the north campus. He can be reached at 5-8583 or bkolpitcke@uwlax.edu. Actual keys and entry door swipe cards are requested through the locksmith. No keys will be issued to a student. Guidelines for the keys issued and used can be found on the Facilities Management web page located at http://www.uwlax.edu/fpm/

Room or Office Key Requests – To request room or office keys, you need to fill out the upper portion of the Key Requests Form * and submit it to the locksmith.

Building Key Requests – You will also need to fill out a Key Request Form* for building key requests, but it is necessary to have the signatures of the building director. See Building Directors for the names of those individuals assigned to each building, director of security, Scott Rohde, and the Physical Plant director. After the building director signs, requests should go to Scott Rohde to review for security control. He will then forward them to the Physical Plant for completion.

Name Tags

Campus Stores will no longer stock pre-printed UW-L nametags and shipping labels. PDF files are available at the Campus Stores web site, www.uwlax.edu/stores/ for download. Print to blank labels available from the university’s office supply vendor. The labels may be completed online, so information may be added prior to printing. Forms can only be saved if one has Adobe Acrobat Professional software. Acrobat Reader will only allow the forms to be printed. Refer questions to Campus Stores at 785.8643 (per Campus Connection 11/7/05).

Notaries

At one time or another you may be in need of a notary. You may want to call ahead to set up a time to meet.

Susan Betts - Microbiology, 3002 Cowley Hall, 785.6960

Open Meeting Laws

The University of Wisconsin-La Crosse is mandated to following open meeting rules of the State of Wisconsin. Meetings going into closed session must state the correct Wisconsin Statute prior to convening to closed session. Please refer to the Human Resource website for the most current information on procedures to ensure UW-L meetings are in compliance with the Open Meetings Rules.

Wisconsin Statute for Retention Committee Meetings

Pursuant to Section 19.85(1)(f) of the Wisconsin Statutes, this meeting may convene in closed session to consider employment of probationary faculty.

Wisconsin Statute for Search & Screen Committee Meetings

Pursuant to Section 19.85(1)(f) of the Wisconsin Statutes, this meeting may convene in closed session to consider possible employment and personal history of candidates.

Wisconsin Statute for Tenure Committee Meetings

Pursuant to Section 19.85(1)(b) of the Wisconsin Statutes, this meeting may convene in closed session to consider tenure recommendations.

Note: for “regular department meetings” it is not necessary to insert any of the above

Organizational Chart

A copy of the UW-La Crosse organizational chart can be found on the university website at http://www.uwlax.edu/Murphylibrary/about/orgchart.html

Parking

The parking office is located in the Information Center/Protective Service Bldg across from the Veterans Memorial Field parking lot. New employees should visit there to arrange parking. Free parking is permitted in certain instances. Departments who have non-university committee members and guest lecturers arriving on campus should contact the parking office to obtain a temporary permit for a nominal fee. For information about temporary parking permits, please contact the Parking Office at the Information Center 785.8061. Special parking arrangements can be made by contacting Shirley Paine at 785.8008. Cars with Wisconsin handicapped hang tags and/or Wisconsin handicapped license plates are also allowed to park in any campus lot. More information on the campus parking policies can be found at www.uwlax.edu/parking/.

Passenger Fleet

University vans can be reserved for university-related travel. Passenger fleet standard operating procedures can be viewed on the web at http://www.uwlax.edu/fpm/passengerfleet.htm. You can also view rates for usage at http://www.uwlax.edu/fpm/passengerfleet.htm. All university personnel and students must be cleared through the Office of Protective Services prior to reserving any university vehicle, and must have completed a State Vehicle Authorization Form. Individuals should contact that office to find out what steps are necessary for clearance. This clearance does not happen immediately over the phone, so please allow ample time to fill out any required forms. All individuals wishing to reserve a 12-15 person passenger van must also complete and pass a driving test. Student clearance is in effect for one year from the date of approval. University personnel clearance is in effect indefinitely.

Placement Testing

The UW-L catalog refers to credit by examination, retroactive credits, and placement tests. Students can earn university credit through a variety of options. For specific information, newly admitted students should contact the Director of Admissions and continuing students should contact the dean of the College or School in which they are enrolled. Departments that participate in these options handle them in different ways. If you are in a department that participates in this, you may want to create a procedures page specific to your department.

Postage Stamps

Postage stamps are available for purchase from the university bookstore, which is located in the lower level of Cartwright Center. The university mailroom, located in 09 Graff Main Hall, does not sell postage stamps.

Printer Paper

Paper for departmental printers needs to be purchased using department funds. Do not take paper from the copy machine room. This is exclusively for copy machine use.

Publicity

Many forms of publicity are available to campus provided the publicity guidelines are followed: table tents, banners, message boards, bulletin boards, table reservations, etc. You may access this information at www.uwlax.edu/uc/about/index.htm#publicity

Publications

The Publications Office has been renamed to Creative Services. Creative Services is the campus resource for design and publication projects. The Creative Services team plans and develops key institutional publications, and aids in publication planning and development. For large quantity and jobs previously handled by the Publications Office, contact purchasing agent Gary Hyzer at 785.8503, ghyzer@uwlax.edu. For more information on UW-L identity standards and branding, visit http://www.uwlax.edu/universityrelations/documents/pub_guide11.pdf.

Purchasing

Business Cards -- There is a contract with an external print company to provide business cards. You will find an online order form available at http://www.uwlax.edu/budgetandfinance/purchasing/BusinessCardForms.htm. Questions concerning card orders should be directed to Gerry Hyzer in the Business Services Office at 785.8503.

Corporate Express -- This is the state contracted vendor for office supplies. Please contact Purchasing Services for information on how to obtain supplies through this vendor or refer to their web site http://www.uwlax.edu/budgetandfinancing/purchasing.

Campus Stores -- www.uwlax.edu/stores. Campus Stores can provide you with some of your supply needs, such as envelopes, exam books and answer sheets.

Campus Stores Supply List:   http://www.uwlax.edu/stores/list.html
Electronic Supply Order Form:   www.uwlax.edu/stores/forms/orderform.htm.
Campus Delivery Schedule:   http://www.uwlax.edu/stores/delivery.html.
Tax Exempt Form: http://www.uwsa.edu/fadmin/fppp/wis.htm

If you don't see what you want or have questions, contact them at stores@uwlax.edu.

Federal Employer Identification Number (FEIN) -- In order to obtain the university FEIN, contact Cristen Houlihan in the Business Services Office, 125 Graff Main Hall.

Procurement Cards (Elan Visa Card) -- You can find the procurement card manual at http://www.uwlax.edu/budgetandfinance/purchasing/Procurement_Card/MANUAL1revised.htm. This will explain the procedure to obtain a card, guidelines for usage of the card, and any other issues relating to being a cardholder. For additional information, contact Deanne Otto, at 785.8724.

Deanne Otto, Purchasing Director, 785.8724, will provide on-campus orientations for new cardholders.

Purchase Requisitions -- A completed, green purchase requisition is required for materials, services, or supplies which you will not be using the procurement card to purchase. This requisition needs to be filled out completely and submitted to the Purchasing Department for the purchase. Here is an electronic copy of the Purchase Requisition which does calculations*. Remember to print the original on green paper for submission to purchasing.

Bids are required for purchases over $5000. Refer to purchasing website for further information.

http://www.uwlax.edu/budgetandfinance/purchasing/policies.html

Software -- Here are just a few of the possible locations to order additional software under educational pricing.

Wisconsin Integrated Software Catalog (WISC) -- http://wiscsoftware.wisc.edu/wisc/
WISC is able to provide only Microsoft software in bundles of ten. They do have available some other software which you can order individually. In order to buy online through WISC you need to be an authorized purchaser. If you do not have an Authorized Purchaser account, you can set one up by following the “Place Your Order” link on the left of the main web page screen and selecting the "Apply for WISC Account" button at the bottom of the WISC Departmental Order screen.
ITS -- They do carry some of the common Microsoft software. Check with Patti Parker for listing of what is available.

Tax Exempt Status -- The University of Wisconsin System has been issued a Sales and Use Tax Exemption Certificate by the Department of Revenue. This means that if you are conducting business on behalf of the University of Wisconsin System, any charges are exempt from payment of sales and use tax. More information on the tax exempt number and certificate can be obtained from the UWL Business Services travel web page at http://www.uwlax.edu/budgetandfinance/travel. A link for Tax Exempt Forms can be found under Forms.

Toner -- There is no mandated contract for toner. It can be purchased through Staples or whoever has the lowest price.

UW-L Book Store -- http://www.uwlax.edu/bookstore/

Reclassification Information

http://www.uwlax.edu/hr/current/reclassifications.htm

Records Retention and Disposal Schedule - http://www.uwlax.edu/budgetandfinance/recordsmanagement/schedules.htm

Employee File Retention/Past Employee Files - Human Resources (HR)

The Human Resources Office maintains the official employee files on campus. The official file contains originals of the Authorization to Recruit form, contract letter(s), original employment evaluations, Employee Performance and Development Review forms, reclassification forms, and any forms dealing with appointment changes, pay increase notifications, pertinent payroll and tax information, and like items. This varies for unclassified, classified, LTE, and ad hoc files.

Unclassified -- As unclassified employees become inactive (retire, terminate, etc.), the files are coded and moved to archive filing in HR. Every year, according to the calendar year, inactive files more than seven years old are purged and stored in Graff Main Hall basement in secure storage. Retiree files are the exception. These files remain in HR’s inactive files, coded with an R for “Retired,” until a qualifying event: death. Retiree files will then begin the seven-year purge process.

Classified -- Classified file retention depends on the termination status. If a person terminates, transfers to another agency, or retires, HR retains the full file until the beginning of the 8th year and then purges all but the appointment information.

LTE -- Limited Term Employee (LTE) files are retained for five years and then destroyed.

Any other information kept in a department's file should be destroyed (shredded or burned) when the information is no longer of use or eight years, whichever is LESS.

Recruitment Files -- Human Resources

Unclassified -- Unclassified recruitment files are maintained for six years and disposed of in the seventh year. Departmental files should not be purged (burned or shredded) without HR approval.

Classified -- Classified recruitment files are retained for four years from date of hire and destroyed at the beginning of the 5th year per the Department of Employee Relations bulletin MRS 181.

Student Employees -- Human Resources

Student records are to be retained for the current calendar year plus five previous years.

Financial Administration -- Business Services

Records retention requirements for all of these documents is seven years.

Campus Stores Supply Request Form
Procurement Card purchase receipts **
Procurement Card statements **
Purchase Orders
Travel Expense Reports

** All statements and receipts prior to 2003 are centrally archived. Contact Deanne Otto for further information.

See the records management site for more information: http://www.uwlax.edu/budgetandfinance/recordsmanagement/schedules.htm

Recruitment

Please refer to the Human Resources website for all current guidelines and forms for recruiting any of the types of positions listed below:

Academic Staff
Classified
Faculty
LTE
Pool Search

http://www.uwlax.edu/hr

Reimbursement Request (Non-Travel)

The Reimbursement Request Form is intended for small reimbursements, preferably under $100. University personnel and students who have purchased work-related items out-of-pocket can submit a reimbursement form. All forms must include a purchase description and purpose, original receipts, and the approval signature of the person who manages the account number that is being charged. You can find the Reimbursement Request Form at http://www.uwlax.edu/budgetandfinance/accountspayable/forms.htm.

Room Reservations & Scheduling

Athletic Facilities	Joshua Buchholtz via the Website at http://www.uwlax.edu/sah/html/facilities_request_form.htm	58622
Campus Scheduling	Cartwright Center Scheduling Office	58892 Additional information concerning scheduling can be found here.
Classroom scheduling during semester scheduling	Nancy Jones, Records & Registration	58752
Cleary Center	Cleary Friends & Alumni Center	58487
Computer Classrooms	http://www.uwlax.edu/its/classrooms-labs/reservations.htm
Distance Education Rooms	Terry Wirkus, Educational Technologies	58049
Faculty Senate Room	Sibbie Weathers, Faculty Senate Office	58424
Health Science Center	via the Website at https://sites.google.com/a/lmhsconsortium.org/www/healthsciencecenter
Mitchell Hall	Joshua Buchholtz via the Website at http://www.uwlax.edu/sah/html/facilities_request_form.htm	58622
North Campus Field Equipment Building	Joshua Buchholtz via the Website at http://www.uwlax.edu/sah/html/facilities_request_form.htm	58622
Rec Center	Mo McAlpine, Rec Sports	58698
Wittich Hall	Joshua Buchholtz via the Website at http://www.uwlax.edu/sah/html/facilities_request_form.htm	58622

Risk Management

The Risk Management Office provides services related to property and liability protection, loss prevention, and all university insurance claims. Some topics that fall under these categories include:

Contracts
Automobile coverage
Security
Incident Reports (non-employees)
Camps & Clinics Special Medical Insurance
Theft and Loss Claims
Special Events Liability Insurance

Their website at http://www.uwlax.edu/budgetandfinance/riskmanagement has detailed information on all the services they provide, along with a link to Guide to Managing Risk. You will also find links to forms used by Risk Management. Further questions should be directed to Nizam Arain, Risk Manager, at 785-8569.

Special Course Fee

Special course fees can be required for a particular course above the normal student tuition. These fees can be used for materials that students are required to have. Once the course is done, the materials are theirs to keep. Examples of when a special course fee could be required can be found at http://www.uwlax.edu/budgetandfinance/accounting/forms.htm.

To initiate a special course request, complete the Special Course Fee Request form at http://www.uwlax.edu/budgetandfinance/accounting/forms.htm.

To discontinue a special course fee, send a copy of the original request with “Cancel” written in big red letters across the form, the date cancellation will take effect, and a signature of person requesting cancellation. Send the form to the University Controller, Sharon Radtke. If you are only suspending the course fee for a semester, email the Assistant Controller, Cristen Houlihan with the necessary details.

Student Evaluation of Instructor (SEIs)

These are required each semester for instructional staff. Each individual academic department has their own process for distributing and compiling this information. It is best to check with the chair/director for the procedures used in your particular department.

Student Information Requests (IT Work Orders)

Requests for major/minor lists, mailing addresses, names of graduates, parents, Dean’s list students, etc., can be made online through the IT Department. Use the general work order request form for those requests that do not have a specific program name associated with them, like query requests (formerly ERGOS). See http://www.uwlax.edu/its/helpdesk/forms.htm for information on how to send the request. The direct link to the general work order request is http://www.uwlax.edu/its/helpdesk/enterprise_work_request.htm.

Student Workers

If your position requires you to hire, supervisor, enter payroll, etc. for student workers, contact the Student Payroll in the Human Resource Department as soon as possible. They will train you in the timekeeper duties associated with student workers and answer any questions you may have.

Student Help (SH) – Student Help can be hired if money is available in your department/unit budget. Interview and hire as needed. You will find all required forms and instructions for student payroll on the Human Resource Office website. Questions can also be directed to Human Resources.

Work-Study (W/S) Students – Contact the Financial Aid Office for the hiring of these students. Work-Study is a federally funded program, therefore there is no cost to your department. The Financial Aid Office sends out a request for Student Employees form each semester. On this form, you indicate your needs for that particular semester – how many students workers, how many hours, skills required, and day/time preferences. A student will be assigned to your department as they become available.

Sustainable Store

Human Resources has set up a Google doc titled 'UW-L Sustainability Store' for everyone to use to offer surplus supplies to other UW-L departments and to acquire items your department may need. Email Shelle Gholson (sgholson@uwlax.edu) to get access to this shared Google doc.
The Sustainability Store is limited to consumable office supplies such as printer or toner cartridges, binders, file organizers, folders, paper and similar items. The Sustainability Store cannot be used for electronic equipment, furniture, file cabinets, desks, chairs or similar items. For such items follow procedures established by the UW-L Surplus Property Program.
Before you buy something new - check the UW-L Sustainability Store to see if another department has
excess of the item to share.
Looking for something in particular? There is a tab for Wanted Items. Be sure to check that tab occasionally to see if you can help out another department.
Once you have recycled your item to another UW-L department, please remove it from the Google doc.

Surplus Property

Surplus Property Transaction Form

The following is available on their site:

Electronic surplus is taken care of by IT. The Eagle Help Desk now handles surplus of all UW-L electronic technology. This would include items such as: computers, keyboards, mice, monitors, printers, CD/DVD players, TV's, and much more - essentially any item that contains a circuit board.

http://www.uwlax.edu/its/helpdesk/electronic_surplus.htm

Telephone Services

Telephone Services is located in the Information Center on campus. Contact Lea Butterfield at 785.8002 or lbutterfield@uwlax.edu with further questions. Visit their website for more information. http://www.uwlax.edu/telsvs

Connections
Service (Voice mail, etc)
Repairs
Problems
Fees
Telephone cards
Rental cell phones

When calling from a campus phone, dial 8 to access a local outside line and dial 3 for a long distance line. When calling or faxing within the university, only the last 5 digits are required.

Textbooks

Textbook Rental and the University Bookstore are both located in the basement of Cartwright Center . Please refer to the Textbook Rental and Bookstore webpage for current information and forms

http://www.uwlax.edu/textbookrental/index.htm

Toner Cartridges

Empty toner cartridges can be placed in the mail room of each building. Include a note that says “ To: Campus Stores for Recycling.” The cartridges will be picked up and brought back to Campus Stores to be remanufactured by a local vendor. Remanufactured toner cartridges are then purchased from this vendor for use in university printers. The remanufactured cartridges usually cost around 40% less that an OEM toner cartridge.

Remanufacturing is a process in which the drum units are replaced and the cartridge is refilled with toner. Campus Stores has indicated they’ve had very good success with the remanufactured cartridges. They are guaranteed to be free from defect, or a replacement will be granted at no cost. Also, if any damage occurs to a printer due to a faulty cartridge, repairs will be made by the vendor at no cost.

Travel

Please refer to the following website for the most current information relating to university travel: www.uwlax.edu/budgetandfinance/travel/. For further questions concerning travel, please contact the Business Services office at 785.8555.

Campus Absence Form - A completed Campus Absence Form is required if any of the following apply:

a) if some or all of the expense is to be paid with State funds.
b) if a University vehicle is to be used for travel.
c) if some or all of the reason for the absence is related to official university business.

These forms can be found on the HR web page at http://www.uwlax.edu/HR/a-z.htm. A separate form is needed for Teaching and Non-Teaching.

Faculty and Staff in the College of Science and Health: http://www.uwlax.edu/sah/html/forms.htm

Provost/Vice Chancellor’s Unit (8.4 & email password): http://www.uwlax.edu/provost/administration/direct_reports.htm

Tax Exempt Travel Card - The University is a tax exempt institution, which means that when you are traveling on university business, you should utilize the tax exempt status whenever possible. This small, wallet-sized card is available from Business Services. Send a request to Beth Naas, 125 Graff Main Hall with name and employee id number.

Travel Expense Report (State employees and students) - http://www.uwlax.edu/budgetandfinance/travel/

Travel Expense Report (Non-State employees) - http://www.uwlax.edu/budgetandfinance/travel/

University ID Card

Contact Student Activities Center, 221 Cartwright Center, 785.8885, for further information on obtaining an University ID card, otherwise known as a Tower Card. It is best to call before going to their office. This way they can check to make sure your name has been downloaded to the university employee database. Towercard.com - Your place to manage your Tower Tender online

Web Page Development

Maren Walz is the web coordinator for campus; however, each department handles updates differently. Maren is available for consultations at 785.8574, mwalz@uwlax.edu.

Work Order Requests

An updated version of the Work Order Request Form. All requests require the appropriate signatures.

Return to top of page.