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

Linda Gillette – Reimbursement/Expense Reports or Invoice Site manager for P-Cards Reconciling Department credit card Outreach Contracts Order supplies, business cards & stationary Emily Konkol – Authorizes the use of the P-Card 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.)

 Send an or call Emily Konkol for the P-Card information. If you her please 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. Once you have used the P-card please destroy the account information. You will need to call Emily each time you want to use the card. Please do NOT store the P-card information.  Anytime the P-card is used Emily will add the information into a purchasing log used for reconciling all credit card transactions.  In the event that Emily cannot be reached and you have and EMERGENT purchase that cannot wait please contact Teri Ott and she can provide you with the P-card information. You still need to notify Emily and Linda Gillette by when you make the purchase and send the receipt and all proper documentation to them as soon as the purchase is made.

 Contact Teri Ott for the Department Credit Card information. If you her please 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. In the event Teri is not available and you need to make an EMERGENT purchase please contact Linda Gillette for the credit card information. Once you have used the credit card please destroy the account information. You will need to call Teri each time you want to use the card. Please DO NOT store the credit card information.

 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

 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:  The card is used without contacting Emily Konkol or Teri Ott in advance (This should never occur since you will be obtaining the card number every time you use the card)  You do not get the required receipts and backup to the accounting office within 24 business hours  Use of the credit card for unallowable purchases