Announcements
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April 29, 2025
Fox World Travel – One Time Individual Booking Request Form
Update: As of 1pm on 4/29/25 this issue with the One Time Individual Booking Request form has been resolved. The Fox World Travel ‘One Time Individual Booking Request’ form […]
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April 24, 2025
Changes to Relocation Stipends via Expense Reports
As of May 1, 2025, E-Re Estimated Withholding will not be able to be added to any expense reports. The reasons for this change: Universities of Wisconsin wants to ensure […]
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April 15, 2025
Guidance: Travel Cancellations
Guidance: University Travel Cancellations If you need to change or cancel university-related travel, follow the guidance below based on your travel type and booking method. View Contact: Fox World Travel […]
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April 1, 2025
SFS Expense Cutoff Deadlines
You will still have view access to expense items in SFS after these dates, but the functionality to submit, approve, etc will not be available. Please note: This is the […]
UW - Parkside Frequently Asked Questions
Your airfare may be paid through your department, through a professional development grant, through grant funding, from the foundation, etc., or you may need to split your airfare between multiple funding strings.
If you intend to only be purchasing travel related expenses, you should obtain a Corporate Travel card. If you do purchasing for your department, you should obtain a Purchasing Card (Pcard)
If it’s mixed, and you do travel arrangements for others, you can use a Pcard. The Pcard limitations for travel are as follows:
- Cannot be used for day trip parking
- Cannot be used for any alcohol or individual meals
- Cannot be used for insurance (i.e. CISI)
Travel Card transactions payments must be paid by the employee through an e-reimbursement or by setting up an account with access online.
Read more by visiting Payment Methods
All expense reimbursements must be submitted within 90 days of:
- the end of the trip for travel -related expense reimbursements.
- the date of the purchase for non-travel-related expense reimbursements.
Cash Advance expense reimbursement reports must be submitted within 30 days of the end of the trip.
Please note that failure to submit your expense report within the timeframe requires an exception request form.
Expense reimbursements not in compliance with the above timelines
- may not be reimbursed or
- will be reported as taxable income for the individual reimbursed.
Please note: The Expense Exception form is only accessed via Business Services staff. Please email amahn@uwsa.edu to request a form.
The ghost card is a card product managed by UW Parkside Business Services that is automatically used when airfare is booked in Concur or with a designated agent. Use of this card is required for all airfare purchases. Please note that Business Services staff may contact you regarding your funding string for airfare.
PLEASE NOTE: To allow for adequate approval time, please submit all expense reports by May 16, 2025. The final day to submit an expense report in the current system is June 9, 2025.
Travel Expense Reports (TER) Guidance
SFS Availability
Upcoming Scheduled SFS Outages and Refreshes
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Monthly Migration to Production
May 20 @ 4:30 pm - 6:00 pm
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SFS Weblogic/Java Patching
July 17 @ 5:00 pm - 7:00 pm
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SFQA Unavailable
August 14
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SFTRAIN Unavailable
August 15
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SFS Weblogic/Java Patching
October 23 @ 5:00 pm - 7:00 pm
ShopUW+ will be available during SFS outages though Requisition, Purchase Order and Invoice workflow will pause at any SFS integrations. New Requisitions will need to wait for the outage to complete before they can be approved and/or sent to the supplier.
Below is an example of a Workflow Stop during an SFS outage:
Submitted
Assign Madison PO Number - completed
Create Suppler Documents - completed
Send PO to Suppler - completed
Workflow Stop for SFS Outage - active
Batch PO Export - future
Finish - future
The Workflow Stop will go to the next step in workflow when the outage is complete.
Support hours for SFS and WISDM are between 7:45am to 4:30pm, Monday through Friday. During these times, questions can be directed to UWSA Problem Solvers.
Both SFS and WISER are generally available for use outside the supported hours, but users should be aware that many processing activities take place overnight and response times may vary significantly. Additionally, depending on the time entered, transactions entered overnight may not be processed in that evening’s batch or available in WISER the follow day. The timing associated with entering and processing information has significant impacts on the visibility of data in SFS and WISER.
Please note that Sunday mornings between
5am until noon, Central Time
are reserved for technical system maintenance for both SFS systems and support systems (e.g. WISER). If you are unable to access the system during this time, please try again later in the day.
DoIT Outages Page
Real time outage information for SFS and other systems.
SFS - Travel and Expense Guides
The Travel and Expense module is available to institutions using the E-Reimbursement module (e-Re).
Documentation for the Traveler
Expense Report Statuses: |
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Status | Description | |
Approved for Payment (APY) | All approvals are done. Waiting for payment processing. | |
Closed (CLS) | Paid and closed. | |
Denied (DEN) | An approver has denied this expense report. | |
On Hold (HLD, HDA, HDU) | An approver has put this expense report on hold. | |
Approvals in Process (PAR) | Pending approvals. | |
Paid (PD) | Payment has been made. Not closed yet. | |
Pending (PND) | The traveler or alternate has created the report but not submitted it yet, or it was sent back for revision. | |
Staged (STG) | Approved and waiting for the pay cycle to process. | |
Submitted for Approval (SUB) | Waiting for an approver. |
Documentation for the Approver
Documentation for Central Processing Staff
Non-Employee Set Up
Security Role Request
Cash Advance Reconciliation
Miscellaneous Central Processing Notes
Training Videos for Travel and Expense
Logins
Central Audit Processing Status
As of : April 23, 2025
Questions: serviceoperations@uwss.wisconsin.edu
Updated: 04/28/2025