Business Office

CREATIVE SOLUTIONS TO SUPPORT RESEARCH

The mission of the WCER Business Office is to support education research and product development by providing comprehensive services and creative, effective solutions to our WCER community. We offer assistance with proposal development, budget administration, technology support, facilities and human resources management.

The Business Office provides a variety of management services to WCER projects, including monthly budget status summaries, monitoring of university-owned equipment, ordering supplies from approved University vendors, maintenance of personnel files, coordination of hiring and the overall coordination of all other administrative matters.

Our financial staff will help you navigate the University of Wisconsin-Madison’s purchasing policies and procedures and ensure your requests are managed in a timely manner.  Financial Services within the WCER Business Office includes the following: purchasing supplies, paying for travel, procuring services, expense reimbursement, department purchasing card charges, monthly financial account management, setting up subawards, and requesting purchase orders.

Take the time to look through the many resources available on MyWCER.  If you have any further questions after taking a look, either email or stop by to the Business Office and we will assist you with your project’s financial needs.

CONTACT

Phone: (608) 263-4210

Fax: (608) 263-6448

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Staff

ASHLEY ARMITAGE
Office Operations Associate

ROSIE BELL
Preaward Specialist

FRANCHESCA BESWICK
Human Resources Assistant

CHRISTOPHER BIRKE
Senior Financial Specialist – Travel


ANGEL CARTAGENA
Human Resources Assistant

ADAM CHASE
Financial Specialist – Purchasing Card Site Manager

ASHLEY GILE
Financial Specialist – Purchasing

GWEN GOPLIN
Accountant-Journey


MARY HEGGE
WCER Human Resources Manager

AHNA HOLLIDAY
Accountant

NICOLE KLEINSCHMIDT
Purchasing Manager

BECKI KOHL
Revenue Specialist


JAMES LYNE
Contract and Intellectual Property Specialist

DANIELLE MAILLETTE
Events and Intranet Manager

TERESA MASON
Grants and Contracts Manager

BONNIE SULLIVAN
Copy Shop Manager


BRANDON SCHMIDT
Facilities Manager

KULA YANG
Human Resources Assistant

 

SERVICES

The Accounting team provides post-award financial activities and financial services for non-federal and federal projects at WCER.  This includes the processing, reconciliation of all expenditures and support to researchers with monthly financial reporting.  Additionally, the team works with RSP (Office of Research and Sponsored Programs) and auditors for closing out the project. More information

Details about WCER conference rooms, building modernization plans and emergency procedures. More information
The University’s teaching, research, and outreach mission and its successful implementation of the Wisconsin Idea depend upon the effective and efficient management of information assets and resources. Although University records can and do exist in a variety of formats, state and federal laws apply to how to manage the information contained in them.

The University of Wisconsin-Madison Records Management is governed by the University of Wisconsin Board of Regents under Policy 3-2, University of Wisconsin System Public Records Management and Wisconsin Records Laws. More information

WCER’s in-house Copying Services include name plates, table tents, and name badges for conferences as well as simple black and white, color, and scanning jobs. More information
WCER has a multitude of projects that offer Fee-for-Service products and services which support UW-Madison’s mission of instruction, research, and public service. Fee-for-Service activities in the Center include educational products, evaluation services, language assessments, learning games, mentor training, and career development services. More information
WCER’s research grants and contracts team provides information, tools, and support to researchers seeking grant funding, whether from private foundations, or government agencies at the federal and state levels.  Services offered consist of pre-award administrative guidance (including policy interpretation, budget development, and proposal submission), and post-award support (such as subaward set-up, no-cost extensions, and other modifications).  Additionally, our team coordinates communication among researchers, funding agencies, campus departments and divisions, UW’s Office of Research and Sponsored Programs (RSP), and the Institutional Review Board (IRB).  In these capacities, the grants and contracts team strives to enhance research success by easing administrative burdens and offering guidance at each phase of the grant lifecycle. More information
The WCER Human Resources Team provides information and assistance with managing all aspects of university employment including recruiting, hiring, compensation and benefits, performance management, and payroll processing. We strive to contribute to a positive climate in WCER by offering Training, resources, and professional development for staff and supervisors. More information
The Internal Relations staff plans and executes strategic events for WCER, including the annual Education Research Poster Fair, CESA Conference, and All-Staff Conference. Further, they assist the Director’s office leadership team and WCER Human Resources to plan events that promote diversity, inclusion, and a positive climate in WCER.  They are also available to help WCER research fee-for-service projects with their events planning and management. Internal Relations updates and maintains MyWCER. More information
Our purchasing staff works with the central campus Business Services department to obtain products, office supplies, and services for WCER projects. Specifically, they can:

  • Advise staff on important University, UW Systems, and State of Wisconsin Department of Administration (DOA) Policies and Procedures.
  • Determine the proper payment method for purchases both under and over the $5,000 threshold.
  • Review, edit and process subawards and contractual service agreement requests to create Purchase Orders (POs) through either RSP or the Purchasing department.
  • Send out fleet vehicle requests, place internal Shop@UW orders with our contracted vendors, and manage Driver Authorization form processing.

More information

Our staff will assist you in planning your business-related trips and provide you with up-to-date information on travel contracts, booking methods and recommended best practices, including:

  • process e-Reimbursement system transactions and Purchasing Card payments
  • audit and approve Travel Authorizations and Expense Reports
  • arrange and pay for both employee and non-employee travel incidentals
  • communicate with both the School of Education Dean’s Office financial staff and the University Travel program managers
  • provide direction on University and UW Systems travel policies to ensure goods and services are obtained legally
  • verify and audit credit card payment supporting documentation according to the University Purchasing Card program guidelines

More information

FAQs

Keys are available in the Business Office during regular business hours (M–F, 7:45 to 12:00 and 1:00 to 4:30). The Facilities Manager authorizes the distribution of keys based on the assignment of space. Please contact the Facilities Manager for space assignments before coming to the Business Office for keys.
Contact the Business Office (263-4210) to reserve conference rooms on the 2nd and 13th floors of the Educational Sciences Bldg. Reservations for the 3rd – 12th floor conference rooms are done via the Event Managment System (EMS) website at education.ems.wisc.eduView more information on meeting rooms including room capacity, configuration, and AV capabilities.
Once you receive an award, please contact the Facilities Manager for office assignment(s).
WCER has in-house copy and mail services (rooms 357 & 353). Information on these services can be found in the Copy and Mail Services section of the MyWCER.
Contact the WCER Business Office (265-4462) for parking application procedures and placement on the priority list. In May, Transportation Services contacts everyone in the UW system who currently has a parking assignment, reminding them to resubmit their parking application for the next year. Your parking assignment is contingent on your placement on the priority list.
Once you are assigned an office, please inform the Phone Manager. This will trigger the assignment of a telephone number and voice mail as well as update the appropriate directories.
General office supplies are kept in the Business Office storeroom and may be accessed during normal business hours (M-F, 7:45 to 12:00 and 1:00 to 4:30). Additional supplies may be ordered through the Business Office. Office Supplies not available in the Business Office store room are purchased by Ashley Gile through MDS/Staples. For assistance, contact the Business Office Purchasing Staff.

Financial Services Glossary

Direct costs are project-specific costs included in the budget. Standard direct costs are salaries and wages (personnel), fringe benefits, travel, supplies, consultants, copy/mail, research subjects, tuition remission, and support services (if applicable).
Fringe benefit rates vary by employee classification. Classifications and rates are established by UW-Madison. In recent years, fringe benefit rates have increased every year on July 1. Rates cover the following employee benefits: income continuation, unemployment compensation, worker’s compensation, Social Security, Medicare, health insurance, life insurance, and retirement. Current rates can be found on the RSP web site.
In order to comply with federal requirements, effort must be certified for all individuals who receive salary support from a sponsored project or who expend committed effort on a sponsored project without receiving salary support from the sponsor. Effort certification is a two-step process:

  1. Complete a mandatory training course on “The Basics of Effort Reporting.” This can be taken on-line, or at training session. For details, please see the RSP Training web site.
  2. Log onto ECRT during the certification period (semiannual basis for faculty, academic staff, graduate students, and postdoctoral trainees/quarterly basis for classified staff).

When WCER is not allowed to charge the federally approved overhead rate on an award, support services are included in the direct costs. Support services cover the following project support costs: administration of grants, contracts, subcontracts, and agreements; budget consultation and preparation; programmatic accounting; financial reporting/monitoring; fiscal consultation; personnel services/activities; policy, procedure, and regulation consultation; expenditure audit/review; facility management; equipment management; mail and shipment delivery; administrative professionals management; equipment service; telephone installation/rental; and editorial service.
UW-Madison assesses a graduate tuition remission charge for research assistants and project/program assistants paid on funds from trusts, gifts, grants, and contracts. Tuition remission is a mandatory charge and may not be waived. Currently, this charge is calculated at a rate of $12,000 per graduate student per academic year. This charge is standard for all graduate assistants at UW-Madison. www.rsp.wisc.edu/policies/tuitionremission_faq.html
Facilities & Administrative (F&A) costs are real costs that the institution incurs in support of extramural activities but which cannot be directly charged to a specific grant or contract. These costs result from shared services such as libraries, physical plant operation and maintenance, utility costs, general, departmental and sponsored projects’ administrative expenses, and depreciation or use allowance for buildings and equipment. F&A rates for all Federal grants and contracts are periodically negotiated with our cognizant Federal audit agency, the Department of Health & Human Services. F&A costs also are sometimes called indirect costs or institutional overhead.