65% Accounts Payable
A. Pre-audit, under the guidance of the University of Wisconsin Financial Administration Pre-Audit Manual, http://www.uwsa.edu/fadmin/preaudit/index.htm, all University accounts payable documents including Direct Payment Requests (DPR), Payment to Individual Reports (PIR), and Academic Support Service Agreements (ASSA), for validity to ensure payment satisfies University and UW System policies and procedures. Procedures include verifying for propriety and accuracy the vendor code, department number, account code, original documentation, vendor tax status, discounts, and description of payment. Contact vendor and/or University departmental representatives for additional information and/or clarification.
B. Open, sort, date stamp and record incoming accounts payable mail. Notify departments or a departmental representative of related invoices received to initiate the five-day notice for payment. Maintain accurate five-day notice files to enable processing of invoices in a timely manner.
C. Process for payments the University accounts payable documents including PRs, PIRs and ASSAs for payment. Enter invoice and payment data into the PeopleSoft Shared Financial System (PS-SFS), creating payment vouchers to produce checks for payment.
D. Process all purchase order (PO) related invoices. Maintain PO related invoice files. Process PO change orders received. Maintain current amount balances on blanket POs and on POs for which all items have not been received. Notify departmental representatives when PO balances are not adequate for invoice amounts. Process POs for closure when balances are zero or payments are finalized.
E. Process all “not-traditional” invoices for payment. These include invoices or public service, water and sewer, telephone systems, and unemployment compensation.
F. Answer all inquiries, both internal and external, and resolve discrepancies or variations with the payments, invoices or POs. Prepare and send to vendors the Prompt Payment Procedures and “good faith letters” when resolutions are not reached immediately. Maintain “good faith” dispute files, and review and update to resolve payments in dispute.
G. Verify checks produced are accurate including payees, addresses and amounts. Sort and mail these daily checks.
H. Maintain the vendor database in PS-SFS, including correct payment names, addresses, and tax status.
I. Process all University lease payments made to the State Department of Administration.
J. Process all UW System services payment invoices and requests.
K. Process for payment all student non-tuition and fee-related payments through the PS-SFS student business unit (BROSH). Verify for propriety and accuracy all documentation supporting payments including the vendor codes, department numbers, account codes, original documentation, vendors’ tax status, discounts, and descriptions of payments. Contact vendors and/or University departmental representatives for additional
L. Receive and review all payment documentation for issuance of emergency checks. Verify for propriety and accuracy, verifying vendor codes, department numbers, account codes, original documentation, vendors’ tax status, discounts, and descriptions of payments. Process and issue the emergency checks through the Contingent Fund using QuickBooks and Check Magic. These types of checks will be issued for items such as emergency payroll and temporary emergency advances. Maintain supporting documentation and filing system for all such payments.
M. Test accounts payable processes in the PS-SFS test system when PS-SFS system upgrades and patches are implemented as necessary and directed by UW System.
N. Process Procurement Card payments on a bi-weekly basis, using the Contingent Fund. Process vouchers to replenish the Contingent Fund through PS-SFS.
O. Serve as the institutional contact/liaison with UW System for accounts payable issues and inquiries. Attend the annual UW System accounts payable conference.
P. Accomplish other goals as assigned.
10% Serves as back up for Pre-Audit of Travel Expense Reports and Travel Advance Requests
A. Interpret and implement UW System Travel Regulations (Financial and Administrative Policy Paper #36), DOA Travel Regulations, System Pre-Audit Manual and regulations as they relate to travel expense reports (TER) and travel advance requests utilized and applied by campus.
B. Review all TER’s for policy compliance, i.e., signatures, receipts and documentation, limitations on lodging, meals and mileage.
C. Verify all calculations, and change or correct when necessary. Notify claimant of any adjustments and/or make inquiries for more information or return TER to traveler for additional information or documentation.
D. Review Travel Advance records to determine if travel advance was issued and adjust net amount owed the claimant accordingly.
E. Review Travel Advance request for signatures and verify that claimant has not exceeded maximums for lodging and meals. Maintain a record of travel advances, i.e., name, check number, amount and when vouchered. Reconcile travel advance funds and follow up on those overdue. Prepare annual year-end balance of outstanding travel advances.
F. Issue checks for TER’s and travel advances.
G. Send TER and advance checks to the location requested by the traveler.
H. Maintain a cross reference of all airfares and registrations which have been vouchered. Record all pertinent information regarding meals including to whom check is sent, etc., and indicate voucher number for each on the TER.
I. Process all team travel, i.e., Men’s and Women’s athletics, Student Government, Forensics, etc., including post season tournaments and spring training trips. Assist in lodging arrangement using the university’s corporate credit card.
J. Process all foreign travel and transfer funds in currency consistent with the foreign denomination as required. Review all expenses to insure that conversion rates of foreign charges to dollars are consistent and per diems charges are utilized whenever possible.
K. Serve as the University contact person and the institutional contact/liaison with UW System for travel reimbursement and travel program issues and inquiries. Attend the annual US System financial services conference.
L. Serve as institutional contact person for the Cliqbook, the UW System electronic airfare booking system.
5% Speaker and Entertainment Contracting
A. Review all University speaker and entertainer contracts for accuracy, propriety and compliance with University, UW System and State of Wisconsin regulations prior to signature by the University representative. This includes determining the tax status of, and securing the tax identification numbers of, the entertainers and/or agents. This may include securing from the entertainers and/or agents Federal Forms W-9, Requests for Taxpayer Identification Number and Certifications.
B. Ensure that the University Standard Contract Riders are included and signed by the entertainers and/or agents when necessary.
C. Serve as the University contact person, and the liaison to UW System, for all questions and communications regarding speaker and entertainment contracting.
D. Contact departmental representatives for additional information and/or clarification.
E. Ensure that the most current speak and entertainment contracts are published on the Division of Administrative Services’ web site.
F. File State of Wisconsin withholding tax forms WT-11 for payments to speakers and entertainers.
G. Accomplish other goals as assigned.
10% Financial Reporting, University Accounting and the General Ledger
A. Investigate and resolve errors pertaining to internal University PS-SFS transactions. Address questions and concerns from colleges, departments, units and administrators about PS-SFS and WISDM accounts payable data.
B. Review the accuracy of accounting information for campus-wide financial specialists as potential discrepancies in the General Ledger are identified. Compare the monthly data from the UW Oshkosh financial system with the UW System financial system, identifying and correcting all discrepancies to ensure the integrity of the data in both systems.
C. Assist with the fiscal year-end preparation of annual reports to UW System, including but not limited to the accounts payable report and the prompt pay interest report.
D. Accomplish other goals as assigned.
A. File completed purchase orders and maintain the purchase orders filing system.
B. Coordinate and process charge-backs to departments for University maintenance contracts.
C. Accomplish other goals as assigned.
5% Other Assignments, Projects and Career Development
A. Work as a member of the Financial Services team and implement improvements to establish fiscal procedures.
B. Assist with PS-SFS operations during other staff members’ peak workload periods.
C. Monitor the filing systems of the records associated with Goals I through IV above.
D. Actively participate in Financial Services, and full Administrative Services, staff meetings.
E. Attend approved job-related seminars, workshops, and/or professional growth conferences to update and augment expertise.
F. Accomplish other goals as assigned.
Self-Awareness and Professional Development – The incumbent proactively looks for opportunities to develop her/his own skills and related behaviors in her/his areas of expertise in an effort to maximize performance and effectiveness.
Communication and Personal Effectiveness – The incumbent effectively communicates with internal and external stakeholders to share and express information in an ethical, forthright and timely manner.
Customer Orientation – The incumbent empathetically seeks understanding of what internal and external stakeholders require and expect, and uses available resources, policies, and opportunities in those stakeholders’ best interests without compromising institutional or unit values.
Collaboration and Partnership – The incumbent effectively develops relationships and collaborates with all stakeholders, values teamwork, and applies a variety of strategies to meet the needs of a diverse constituency.
Achievement Orientation – The incumbent has a strong sense of urgency about proactively solving problems and getting work done; gains support for ideas, proposals, projects and solutions; and takes initiative.
Leadership – The incumbent demonstrates responsibility and skill in guiding others; a commitment to and a vision for the University’s public service in “…engaging people and ideas for common good….”; and an ability to achieve positive outcomes by encouraging, supporting, coaching, developing and mentoring others.
Teamwork – The incumbent supports Administrative Services teams, participating fully in team activities and work, remaining flexible and responsive to other team members’ ideas and needs, proactively offering advice in her/his own areas of expertise, and relating to team members with courtesy and respect.
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact firstname.lastname@example.org or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWOâ€™s Police Department, at (920) 424-1212 for a paper copy.