Russell Labs Administrative Hub
    UNIVERSITY of WISCONSIN-MADISON UW-MADISON

    Welcome to the Russell Labs Hub Website

    News

    Financial Services News

    Event – Expense Report Office Hours in Room 243

    • Wednesday 5/27 – 1:00pm – 3:00pm
    Fiscal Deadlines

    FY Deadlines
    Item Submit By
    FY26 Non-Catalog Purchase Requisitions Friday, May 15 at 5:00pm
    Supplier Invoice Requests (SIRs) Friday, May 22 at 4:30pm
    Supplier Invoices from External Vendors Friday, May 29 at 5:00pm
    FY26 Expense Reports, Including P-card Reconciliations Monday, June 1 at 5:00pm

    Notes on Deadlines in Table

    • Non-Catalog Purchase Requisitions – Purchasing Services will make every effort to process FY26 requisitions received after this date; however, FY26 processing is not guaranteed.
    • Expense Reports, Including P-card Reconciliations
      • Applies to expenses charged to sponsored and non-sponsored funds
      • Allows sufficient time for review and approval of expenses posted to FY26
      • After June 1 @ 5pm, please continue submitting expense reports. While Campus will make every effort to process expenses reports in FY26, they cannot guarantee they will be processed and posted into FY26.   By continuing to submit expense reports, this helps ensure you are reimbursed as soon as possible for any reimbursements.
    • Separating Employees – if you are a a P-card holder, your PI/supervisor must ensure all your P-card transactions are fully reconciled at least 10 days before your separation date as noted in the Russell Labs Purchasing Card Policy and Expectations KB. 
    • Supplier Invoice Requests from External Vendors:
      • Supplier invoices can be emailed to campus @ ap-invoices@bussvc.wisc.edu.
      • Other submission tips include:
        1. One PDF per invoice
        2. Only one PDF per email is allowed
        3. List purchase order # on all invoices
    • Supplier Invoice Requests and Supplier Invoices – continue to submit them after their respective deadlines above. Campus will continue to process requests but a FY26 processing is not guaranteed if submitted after the above deadline.

    Expense Report Resources

    New Tips & Tricks Guide

    Campus has developed a tips & tricks guide addressing the most common reasons expense reports are returned.  The goal is to have expense reports audit-ready, reduce expense reports returns, and faster approvals.  Please note you may need to sign into your UW account to view it.

    In-Person Assistance and Help by Email

    Have questions about properly completing or submitting an expense report?  Hub staff are here to help.  Please reach out to Lizzy Burkhalter via email at eburkhalter@wisc.edu or attend one of the expense report “office hours.” 

    FY 2027 Fringe Rates Out

    Details are in our FY 2027 Fringe Rates KB doc.

    General News

    Russell Labs Departments and Hub Get New HR Contacts

    Emergencies

    Fire or Need to Evacuate Building:

    • Pull fire alarm
      • If time allows, call Police & Security at 911 with details
    • Evacuate promptly whenever alarm sounds
    • Move to designated assembly area 100’ from the building. 
    • Do not block emergency vehicle routes. 
    • Do not re-enter the building until an all clear is given by the building manager
      or emergency personnel.
    • See full info on the building page.

    UWPD:

    • Emergency: 911 (includes medical and security emergencies)
    • Non-emergency: (608) 264-2677​​​​​​​
      ​​​​​​​  – Request a CARES Team for a non-violent behavioral health emergency

    Madison/Dane County Non-Emergency:

    • (608) 255-2345

    UHS Crisis Service:

    • (608) 265-5600, option 9

    Office of Student Assistance and Support
    (formerly Dean of Students)

    • (608) 263-5700

    Other Building Issues

    • Inside working hours – call or text Tim Lorenz
    • Outside working hours – try calling or texting Tim Lorenz;
      if there is no reply within 5 minutes then contact UW Safety (608/265-5000)

     

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