Financial Area Home

Fiscal Deadlines

**Active FY 2026 Deadlines**
Item	Submit By
FY26 Catalog Purchase Requisitions	Thursday, June 25 at 5 pm

Reminder

P-card transactions for separating employees – For P-card holders who may have their UW employment ending soon, a reminder the PI/supervisor must ensure all p-card transactions are fully reconciled at least 10 days before the employee’s separation date. The PI/supervisor is responsible for providing supporting documentation, business justification, and any required materials for unreconciled or returned expense reports. For more information, please refer to the RL Purchasing Card Policy and Expectations KB.

**Expired FY 2026 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
Miscellaneous Checks for Deposit	Thursday, June 11 at noon
New Suppliers in ShopUW+ or Supplier Change Requests	Friday, June 12 at noon
Gift Transfers from UW Foundation	Friday, June 12

Notes on Deadlines in Tables – Click to Expand

Catalog Purchase Requisitions for FY 26 – Please submit all FY26 catalog purchase requisitions by Thursday, June 25^th @ 5 pm. Catalogs will remain available for all users, but all requisitions submitted between 6/25/26 – 7/1/2026 will not be converted into purchase orders until financial commitments can be created in FY27. Please plan ahead and order needed supplies before this date. A reminder for sponsored funds: Be specific in listing how the goods or services benefit the grant you want to charge.
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.
Gift Transfers from UW Foundation – If you’d like funds transferred from the Foundation to your gift account in Workday, please submit those requests to finance@russell.wisc.edu by Friday, June 12. Requests submitted after this date will continue to be approved and posted into FY26 as time allows.
New Suppliers in ShopUW+ or Supplier Change Requests – Please submit any new supplier or supplier change requests to finance@russell.wisc.edu by Friday, June 12 at noon. Requests will then be submitted to the supplier file team. Any requests submitted after this date may not be guaranteed for FY26 processing.
Non-Catalog Purchase Requisitions – Purchasing Services will make every effort to process FY26 requisitions received after this date; however, FY26 processing is not guaranteed.
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.

Supports

Faculty, staff, and students in the departments of Entomology, Forest and Wildlife Ecology, and Plant Pathology; Hub staff.

Services

Procurement compliance and guidance
Initiating and reviewing payments to vendors and individuals
Questions on fund use and accounting matters for non-sponsored accounts (funds 136, 150, 161, 233)

Contacting Us by Email

All finance-related requests should be emailed to the shared inbox:
finance@russell.wisc.edu

This includes, but is not limited to:

Chargebacks
Direct payments and purchasing
Payments to individuals
Requisitions (including CORS, Academic Service Agreements, Sole Source bids)
Supply orders via ShopUW+
UW Fleet vehicle reservations
Work orders – internal and external

Russell Labs Hub staff monitor this inbox daily.

Incoming requests will be triaged and assigned appropriately.

While we aim to respond promptly, please allow at least 3 business days for a reply.

Workday

Russell Labs Workday Resources

Staff

Click the staff member’s name to view their full profile. The asterisk indicates the area manager.

Photo	Name	Title	Area(s)	Managed By	Email
	Allen, Mariah	Grants & Contracts Specialist	Grants	Russell Labs	mariah.allen@wisc.edu
	Amenda, Alyson*	Department Administrator	Hub Mgt., Administration - General, Grants	Russell Labs	amenda@wisc.edu
	Baumgard, Brandon*	HR Manager	Human Resources	CALS HR	brandon.baumgard@wisc.edu
	Bohne, Mat	Instrument Maker	Facilities & Inst.	Russell Labs	mbohne@wisc.edu
	Bowman, Ashley	Administrative Assistant III	Administration - General	Russell Labs	adbowman@wisc.edu
	Burkhalter, Elizabeth*	Administrative Specialist	Administration - Front Desk	Russell Labs	eburkhalter@wisc.edu
	Cooper, Tori	Financial Specialist III	Financial	Russell Labs	tori.cooper@wisc.edu
	Ducy, Amy	HR Generalist	Human Resources	CALS HR	hr@russell.wisc.edu
	Gwaza, Nyasha	Desktop Support Coordinator	Information Technology	CALS IT	help@russell.wisc.edu
	Kasten, Richelle	Academic Advising Manager	Student Services	Russell Labs	rdkasten@wisc.edu
	Laabs, Emily	Graduate Program Manager	Student Services	Russell Labs	emily.laabs@wisc.edu
	Lang, Dixie	Project Manager II	Administration - General	Russell Labs	ddlang@wisc.edu
	Lorenz, Tim*	Facilities and Instrumentation Manager,* Building Manager for Russell Labs	Hub Mgt., Facilities & Inst.	Russell Labs	tlorenz2@wisc.edu
	Luther, Laurie	Grants & Contracts Specialist	Grants	Russell Labs	laluther@russell.wisc.edu
	Meyer, Bill*	IT Manager	Information Technology	CALS IT	bill.meyer2@wisc.edu
	Nelson, Alex	Post-Award Grant Accountant – Temporary Hire	Grants	Russell Labs	alex.nelson@wisc.edu
	Perleberg, Kate*	Finance Manager	Hub Mgt., Financial	Russell Labs	kperleberg@wisc.edu
	Perry, Ava	Student Assistant	Administration - Front Desk	Russell Labs	frontdesk@russell.wisc.edu
	Rodrigues, Elyce*	Administrative Manager	Hub Mgt., Administration - General, Financial	Russell Labs	naylon@wisc.edu
	Slagle, Jared	HR Generalist	Human Resources	CALS HR	hr@russell.wisc.edu
	Slaybaugh, John	IT Professional III	Information Technology	CALS IT	help@russell.wisc.edu
	Teubert, Chad	Facilities Technician III	Facilities & Inst.	Russell Labs	cteubert@wisc.edu
	Webster, Margaret	Post Award Research Financial Manager	Grants	Russell Labs	mmwebste@wisc.edu
	White, Phoebe	Student Assistant	Administration - Front Desk	Russell Labs	frontdesk@russell.wisc.edu
Photo	Name	Title	Area(s)	Managed By	Email

Task	Area - links to area homepage w/contact info except Self Serve)	Contacts/Additional Info
Academic policy advisement, university and college, undergraduate	Student Services	Please refer to the Academic Advising page.
Admissions processing, applicant review (graduate)	Student Services	Emily Laabs
Advising, graduate	Student Services	Emily Laabs; Faculty advisor and Committee
Advising, undergraduate	Student Services	Please refer to the Academic Advising page.
Advisor Note System, maintaining notes on undergraduate students	Student Services	Please refer to the Academic Advising page.
Airfare, hotel reservations for guests (non-employees)	Administration	Elizabeth Burkhalter
Airfare, hotel reservations for UW employees	Self Serve	Self-serve; host PI/Dept, or individuals. Concur System If questions arise with reservations, contact Financial Services Staff
Benefits eligibility, enrollment and consulting	HR/Payroll	hr@russell.wisc.edu
Building and facilities management	Facilities & Instrumentation	Tim Lorenz
Cancel courses	Student Services	Please refer to the Academic Advising page.
Capstone agreements, undergraduate	Student Services	Please refer to the Academic Advising page.
Career counseling, undergraduate	Student Services	Please refer to the Academic Advising page.
Compliance, employee	HR/Payroll	hr@russell.wisc.edu
Compliance, grants	Grants	Laurie Luther; Mariah Allen
Conference room reservations	Self Serve	View conference room calendars here. Book conference rooms with Outlook 365 or Outlook.
Copying - how to use the copier	Russell Labs IT	IT Staff How-to: Scanning to and from USB/Flash Drive
Copying - making copies	Self Serve	Self-serve
Cost Share	Grants	Margaret Webster; Alex Nelson
Courier services/shipping	Administration	Elizabeth Burkhalter
Course attributes, assigning	Student Services	Please refer to the Academic Advising page.
Course evaluations, executing (AEFIS)	Student Services	Please refer to the Academic Advising page.
Course waitlists, managing	Student Services	Please refer to the Academic Advising page.
Curriculum management, graduate	Student Services	Emily Laabs
Curriculum management, undergraduate (covers Guide editing, course proposals, program changes)	Student Services	Please refer to the Academic Advising page.
DARS evaluations, undergraduate	Student Services	Please refer to the Academic Advising page. Includes advising students on time to degree completion, and coordinating exceptions to curriculum in consultation with program faculty
Grant budget management	Grants	Self-serve through Workday or meeting with Grants staff
Tuition payments - via department or 3rd party	Administration	Alyson Amenda
Deposits, cash and check (to 136 accounts)	Financial Services	Financial Services Staff
Deposits, gift check (to UW Foundation and 233 accounts)	Financial Services	Financial Services Staff
Direct Payments (DPs)	Financial Services	Financial Services Staff
Driver authorizations, State vehicle		Campus Business Services - More Info
e-Reimbursements	Financial Services	Financial Services Staff
ECC and ECRT effort (on-line work effort reporting)	Grants	Margaret Webster
Email lists for departments, subscriptions	Russell Labs IT	IT Staff
Employee conflict, health/wellness, trainings and compliance	HR/Payroll	hr@russell.wisc.edu
Employee funding (sponsored grants)	Grants	Margaret Webster; Alex Nelson
Employee funding (non-sponsored funds)	Financial Services	Financial Services Staff
Employment information and consulting	HR/Payroll	hr@russell.wisc.edu
Employment termination	HR/Payroll	hr@russell.wisc.edu
Events - in Advance of scheduling	Financial Services	Financial Services Staff
Expense reimbursement policy and approvals	Financial Services	Financial Services Staff
Faculty/academic staff leave reporting and requests	HR/Payroll	hr@russell.wisc.edu
Fee for service account requests (136 accounts)	Financial Services	Financial Services Staff
Fellowships (Graduate) - includes WDGF and SciMed GRS	Student Services	Emily Laabs; Alyson Amenda; Margaret Webster
Fleet vehicles - funding	Financial Services	Financial Services Staff
Fleet vehicles - general info and reservations	Self Serve	Self-serve: Fleet car information Fleet car online reservation system (UW and DOA Fleets are now combined in a single reservation system)
Funding, employee (sponsored grants)	Grants	Margaret Webster; Alex Nelson
Funding, employee (non-sponsored funds)	Financial Services	Financial Services Staff
Funding Questions – funds 136, 150, 161, 233	Financial Services	Financial Services Staff
Gift check deposits (to UW Foundation and 233 accounts)	Financial Services	Financial Services Staff
Grad student employment	HR/Payroll	hr@russell.wisc.edu ; Emily Laabs
Grants - post-award: - accounting - expense review - monitoring, reporting and closeout - no-cost extensions - re-budget - subcontracts	Grants	Margaret Webster; Alex Nelson
Grants - pre-award: - proposal assistance and review - Grants.gov proposal submissions - proposal budget review	Grants	Laurie Luther – Plant Path, Entomology customers Mariah Allen – FWE customers
Growth chambers	Facilities & Instrumentation	Tim Lorenz
Handbooks and forms for academic programs (Graduate)	Student Services	Emily Laabs
Health/wellness, employee	HR/Payroll	hr@russell.wisc.edu
Hire requests, student hourly and TE	HR/Payroll	hr@russell.wisc.edu
Independent Study Agreements, undergraduate	Student Services	Please refer to the Academic Advising page.
Instagram account, Russell Labs, maintain	Student Services	Please refer to the Academic Advising page.
Instrument shop	Facilities & Instrumentation	Tim Lorenz
Internship placements, Forest Science, tracking and reporting	Student Services	Please refer to the Academic Advising page.
Keys	Facilities & Instrumentation	Tim Lorenz
Leave reporting and requests, faculty/academic staff	HR/Payroll	hr@russell.wisc.edu
Lost and Found	Administration	Elizabeth Burkhalter
Mail, mailroom	Administration	Elizabeth Burkhalter
Major declaration, single and double, undergraduate	Student Services	Please refer to the Academic Advising page. Includes declaring new students in the major and advising on time to degree completion
Milestones, track student milestones and progress towards degree (Graduate)	Student Services	Emily Laabs
Name plates for doors	Facilities & Instrumentation	Submit service request via Facilities form.
No Cost Extension (NCE) and re-budget requests (Post-Award)	Financial Services	Financial Services Staff
Online course updates (Undergraduate and Graduate)	Student Services	Please refer to the Academic Advising page.
Order office supplies	Self Serve	Self-serve; staff can order their own office supplies via ShopUW+.
P-cards	Financial Services	Financial Services Staff
Packages, receiving in Russell Labs, shipping from Russell Labs	Administration	Elizabeth Burkhalter
Parking permits, renewal - Dept of Lab vehicle	Administration	Administrative Specialist
Payment to Individual Reports (PIRs)	Financial Services	Financial Services Staff
Payroll, Funding Updates	Financial Services	Margaret Webster, Tori Cooper
Payments, Miscellaneous	Financial Services	Financial Services Staff
Photocopying - copier use and questions	Russell Labs IT	IT Staff How-to: Scanning to and from USB/Flash Drive
Photocopying - making copies	Self Serve	Self-serve
Pre-award Grants	Grants	Laurie Luther, Mariah Allen
Post-award Grants	Grants	Margaret Webster, Alex Nelson
Printer, office or lab - paper	Russell Labs IT	IT Staff
Printer, office or lab - toner - ordering, installing	Self Serve	Order through ShopUW+. Russell IT only handles toner for the shared Sharp color copier/printers.
Program Certification/Program of Study - Graduate	Student Services	Emily Laabs
Project Closeouts	Grants	Grant Services Team
Purchasing card applications and management	Financial Services	Financial Services Staff
Qualifying exams	Student Services	Emily Laabs
Recruitment (Employee)	HR/Payroll	hr@russell.wisc.edu
Recruitment (Graduate)	Student Services	Emily Laabs
Registration, conference	Self Serve	Self-serve; use pcard or e-reimbursement.
Reimbursement, travel expense, procedures and approvals	Financial Services	Financial Services Staff
Remission, tuition	HR/Payroll	Emily Laabs
Requisitions, purchase orders (>$5000)	Financial Services	Financial Services Staff
Reservations, classroom	Administration	Elizabeth Burkhalter
Reservations, conference room	Self Serve	View conference room calendars here. Book conference rooms with Outlook 365 or Outlook.
Schedule of classes (AKA Timetable)	Student Services	Please refer to the Academic Advising page.
Scholarship nomination process, undergraduate, assistance	Student Services	Please refer to the Academic Advising page.
ShopUW+	Self Serve/Financial Services	Financial Services Staff
SOAR activity management	Student Services	Please refer to the Academic Advising page. Includes evaluating Advanced Placement scores, transferring credit equivalencies, advising students on appropriate First-year Interest Groups (FIGS) and liaising with appropriate campus offices as necessary (Registrar's Office, International Student and Scholars Services, CALS Academic Affairs, etc.)
Sponsored grants and agreements - funds 133 and 144	Grants	Grant Services Team
Student employment, Grad	HR/Payroll	hr@russell.wisc.edu
Student employment, Undergrad	HR/Payroll	hr@russell.wisc.edu
Student enrollment permissions, graduate	Student Services	Emily Laabs
Student enrollment permissions, undergraduate	Student Services	Please refer to the Academic Advising page.
Student hourly and TE hire requests	HR/Payroll	hr@russell.wisc.edu
Student Information System (SIS) updates	Student Services	Please refer to the Academic Advising page.
Student recruitment, undergraduate	Student Services	Please refer to the Academic Advising page. Includes participate in campus recruitment events
Supplies, order office supplies (Hub only)	Self Serve	Self-serve; staff can order their own office supplies via ShopUW+.
Telephone lines (VoIP setup)	Russell Labs IT	IT Staff
Timesheet entry and approval issues	HR/Payroll	hr@russell.wisc.edu
Timetable	Student Services	Please refer to the Academic Advising page.
Trainings, employee	HR/Payroll	hr@russell.wisc.edu
Travel expense reimbursement procedures and approvals	Financial Services	Financial Services Staff
Tuition payments - via department or 3rd party	Administration	Margaret Webster
Tuition remission	HR/Payroll	Emily Laabs
Undergraduate advising	Student Services	Please refer to the Academic Advising page.
Undergraduate curriculum	Student Services	Please refer to the Academic Advising page.
Undergradute listserves, manage	Student Services	Please refer to the Academic Advising page.
Vehicles, department	Facilities & Instrumentation	Facilities and Instrumentation Staff
Vehicles, fleet - funding	Financial Services	Financial Services Staff
Vehicles, fleet - general info and reservations	Self Serve	Self-serve: Fleet car information Fleet car online reservation system (UW and DOA Fleets are now combined in a single reservation system)
Visa application processing and consulting	HR/Payroll	hr@russell.wisc.edu
VoIP lines	Russell Labs IT	IT Staff
Waitlists, managing	Student Services	Please refer to the Academic Advising page.
Warrants, graduate students	Student Services	Emily Laabs
Task	Area - links to area homepage w/contact info except Self Serve)	Contacts/Additional Info

Supports

Services

Contacting Us by Email

Workday

Staff

Resources

List of Tasks