Guidelines for the Department of Zoology

2008-09

 

Table of Contents

 

General Information:

Accidents.

Address Changes.

Building Passes.

Building Problems.

Capital Equipment

Charges for Courses.

Chemical waste, trash and animal refuse disposal

Conference Room..

Doors.

E-mail/Ethernet

Emergency door at Birge Hall Animal Facility.

Equipment Inventory.

Equipment Insurance.

Equipment Return Authorization.

FAX..

Fee Remission.

Fire Alarm..

Fringe Benefits.

Gas Cylinder

Graduate Program..

Grant Walk-thru Procedure.

Grant Proposals.

Hiring LTE's and Student Hourly

Keys.

Lock Doors.

Mail

Mail-Birge.

Notary Public.

Packing Slips.

Packages.

Parking Permits (long and short-term)

Radiation Badges.

Receiving Shipments for the Department of Zoology.

Repairs - Birge Hall

Safety Showers and Eyewash Fountains.

Shop Services.

Smoking Rules.

Stockroom..

Stores Orders.

Student Handouts-copyrighted materials.

Telephones.

Theft

Theft of Personal Property.

University Bookstore Purchases.

Zoology Vehicle Use.

Departmental Services:

Animal Care        443 Zoology Research Supervisor: Kate Skogen  (262-7541)

Electronic Shop      B110 Noland Hall   Russ Attoe  (265-4331)

Illustration Shop      571 Noland Hall   Bill Feeny (262-9958)

Instrument Shop       B113 Noland Hall   Dave Hoffman (263-1674)

Office Information        145 Noland Hall & 435 Birge Hall  Peggy Nowicki (262-1087)

Payroll Services        145 Noland Hall  Carol Cooley (262-1725)

Purchasing        145 Noland Hall  Vacant (262-1379)

Purchase Orders:

Department Accounts:

Materials Distribution Numbers (MDS):

Stockroom        179 Noland Hall   Roger Larson (262-2606)

Zoological Museum       4th Floor Noland Hall Laura Halverson, Registrar (262-3766)

Faculty/ Staff Travel Checklist

Expenses Not Reimbursable.

RA, TA and Fellowship advice.

Research Assistantships (RA)

Teaching Assistantships (TA)

Teaching Assistant (TA) Application Deadlines.

Graduate Fellowship students.

Important contact information:

 

Guidelines for the Department of Zoology

General Information:

Accidents

All work-related accidents should be reported within 24 hours to Carol Cooley, 145 Noland Hall, 262-1725.  You will be required to complete a formal "Accident Report" form which Carol will provide.

 

Address Changes

The University uses home address and office address information for Staff Directory, W-2 mailings, and University mailings.  Address information should be kept current.  When changing addresses, a change of address form should be filed.  Change of address forms can be obtained from Carol Cooley, 145 Noland Hall, 2-1725.

Building Passes

You must have a faculty/staff identification card or a building permit if you want to be in any of our buildings after 10:00 PM or after 12:00 NOON Saturday or all day Sunday.  A separate permit is required for each building.  Building hours for Noland Hall are 7:00 AM to 10:00 PM Monday through Friday, 7:00 AM to 12:00 NOON Saturday, closed Sunday.  Zoology Research building hours are 7:00 AM to 5:00 PM Monday through Friday, closed Saturday and Sunday.  Birge Hall building hours are the same as Noland Hall.  Obtain passes in 145 Noland Hall from the Office Manager, Peggy Nowicki.

Building Problems

Public areas of Zoology buildings are the responsibility of the UW Physical Plant.  Problems with the exterior grounds, walkways, entrance doors, restrooms, corridors, lighting, heating and building custodial should be referred to the Building Manager, Duane Barnes (2-1052).

Capital Equipment

Capital Equipment is any item that costs $5,000 or more and has a useful life of 2 years or more.  All capital equipment is inventoried and CANNOT be discarded or given away.  Check with the Building Manager, Duane Barnes (2-1052), for proper disposal.

Charges for Courses

Please be sure to put the course numbers on requisitions, work orders for zoology services, photocopying, vehicle use, etc.  Charges received that do not have course numbers will be posted to your research account.

Chemical waste, trash and animal refuse disposal

Please do not put dry chemicals, glass, hypodermic needles, razor blades, scalpels, micropipettes, animal waste, etc., in the lab waste baskets.  See Roger Larson for disposal of dry and liquid chemical waste.  See Animal Care Staff about animal tissue disposal.  Use the special waste containers for glass and other sharp objects.  Any questions about sharps disposal, please call UW-Safety Department at 2-8769.

Conference Room

If you would like to reserve the Noland Hall Conference room (Room 161 or Room 163) or 435 Birge Hall, contact the Zoology receptionist in 145 Noland Hall (262-1051). 

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Doors

The stairways at the end of our buildings are protected by fireproof doors.  These doors are designed to protect your exit route in case of fire.  They should never be blocked open.  (Birge Hall has electronic hold open devices on most fire doors.)

E-mail/Ethernet

Please notify the office if you have a new e-mail address or change an existing one.  For assignment of IP numbers in Noland Hall and Zoology Research call Ray Lord 5-7919.

Emergency door at Birge Hall Animal Facility

The entry door to the Birge Animal Facility has an emergency lock to allow exiting via the south stairwell.  An alarm will sound and the police will be called if the red paddle is pushed.  Please use your key in the lock to the right of the door for normal entry to the area.  See Kate Skogen, the Animal Care Supervisor, (890-1338), if you need a key.

Equipment Inventory

All capital items (equipment that costs over $5,000 and has a useful life of more than three years) are given an inventory number and assigned to an individual.  We are accountable for this equipment until we request changes to amend the inventory record.  Please do not give or lend this equipment to other departments or institutions, dispose of or destroy, or trade in without contacting the Building Manager, Duane Barnes (2-1052), first.  There is an audit of our inventory record each year, where we are required to locate and verify record compliance for randomly selected items.

Equipment Insurance

Equipment taken off campus must be insured.  Please submit a list with serial numbers, description and values to Nate Rusch at least two days prior to departure.  Even though coverage of equipment by Risk Management is automatic up to $50,000, we still need a record for the department.

Equipment Return Authorization

Equipment removed from the campus to be repaired, replaced, or returned must have a Return Material Authorization (RMA) before being removed.  See Roger Larson.

FAX

The Departmental FAX number for Noland Hall and Zoology Research is (608) 262-9083 and is located in the Noland Office. Call (2-1051) for information regarding sending or receiving messages.  The Departmental FAX number for Birge Hall is (608) 265-6320. 

Fee Remission

A graduate student having at least a 1/3 appointment in one of the following categories: teaching assistant, research assistant, project assistant, or lecturer, may be eligible for remission of nonresident tuition.  In such cases, the student must still pay in-state fees.  Questions should be directed to Carol Cooley, 145 Noland Hall, 2-1725.

Fire Alarm

Campus building occupants are asked to call 911 as well as to set off the building alarm system in the event of a fire or other such emergency.  The building alarm system will notify occupants to vacate the building and the phone call will alert Police and Security.  Please exit immediately when the alarm sounds.

Fringe Benefits

Fringe benefit questions regarding such benefits as insurance, retirement, Social Security, vacation, sick leave, etc., should be directed to Carol Cooley, 145 Noland Hall, 2-1725. Nate Rusch and Peggy Nowicki, 145 Noland Hall, 2-1087, can provide campus fringe benefit rates for grant proposal preparation.

Hiring LTE's and Student Hourly

When hiring a Student Hourly or LTE (Limited Term Employee) you must inform Carol Cooley in the Payroll office prior to the begin date of the new employee.
After completing the "New Appointment Payroll Information" form, send to Carol via email attachment or campus mail (145 Noland).

Gas Cylinder

Safety rules require gas cylinders to be chained or anchored in place at all times.  The potential for serious injury or death is great if a tank falls and the valve is broken off.  Please be certain when you take or return tanks to the dock and lab that the safety chain is in place.

Graduate Program

Questions related to the department's graduate program should be directed to the Graduate Program Coordinator, Joan Ersland, 145 Noland Hall, 2-1379.

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Grant Walk-thru Procedure

After the Principal Investigator and the Chair have signed the grant proposal, the procedure for walking grants through is as follows: 1) Linda Johnson, 212 South Hall, (265-9655) approves the budget portion and will accept this part of the grant early-without the entire proposal intact. She'll keep a copy.  2) Research Administration (Robert Erickson) 4th floor Peterson verifies the budget and keeps a copy.  All the copies of the grant may be mailed out at Peterson if a freight bill is enclosed.

Grant Proposals

A copy of all grants proposals should be given to Nate Rusch or Peggy Nowicki for the departmental files.

Keys

You must have authorization from your major professor to receive keys to Departmental spaces. Pick up a key card at Noland Office and then pay the $5.00 per key fee at the Bursar's Office, 21 N. Park St.  Be sure to keep the receipt as your deposit will be refunded when keys are turned in.

Lock Doors

For your safety and the safety of others, please be sure you lock entrance and corridor doors evenings and weekends if you come in after lockup time.  We’ve also had problems with the loading dock door in Zoology Research being left unlocked at night.

Mail

There must be a name in the return address section of all outgoing mail sent to the office for postage.  Mail that does not have a return name will be opened and returned to the sender.  All incoming mail must have a street address as follows:

Zoology Research = 1117 West Johnson

Noland Hall = 250 North Mills

Birge Hall = 430 Lincoln Drive

Mail-Birge

Roger Larson picks up all first-class outgoing mail from the Birge Hall office at 11:00 AM daily.  The mail is then brought to Noland Hall to be stamped for noon pickup by the Post Office.

Notary Public

Contact your local bank or go to the County Clerk’s office, room 112 City County Building, 210 Martin Luther King Jr. Boulevard (near the Capitol Square).  Be sure to bring identification, and do not sign the documents until you are in the presence of the notary public.  If there is a fee, it will be nominal. The Badger Credit Union on N. Mills St. also has a notary.

Packing Slips

Each faculty and staff member should keep their own file of packing slips for all shipments received.  It is important that packing slips be retained in case there is a problem with the order.  To make it easier to correct problems, please have your staff sign and date the packing slip when the shipment is opened.

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Packages

Please instruct your staff that it is the responsibility of the person receiving packages to inspect for damage and to verify the contents immediately.  Save the packaging material if the shipment is damaged.  When Roger is gone, the labs will be asked to pickup all packages delivered to the office.

Parking Permits (long and short-term)

Parking permits provided by the department are for collegial guests of the faculty or the department. Employees, businesses, vendors and sales/service personnel are expected to have their own permits or to purchase them as needed from UW Parking.  Department authorization or recommendation is required.  The nearest parking office is at 21 N. Park St., Rm 1200.  Their phone number is 263-6666. Permits are for parking at the underground lot in Grainger Hall.

Radiation Badges

Faculty and staff doing experiments with radioactive materials must contact Roger Larson for Radiation Badge and Ring applications.  DO NOT contact the Safety Department.

Receiving Shipments for the Department of Zoology

Most shipments arriving at the Department are checked in by Roger Larson or the Noland office staff.  If staff are unavailable and you sign for a shipment, you can help by doing the following:

1.         Be sure all the items you sign for are there.

2.         Check to see that there is no visible damage to the packages.

3.         Put items in the mailroom and lock the door (i.e. computers, equipment, books, etc.).  Perishable items must be delivered!

4.         If item is too large to move inside, contact someone on the staff as soon as possible.  Do not leave outside!

5.         When you sign for your own materials, unpack immediately and check for damage.  If you see or suspect damage, save all the packing material until a claim has been filed.  Tell Roger Larson you received your shipment.

Repairs - Birge Hall

The Department of Zoology is responsible for the cost of repairs to our spaces in Birge Hall.  Please call Duane Barnes, 2-1052, for plumbing, refrigeration, telephones and lab equipment repairs.  Call the Building Manager at Birge Hall (2-2841) for heating and ventilating problems and building problems such as lights, doors, windows, roof leaks, etc.

Safety Showers and Eyewash Fountains

Please familiarize yourself with the locations of the safety showers and eyewash fountains in each of our buildings.

Shop Services

Some projects may be deemed to be beyond the scope of our services in terms of expertise and time.  All other projects will be given a priority based on the following considerations: 1) projects involving repair or modification of equipment used in ongoing research or teaching, 2) new equipment not available to be purchased or borrowed, 3) and finally new equipment that can be purchased.

Smoking Rules

Smoking is not permitted in any University building.

Stockroom

Complete description on page 10.

Stores Orders

The Zoology stockroom provides basic items for research, teaching and office use. Items not stocked can be ordered from UW Stores and other vendors. See page 10.

Student Handouts-copyrighted materials

The policy from South Hall is that the Assistant Dean, L&S Administration, 209 South Hall, MUST SEE all handouts going to copy centers (Kinko's, Bob's Copy Shop, etc.) involving copyrighted material.  This is to ensure proper copyright notice.  Non-copyrighted material need not be checked.

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Telephones

IT IS ILLEGAL TO MAKE PERSONAL PHONE CALLS FROM UNIVERSITY PHONES UNLESS THESE CALLS ARE CHARGED TO CREDIT CARDS, CALLING CARDS, OR REVERSE CHARGES!!!

 

Toll Calls:  Dial 9 + 1:

International calls                                  Toll-Free 800 numbers^*

Non-STS points                                   Long distance directory assistance^*

STS Calls:  Dial 8 +1 + area code + phone number

STS calls include all long distance calls in United States, Canada, Mexico

 

Effective August 1, 1996, you must dial a star (*) before dialing any three-digit Centrex feature code, such as 116 for call forward variable, 111 for call pickup and 120 for automatic callback.

 Peak demand for the STS System is 10 AM to 2 PM weekdays.

NOTE:  You can avoid STS (State Telephone System) penalty when dialing long distance numbers by simply dialing 8-1-the rest of the number (ex. 8-1-414-785-1797).  If it is a toll-free number, dial 9-1-800-and the rest of the number.

 

Theft

There is a $500 deductible on all equipment damage or theft.  The exception is theft with no visible signs of forced removal or entry is $1,000 deductible.  It is obviously in our best interest to keep equipment that has street value locked up.  Please be sure your computers are secured with an anchor pad or cable and are kept locked at all times.  Remember that the theft of your computer also means the loss of all your data files!

Theft of Personal Property

Personal property is not protected by state insurance policies.  Do not leave purses, wallets, backpacks, etc. in unlocked or unattended spaces.  Valuables should be in a locked drawer or cabinet when you leave your office.

University Bookstore Purchases

Effective immediately University Bookstore purchases are to be made with your MDS number.  Please see Roger in the storeroom to take care of your needs if your lab does not currently have a MDS number.  Then please see Nate Rusch or Peggy Nowicki in 145 Noland Hall to request a MDS number.

Zoology Vehicle Use

Anyone driving the Zoology vehicles must have a UW Driver Authorization Card.  See Roger Larson for authorization forms.

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Departmental Services:

Animal Care          443 Zoology Research      Supervisor: Kate Skogen  (890-1338)

There are strict guidelines for housing and experimentation with research animals.   All animals in the Department of Zoology will be:

Housed in an approved room and cage.

Under the supervision of the Animal Care Supervisor.

All animal research requires a protocol be submitted to RARC and a protocol number be assigned before animals can be obtained and housed.

All animal research must be supervised and coordinated by a faculty member. Orders for animals must be approved by a faculty member and the Animal Care Supervisor must be notified before animals are delivered.

All persons handling research animals must be certified by RARC. The Certification must be on file with the Animal Care Supervisor before entry into restricted areas.

Prior to ordering animals, the Animal Care Supervisor must be contacted concerning space and care. The Animal Care Supervisor and the Building Space Chair will assign rooms, issue keys and post protocol numbers.

Permission is needed from the Zoology Chair for non‑departmental use of animal spaces (includes joint ventures).

Review and approval of protocols that use large or unusual animals or animals that would require special care or housing is required by the Zoology Chair.

Wooden caging is not permitted.

All feed must be in closed metal containers.

No storage of materials is allowed in animal holding rooms or animal experiment rooms.

If you are not sure what constitutes an "animal" under RARC/AAALAC rules, see the Animal Care Supervisor.

Pets are not allowed in University Buildings.

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Electronic Shop                   B110 Noland Hall                  Russell Attoe  (265-4331)

The Electronics Shop is set up to repair electronic lab and field equipment, to construct new projects for field and lab, to recalibrate most equipment, to give advice and to help in ordering parts and equipment.

The Electronics Shop also provides and repairs telephones.

Jobs will generally be completed in the same order as received, however, there may be occasions when jobs cannot be completed in order because of lack of parts or emergency repairs/breakdowns.

Large projects will be given a projected completion date and done in stages in order to accommodate smaller jobs.

Routine projects will normally be completed in 2 weeks, after all materials for the project are received.

Questions and conflicts concerning priority and completion dates will be directed to the support staff supervisor.

Shop hours are posted on the shop door.  Normal hours for the Electronics Shop are 8:00 AM to 4:30 PM Monday through Friday.  If the shop is locked up and there is no note on the door, please check with the main office.

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Departmental Artist                     571 Noland Hall                     Bill Feeny (262-9958)

The primary duty of the artist is to do original biological drawings and other research-related and course-related illustrations for faculty, staff and graduate students of the Department of Zoology.

The artist also produces publication quality graphs and charts and has a working knowledge of illustration and graphics requirements of major journals.

The artist will generally complete projects in the order of their submission.  However, there may be occasions when projects which are needed within a time deadline and which can be completed relatively quickly will be done before long-term projects.  Art work needed for grant proposals will take precedence over other projects.  By special arrangement and with advance notice, art needed for meetings may also be given priority.  Questions and conflicts concerning priority will be directed to the staff supervisor, Sharon Stern.

Extensive projects will be worked in around routine projects.

All work must be accompanied by a work order signed by a faculty or staff member.  Ordinarily, routine projects will be completed within 2 weeks after submission.  Extensive projects will be given a projected date of completion, the date to be determined by consultation between artist and investigator and the supervisor, if necessary.  The artist may do "rush" projects with the approval of the Chair.  Questions and conflicts arising from "rush" projects will be directed to the staff supervisor.

Illustration and graphics projects are the highest priority, but the artist may also help in the following additional types of activities:

Hours for the artist are 9:30 - 12:00 noon and 1:00 - 4:30 PM, closed Wednesdays. In the event of illness, a note will be placed on the door of the studio.  Due to the fact that one artist is working for labs in three buildings and utilizing various printing facilities, it is advisable that you call to set up an appointment.

The cost of backup disks and/or "special supplies" shall be the responsibility of the investigator submitting the work.  Such costs will be estimated by the artist and discussed with the investigator when the job comes in.

Routine data entry, typing, scanning, photocopying and poster assembly is not the responsibility of the artist.

A project board listing jobs and their deadlines will be displayed in the artist's work area.

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Instrument Shop                     B113 Noland Hall                   Dave Hoffman (263-1674)

A primary function of the instrument maker is to design, build, manufacture or modify equipment that will be used by faculty, staff and graduate students of the Zoology Department in their teaching and research work.

Another major duty is to repair mechanical equipment.

Projects will generally be completed in turn as they are submitted with a work order.  However, there may be equipment breakdowns and other small tasks that will be given precedence.

Very extensive projects will be done in stages, fit in around shorter, more routine projects.

Lead time for projects is a must so that a design can be worked on between investigator and technician, parts from vendors can be ordered and received and the machining and assembly of the equipment can be done, when needed.

Routine projects ordinarily are completed within 2 weeks after all materials for the project have been received by the machine shop.  Extensive projects will be given a projected date of completion, the date to be determined by consultation between engineering technician and investigator and the support staff supervisor.  Questions and conflicts concerning priority will be directed to the support staff supervisor.

The staff supervisor, in consultation with the instrument maker, will evaluate the productivity of the instrument shop facility on a continuing basis.  The technician and supervisor will investigate ways to improve the productivity and quality of the shop facility.

Hours are 7:30 AM - 12 noon and 1:00 - 4:00 PM Monday through Thursday, 6:30 AM - 10:30 AM Fridays.  In case of absence, a note will be placed on the shop door.

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Office Information                     145 Noland Hall                   Peggy Nowicki (262-1087)

The Zoology Department main office is located in room 145 Noland.  The office is open 8:00 AM to Noon and 1:00 PM to 4:30 PM, Monday through Friday.

All incoming work such as typing, copying, etc., should be given directly to Peggy Nowicki in 145 Noland Hall.  If Peggy Nowicki is not available, items can be left with Carol Cooley in Noland Hall.  Please be sure specific instructions are complete and attached to the work.  The items will then be distributed to the office support staff for completion.

In general, typing and copying of exams, coursework, research proposals, letters, manuscripts, etc., is done on a first in, first out basis.   It is recommended that you allow for sufficient time (3 days) to complete projects.  Most jobs are completed on the same day they are received.  However, during peak times such as grant deadlines and exam times, projects may get delayed.

Inquiries and questions relating to the Zoology Graduate Program should be referred to the Graduate Program Coordinator, Joan Ersland.

Pay and benefits services are provided by Carol Cooley, Payroll and Benefits Specialist.

Accounting questions relating to budgets, purchasing, billings, grant accounting, etc., should be referred to the Financial Specialist, Nate Rusch.

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Graduate Program                    145 Noland Hall                   Joan Ersland (262-1379)

Questions regarding Graduate School and Zoology Department graduate student requirements, forms, warrant requests and travel and research competitions should be directed to Joan Ersland.

Payroll Services                  145 Noland Hall                 Carol Cooley (262-1725)

Questions regarding salaries, paydays, direct deposit of salary checks, timesheets and related payroll concerns should be directed to Carol Cooley, Roger Larson (262-2606) and Peggy Nowicki (262-1087).

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Purchasing                  145 Noland Hall                  VACANT (262-1379)

Purchasing Requests - When an purchases is requested from a vendor, the following information is necessary:  Fund/account no., vendor name and address, quantity, catalog numbers, description and price of goods, name (first and last), address, phone no. of individual providing pricing and the date that pricing information was given.

Requisition - A document submitted by the department when a purchase is requested.  It contains  all information necessary for Purchasing Services to release a purchase order.

 

 

Purchase Orders:

External purchase orders are for outside vendors.

You CAN spend up to a $5,000.00 limit on a singe order. When a specific requisition order is placed which exceeds the $5,000.00 limit, UW-Purchasing will process the requisition going through a 3 bid process.  In order to speed-up this particular process, you should contact 3 separate vendors on your own, and ask for bids by FAX or email, rather than waiting for Purchasing to complete the process.

Any item that individually costs over $5,000.00, and has a product life of more than 2 years, is considered “Capital Equipment”.  If you do plan on purchasing a capital piece of equipment, contact the office immediately.

After a requisition is setup within the Zoology Office, it’s sent on to the L&S Dean’s Office, then to the Accounting Services Office, and finally to Purchasing, where an actual Purchase Order is generated (it will be the same number as the requisition number) then a copy of the P.O. is sent to the vendor.

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Department Accounts:

Each faculty member is allocated a total of $1,872.00 (if you have a 50% Zoology appointment percentage your allotment is $936.00 annually) out of the Department’s (101) “General Purpose Revenue” funding/ State funding.  With this (101) funding, charges for items such as telephone use, postage, copy charges, animal care, etc. are made.  If you exceed the annual allocation of $1,872.00 or $936.00, all of the additional charges will be transferred from one of your research grants into the Department’s 101 Budget to cover the overdraft. 

Materials Distribution Numbers (MDS):

This is a number that’s unique to the university’s “Materials Distribution Services”, or “Stores” department. 

 

There are basically 3 uses for this number:

  Blanket Order - A purchase order issued to establish an account with a vendor or state agency to obtain miscellaneous supplies or services over a specified period of time.  You can spend up to a limit of $5,000.00 limit on a single order; any item beyond that amount must go through the 3 vendor bidding process.  A Blanket Order may be issued for a maximum period of twelve (12) months, typically July through June, which is the University’s Fiscal year.  Please contact Peggy Nowicki to determine the dates of your blanket order.

Specific Order - A purchase order issued to a specified vendor for a one time purchase of specific supplies or services.

Low-Dollar (LD) Purchase Orders -  Orders that do not exceed $5,000.00 excluding shipping charges that are processed as a specific purchase order or are on a department credit card. Roger Larson will assist you in making purchases on the department credit card.  Orders of this type may be processed as a Confirming Telephone Order (CTO) or as Cash With Order (CWO) if necessary.  LD orders that are on federal or gift funds (133 or 144 account) will be routed through Research Administration for review and approval which will increase processing time.

Contract Order - A blanket-type order supported by a UW-Madison or UW-System Contract or waiver, or a State Procurement Bulletin (i.e. Fisher Scientific, Sigma Chemical and Waldschmidts).  A contract order is for the purchase of either supplies or services as specified in the contract, waiver or bulletin.  There is no dollar limit per release order unless stipulated in the referenced contract, waiver or bulletin.

Bid Procedures - All orders of $5,000.00 or more that are not covered by contracts will be subject to bid procedures.  Bid procedures are based on the dollar amount of the transaction.

Multiple (aka "Simplified") Bid - $5,000.00 - $25,000.00  Contact at least 3 viable vendors for quotation, by telephone fax or mail and document with first and last name of person giving quotation.

Sealed Bid - Bid process for orders over $25,000.00 -  Submitted in a sealed envelope to pre vent dissemination of its contents before the deadline for submission of all bids.

Official Bid - Same as a Sealed Bid except that the bid must be advertised once each week for two weeks, with the bid opening date one week after the last ad.  Unless there is an existing contract or waiver, all requests to waive the bid process over $25,000.00 require an official sealed bid or waiver by the Governor.

All labs and services are asked to call in their own orders if a blanket-type purchase order will be used.  The vendor should be instructed to send all invoices to UW-Madison, Accounts Payable, 750 University Avenue, Madison, WI  53706. 

Requests for equipment or supplies (along with Fund/account no., vendor name and address, quantity, catalog numbers, description and price of goods, name (first and last), address, phone no. of individual providing pricing and the date that pricing information was given) that can not be ordered on a blanket order should be submitted to Roger Larson or Peggy Nowicki.  Requests that are received by 10:00 am and that do not require any additional information will be processed on the same day and be delivered to the L&S Business Office/Grad School at 11:00 am.  Requests received after 10:00 am will be processed the following day.

Subscriptions -  Effective 5/1/93 subscription payments will be processed as a Direct Charges rather than processing via a requisition.  This change will simplify processing and checkwriting.  Please make sure that the renewal form indicates the total price and references a campus address as the "deliver to".

Memberships:  Renewals of memberships require the membership period stated clearly (1992 - 1993 not sufficient).  Memberships will continue to be processed via a requisition with the requisition number from the PREVIOUS YEAR referenced.

Equipment Repair:  For repairs that are expected to cost $500.00 or more, please obtain an estimate (preferably written) so that a specific requisition for repairs can be written.

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Stockroom               179 Noland Hall                           Roger Larson (262-2606)

The Zoology stockroom provides basic items for research, teaching and office use.  Items not stocked can be ordered from UW Stores and other vendors.

Procedure for getting items from Zoology stockroom:  (Currently under revision)

Set up an account/ID no. with the stockroom.  Roger Larson can help you do this.

After finding the items needed, enter the stock number on the stockroom computer.

The stockroom hours are posted on the door (June-Aug. 9:00 - 11:00 AM M-F, 2:30 - 4:00 M-R and Sept.-June 9:00 - 11:00 AM and 2:30 - 4:00 PM).

The stockroom person is also responsible for:

 

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Zoological Museum   4th Floor Noland Hall      Laura Halverson , Registrar (262-3766, lahalverson@wisc.edu)

FAX: (608) 262-5395

The University of Wisconsin Zoological Museum, located on the fourth floor of the Noland Zoology Building, 250 North Mills Street, is the center for research on taxonomy and distribution of vertebrates and mollusks in Wisconsin.  The museum is an important part of graduate and undergraduate education, providing specimens and instruction in such courses as comparative anatomy, ornithology and mammalian ecology.  Specimens are available for loan to students and professionals (both intra- and extramural).  Museum staff work with US Fish and Wildlife, the Department of Natural Resources, the Wisconsin Health Department, other UW campuses, and the general public, to provide identifications and information.  The Museum is the regional repository for wolves and bald eagles, among other rarities, under the auspices of the US Fish and Wildlife Service.

 

Collections at the museum include: 19,000 study skins of birds and mammals; 17,000 skeletons representing all vertebrate classes; 2,000 paleontological specimens; 2,000 alcohol- and formalin-preserved vertebrates including fish, amphibians, reptiles and the W. B. Quay collection of  mammals; 1,500 birds, eggs and nests; and nearly 250,000 mollusks.  Notable among these holdings is the world’s most extensive assemblage of skeletons from the Galápagos Islands. In addition, the Museum houses 800 historical instruments, over 110,000 histological preparations (consisting primarily of research slides of mammalian reproductive organs, placentae, and foetal membranes -  the life’s work of UW Anatomy Professor, Harland W. Mossman), and a library of over 20,000 books and reprints.

 

Another notable collection is that of Dr. Charles G. Sibley of Cornell University.  The collection contains thousands of blood and tissue samples from nearly all avian families, many of which are now very rare or impossible to obtain. This remarkable collection was deposited here because of the continuing important contributions being made in this new field of animal systematics by former Professor and Museum Director, John A. W. Kirsch, and current Professors Berres and Bleiweiss. This reference collection is a major international taxonomic resource and access is available to appropriate researchers.

 

Acquisition of specimens by the Museum began over a century ago.  New material is added through gifts, exchanges, field expeditions (most recently in Ecuador and Argentina), and deposition of specimens collected by state and federal agencies and persons carrying out research within the university.  The Zoological Museum is primarily a research facility, although tours are offered by appointment.  One small public exhibits gallery and several wall case exhibits, specific to university courses, are maintained in Noland Hall.

 

The UWZM is open daily from 8:30 AM to 4:30 PM.  The faculty advisor is Mark Berres.  Please call 262-3766 for contact information.  Full-time staff members include E. Elizabeth Pillaert, Distinguished Researcher, Director and Curator of Osteology (265-2547); Paula M. Holahan, Curator of Mammalogy and Ornithology (262-3159); Laura A. Halverson, Museum Registrar (262-3766).  Emeritus and Adjunct Curators include: John E. Dallman, Emeritus Curator of Vertebrate Paleontology and Historical Instruments (262-3159 or 262-3766); John D. Lyons, Adjunct Curator of Fishes (221-6328); Robert Bleiweiss, Adjunct Curator of Birds (265-6027); and Greg Mayer, Adjunct Curator of Amphibians and Reptiles (262-3766 for contact information).

 

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7/1/01

Faculty/ Staff Travel Checklist

Please use the Travel Expense Report and Supplies Reimbursement form when submitting receipts for reimbursement.

1.  Information required on form for reimbursement of travel expenses:

  2. Local Lodging information:  Limit of $62.00 per night In State* as of 7/1/01.

*Except Milwaukee, Racine, and Waukesha County, which is $72.

Out-of-State Lodging (if not on the High city cost list) will be set at $72.00 per night as of 7/1/01.

 

3.  Airfare: No First Class travel.  All air travel must be on US carriers.

 

IMPORTANT:  Arrangements can be made through local travel agencies where a flight can be reserved, and an invoice generated and sent directly to the Department of Zoology, Room 145 Noland, 250 N. Mills for payment.    

 4.  Meal Per Diems:

Breakfast  $8.00, Lunch  $9.00, Dinner  $17.00, Total: $34.00.  (No alcohol is reimbursed.) Departure must be prior to 6:00 am to be reimbursed for Breakfast. Lunch departure prior to 10:30am, return after 2:30 pm. Dinner will be reimbursed if departure is prior to 6pm for overnight travel or return is after 7pm.

ALL OUT OF STATE CITIES Regardless of lodging costs: $72.00

Breakfast  $10.00, Lunch  $10.00, Dinner  $20.00, Total: $40.00.  (No alcohol is reimbursed.)

 

5.  Travel Advances - If you request a Travel Advance for funds to be provided prior to your trip, you need to be aware of the following.  If this is for “Group Travel" then you will receive 100% of the requested amount;  if this is for “Individual Travel" then you will receive a total of 80% of the requested amount.

Also, the individual who receives the check must be on payroll.  A Travel Expense Report reimbursing the Travel Advance MUST be sent through no later than 30 days after the end of the trip, otherwise funds will be removed from the individual’s payroll check. 

 

IMPORTANT: FOR ACCOUNTING TO ACCEPT TRAVEL ADVANCES – THE TRIP MUST BE FOR AT LEAST 10 DAYS.  OTHERWISE, USE DIRECT CHARGES or CREDIT CARD, AND BE REIMBURSED AFTER TRIP IS COMPLETED. 

 

6.  Receipts - For taxi service, $25.00 and over.  Also, if they intend on being reimbursed for airfare, hotel, etc. after paying from a credit card, they will need to produce a credit card statement with their name, address, and account number.  Personal phone calls up to $5.00 per day are allowable.

For Miscellaneous claims, a receipt IS required if the claim is over $25.00.

For Parking, you need a receipt if it’s over $10.00. 

For telephone/ fax, you need a receipt if it’s over $5.00.           

For Tips it’s $2.00 per night.    

No receipts necessary for meals if they are within the maximums.  

7.  Mileage/ Personal Car reimbursement- Break even mileage for the Madison campus is 300 miles, which means if the round trip mileage is 300 miles or less per trip the traveler may receive $0.485 per mile. if the round trip is over 300 miles, and the traveler takes his/her privately owned car the reimbursement is only $0.32 per mile. To receive $0.485 per mile reimbursement for round trips over 300 miles, attach non-availability slips from both the UW Car Fleet and the DOA Car Fleet Office.

8.  Car Rental - Contract Vendors with the State include Enterprise, Alamo, National.  A Written explanation is required for anything over a mid-size vehicle.  Anything over $40.00 per day will be questioned.  

Expenses Not Reimbursable

Please see the University Travel website below for more detailed travel information:

http://www.bussvc.wisc.edu/acct/travel/welcome.html

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RA, TA and Fellowship advice

Research Assistantships (RA)

Please contact Carol Cooley at 262-1725 as soon as you are told by your Advisor that you have a research assistantship.  She will determine your payroll status and tell you what you need to do to insure that you get a paycheck and health insurance benefits.

****If you decide NOT to RA, please call Carol Cooley immediately.  Don’t wait for your advisor to tell Carol.  Please take responsibility for yourself.****

Teaching Assistantships (TA)

Please contact Carol Cooley at 262-1725 as soon as Sharon Kahn offers you a TAPosition.  She will determine your payroll status and tell you what you need to do to insure that you get a paycheck and health insurance benefits (and any other allowable grad student benefits.) 

****If you decide NOT to TA, please call Sharon Kahn immediately.  A replacement TA must be found for the course immediately.  Don’t wait for anyone else to tell Carol and Sharon.  Please take responsibility for yourself.****

Teaching Assistant (TA) Application Deadlines

To insure consideration for a TA position, your application must be received by:

Fall – April 20^th            Spring – November 20^th           Summer – April 20th

Graduate Fellowship students

Please direct all payroll questions to Matt Mitterko in the Graduate School.  Matt’s phone number is:  262-9597.  His office is in 217 Bascom Hall.

Please direct all benefits questions only to Carol Cooley in Zoology.

Carol’s phone number is 262-1725.  Her office is in 145 Noland Hall.  

________________________________________________________________________

If you have any employment, payroll or benefits questions, please call Carol Cooley and ASK!  There are no dumb questions…especially when they are about your money!!! Benefit elligibility is very time sensitive, so ask questions!

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Important contact information:

1.  Carol Cooley          145 Noland Hall, 262-1725     TA/RA payroll and benefits, & Fellowship benefits

2.  Sharon Kahn         145 Noland Hall, 262-2471     TA assignments

3.  Matt Mitterko         217 Bascom Hall, 262-9597    Fellowship payroll

4.  Joan Ersland          145 Noland Hall, 262-1379     General graduate questions

5.  VACANT              145 Noland Hall     Travel; course, TA & instructor evaluations

6.  Nate Rusch            145 Noland Hall, 890-2412     Accounting & Grant propsals

7.  Peggy Nowicki        145 Noland Hall, 262-1087     Keys, after-hours passes, general dept. questions

8.  Roger Larson         145 Noland Hall, 262-2606     Requistions, Credit Card, and Purchasing

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