Faculty, Staff and University Employee Resources

The CBE department has a communication team and the College of Engineering has a marketing team. Both teams can work with you on media items to announce and promote your research, grants and awards, or other notable events pertaining to your work on campus.  If you have items to share, please send details to both CBE Communications Specialists Claire Massey and Susann Ely, and CoE External Relations Specialist Jason Daley.

If you have questions about the CBE website, please send them to Claire Massey or Susann Ely.

Research Websites

To create a website for a research lab or facility, you have a couple of options:

• WiscWeb allows you to focus on your content without keeping up with code and database updates.  To request a new WiscWeb site, visit the DoIT WiscWeb page.
• DoIT offers a paid option to create more application-centric websites with basic HTML or PHP scripting web hosting.  Visit DoIT’s web hosting page for more information.
• Another paid option for shared, scalable virtual and physical server hosting, check out DoIT’s Campus Cloud Infrastructure (CCI).

Please contact the CAE Helpdesk with questions.

Social Media

CBE has accounts on the following platforms: LinkedIn, Facebook  and Instagram. We also occasionally post content for CBE on CoE’s Instagram profile. If you are active on social media, please follow us and tag us in your posts!

Conference Rooms

CBE manages four conference rooms in Engineering Hall, Rooms 1119, 2024, and 4630. These rooms can be reserved from 8:30 am to 5:00 pm Monday-Friday. We also have an Owl camera which provides 360 camera view for video conferences. Note that room 2024 is reserved primarily for the faculty.

Conferences rooms in Engineering Hall and across campus can be reserved through the EMS System. Please login with your NetId and password > Select ‘Create a Reservation’ >  Select ‘Request Engr Meeting Space’ > Complete all necessary information (date, time, room, faculty member associated with the request). A confirmation email will be sent to you upon request approval. If you have questions regarding booking a conference room or if you’re looking to book a room in less than 24 hours, please contact Claire Massey or Susann Ely.

If you are a reserving a room for a student meeting, please reserve it through the Wisconsin Union. Please refer to this link for more information.

Classrooms

Curricular Services controls all classrooms.  Reservations for open engineering classrooms can be made here.  For questions please email: classroom@engr.wisc.edu

Keys & Building Access

Building Keys: All faculty, staff and applicable students can complete the key request form through Key Lime. Once requests are approved, keys can be picked up in CBE’s main office (EH 2018). If you have additional questions regarding physical keys, please contact Claire Massey or Kelly Moran.

Building Access: All faculty, staff and students associated with Engineering automatically have building access though your Wiscard. Students must be actively enrolled in the current semester’s engineering courses to be granted building access. Building access activation may take up to 48 hours after course enrollment or after a new Wiscard has been issued. More information can be found here.

Area Access: Faculty, staff and applicable students seeking card access to a specific area within Engineering Hall can use Key Lime to request access. If you have additional questions regarding area access, please contact Claire Massey or Kelly Moran.

Safety

Protocols, service and training are available through UW Environment, Health & Safety. All PIs are responsible for updating lab safety signs outside their labs each year. Any student, faculty, or staff wishing to have access to the chemical room must first complete the chemical safety training that is offered by the UW Safety Department. If you have any questions regarding safety you can contact Tom Kohn, College of Engineering Director for Safety.

Teaching Supplies

The department keeps a supply closet (EH 2027) of often-used supplies, paper, post-it notes, pens, paperclips and more.  The supply closet will remain unlocked during business hours.  If you are unable to find what you need or if you’re looking for whiteboard markers, please see Claire Massey in the CBE main office (EH 2018).

Maintenance

All requests should be sent to Steven Schumacher.  Please describe your maintenance issue and room number.  In the event of an emergency. please call Facilities Planning & Management at 263.3333.

Parking

Parking is managed by Transportation Services.  To request a parking pass, please visit Transportation Service website.

Business Cards

You can place a business card order though DoIT. Complete an order request online. You’ll need the following information: Name, Title, Address, Phone, Email, Office Number, and any additional information you may want to be included such as website, etc. If you need further help and instruction, check out the Business Card article on KnowledgeBase for step-by-step instructions.

New Hires

Hello and welcome to the Department of Chemical and Biological Engineering, otherwise known as CBE! We recommend signing up for New Employee Orientation to learn more about UW-Madison and get an introduction to available tools and resources as well as connect with fellow new employees across campus. We also recommend checking out a couple other resources for new employees:

• Watch the Chancellor’s Welcome for a fun welcome from Chancellor Jennifer Mnookin and resources for new employees.
• Read the Welcome from the Dean of the College of Engineering, learn more about the College of Engineering, and check out resources for new employees.

I-9 (Employment Verification) 

The I-9 must legally be completed within 3 days of an employee’s start date. This is mandated by the Federal Government-Immigration Services. If the I-9 is not completed within 3 days of the hire, the position must be terminated. New employees should have received an email about filling out the form online. If not, please reach out to Stephanie Petsch.

Payroll

Please fill out your W4 and Self-identification and Direct Deposit forms online through MyUW. You can find the latest pay schedule here.

Benefit Enrollment 

New employees must enroll in benefits within 30 days of their start date. You may enroll is some benefits at other times if you have a qualifying life event. New employees can go to the New Employees Benefits Enrollment page for more information. We also recommend attending the Benefits 101 Workshop through the Campus Benefits Office to learn more about your benefit options and requirements.

For more information on benefits, WRS, payroll forms, and general employee information, go to the UW Human Resources website.

Directory Profile

To create or update your directory profile, visit the CBE People page, scroll to the bottom, and click Create New Profile. All profiles should include a recent headshot and faculty should include research interests, courses, affiliations and a lab website button (if applicable).  If you need assistance creating a new staff or faculty profile, please email Susann Ely with your request, and include your NetID.

Lab and Phone Assignment for Professors

Professors will be notified regarding phone lines once an office is assigned. This usually occurs approximately one month prior to the professor’s arrival.  Offices will have one phone line, which is paid for by the department.  The Professor will also be notified once a lab has been assigned.  This will occur either just prior to their arrival or shortly after.  In most cases, landlines are not installed in the labs as students commonly use their personal cell phones.  If requested, the department would pay for one phone line to be installed in the lab.

Leave

There are various different types of leave. For more information, check out Human Resource’s Paid Leave page. To report your leave, submit your leave online through MyUW.

Parking & Bus Passes

Parking on the UW-Madison campus is limited. Parking permits are available but we also encourage and support employees who an choose an active and/or multimodal commute. Transportation Services operates a Commuter Solutions program with custom route planning, Flex pay-per-use parking, Emergency Ride Home vouchers, and discounts on bikesharing and carsharing. Thousands of employees also ride Madison Metro Transit to campus. UW employees can purchase a subsidized employee bus pass from Transportation Services.

Please visit Transportation Service’s New Employee page for more information about applying for a parking pass, buss pass and more.

Additional Resource

• SHIP Insurance is required for all international students, unless they have a waiver.
• GLACIER helps determine tax residency, withholding rates, and income tax treaty eligibility for non-resident aliens.
• International Faculty and Staff Services for visa questions.
• International Student Services for visa questions.
• Winters can be cold in Wisconsin, especially if you’re not prepared. For more information about what you can expect during the different seasons in Wisconsin, go to The Four Seasons in Madison website.

Useful Links

• Graduate Student Off-campus Internship/Work Form
• Salary Structure and Ranges
• Salary and Fringe Benefits Calculations for Unclassified Staff

Still have questions?

If you still have questions about benefits and payroll, please reach out to Stephanie Petsch or talk to your supervisor.

Canvas

Canvas is a web-based learning platform for course collaboration, feedback and grading. Faculty and TAs should have access to the system.

Course Evaluations

Course Evaluations are done online using a web-based tool called AEFIS. Survey announcements are sent to faculty and staff via email for the final course and instructor evaluations.  All courses use a common survey for end-of-semester evaluations.  If you have questions, contact Andrew Greenburg.  For instructions on how to access AEFIS you can go here.

Admissions

Admissions questions should be directed to student services. Applications for graduate admissions is managed through the UW Graduate School. The admissions recommendation is made by the CBE GRAF committee.  The UW Graduate School will make the final decision and notify students. Prospective students with questions about the admissions process can reach out to gradrecruit@che.wisc.edu, which is managed by Kate Fanis.

The Department of Chemical and Biological Engineering does not consider applications for a terminal M.S. degree. The department admits only to the Ph.D. program. For more information, please visit Graduate Guide – CBE Graduate Programs.

The UW is tax exempt.  All purchases should not include tax and should be made in compliance with university guidelines. To view and/or print the tax exempt form click here. If you need to make a purchase, use the CBE Purchasing Flow Chart to help you determine how to make a purchase. Note that purchases over $5,000 are made and authorized only by UW purchasing agents and require a purchase requisition. This process can take multiple weeks to complete the payment, so plan accordingly.

Purchases under $5,000 can be made by faculty and staff within the department, using the following:

• ShopUW+ is the university’s e-commerce site that allows faculty and employees to easily compare prices, purchase tax-free, and return items available from contracted vendors, including Grainger, Staples, and VWR. Purchases on the site require an account (NetID).  For step-by-step instructions on purchasing through ShopUW+, check out the CBE ShopUW+ Guide.
• Engineering software may be available to download through Computer-Aided Engineering (CAE).

If items are not available from any of the above resources, reach out to cbe-purch-trvl@che.wisc.edu for assistance.

UPS Shipping

The CBE department has a UPS shipping account that provides a great discount for shipping domestically and internationally. To ship a package, fill out the Shipping Request form, attach it to your package, and then drop it off in the Stock Room from 2:30-4:30pm. If you cannot make it to the Stock Room when it’s open to drop of your package, you can drop off your package at the main office (EH 2018) with Claire Massey.

If you have an international order, you’ll need an additional document that get’s attached to your package. Please visit Claire Massey in the main CBE office (EH 2018) for help with this or if you have any questions. For the shipping form, you will need the following information:

• Ship To and From addresses
• Weight of shipment – if unknown, use the scale in the copy room (EH 2027)
• Size of package
• Funding information
• Description of items being shipped
• Value of items being shipped

The university has important regulations that must be followed in order to purchase or be reimbursed for travel. It is the traveler’s responsibility to understand and comply with UW travel and reimbursement policies and procedures.

Please refer to the CBE Travel Expenses Reimbursement Guide for travel expenses and reimbursement procedures, including steps and procedures for booking travel accommodations, information about what receipts to save during your trip, submitting receipts and reimbursements.

Here are some common FAQs and need to know information

• Travelers must be an authorized driver to claim mileage or parking, rent a car, or drive a university fleet car.  The process of becoming an authorized driver can be found here.  Note: When asked for “Supervisor” on the application, please list the Department Administrator, Michael Morris.
• All UW employees’ and visitors’ airfare must be booked through Travel, Inc and Concur.
• All lodging must be reserved through:
  • The Concur online system,
  • an agent at Travel, Inc.,
  • the lodging facility, directly, or
  • AirBnB.
• Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited.
• The University follows the federal meal and lodging per diems. A lodging and meal allowance calculator is available for travelers to determine per diems by location.  This may be used before travel to plan or after travel for reimbursement.

Reimbursement

Please note, there is a 90 Day submission deadline for all reimbursement reports. The 90 Day mark starts from the last date of travel on the expense report.  A one time exception may be granted if over the 90 days and you will be charged a 30% tax.

Travel and expense reimbursement is submitted by employees through the UW Reimbursement system. Please refer to the CBE Reimbursement Guide for step-by-step instructions. All receipts should be uploaded into the Expense Reimbursement system. If traveler is a student, the PI for the funding to be charged will be sent a copy of the reimbursement report for final approval, before the department approves, to verify the amount charged and the funding.

Hosting meals for others requires an itemized receipt, attendee list and business purpose. There are additional forms required for paying for or reimbursing hosted meal expenses. See the UW policy BEFORE you host a meal to learn about reimbursement requests.

If you have specific questions about policies or procedures contact Kimberly Farley. If you have specific questions for graduate student recruitment reimbursements, please contact Kate Fanis.

All proposals, contracts, and agreements need to be routed through appropriate university channels to ensure compliance with Federal, State and UW regulations. The internal system to route proposals, contracts, and agreements within the UW is called RAMP (Research Administration Management Portal).  You should work with your Research Administrator on proposal submissions for assistance with proposal documents, submission process and assistance with electronic routing.

• Log into RAMP using your NetID and password.
• UW Research and Sponsored Programs (RSP) has final signature authority on all extramural support. Contact your Research Administrator for details.
• Prior to project submission, your OAR (Outside Activities Report) and your COI (Conflict of Interest) training should be done. This can be done at the following website OAR and COI.
• All proposals should be finalized and submitted to the Dean’s Office by 8:00 AM two days prior to the sponsor deadline. This allows time to review the full proposal for errors and make any corrections or adjustments that might be needed.  The full COE policy is available for your review.

Feel free to check out some other tools and resources available to you:

• RAMP: is our web-based system used for electronic grants.gov submissions to federal agencies that require SF-424 documents for the submission process (e.g. NIH, DOD, CDC, USDA, etc.).
• Research.gov:  is the web-based system used for electronic NSF submissions.
• MyNCBI/SciENcv:  is the web-based system used to prepare and certify your biosketch and current and pending documents for proposal submissions.
• WISER:  is our online monitoring tool used to view your project/award balances and spending.

For additional questions regarding Research Administration, please contact Kimberly Farley.

As a PI you have primary responsibility of award management, including:

• Agreeing to all terms and conditions for all projects.
• Assuring appropriateness and allowability of invoices and expenditures.
• Managing expenditures to not exceed available balance.
• Reviewing and signing effort reports.
• Preparing technical reports and providing deliverables as required.
• Reviewing Interim Financial reports.

The UW tool used to monitor spending and balances on your funded projects and accounts is called WISER (University of Wisconsin System Enterprise Reporting).

1. Log into WISER, using your NetID and password.
2. Under the Main Menu in the Projects find the Find Awards/Projects search feature.
3. It is generally best to search by the PI/Co-Inv Name field. This will give you a complete list of all accounts on which you are named as PI or Co-PI.  Once you start typing your name, a drop-down list of names will appear, and then select the correct name.
   • You can also search for a specific award using the Award ID, Project ID or the Quick Search at the top.
4. The first three numbers are the fund numbers, this will indicate where the funding comes from; 144 (Federal research), 133 (other sponsored research), 135 (Graduate School) and 233 (discretionary/donation). These are the most common.

Additional training on how to use WISER can be found at the SFS Reporting site  or at the RSP WISER User Reference site. For all staff and students, ensure completion of the on-line Compliance Agreement to ensure compliance of the Bayh-Dole Act.

More specific details regarding award management, award closeout, and links to electronic tools can be found on the Research and Sponsored Programs website. For additional questions regarding Grant Management, please contact Kimberly Farley..