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Establishing an Account

Information about how to establish a grant or research account, including obtaining a VISA procurement card and obtaining a WISDM online accounting ID.

Start-Up Meeting

Upon official award notification, the Office of Grants and Faculty Development will schedule a meeting with you to discuss the terms, conditions, reporting and accounting requirements specific to your grant and funding agency. In attendance will be Bob Roberts (director, Office of Grants and Faculty Development), yourself, co-PIs if there are any, the grants accountant and your program assistant if you desire.

An account will be established, deadlines, regulations and requirements will be discussed, and paperwork will be started for any payroll transactions needed to pay people for the course of the grant.


When you receive an award, you will be assigned a grant accountant who is responsible for overseeing the financial aspects of your account, including final fiscal reporting requirements.

Budget Revisions

If the amount of money awarded differs from the proposed amount, a revised budget will be needed before the account can be created. Please contact the Office of Grants and Faculty Development for assistance in revising your budget, or bring your revisions to the start-up meeting.

Mail Code

A mail code is used to charge postage, printing and copy charges directly to your grant.

To get a mail code, contact Warren Potratz via e-mail with your name, title, beginning and ending dates of your grant, and the department number given to you at the start-up meeting. Warren will provide a mail code assigned to your specific grant. Use this mail code on all your grant mail, and for printing and copying orders.

Back Charges

If your department paid for any postage, printing or copy charges before you received the mail code and you need to move them to your grant account, send a completed TTR form to your grant accountant. The TTR form is available on the University Financial System Forms Web page.

Obtain a VISA Procurement Card

If your grant has a sufficient amount in its budget for supplies, a Visa procurement card can be issued for purchases. You must account for these purchases on a monthly basis, and you will be required to sign an agreement.

To obtain a VISA procurement card for your project, you’ll need to complete paperwork and get the required signatures. More information and the application form can be found on the Purchasing Office website.

UW Oshkosh regulations on the Visa procurement card must be followed.

Obtain a WISDM Online Accounting ID and Password

UW Oshkosh does not provide printed accounting reports. You have direct access to this information from our web-based accounting system, which is updated nightly.

Contact Deb Matulle, controller, for a WISDM user ID and password, (920) 424-3318.

It is your responsibility to review accounting detail for accuracy. If you have questions about an amount, contact your grant accountant immediately.

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by Reinke, Heidi last modified Sep 25, 2014 12:34 PM