Requesting Gift Funds From UW Foundation

Step One – Complete the UW Foundation request form

Complete a UW Foundation Check/ACH Request Form on the WFAA Advancement Resources website.

• After logging in, this is under the Fund Management tab, “Check/ACH Request”.

Step Two – Complete a Gift Deposit Routing Form

Complete a UW Madison Gift Deposit Routing Form.

• Enter “UWF” as the donor, and leave the check number and check date blank.

Step Three – Submit the forms to the Dean/Director/Divisional Business Office for approval

Both the UW Foundation Check/ACH Request Form and the UW Madison Gift Deposit Routing Form are submitted together to the Dean/Director/Divisional Business Office for approval.

If a new 233 project is being requested, the Dean/Director/Divisional Business Office obtains a project number and adds the project number to both forms.

After approval, the Dean/Director/Divisional Business Office submits both forms together to UW Foundation for processing. Forms are submitted via email to the WFAA help desk at help@uwadvancement.org. Please write “Attn: Disbursements” at the top of the email message.

Step Four – UW Foundation prepares and sends disbursement

UW Foundation prepares a disbursement from the UWF fund(s) indicated on the UWF Check/ACH Request Form.

UW Foundation sends the disbursement to UW-Madison Accounting Services via ACH, and provides the Gift Deposit Routing Form to Gift Management.

Step Five – Gift Management routes the disbursement

Based on the information provided on the Gift Deposit Routing Form, Gift Management will record the revenue and corresponding budget onto the 233 project. Gift Management also records a Board of Regents notice on the 233 project which generates a notification email the Principal Investigator and department contacts will receive.

Visit our how-to guide for information if you need to request an expense reimbursement from UW Foundation.