Requesting Gift Funds From UW Foundation

Step 1 – Complete the UW Foundation disbursement request form

Complete a UW Foundation Disbursement Request Form on the WFAA Advancement Resources website. After logging in, this is under the Fund Management tab, “Disbursement Request”.

Step 2 – Complete  a Customer Invoice in Workday

Only certain individuals will be responsible for generating customer invoices for fund 233. If you are unsure if you can generate these invoices, please reach out to your Divisional Business Office or our Gifts Management email – giftmgt@bussvc.wisc.edu.

Create invoice manually or via EIB upload:

• Create Customer Invoice for Foundation – UW Madison Specific Job Aid
• Customer Invoice EIB File Template with UW-Madison Specific Guidance
• Listing of Revenue Categories and Sales Items
• Tips for Checking Gift Worktag Balances – Coming soon!

Step 3 – Division of Business Services Gift Management will review and approve invoices

Once the invoice is approved, the amount will appear on the Gift Worktag. Invoices will go through a nightly batch to be automatically emailed to UW Foundation for processing.

Do not print the invoice – this ensures the invoice properly batches and gets sent to UW Foundation. The invoice will automatically print in the batch run after approval and then it can be viewed as a printed invoice.

Step 4 – UW Foundation prepares and sends disbursement

UW Foundation prepares a disbursement from the UWF fund(s) indicated on the UW Foundation Disbursement Request Form. The disbursement is then sent to UW–Madison Accounting Services via ACH.