Accounting Form

Year End Roll Forward Adjustment Request

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UW-Madison FY19 Year End Roll Forward Adjustment Request

Period 998 adjustment transactions are used to move SFS cash balances to the proper funding string for the new fiscal year operations.

A journal entry, with a JR998 journal mask, is created to record this type of transaction. This entry will be posted in early August and creates your beginning balance in WISER.

Download the 998 Department Adjustment Request FY19 (xls)

Instructions

Complete all required fields

  • Requesting Department
  • Contact name and phone #
  • Roll From Coding: Fund, Project, Department ID or Range
  • Roll To Coding: Fund, Project, Department ID
  • Special Instructions

Enter the appropriate coding string

  • 3-digit Fund
  • 7-digit Project
  • 6-digit Department ID
  • Funds can only be requested from the funds listed to a different department or project at year end:
  • Funds – 127, 128, 130, 134, 136, 140, 141, 143, 147, 151, 166, 533

Send in the form

Follow the Year End Accounting instructions.

 

 

 

 

Business Associate Agreement Form

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A document to be used with a person or entity not affiliated with UW-Madison that performs or assists in performing, for or on behalf of any unit in the UW-Madison Health Care Component, business support functions/services that involve the use of Protected Health Information.

A document to be used with a person or entity not affiliated with UW-Madison that performs or assists in performing, for or on behalf of any unit in the UW-Madison Health Care Component, business support functions/services that involve the use of Protected Health Information.

A health care provider that assists in providing treatment to patients is NOT considered a Business Associate.

For more information on HIPAA and for the most current Business Associate Agreement templates, please refer to the Office of Compliance HIPAA Privacy and Security Policies & Forms page.

Payment to Individual Report

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The Payment to Individual Report (PIR) is used to request all payments to individual non-employees.

Use this form to request all payments to individual non-employees.

When to use the Payment to Individual Report (PIR) Form

Payments to individuals are typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.

The Payment to Individual Report form is used to request payments to individuals except salaries, employee reimbursements and payment to sub-contractors when an employee/employer relationship does not exist.

The following are acceptable uses for this form:

  • Prizes and Awards (Note: payments related to a person’s employment with the university should be made through payroll)
  • Research Subjects

You are strongly encouraged to submit a purchase requisition and use a PO for services. PIRs over $5,000 may be reviewed by Purchasing.

The following criteria must be followed:

  • Submit only one payment per PIR form.
  • UW–Madison requires a completed and signed form W-9 or W-8BEN be on file in Disbursements for all payments.
  • Non-U.S. Source Income payments are exempt from tax withholding and reporting. Details on what constitutes Non-U.S. Source Income payments can be found on the Federal Tax Withholding webpage under the section on Non-U.S. Source Income. A W-8BEN must be on file in Disbursements.
  • Review Non-Resident Alien Required Documents (PDF) to ensure all appropriate documents are included with PIR. (Sensitive documents will be removed after department approvals have been completed.)
  • Please complete the Non-Resident Alien Payment Worksheet (Excel) to determine withholding amount, if any, and attach a copy to the PIR.

Access PIR Form in ShopUW+

Questions regarding this form should be e-mailed to uwsaproblemsolvers@uwsa.edu

Finding the Payment to Individual Report Form in ShopUW+

  1. After you Login, Click on “Shop” on the left-hand side.
  2. Next, click on “Shopping” in the fly-out menu
  3. Click “View Favorites.” You will see all the forms you have access to in ShopUW+. If you need access to a form that is not listed please contact, uwsaproblemsolvers@uwsa.edu

Screenshot of ShopUW+ Forms

Salary Cost Transfer SFS

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This form is used to change the funding source distribution of salary charges already posted to SFS. Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead.

This form is used to change the funding source distribution of salary charges already posted to SFS.

Download Salary Cost Transfer SFS form

Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead. The tool is a web-based form and routing system that will be used to process both non-salary and salary cost transfers.

For transfers involving sponsored projects (fund 144 or 133), there is an additional work flow approval in Research and Sponsored Programs.
Cost Transfer Workflow Tool (requires NetID Login)|

Receipt/Sales Credit Transfer Form

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This form is used to distribute current year deposited receipts and sales credits to multiple lines of coding and/or for recording taxable sales. (Use this form with Department Deposit and TBA Deposit Account procedures.) Note: All revenue transfers using account code 9050 and 9051 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.

This form is used to distribute current and previous year deposited receipts and sales credits to multiple lines of coding and/or funding strings.

Download Receipt/Sales Credit Transfer Form (Excel)

Receipt/Sales Credit Transfer Form Instructions

This form is used to distribute current and previous year deposited receipts and sales credits to multiple lines of coding and/or funding strings. This form requires Departments and Dean’s Office signatures. Cash Management will collect the other signatures when they are needed.

The purpose of this form is:

  1. To distribute previously deposited receipts from a revenue clearing account to multiple lines of coding and/or department funding strings
  2. To record sales tax by county related to each sale
  3. To correct revenue entries previously recorded in error

Remember:

  • All transfers require department and Dean’s Office signatures.
  • All transfers need to attach documentation to support the transfer journal.
  • For distributing from pooled revenue account, the original receipt journal ID needs to be provided.
  • For recording sales tax, time period of the sales receipts need to be provided.
  • For correcting error previously made, the original wrong journal ID needs to be provided.
  • All transfers involving Funds 133 & 144, Cash Management will work with RSP for reviewing and approval.
  • All transfers involving fund 233, Cash Management will work with Gift Management for reviewing and approval.
  • All transfers involving fund 150, Cash Management will forwarded it to Madison Budget Office at mbo@vc.wisc.edu for processing.
  • All transfers involving account code 46xx, Cash Management will work with Property Control accounting team for reviewing and approval.
  • All transfers involving account code 1xxx are not allowable.
  • All transfers involving partial amounts to be subject to sales tax will require separate lines for the amount tax exempt and the taxable amount per county tax code.
  • Enter each revenue line based on what county tax code is to be used. Leave the county code field blank if the revenue line is not subject to sales tax.

Note: After completing each field of information, use the Tab key to move to the next field of information.

Completing the Receipt/Sales Credit Transfer Form
Contact Information (person completing form)
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the Department making deposit.
Dept. ID: Enter 6-digit department identification code.
Date Prepared: Enter date form is completed on (mm/dd/yyyy).
Phone No.: Enter the preparer’s telephone number (xxx) xxx-xxxx.
E-mail: Enter the preparer’s e-mail address.
Fiscal Year: Enter the current fiscal year.
Reason for the transfer: Enter reason for transfer.
Transfer From: Funding, Amount, and Description Fields: Coding
Dept.: Enter 6-digit Division/Department ID.
Fund: Enter 3-digit Fund Code.
Prog.: Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R.
Project: Enter 7-digit Project Code.
Act ID: Leave blank.
Account: Enter 4-digit SFS Account Code (numeric numbers), 9xxx.
Tax Code Leave blank.
County Tax Code Name: Leave blank. Select county’s name from scroll down menu only if the deposit was subject to sales tax in error previously.
Amount: Enter a positive amount (debit) for revenue clearing amount, or revenue amount being moved and include the county tax code only if the original revenue was subject to sales tax, or revenue amount being recorded in error previously.
Description (30): Enter description of the original entry being moved or provide a brief description which will help you identify this transfer (max 30 alpha characters).
Bank Deposit Date mm/dd/yyyy(10): When applicable, enter the bank deposit date from WISER under “Jrnl Line Ref.”  field. This is the date that US Bank received the receipts. (max 10 alpha numeric characters).
PO# or Journal ID or Bank Dpst Acct (10): When applicable, enter PO # if the deposit is PO related vendor refund, or a journal ID related to the transaction, or the last 4 digits of the bank account number per original deposit received by US Bank (max 10 alpha numeric characters).
Check No. or Reference No. (10): When applicable, enter the check number which starts with CKxxxx or reference number in WISER which related to the original transaction.   (max 10 alpha numeric characters).
Invoice No. or Voucher ID  (12): When applicable, enter the invoice No. or voucher ID related to this original transaction.  (max 12 alpha numeric characters).
Total Deposit: Leave as is; the cell will be automatically filled based on amounts entered above.
Transfer To: Funding, Amount, and Description Fields: Coding
Dept.: Enter 6-digit Division/Department ID.
Fund: Enter 3-digit Fund Code.
Prog.: Enter 1-digit Program Code such as 0,1,2,3,4,6,8,9,F,R.
Project: Enter 7-digit Project Code.
Act ID: Leave blank.
Account: Enter 4-digit SFS account code (numeric numbers), 9xxx.
Tax Code Leave blank.
County Tax Code Name: Leave blank if a deposit is not subject to sales tax. If it is tax reportable, select county’s name from scroll down menu where the transaction was occurred.
Amount: Enter a negative amount (or credit) for revenue amount recording sales tax by county or for each transaction being redistributed to correct lines of coding/department funding strings.
Description (30): Enter the description of the original entry being moved or provide a brief description which will help you identify this transfer (max 30 alpha numeric characters).
Bank Deposit Date mm/dd/yyyy(10): When applicable, enter bank deposit date from WISER under “Jrnl Line Ref” field. This is the date that US Bank received the receipts. (Max 10 alpha numeric characters).
PO#  or Journal ID or Bank Dpst Acct (10): When applicable, enter PO # if the transaction is a refund related to the PO, or the bank account number per original deposit received by US Bank or a journal ID related to the transaction (max 10 alpha numeric characters).
Check No. or Reference No. (10): When applicable, enter the check number starts with CKxxxx or reference number in WISER which related to the transfer (max 10 alpha numeric characters).
Invoice No. or Voucher ID  (12): When applicable, enter the invoice No. or voucher ID related to the transfer (max 12 alpha numeric characters).
Total Transferred Amount Leave as is; the cell will be automatically filled based on amounts entered above.
Total per Column Leave as is; the cell will be automatically filled based on total deposits plus total transferred amount. Total per column must equal to zero.

Please keep a copy of this form in your office and send us a copy to Cash Management by one of the following methods:

  • Email with signature to Cash Management at CashMgt@bussvc.wisc.edu
  • Mail with signature to 21 N. Park St. Suite 5301, Madison, WI 53715-1218

Please do not send forms directly to staff for processing.

Send questions regarding this form to Cash Management at CashMgt@bussvc.wisc.edu.

Note: There are many versions of Excel on campus. The forms have been developed to print on one page. If you are having problems printing, on the Excel toolbar, select File, then Page Set Up. This will open a dialog box for you to select “Fit to 1 page.” If this solution does not work, please contact your IT support person for further assistance.