Events – Participant List

Formatted participant list for use with event forms or payment/reimbursment mechanism for meals, refreshments, reception costs where a list of participants is required for payment.

Formatted participant list for use with event forms or payment/reimbursment mechanism for meals, refreshments, reception costs where a list of participants is required for payment.


Download Events – Participant List Form

Events – Meal Payment Form

For use with events that require payment/reimbursement for breakfast, lunch, or dinner meal expenses, including hosting expenses. Please use for all payment mechanisms(e-Reimbursement, PIR, Requisition, Purchasing Card).

Use this form for events that require payment/reimbursement for breakfast, lunch, or dinner meal expenses, including hosting expenses.


Download the Event Meal Payment Form

Department Change Request Form

This form is used to create, delete and/or replace, and change a department's accounting structure by unit, department, and subdepartment. Additions and changes require the name, activities, budget classes, and funding by budget year (formerly UDDS Action Request Form).

This form is used to create, delete and/or replace, and change a department’s accounting structure by unit, department, and subdepartment.


Download Department Change Request Form

Department Change Request Form Instructions

  1. Complete appropriate sections of the form.
  2. Submit form per instructions on the form.

Questions regarding this form should be directed to sfssetup@bussvc.wisc.edu.

Deferred Revenue Jet Upload Template (not used between July 3rd through January 30th)

This template is used to move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year, or to correct revenue transfers accidentally sent to the future fiscal year which relates to current year activities and services rendered. This upload form is available for use between February 1 and June 30.

Download Deferred Revenue Jet Upload Template Form

Template Instructions
(New 05/12/2015)

This Deferred Revenue Jet Template documents and performs the following functions:

This upload is available between February 1 through June 30.

  • To move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year.
  • To correct revenue transfers accidently sent to the future fiscal year which relates to current year activities and services rendered.

Examples of deferred revenue:

  • Receipts received on or before June 30th for fall conferences.
  • Summer session tuition.
  • Prepayment for services and/or activities to be performed in a future fiscal year.
  • Down payments to be returned in a future fiscal year.

Remember:

  • Enter each deferred revenue line based on what county tax code is to be used. Leave the county tax code field blank if the deferred revenue line is not subject to sales tax.
  • Preparer, supervisor and Dean’s Office contact names are required to be entered on the top of the Jet template.
  • Attach supporting documentation to each transaction.
  • Include on the Jet template the following (when applicable):

    -For distributing from a pooled revenue account, the journal ID and bank deposit date related to the original deposit receipt.

    -For a correction, the original journal ID.

Completing the Deferred Revenue Jet Upload Template
Preparer: (required) Enter preparer’s name and date.
Department Supervisor: (required) Enter department supervisor’s name and date.
Dean’s Office: (required) Enter Dean’s Office contact’s name and date.
 Transfer From: Funding, Amount, and Description Fields: Coding (Note: Update Link)
Def. Rev. “D”:

(if applicable)

  • Leave blank if it is deferred revenue transfer;
  • Enter “D” if it is a correction to move the revenue back to current year from future year.
Department: (required) Enter 6-digit Division/Department ID.
Fund: (required) Enter 3-digit Fund ID.
Program: (required) Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R.
Project: Enter 7-digit Project ID.
Act ID: Leave blank.
Account: (required) Enter 4-digit SFS Account Code (should be numeric numbers), 9XXX.
Tax Code:
  • Leave blank if it is deferred revenue transfer;
  • Leave blank if it is a correction to move nontaxable revenue back to current year from future year;
  • Enter a count tax code TXXX if it is a correction to move the taxable revenue back to current year from future year.

 

Amount:
  • Enter a positive amount (debit) for each revenue line being moved to future year;
  • Enter a negative amount (credit) if it is a correction to move the revenue back to current year from future year.
Description(30): (required) Enter the description of the original transaction being moved (max 30 alpha numeric characters).
Bank Deposit Date:

mm/dd/yyyy (10)

Enter the bank deposit date. This is the date US Bank received the receipts. (max 10 alpha numeric characters).
Journal ID(10): When applicable, enter the journal ID of the original transaction being moved (max 10 alpha numeric characters).
Check No.(10): When applicable, enter check number, starts with CKxxx (max 10 alpha numeric characters).
Invoice No. (12): When applicable, enter the invoice number related to this transfer (max 12 alpha numeric characters).
 Transfer To: Funding, Amount, and Description Fields: Coding (Note: Update Link)
Def. Rev. “D”:
  • Enter “D” if revenue is to be moved to future year;
  • Leave blank if it is a correction to move the revenue back to current year from future year.
Department: (required) Enter 6-digit Division/Department ID.
Fund: (required) Enter 3 digit Fund ID.
Program: (required) 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: (required) Enter 4-digit SFS account code (should be numeric numbers), 9XXX.
Tax Code
  • Leave blank if the deferred revenue is not subject to sales tax;
  • Leave blank if it is a correction to move the revenue back to current year;
  • Enter a county tax code TXXX if the deferred revenue is sales tax reportable. Choose the county tax code TXXX related to the county where services occur.
Amount:
  • Enter a negative amount (credit) for the revenue that needs to be moved to future year;
  • Enter a positive amount if it is a correction to move the revenue back to current year from future year.
Description (30): (required) 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):

Enter the bank deposit date. This is the date US Bank received the receipts. (max 10 alpha numeric characters).
Journal ID (10): When applicable, enter the bank deposit account number when the receipt was originally deposited into or journal ID related to this transaction (max 10 alpha numeric characters).
Check No.(10): When applicable, enter the check number starts with CKxxxx. (max 10 alpha numeric characters).
Invoice No. (12): When applicable, enter the invoice No. related to this transfer (max 12 alpha numeric characters).
Total Leave as is; the cell will be automatically added up based on all amounts entered under “Amount”. The “Total” must equal to zero.

Preparer’s, Department supervisor’s and Dean’s Office’s names are required to be entered on the top of the Deferred Revenue Jet Upload Template.

Please email all the supporting documents and the Deferred Revenue Jet Upload Template (excel) Cash Management at Cashmgt@bussvc.wisc.edu, and cc to your supervisor and your Dean’s Office contact person.

Please do not send forms direct to staff for processing.

Deferred Revenue Jet Upload Template (future year)

Questions regarding this should be directed to 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.

Direct Payment Form

Use this form to create a Direct Payment (DP) to individual non-employees who are vendors, companies (including LLCs), institutions, and organizations that provide an invoice.

Use this form to create a Direct Payment (DP) to individual non-employees who are vendors, companies (including LLCs), institutions, and organizations that provide an invoice.


When to use the Direct Payment (DP) Form

Use the Direct Payment (DP) form to make payments when an invoice is provided by the following:

  • Individual non-employee
  • Company (including LLCs)
  • Institution (Do not use the DP form to pay UW-Madison departments or other UW campuses.)
  • Organization

The following criteria must be followed:

  • Submit only one invoice per DP form.
  • Best judgment purchases ($5,000 or less) must comply with the University of Wisconsin-Madison’s purchasing policies and procedures, accounting policies and procedures, and with extramural funding agency restrictions.
  • UW-Madison requires that a completed and signed form W-9 (or W-8BEN-E for Foreign Businesses) be on file in Disbursements for all payments requested on Direct Payments (DP).
  • Non-U.S. Source Income payments are exempt from tax withholding and reporting.  For details on what constitutes Non-U.S. Source Income payments please refer to Federal Tax Withholding under the section on Non-U.S. Source Income. A W-8BEN or W-8BEN-E still must be on file in Disbursements.
  • Additional SFS Account code information is available on our Codes guide.

When not to use the Direct Payment Form

  • Payments to individual non-employees for services, payments to human research subjects and payments on entertainment contracts must be done on the Payment to Individual Report (PIR).
  • Reimbursement for travel and expenses to individuals (employees and non-employees) must be done through e-Reimbursement.
  • Use Purchasing Card guidelines for acceptable and non-acceptable purchases..

ShopUW+ Direct Payment Form Instructions

This form is not to be used to pay UW Students, UW Employees, or Refunds.

Auto-Reject: Please note that this form will auto-reject if you are requesting a DP greater than $5,000 AND you select “Other” as the category for this purchase on the “Questions” tab. You will need to use a Purchase Order – please complete a purchase requisition or use the Non-Conforming PO form (if you have already made a purchase) to have your payment processed – please read the instructions on the Non-Conforming PO form for more information.

Complete all required fields (will be indicated by an asterisk *) and attach the appropriate documentation (invoice, relevant contracts, application forms, registration forms, other supporting documentation, wire transfer form) necessary to process the payment request. DO NOT ATTACH W-8 OR W-9 WITH SOCIAL SECURITY NUMBERS TO THIS FORM. 

Supplier Instructions: If you need to update a supplier currently in ShopUW+ or create a new supplier, you will need to follow the supplier request process for your campus. Please consult the business services website for your campus for further instruction.

Access Direct Payment Form in ShopUW+

Contact

Questions regarding this form should be directed to uwsaproblemsolvers@uwsa.edu

Finding the Direct Payments 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

Deferred Revenue – Future Year Revenue

This form is used to account for revenues in the new fiscal year for receipts received in the current fiscal year when the activities and services are to be performed in the new fiscal year or products are to be delivered in the new fiscal year. Deferred revenue accounting relates to revenue received from external parties’ only; not between UW-Madison Divisions or other University of Wisconsin campuses. Examples include revenue received on or before June 30 for fall conferences, summer session tuition, tickets sales for a future fiscal year, prepayments for products yet to be delivered as of June 30, prepayment for services to be performed in a future fiscal year and down payments to be returned in a future fiscal year. This form is available for use between February 1 and June 30. Please do not use this form for new fiscal year receipts or internal billings.

This form is used to account for revenues in the new fiscal year for receipts received in the current fiscal year when the activities and services are to be performed in the new fiscal year or products are to be delivered in the new fiscal year.


Download Receipt Sales Credit Transfer Form – Future Year (Excel)

Do not use July 3 through January 31.

Form instructions

(Last updated April 10, 2015)

This form is available between February 1 and June 30. The form is used for recording current year revenue received related to future year activity. This form is used for revenue activity related to external customers.

This form is not used for internal billing between UW–Madison Divisions or activity between University of Wisconsin campuses. See Inter Departmental Billing Form.

This form documents and performs the following functions:

  • To account for revenue in the new fiscal year for receipts received in the current fiscal year related to activities and services performed or for products to be delivered in the next fiscal year.
  • To correct revenue transfers recorded in the new fiscal year related to current year activities and services rendered or products delivered.

By or before July 2nd, 2021, all deferred revenue forms must report receipts collected in fiscal year 2021 for fiscal year 2022 activity. These forms must be delivered to Cash Management at Suite 5301, 21 N. Park St. on or before July 2nd, 2021 along with review and approval from the Department and Deans Office and supporting documentation. See deadline dates.

Examples:

  • Receipts received on or before June 30th for fall conferences.
  • Tickets sales received in current fiscal year for a future fiscal year event.
  • Summer session tuition.
  • Prepayments for products yet to be delivered as of June 30.
  • Prepayment for services and/or activities to be performed in a future fiscal year.
  • Down payments to be returned in a future fiscal year.

Remember:

  • Enter each deferred revenue line based on what county tax code is to be used. Leave the county code field blank if the deferred revenue line is not subject to sales tax.
  • Attach supporting documentation to each form.
  • Department and Deans Office signature.
  • Include on form the following (when applicable):
    • For distributing from a pooled revenue account, the journal ID and bank date related to the original deposit.
    • For a correction, the original journal ID.

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

Completing the Deferred Revenue – Future Year Revenue Form
Contact information (person completing form)
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the Department preparing documentation and approving the form.
Dept ID: Enter 6-digit Department ID code.
Date Prepared: Enter date the form is completed (mm/dd/yyyy).
Phone: Enter the preparer’s telephone number (xxx) xxx-xxxx.
E-mail: Enter the preparer’s e-mail address.
Fiscal Year: Enter the new fiscal year.
Reason for the transfer: Enter reason why the revenue is to be moved to the future fiscal year or why revenue is being moved from future fiscal year back to current fiscal year.
 Transfer from: Funding, Amount, and Description Fields: Coding
Def. Rev. “D”:
(if applicable)
Leave blank or enter “D” only if the revenue is being moved from future fiscal year back to current fiscal year.
Dept. Enter 6-digit Division/Department ID.
Fund: Enter 3-digit Fund ID.
Prog: Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R.
Project: Enter 7-digit Project ID.
Act ID: Leave blank
Account: Enter 4-digit SFS account code (numeric numbers starting with 9).
Tax Code Leave as is; the cell will be automatically filled if county tax code name is selected.
County Tax Code Name: Select county tax code name from drop down menu only if the revenue is subject to sales tax and it is being moved back from future fiscal year to the current fiscal year.
Amount: Enter a positive amount (debit) for each revenue line being moved.
Description(30): Enter the description of the original transaction being moved (max 30 alpha numeric characters).   .
Bank Deposit Date
mm/dd/yyyy (10):
Enter the bank deposit date from WISDM under Jrnl Line Ref field. This is the date US Bank received the receipts. (max 10 alpha numeric characters).
Journal ID: Enter the Journal ID of the original transaction being moved (max 10 alpha numeric characters).
Reference No.(10): When applicable, enter internal reference numbers relating to this transaction (max 10 alpha numeric characters).
Invoice No. (12): When applicable, enter the invoice number related to this transfer (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
Def. Rev. “D”: Enter “D” if revenue is to be moved to future year.
Dept: Enter 6-digit Division/Department ID.
Fund: Enter 3 digit Fund ID.
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 (should be numeric numbers), 9XXX.
Tax Code Leave as is; the cell will be automatically filled if county tax code name is selected
County Tax Code Name: Leave blank if the deferred revenue is not subject to sales tax. If deferred revenue is subject to sales tax, use drop down menu to select the county’s name where services occur or products were shipped.
Amount: Enter a negative amount (credit) for each transaction line being moved.
Description (30): Enter the description of the original entry being moved or provide a brief describe which will help you identify this transfer (max 30 alpha numeric characters).
Bank Deposit Date:
mm/dd/yyyy (10):
Enter the bank deposit date from WISDM under Jrnl Line Ref field. This is the date US Bank received the receipts. (max 10 alpha numeric characters).
Journal ID (10): Enter the Journal ID of the original transaction being moved (max 10 alpha numeric characters).
Reference No.(10): When applicable, enter internal reference numbers relating to this transaction (max 10 alpha numeric characters).
Invoice No. (12): When applicable, enter the invoice number related to this transaction (max 12 alpha numeric characters).
Total Transfer 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 total based on all amounts entered under “Gross Revenue”. The “Total per Column” must equal to zero.

Please keep a copy of this form and the supporting documentation in your office. Send originals to Cash Management by one of the following methods:

E-mail with signature to Cash Management at Cashmgt@bussvc.wisc.edu.

Mail with signature to 21 N. Park St., Suite 5301, Madison, WI  53715

Please do not send forms direct to staff for processing.

Questions regarding this form should be directed 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.

Calculating Gross Sales based on Net Sale Information Net Sale Results
Known:
Amount of Net Sale Unknown:
Amount of Gross Sale (Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below)
Calc for Gross Sale
(Net Sale x 1.055)
Gross Sale
Sales Tax “Exception A” Calculation Net Sale Results
Known:
Amount of Net Sale Unknown:
Amount of the Gross Sale (Use for Milwaukee, Ozaukee, and Washington Counties)
Calc for Gross Sale
(Net Sales x 1.060)
Gross Sale
Sales Tax “Exception B” Calculation Net Sale Results
Known:
Amount of Net Sale Unknown:
Amount of Gross Sale (Use for Racine and Waukesha Counties)
Calc for Gross Sale
(Net Sales x 1.051)
Gross Sale
Sales Tax “Exception C” Calculation Net Sale Results
Known:
Amount of Net Sale Unknown:
Amount of Gross Sale (Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan and Winnebago Counties)
Calc for Gross Sale
(Net Sales x 1.050)
Gross Sale

Cost Transfer Request (Non-Salary) Form

Use this form to transfer a previous payment from an incorrect funding source or department to another. 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.

Use this form to transfer a previous payment from an incorrect funding source or department to another.


Download Cost Transfer Request (Non-Salary) Form (xls)

Cost Transfer Request (Non Salary) Instructions

  1. Complete appropriate sections of the form, including the original voucher number, appropriate accounting data, reason for transfer, and appropriate approvals.
  2. Submit form per instructions at bottom of form.

Cost Transfer Request (Non Salary) (FY8): redesign of the old Non Salary Payment Transfer

Non Salary Payment Transfer Form (FY7)

Collections Request Form

Use this form to submit an account to a Collection Agency.

Use this form to submit an account to a Collection Agency.


Download Collections Request (doc)

Instructions

  1. Complete appropriate sections of the form, including deposit coding and expenditure coding.
  2. Submit form with two copies of the original invoice and two copies of any follow-up correspondence and route to the address at the bottom of form.

Questions regarding this form should be directed to Janet Hamm.

Claim Unidentified Deposits Form

This form is used for claiming or excepting funds on the Unidentified Deposit List. Email it as an attached excel form to Cash Management along with supporting documents.

Use this form for claiming or excepting funds on the Unidentified Deposit List.


Instructions on how to claim unidentified deposits

1. Review the Unidentified Deposit List (xlsx).

2. Identify receipt belonging to your department/division.

3. Claim the receipt by completing the Unidentified Deposits: Jet Upload Form along with submitting supporting documentation to claim the receipt. See steps 4 through 6 below.

4. Complete the Unidentified Deposit Jet Upload Form using the Unidentified Deposit List Check issuer’s name and Wire/ACH Originator’s Name, Bank Deposit Date, PO No., Check No. (if applicable), Invoice No., and Journal ID.

  • For each receipt claimed, include the department ID (required), fund (required), program code (required), project (if applicable), account (required), tax code (if applicable), amount, PO number (if applicable) and invoice number (if applicable).
  • On the bottom of the form, enter your name, department name, 6 digit Department ID, phone number, and email.
  • Check reason for receiving funds by checking the type of receipts/processes which apply these checks, wires and/or ACH deposits.

5. Provide supporting documents to claim the receipt. See examples below:

  • Receipt for accounts receivable invoice – copy of invoice(s).
  • Receipt for services/products – information on the type of services/products provided and copy of sales receipt (if available).
  • Receipt of fees – information on the type of fee and copy of sales receipt (if available).
  • Receipt for down payment – information on type of down payment and copy of sales receipt (if available).
  • Receipt for tuition – information on type of tuition and a copy of the tuition invoice(s).
  • Receipt of sponsored project/program – correspondence requesting receipt and/or agreement(s) with the sponsors.
  • Vender Refund related – copy of expenditure transaction in WISDM and if applicable the accounts payable voucher and check number.
  • Purchase Order related – copy of purchase order funding in WISDM.
  • Purchasing Card related – copy of purchasing card transaction in WISDM.
  • Travel Reimbursement – copy of travel expense funding in WISDM.
  • Cash Advance related – copy of Cash Advance in WISDM using the e-Reimbursement instructions on How to Identify the Funding String Applied to an e-Reimbursement Cash Advance (pdf).

6. Send email to Cash Management and cc your Dean’s Office contact along with attaching the Unidentified Deposit Jet Upload Form as an excel file and the supporting documentation.

7. Questions about this procedure, please contact Cash Management.

Note: Your Deans Office/Division Office and Cash Management reserves the right to review and approve your requests to claim this money.