Accounting Form

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.

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.
2. Identify receipt belonging to your department/division.
3. Claim the receipt by completing the Unidentified Deposits: Jet Upload Form (Excel) 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 WISER and if applicable the accounts payable voucher and check number.
   • Purchase Order related – copy of purchase order funding in WISER.
   • Purchasing Card related – copy of purchasing card transaction in WISER.
   • Travel Reimbursement – copy of travel expense funding in WISER.
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. Please contact Cash Management if you have any questions.

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

Dean’s Office/Departments/PI’s having Custodian Fund or Contingent bank accounts complete this form to have access to their bank account website. The bank account site will give the capability of balance inquiry, stop payments, and monthly bank statements.

Download Bank Account Website Access (Excel Doc)

Send signed, electronic copies to cashmgt@bussvc.wisc.edu.

Send any reactivation and password request to cashmgt@bussvc.wisc.edu.

This form is used when campus departments need to bill an entity outside of the University for services or product.

Download Accounts Receivable Invoice Form (Excel)

Form instructions

Based on the State statutes, all accounts receivable receipts received from customers belong to the University of Wisconsin-Madison. These payments may not be deposited with the University of Wisconsin Foundation or to an individual’s private bank account. It may not be deposited directly into the University’s imprest accounts, including petty cash accounts and Custodian Fund checking accounts; nor may it be used to make direct purchases of supplies. State statutes require receipts to be deposited at least once a week into a UW-Madison deposit bank account only.

If your Department has adequate separation of duties between the staff person entering accounts receivable payments and the staff person making the deposits, then please check with your Dean’s/Divisional Office for approval to collect receipts direct from your customers and to make your own deposits. Remember to make all deposits daily or at least once a week. Once approved by your Dean’s Office, follow the procedures at UW-3029 Revenue Accounting under “How can I set up a deposit procedure for our department?” (Section III).

If your Department is considering using Accounting Services as the collection point for your customer invoice deposits, please follow the procedure below:

• Review options with your Dean’s/Divisional Office and Cash Management before using Cash Management as a collection point for your customer Accounts Receivable invoices.
• Make sure your Dean’s/Divisional Office and Cash Management have approved your department for using Cash Management as a collection point for your customer Accounts Receivable invoices.
• Make sure your customers send their payments directly to Cash Management, Suite 5301, 21 N. Park Street for deposit.
• Use the Cash Management Accounts Receivable Invoice template and make sure Cash Management approves your final design and coding structure.

Things to remember

• Check with your Dean’s/Divisional Office and Department to receive information on internal policies and procedures related to revenue collections.
• Your Department is responsible for follow-up and collection on all unpaid invoices from your customers.
• Request payments to be submitted in US dollars (foreign currency payments are not accepted).
• If using Cash Management as the collection point for your customer payments, please make sure the customer sends the payment directly to Cash Management at 21 N. Park Street, Suite 5301. If customer sends payments back to your address, then either request a Bank Deposit Slip Order Form from Cash Management to make your own bank deposits or submit checks on a Receipt/Sales Credit Transfer Form.
• If your customers would like to pay online, please see UW-Madison CASHNet to set up a web application.
• If your customer is asking to make payments by Wire/ACH, instruct them to include your Department ID and Invoice number in the Wire/ACH reference/memo field (field is 25 characters long). See “Incoming Wire Form” for instructions on notifying Cash Management and requesting bank information. Use the memo field on the bottom of the incoming wire form to request bank information for routing and bank account number to inform your customer where to send payments electronically. Please do not put this information on the invoice.
• Any revenue deposits involving Funds 133, 144, or 182, which do not use account code 9050, 9051, 9060, 9061, and 9062, please submitted to Research and Sponsored Programs at 21 N. Park Street, Suite 6401, Madison, WI  53715.
• Any revenue deposits involving Funds 233 which do not use account code 9050, 9051, 9060, 9061, and 9062, please submit to Accounting Services at 21 N. Park Street, Suite 5301, Madison, WI 53715.
• All deposits using account code 9050 through 9062 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.
• All deposits involving Fund 161 require detail backup and must be submitted directly to University of Wisconsin System Trust Funds, 780 Regent Street, Madison, WI 53715; ATTN Trust Funds.

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

Please keep a copy of this form in your office and send the original form to the Cash Management, 21 N. Park Street, Suite 5301. Please review WISDM daily to determine if customers have submitted payment.  Payments will be posted to WISDM using financial coding provided on invoice, invoice number will be in the description field and the check number will be in the reference field. Accounting Services will return paid invoices by campus mail to those who have submitted invoice forms to Accounting Services before receipt of customer payments.

Questions regarding this form should be directed to Cash Management.

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.

Sales Tax “Exception C” Calculation
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Related documents

• How To Make Expenditures from UW Foundation Accounts
• Incoming Department Wire/ACH Form Instructions
• UW-3029: Revenue Accounting