Payment Notice Form

This form is used when the department knows the vendor will not invoice Accounts Payable for payment.

This form is used when the department knows the vendor will not invoice Accounts Payable for payment.


Download Payment Notice Form

Payment Notice Form Instructions

This form should be completed and sent to Accounts Payable when you know the vendor will not invoice Accounts Payable. This form is typically used when an advance deposit or installment payment is required.

The form should be completed and sent to Accounts Payable at the address indicated on the form.

Attach one copy of any supporting documentation to the form before sending to Accounts Payable.

Make sure to note if there is any special handling required. If no special handling is indicated the check will be sent to the address listed on the original Purchase Order.

Questions regarding this form should be directed to Jennifer Roltgen.

Inter Departmental Billing Form (New FY2011)

Replaces the Interdepartmental Billing and Invoice Transfer Forms. This form is used for a department billing for goods or services it has provided. This form is used for miscellaneous billings.

This form is used for a department billing for goods or services it has provided.


Download the Interdepartmental Billing Form

Inter Departmental Billing Form Instructions

(Last updated: February 8, 2010)

Please take a minute to review the instructions to reduce errors, prevent send backs, and expedite the processing of these forms.

  • Departments may complete an Interdepartmental Billing Form to transfer money for goods and services being billed to another UW-Madison department.
  • Do NOT use this form to:
    • Process honorariums or other overload payments for faculty and staff—payments that should be processed through payroll or involve a 1099 to document income
    • Pay third party student tuition payments.

Steps to complete the form.

  1. Complete the three required fields in the top section of the form.
    • Prepared By
    • Department Name and #
    • Phone #
    • Other billing details, Email Address, Date of Request, Fiscal Year, and Billing Details are optional
  2. Enter the appropriate coding string in the Debit and Credit sections of the form. Note: Only one line for each coding string is necessary unless you wish to see details in WISDM.
    • 6-digit Dept ID
    • 3-digit Fund
    • 1-digit Program
    • Payments involving projects include a 7-digit Project code
    • 4-digit Account code
    • 5-digit Class (Bldg#) — optional
  3. Fill out the rest of the fields in the main body of the form.
    • Amount—form will format number as positive (+) for Debit and negative (-) for Credit
    • Description — displays in WISDM (e.g., Copy Charges for October)
    • Journal Ref — optional
    • Reference # — optional; some departments use for internal reference number
    • Voucher ID — optional
    • Invoice # — optional; some departments choose to attach an invoice and reference the number
  4. The form is formatted to automatically calculate the Total Debits and Total Credits fields.
    • The amount fields are already formatted to display dollar signs, commas, and plus/minus signs so there is no need to enter them.
    • Check to ensure the Total Credits field is a negative (-) number.
  5. If you run out of room, insert more rows.
    • The “Add Debit Row” and “Add Credit Row” buttons are macros and may not function in newer versions of Excel for the PC or Mac.
    • Use Insert>Row options from the menu if the buttons do not work.
  6. Print the form and send a hardcopy to Accounting Services, 21 N. Park, Suite 6101.

Questions regarding this form should be directed to Disbursement Services.

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.


Download Direct Payment Form (xlsm)

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 (vendor) (*see criteria about services below)
  • Company (including LLCs)
  • Institution (Do not use the DP form to pay UW-Madison departments.)
  • 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; reference “Purchasing Policy & Procedure (PPP) #4 – Special Approvals”.
  • Effective January 1, 2010, UW-Madison requires that a completed and signed form W-9 (or W-8BEN-E for Foreign Businesses) be attached to all tax-reportable 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.
  • Additional SFS Account code information is available on our Codes guide.
  • Receipt Requirements are included in each individual Travel policy on our Policies and Procedures page

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 the e-Reimbursement system.
  • Use Purchasing Card guidelines for acceptable and non acceptable purchases.

Printing the Form

There are many versions of Excel on campus. The form has been developed to print on one page. If you are having problems printing, on the Excel tool bar, 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.

Contact

Questions regarding this form should be directed to Juli Beard.