Bursar's Office

Use this form to submit an enrollment deposit or forfeiture to the Bursar’s Office for posting to a student’s account in the Student Information System (SIS).

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This form is specific to the Evening MBA program.

Download the Evening MBA Deposit Form (Excel)

Instructions

1. On the form, select the transaction type: Deposit or Forfeiture of Deposit. A separate form for each type of transaction is required.
2. Enter Term Code.
3. Complete Campus ID, Name, and Amount.
4. Save the form to a folder on your computer. You may assign any file name desired.
5. Upload the form to the Bursar’s Office Secure Website.

Use this form to submit an enrollment deposit or forfeiture to the Bursar’s Office for posting to a student’s account in the Student Information System (SIS). 

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This form is specific to the Business School MBA program.

Download the Business School MBA Deposit Form (Excel)

Instructions

1. On the form, select the transaction type: Deposit or Forfeiture of Deposit. A separate form for each type of transaction is required.
2. Enter Term Code.
3. Complete Campus ID, Name, and Amount.
4. Save the form to a folder on your computer. You may assign any file name desired.
5. Upload the form to the Bursar’s Office Secure Website.

Departments can use this form to submit a tuition remission.

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Choose the correct form, based on the type of remission.

Graduate Assistant Remissions	Other Remissions
Graduate Assistants: Teaching Assistants, Program/Project Assistants, Lecturer Student Assistants (RA, TA, PA and LSA), Fellowships; WDFL, Foreign Language and Area Studies (FLAS) and Advancement Opportunity Fellowship (AOF) and Staff	Includes: Athletics, Chancellor’s, Mercile J Lee, Law School, Regents, Military, Powers Knapp, Social Security Disability Income (SSDI), and Midwest Poultry
Graduate Assistant Remission Form Instructions Download the Graduate Assistants Tuition Remission Form (Excel – .xlsx) Complete a separate form for each term. Do not mix terms. For “Department Name” list the name of the department authorizing the remission. For “Contact Person’s Name,” “Phone Number,” and “Email,” list who should be contacted for any questions pertaining to the authorization form submitted. The “Term Code” to be used correlates to the term the remission is for as defined on the Term Code List. For “Student name”, the name you enter on the form should match the student’s name in SIS. Enter the Campus ID for each student.  The campus ID is required our automated process, as a result, forms having an id other than campus id will not be processed and will result in a delay in adding the remission to the student’s account.  (Do not submit the student’s SSN (National ID), SIS Empl ID or Payroll Empl ID) For “Type of Appointment”, select the appointment code from the drop-down box, or type one of the valid appointment codes. For “Remission Action” select the appropriate remission action of ADD or REMOVE.  (You can copy and paste if needed.) Please submit a separate file for additions and removals. When removing the remissions, it is the department’s responsibility to notify a student that their remission has been canceled and that they are now responsible for paying their tuition and fees. To add a remission that was not on the original remission form: Send a separate form containing new names only. When you name this file, follow the instructions in 11 below To change a remission that was on the original remission form: Send a separate remission form to first remove the incorrect remission authorization.  Then send a second remission form to submit the corrected information. Save a copy of the remission authorization form on your local drive. When deciding on a name for the form, make reference to your department in the file name.	Other Remissions Form Instructions Download the Other Remission Form (Excel – .xlsx) Complete a separate form for each term. Do not mix terms. For “Department Name” list the name of the department authorizing the remission. For “Contact Person’s Name,” “Phone Number,” and “Email,” list who should be contacted for any questions pertaining to the authorization form submitted. The “Term Code” to be used correlates to the term the remission is for as defined on the Term Code List. For “Student name”, the name you enter on the form should match the student’s name in SIS. For “Campus ID, SIS Empl ID –or- SSN (National ID),” one of the three identifiers needs to be entered for each student. DO NOT USE PAYROLL EMPL ID. For “Type of Appointment”, follow instructions on the form. For “UDDS”, include the Department’s UDDS number. To remove/cancel a student’s remission: It is the department’s responsibility to notify a student that their remission has been canceled and that they are now responsible for paying their tuition and fees. Use the appropriate authorization form and indicate the correct term code to cancel a student remission. Do not mix authorizations with cancellations on the same form; submit a separate form for cancellations only, indicating in the blank “enter special instructions and comments” box at the top of the form that you wish to have the remission canceled. Complete the form for cancellations using the same instructions in 1-7 above. To add a remission that was not on the original remission form: Send a separate form containing new names only. When you name this file, follow the instructions in 12 below. To change a remission that was on the original remission form: Send a separate remission form with instructions in the “enter special instructions and comments” box indicating what change needs to be made. Save a copy of the remission authorization form on your local drive. When deciding on a name for the form, make reference to your department in the file name.

How to upload these forms

1. Use the Bursar’s Office Secure Website
2. Login with your NetID.
3. Add the name of your department in the first entry box.
4. Select the type of form you are submitting.
5. Attach the file.
6. Select “Upload File.”

The Bursar’s Office will receive notification once your upload is complete, and you will receive an email with the upload information. If you’re contacting our office regarding an upload file please reference the file ID number.

Use this form when posting departmental payments to student tuition accounts.

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This form defines the various attributes of the payment in the Student Information System (SIS) and creates the link between the payment and your GL funding. Item Type is a required field on the upload file. It’s very important the correct item type is used when submitting your requests.

Download Item Type Request Form (Excel)

Used for authorizing internal third party payments for employees that are enrolled in a course for job-related training only.

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Download Internal Third Party Authorization Form: Employee (xlsx)

Instructions

This form is intended to be used for employees that are enrolled in a course for job-related training only. To qualify as job-related, the training/course must be: Required by the employer or required as a condition to the retention of an established position or status (e.g., continuing professional education courses), taken to maintain or improve skills required in the employee’s present work, or Post Grad Trainees (Post Doc trainees are non-employee).

DO NOT INCLUDE: Training taken to meet minimum educational requirements for employment; training that will qualify the employee for a new trade or business; registration fees for professional meetings, conferences, conventions, etc. Please refer to General Administrative Policy G25 for additional information about Career Related Educational Assistance.

By submitting this form you are verifying that the UW Madison employees listed qualify for job-related training reimbursement.

1. Submit a separate form for each semester. Do not mix terms. Submit a separate form if you intend to have more than one contract for the term. Download a new spreadsheet each semester (we update the forms throughout the year). Be aware, Spring semester third party deferrals do not automatically roll over to Summer….a new Summer form must be submitted.
2. Department Name—Refer to your last third-party invoice. The Department name listed on the authorization form you are submitting must match the name of the Department to be invoiced.
3. Billing Address—Your department’s physical location.
4. Contact NameContact Phone – Email—List whom we can contact for any questions pertaining to the authorization form submitted as well as the invoice. If you submit more than one contact name, the first person listed will be considered the main contact. The third-party tuition invoice will be forwarded to the email listed for the main contact.
5. Term Code—Refer to the Term Code pattern listed on the form at the website.
6. Indicate what the department intends to cover—Select the charges to be covered by this contract.
7. Special Instructions— Indicate change or cancelations.
8. Student name LAST & Student name FIRST— The name you enter on the form should match the student’s name in SIS.
9. Campus ID— Campus ID needs to be entered for each student. We do not have access to PeopleSoft Payroll ids.
10. List dollar limit/limitations— if applicable.
11. If you would like to remove/cancel a student from a third-party contract:
    • It is the department’s responsibility to notify a student that their third-party contract has been canceled and that the student is now responsible to pay their tuition and fees.
    • Do not mix authorizations with cancellations on the same form; submit a separate form for cancellations only. Complete the form for cancellations using the same instructions in 2-9 above.
    • Enter cancellation & reason in the “Special Instruction” box
12. You must save a copy of the authorization form on your local drive. When deciding on a name for the form, make reference to your department in the file name along with “TPAuth” or “TPCancel.“
13. Submit the file using the Bursar’s Office Secure Website.

How to upload your Form

1. Go to the Bursar’s Office Secure Website
2. Login using your NetID.
3. Add the name of your department in the first entry box.
4. Select “Third Party Authorization Forms”.
5. Select the file to upload.
6. Select “Submit Form”.

Contact Information

Bursar’s Office—Third Party Billing
333 East Campus Mall #10501
Madison, WI 53715-1383

thirdparty@bussvc.wisc.edu
608-262-3612

Used for students receiving an internal third party tuition contract.

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Download Internal Third Party Authorization Form – Non-Employees (xlsx)

Instructions

If an individual is an employee with the University (excluding TA, PA, RA, LSA, Fellows, a student hourly employee, an Asst Faculty Assoc, or a Post Doc trainee) the individual should not be included on this form. (Post Grad Trainees are employees.)

By submitting this form you are verifying that UW Madison employees are not included in the list.

1. Submit a separate form for each semester. Do not mix terms. Submit a separate form if you intend to have more than one contract for the term. Download a new spreadsheet each semester (we update the forms throughout the year). Be aware, Spring semester third party deferrals do not automatically roll over to Summer….a new Summer form must be submitted.
2. Department Name—Refer to your last third-party invoice. The Department name listed on the authorization form you are submitting must match the name of the Department to be invoiced.
3. Billing Address—Your department’s physical location.
4. Contact NameContact Phone – Email—List whom we can contact for any questions pertaining to the authorization form submitted as well as the invoice. If you submit more than one contact name, the first person listed will be considered the main contact. The third-party tuition invoice will be forwarded to the email listed for the main contact.
5. Term Code—Refer to the Term Code pattern listed on the form at the website.
6. Indicate what the department intends to cover—Select the charges to be covered by this contract.
7. Special Instructions— Indicate change or cancelations.
8. Student name LAST & Student name FIRST— The name you enter on the form should match the student’s name in SIS.
9. Campus ID— Campus ID needs to be entered for each student. We do not have access to PeopleSoft Payroll ids.
10. List dollar limit/limitations— if applicable.
11. If you would like to remove/cancel a student from a third-party contract:
    • It is the department’s responsibility to notify a student that their third-party contract has been canceled and that the student is now responsible to pay their tuition and fees.
    • Do not mix authorizations with cancellations on the same form; submit a separate form for cancellations only. Complete the form for cancellations using the same instructions in 2-9 above.
    • Enter cancellation & reason in the “Special Instruction” box
12. You must save a copy of the authorization form on your local drive. When deciding on a name for the form, make reference to your department in the file name along with “TPAuth” or “TPCancel.“
13. Submit the file using the Bursar’s Office Secure Website.

How to upload your Form

1. Go to the Bursar’s Office Secure Website
2. If necessary, log in, using your “My UW” net ID and password.
3. Type the name of your department in the first entry box.
4. Click the “Third Party Authorization Forms” button.
5. In the second entry box, enter the complete file name, or use the “Browse” button to select the file.
6. Click the “Submit Form” button

Contact

Bursar’s Office—Third Party Billing
333 East Campus Mall #10501
Madison, WI 53715-1383

thirdparty@bussvc.wisc.edu
608-262-3612

Use this form to submit internal department scholarships.

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Be sure to choose the form for the appropriate term.

Download the Scholarship Form – Fall and Spring (xlsx)

Download the Scholarship Form – Summer (xlsx)

Instructions

Please follow the instructions below:

1. The field lengths provided in the spreadsheet format are the greatest allowable values. For example, NAME cannot be more than 30 characters.
2. Fall/Spring item types must begin with 15 or 16. Summer item types must begin with 18. For example: 15010 or 18010.
3. Please do not include more than one Item Type and one term per Excel file you upload. Files generated from the Common Scholarship Application (CSA) may allow for more than one Item Type or term. It is the Department’s responsibility to review the file and as needed split it into multiple files (per Item Type and Term) for upload.
4. “NAME” must be entered in the spreadsheet by last name first (i.e. Smith, Joe). This will enable searching by last name in WISDM.
5. Submit the file using the Bursar’s Office Secure Website. Instructions on how to submit the spreadsheet are available in the section below. We will not accept the file by email.
6. The “EMPLID” field refers to the ID found in SIS. It typically begins with three zeroes (000). The program will not recognize payroll IDs or campus IDs when uploading scholarships.
7. The “TERM” field should be filled out using the term code chart on the right of the scholarship form.
8. The “PROGRAM” field should always be 9 (FINANCIAL AID) and account code should be 5711 (SCHOLARSHIPS/FELLOWSHIPS AID). This is because all scholarships are considered Financial Aid.
9. Before submitting any upload, please verify all information is correct, including:
   • Verifying citizenship: International students (Non-Resident Alien) must have taxes deducted from their scholarships. Consequently, these scholarships need to be processed through payroll and not by the Bursar’s Office. Please refer to the Accounting Services website for more information: Scholarship Payments to Non-Resident Aliens.
   • Validating all funding: Please make sure the combination of fund, account code, program code, department, and project are valid for processing via JET. You can perform this test in WISDM at the path below: Main Menu—>Other—>Funding Validation/Inquiry.
   • Verifying enrollment: Students must be enrolled in order to receive a scholarship.

How to upload the completed form

1. Log in to the Bursar’s Office Secure Website with your NetID.
2. Add the name of your department in the first entry box.
3. Select the “Internal Department Scholarships” button.
4. Attach the file.
5. Select “Upload File.”

The Bursar’s Office will receive notification once your upload is complete, and you will receive an email with the upload information. Please reference the file ID number if you need to contact our office about an uploaded file.