Cash Management Form

Plastic Bank Bag Order Form

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For those departments/divisions using bank deposit slips, use this form to order plastic bank bags. Please allow three weeks for delivery.

For departments/divisions using bank deposit slips, use this form to order plastic bank bags. Please allow three weeks for delivery.

Download Plastic Bank Bag Order Form (PDF)

The Plastic Bank Bag Order Form is used by departments/divisions who have already set up their own bank deposit slips through Cash Management. If you currently do not have your own deposit ticket and you collect large sums of money and/or frequently collect money, contact your Dean’s/Divisional office for approval and forward this approval to Cash Management at cashmgt@bussvc.wisc.edu.

Remember: Reorder before current stock is out. Allow three weeks for delivery.

According to State statutes, all revenue generated as a result of the sale of University goods or services belongs to the University. This revenue must be deposited into the University Deposit Account and recorded on the University’s accounting system. The statutes require deposits be made at least once a week.

This revenue 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 replenishable bank accounts, including petty cash accounts and Custodian Fund. Revenue collected is not to be used to make purchases of supplies, equipment, or services.

Instructions

Plastic Bank Bag How-To and Process

  1. Complete the Plastic Bank Bag Order Form to request bank bags.
  2. Print the following information on the plastic bank bags (or attach a label):
    • Department six-digit ID number
    • Full department name
    • Contact name
    • Phone number
  3. Do not write the following on the plastic bank bag: 1) deposit amount or 2) bank account number.
  4. After completing the deposit ticket, write the bag number on the deposit ticket kept for your records.
  5. Include the following in the plastic bank bag:
    • Original (white) deposit ticket
    • Cash and checks that total to the amount of the deposit ticket
    • Seal the bag by removing the adhesive tape cover on the envelope flap of the plastic bank bag
  6. Seal the plastic bank bag by removing the adhesive tape on the top side/envelop flap of the plastic bank bag. A sealed back can only be reopened by tearing or cutting it. Please make sure all plastic bank bags remained sealed when delivering them to armored car pick up sites.
  7. Tear off the plastic bank bag stub that has the pre-printed bag number. Keep this for your records along with the following:
    • All carbon copies of the original (white) deposit ticket that was sent to the bank; these carbon copies will be yellow or pink in color
    • Date of the deposit
    • Amount of the deposit
    • Last four digits of the bank account number (if known)
  8. When dropping off your sealed plastic bank bag at your armored car pick up location, write the bag number on the armored car service log sheet along with any other information the log is requesting. Each drop off site may have their own procedures in place for filling out the log.
  9. By following the above procedure, you will no longer need to have plastic bags returned by US Bank.
  10. Please e-mail questions to Cash Management (cashmgt@bussvc.wisc.edu).
Completing the Plastic Bank Bag Order Form
Division/DeptID: Enter 6-digit department identification code.
Department Name: Enter full name of the department making the deposit.
Campus Address (line 1): Enter campus address.
Address (line2): Enter street number followed by apartment, suite, or unit number.
Address (line3): Enter additional address information, if applicable.
City: Enter the city.
State: Enter the state.
Zip Code: Enter the zip code.
Number of plastic bags ordered: Enter amount of bags required for about six months of operation.
Contact Information (person responsible for ordering bags)
Contact Name: Enter full name of contact person.
Contact Phone Number: Enter contact person’s telephone number (xxx) xxx-xxxx.
E-mail: Enter contact person’s e-mail address.
Comments: Enter questions and additional information related to the above request.
Hit <Submit> button: Information on this form will be e-mailed to Cash Management. You will receive a confirmation of this request within two business days.

Related Documents

Related Policy/Procedure(s)

Cash Only Deposit Form

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This form is used for cash deposits only. These deposits are hand delivered to the Bursars Office in a sealed envelope at 333 East Campus Mall # 10501. Cash deposits cannot be mailed or delivered through campus mail. These cash deposits relate to customer payments for the sale of goods/services, vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.

This form is used for cash deposits only.

Email questions about this form to cashmgt@bussvc.wisc.edu.

Download Cash Only Deposit Form (Excel)

Per Wisconsin State Statutes, (Chap. 20.906 Wis. Statutes), all payments/receipts collected or received are to be deposited within 5 business days.

The Bursar’s Office is cashless and does not accept cash deposits. Departments are responsible for depositing all cash collected or received with US Bank directly within the time frame established by Wisconsin State Statute 20.906.

All monies collected or received from customers or vendors of the University of Wisconsin–Madison (the University) belong to the University. These monies may not be deposited with the University of Wisconsin Foundation or to an individual’s private bank account. Monies collected or received may not be deposited into the University’s contingent bank accounts, including petty cash accounts, or be used to purchase supplies or services.

To avoid theft or loss, it is recommended departments deposit cash at a US Bank branch multiple times a week; however, collected or received cash must be deposited weekly at a minimum. Cash deposits must be hand delivered to a US Bank branch; they cannot be mailed to US Bank. Departments are expected to ensure appropriate cash handling procedures, management oversight and internal controls (for example separation of duties) are in place over cash deposits. 

Deposit procedures

Follow the deposit procedures below to ensure funds are deposited appropriately:

Recurring cash deposits

Order US Bank deposit tickets and plastic bank bags from Cash Management in the Division of Business Services to make these deposits directly at a US Bank branch. Remember to record Cash Sales associated with cash deposit in Workday to ensure revenue is recorded properly.

Email a completed Cash Only Deposit Form to cashmgt@bussvc.wisc.edu, if you require the Cash Management team to record a Cash Sale associated with the cash deposit.

One-off cash deposit

Deposit cash at a US Bank branch with a generic deposit ticket containing UW–Madison banking details. (Please request banking details from the UW Cash Management team at cashmgt@bussvc.wisc.edu, as these are details not published.) Email a completed Cash Only Deposit Form to cashmgt@bussvc.wisc.edu in order for revenue associated with cash deposit to be recorded by the Cash Management team.

Completing the Cash Only Deposit Form

Reminders:

  • If the receipt relates to a refund of expenditure, please record a Cash Sale for receipt that offsets against the original expenditure.
  • Any revenue deposits related to Fund 161 must be submitted to UW System for deposit at 780 Regent St, Suite 305, Attn: Trust Fund Office

Contact information is the information of the person completing the form.

Field name Description of what to put
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Date: Enter date the form is completed.
E-mail: Enter the preparer’s e-mail address.
Receipt Box: Check box if check deposits relate to customer payments for sale of goods/services.
Refund of Expense box: Check box if the check deposits relate to customer payments for vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Reason for Deposit: Enter reason for the deposit.
Deposit amount: Enter gross amount of deposit relating to FDM line as a negative amount (credit). Remember to enter the amount as a number, no commas, followed by a decimal point for the cents.
Description: Enter the customer/vendor name followed by brief description.
Gift/Grant/Program/Project: Enter Driver Worktag (For example PG followed by 9-digits).
Cost Center: Enter Cost Center (CC followed by 6-digits).
Fund: Enter Fund (FD followed by 4-digits).
Function: Enter Function (FN followed by 4-digits).
Sales Item (as applicable): Provide Sales Item
Tax Code (as applicable): The Tax Code field is used to compute sales tax. If sales tax applies, pick the county name from drop down list. Leave blank otherwise.
Invoice No.: Enter Invoice No. related to the deposit.
Total Deposit: Leave as is; will autofill based on amounts entered above.
Preparer’s Signature: All forms must be signed by the preparer.
Department Approval: All forms must have department’s supervisor signature, date, printed name, and phone number.
Received by Cash Management: Leave as is; Cash Management will date stamp report when received.

Bank Account Website Access

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Used by Dean's Office/Departments/PI's having Custodian Fund or Contingent bank accounts. This website will give the capability of balance inquiry, stop payments, and monthly bank statements.

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.

Check Deposit Form

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This form is used for check deposits only.

This form is to be used for check deposits only. Checks are to be deposited within 5 business days.

Email questions about this form to cashmgt@bussvc.wisc.edu.

Download Check Deposit Form (Excel – xlsx)

Per Wisconsin State Statutes, (Chap. 20.906 Wis. Statutes), all payments/receipts collected or received are to be deposited within 5 business days.

For cash deposits, use the Cash Only Deposit Form.

Check deposits relate to customer payments for sale of goods/services, vendor payments for rebates, duplicate payments, reimbursement of travel, over payments, and/or returned merchandise.

Note: If the check has a UW–Madison logo with the address of 21 N. Park St, Suite 5301, void the check by writing “void” on the check. Send the voided check to: Accounting Services, File Room, 21 N. Park St, Suite 5301, Madison, WI 53715 for cancellation.

Attach the checks to the Check Deposit form and deliver or send to Cash Management.

Cash Management
21 N. Park St., Suite 5301
Madison, WI 53715-1218

All receipts/payments from customers/vendors belong to the University of Wisconsin–Madison. These receipts/payments may not be deposited with the University of Wisconsin Foundation or to an individual’s private bank account. Receipts/payments may not be deposited into the University’s contingent bank accounts, including petty cash accounts, or be used to make purchases of supplies or services.

Departments that collect a large number of checks can help avoid theft or loss by making deposits daily or multiple times during the week using sealable, plastic bank bags and deposit slips. These bank bags with deposit slips can be either dropped off at an armored cars stop or dropped off directly at a US Bank site. All plastic bank bags must be sealed and provide the following information: your name, phone number, email, and your department’s full name and cost center (previously Dept. ID). Plastic bank bags and deposit slips are provided by Cash Management; you can order them using the Order Bank Deposit Slip Order Form and Plastic Bank Bag Order Form.

Completing the Check Deposit Form

Remember:

  • If the receipt relates to a refund of expenditure, please record a Cash Sale for receipt that offsets against the original expenditure.
  • If the original expenditure this refund is related to was to an individual or entity that is different than the individual or entity who wrote this check, then the original charge needs to be credited off the award to a discretionary account and this check needs to be deposited into that same discretionary account.
  • Any revenue deposits related to Fund 161 must be submitted to UW Systems for deposit at 780 Regent St, Suite 305, Attn: Trust Fund Office.

General instructions

Contact information is the information of the person completing the form.

Field name Description
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Date: Enter date the form is completed.
E-mail: Enter the preparer’s email address.
No. of Checks Enter the number of all checks being deposited with this form.
Receipt Box: Check box if check deposits relate to customer payments for sale of goods/services.
Refund of Expense box: Check box if the check deposits relate to customer payments for vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Reason for Deposit: Enter reason for the deposit.
Check No. : Enter the check number of the deposited check.
Deposit amount: Enter gross amount of deposit relating to FDM line as a negative amount (credit). Remember to enter the amount as a number, no commas, followed by a decimal point for the cents.
Description: Enter the customer’s name followed by brief description.
Invoice No. (as applicable) Enter the Invoice No. related to the deposit.
Total Deposit Leave as is; will autofill based on amounts entered above.
Preparer’s Signature: All forms must be signed by the preparer.
Department Approval: All forms must have department’s supervisor signature, date, printed name, and phone number.
Received by Cash Management: Leave as is; Cash Management will date stamp report when received.

Cash Sale Recorded by School/College/Division (S/C/D)

Use this tab to complete the form if S/C/D has recorded Cash Sale associated with check deposits in Workday and mailed checks to the Cash Management team to deposit electronically with US Bank via check scanner. Do not create a deposit in Workday for checks mailed to Cash Management, as the Cash Management team will create it in Workday as part of the check deposit.

Field name Description
Cash Sale Number / Transaction ID: Enter Cash Sale Number/Transaction ID associated with cash sale recorded (CSA followed by 8-digits).
Cash Sale Reference: Leave this field as is on the form and make sure to enter the Location ID: 30501 under ‘Reference’ field while recording the Cash Sale in Workday. This will aid us in identifying your Cash Sale against our check deposit batch.

No Cash Sale Recorded

Use this tab to complete the form if S/C/D has not recorded Cash Sale associated with check deposits in Workday and sent checks to the Cash Management team to record Cash Sale as well as deposit checks with US Bank electronically through check scanner.

Please refer to the “General instructions” section above while completing the form.

Field name Description
Customer: Provide Cash Sale customer name or ID.
Sales Item: Provide Sales Item.
Gift/Grant/Program/Project: Enter Driver Worktag (For example PG followed by 9-digits).
Cost Center: Enter Cost Center (CC followed by 6-digits).
Fund: Enter Fund (FD followed by 4-digits).
Function: Enter Function (FN followed by 4-digits).
Tax Code (as applicable): The Tax Code field is used to compute sales tax. If sales tax applies, pick the county from drop down list. Leave blank otherwise.

Incoming Payment via Wire/ACH Form

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This form is used when a department is expecting an Incoming International or Domestic Wire or ACH. All incoming Wire/ACH deposits must be supported by invoices and/or supporting documents describing what the money is for.

Note: If you need our bank deposit information, please contact Cash Management.

Use this form when a department is expecting an Incoming International or Domestic Wire or ACH. All incoming Wire/ACH deposits must be supported by invoices and/or supporting documents describing what the money is for.

Download Incoming Payment via Wire/ACH Form (PDF)

Contact Cash Management with questions.

Bank Deposit Slip Order Form

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Used for departments and divisions collecting large sums of money and/or frequently collecting money who currently have their own bank deposit slips.

Used for departments and divisions collecting large sums of money and/or frequently collecting money who currently have their own bank deposit slips.

Download Bank Deposit Slip Order Form (PDF)

Form Instructions

The Bank Deposit Slip Order Form is used to order bank deposit slips for those departments/divisions who have already set up their own bank deposit slips or would like their own deposit slips because they receive large sums of money and/or frequently collect money throughout the year. If you currently do not have your own deposit ticket, contact your Dean’s/Divisional office for approval and forward this approval to Cash Management at cashmgt@bussvc.wisc.edu. If you are already considered a Dean’s/Divisional office, then contact Cash Management directly at cashmgt@bussvc.wisc.edu.

Remember: Reorder before current stock is out. Allow four weeks for delivery.

According to State statutes, all revenue generated as a result of the sale of University goods or services belongs to the University. This revenue must be deposited into the University Deposit Account and recorded on the University’s accounting system. The statutes require that deposits be made at least once a week.

This revenue 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 replenishable bank accounts, including petty cash accounts and Custodian Fund. Revenue collected is not to be used to making purchases of supplies, equipment, or services.

Bank Deposit Slip How-To and Process

If your department collects large sums of money and/or frequently collects money, deposit tickets, contact your Dean’s/Divisional office for approval and forward this approval to Cash Management at cashmgt@bussvc.wisc.edu. If you are already considered a Dean’s/Divisional office, then contact Cash Management at cashmgt@bussvc.wisc.edu. Once your department is approved for preparing your own deposits, complete the Bank Deposit Slip form and submit to Cash Management.

  1. Order deposit tickets
    • Cash Management will work with the bank to order your deposit tickets.
    • These deposit tickets are sent directly to you from the bank.
    • Please allow four weeks for delivery and make sure your address is a US Post Office address.
  2. Order plastic bank bags
    • In addition to deposit slips, plastic bank bags will also need to be ordered through the Plastic Bank Bag Form.
    • Please allow three weeks for delivery of the bank bags from Cash Management.
  3. Set an armored car pick up

Completing the Bank Deposit Slip Order Form
New Request: Select “Yes” if this is a new request, otherwise select “No”.
Reordering Deposit Tickets: Select “Yes” if this is a reorder, otherwise select “No”. If reordering deposit tickets, email a copy of the deposit ticket to Cash Management.
Division/Dept ID: Enter 6-digit department identification code.
Department Name: Enter full name of the Department making the deposit.
Campus Address (Line 1): Enter campus street addresss followed by suite or unit number. Address must be recognized by the US Postal Service.
Address (Line 2): Enter PO Box if applicable.
Address (Line 3): Enter additional address information if applicable.
City: Enter city name.
State: Enter two-letter state abbreviation.
Zip: Enter zip or postal code.
Last Four Digits of Deposit Bank Account: If known, enter the last four digits of the bank account this deposit ticket will be made to.
Reference Number on Deposit Ticket: Enter 6-digit Department ID that will uniquely identify from other deposit slips.
Quantity to Order: Select either 150, 300, 600, 900 or 1200 to indicate the number of deposit slips to order.
Accounting Details (financial clearing account where deposits are posted to)
Dept: Enter 6-digit Department ID.
Fund: Enter 3-digit Fund.
Prog: Enter 1-digit Activity Code, such as, 0,1,2,3,4,5,6,7,8,9,F,R.
Proj: Enter 7-digit Project that will either start with the 3-digit Fund or 3 alpha characters followed by a sequence of four numeric characters or 4 alphanumeric characters.
Account: Enter 4-digit SFS Account Code (should be numeric numbers that start with the number 9 indicating revenue).
Contact Information
Contact Name: Enter full name of contact person.
Contact Phone: Enter the contact telephone number (xxx) xxx-xxxx.
Contact FAX: Enter the contact FAX number (xxx) xxx-xxxx.
Contact E-mail: Enter the contact e-mail address.
Information on drop off site for armored car pickup.
Department: Enter department where the armored car pick up site is located.
Address: Enter the address of the armored car pick up site.
Hit <Submit> Button Information on this form will be e-mailed to Cash Management. A confirmation for this request will be sent within two business days.

 

Armored Car Service Change/Request

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Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two-day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management.

Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two-day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management.

Download Armored Car Service Change/Request Form (PDF)

How to notify Cash Management of Armored Car Service Changes

Requesting changes of services for extended period of time

  • Complete the Armored Car Service Change Request Form (linked above) and submit as indicated on the form.

Canceling armored car service

  • Send an email to Cash Management (cashmgt@bussvc.wisc.edu) at least two (2) business days in advance of dates being canceled. If no notice is sent to Cash Management, your department may be charged for the armored car services fee.

Reviews and revisions

  • Cash Management reviews and approves these requests before changes occur with the armored car services.
  • If a request needs to be revised, Cash Management will contact the preparer of these forms to come up with an armored car service plan which will work for both the location and campus as a whole.

Contact Cash Management with questions.

Outgoing Wire Forms

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Use this form to complete an Outgoing Wire or Draft payment.

Use these forms to pay a vendor or other service provider via wire transfer check.

Download the Outgoing Wire Form (PDF)

Outgoing wire form instructions

The completed Outgoing Wire Form should be attached to your Expense Request and sent to Accounts Payable for review and approval. Wire transfers should primarily be used to pay an international vendor or other service provider. A wire transfer should only be used to pay a domestic (within the USA) vendor or service provider because an ACH is not timely; this should be a one-time solution.

If the banking information of the beneficiary is not listed on the invoice, please include the original source of the banking information entered on this form as supporting documentation (i.e. copy of email from the beneficiary).

Contact acctg@bussvc.wisc.edu with any questions regarding the form or the status of your wire transfer.

Wire transfer information

Payment amount: List the amount due and the currency as agreed upon per the vendor’s invoice or other agreement. Any conversion of funds to a different currency will be completed by Cash Management at the time the wire transfer is completed.
Routing number/ABA: A 9-digit number used to identify a domestic (within the USA) financial institution. Not required for foreign banks.
Bank name: Name of the financial institution where the funds will be deposited.
Bank address, city, state, zip Code, country: Physical location of the bank of the beneficiary’s bank.
Beneficiary/Name on bank account: Exact name on the beneficiary’s bank account as identified by the bank.
Beneficiary account number: The bank account number of the beneficiary or account holder.
Beneficiary address, city, state, zip Code, country: Physical location of the vendor or the beneficiary’s residence.
Reference for beneficiary: Invoice information for the vendor to be able to identify the payment (25-character limit).
Beneficiary email for payment verification: Email address where payment verification will be sent.

Additional information required for international wires

Payment currency: Select the currency the wire transfer should be completed in.
**List of currency types available to process wire transfer payments

SWIFT code: An international bank code that is 8 or 11 characters and identifies a particular bank worldwide. It is also known as a Bank Identification Code (BIC).

IBAN: An International Bank Account Number (IBAN) is a standard international numbering system used for bank accounts. Commonly used for accounts held at banks in countries in the European Union.

Payments to Mexico

  • CLABE Number: An 18-digit number that is a banking standard used by bank accounts held at banks in Mexico.

Payments to Canada

  • Account Number: A 7-digit number. May be 12-digits if combined with transit number.
  • Transit Number: A 5-digit number.
  • Bank/Institution Number: A 3-digit number.

Intermediary bank information

This information is not required for all wire transfers. The beneficiary will provide this information if it is needed to complete the wire transfer.

Intermediary US Bank Name: Third-party bank within the US used to facilitate the international transfer of US Dollars to a foreign bank. Not required.
Intermediary US SWIFT Code: An international bank code that is 8 or 11 characters and identifies a particular bank worldwide. It is also known as a Bank Identification Code (BIC). Not required.

Funding string for bank fee

Funding for bank fees will be charged to the original funding on payment.

Type of wire transfer Amount of fee
International Transfer in Foreign Currency $0.00 (No Fee)
International Transfer in US Dollars $16.00
Domestic Transfer in US Dollars $2.25

Approval and acknowledgement

Preparer name: Name of UW–Madison employee who prepared the form.