Refunds of Receipts Form

The Refund of Receipts form is used to request a refund to the original payee associated with receipt of revenue collected by the University.

The Refund of Receipts form is used to request a refund to the original payee associated with receipt of revenue collected by the University.


Refunds are generally issued for reasons such as returned or defective merchandise; incomplete services; cancelled conferences, registrations or other events; or funds inappropriately paid to the University, in compliance with established University policies and procedures.

 Student tuition related refunds/adjustments and housing refunds are primarily handled through Student Information System and are not to be submitted using RoR forms.


 

  • DOWNLOAD REFUND OF RECEIPTS FORM (BOX)**TIP – Clicking the link to view the new RoR form will direct you to BOX. A preview of the form is not available due to the macros within the Excel file; however, you can access and view the form by clicking the “Download” button in the upper righthand corner of your web browser.Image of how to downlaod ROR form from website

REFUND OF RECEIPTS FORM INSTRUCTIONS

Only one customer is paid per form. If paying more than one customer, please fill out a Refund of Receipts form for each customer.

Within the form, highlighted cells are required pieces of information. After completing each field, use the <Tab> key to move to the next field. After filling in all the required fields, the form can be printed by clicking on the “Print RoR Form” button at the bottom of the worksheet.

Before a payment can be processed, the completed form must be signed and dated by both a Department Signer and an Authorized Signer (i.e. dean/director). The signers’ names can be typed into the Printable Form tab of the form if known.

Supporting documentation to validate the refund must be attached to the RoR request; a minimum of one form is required. Supporting documentation could include a copy of the original invoice paid, an email thread indicating the need for a refund, etc.

Send completed forms to Cash Management to be processed. An electronic copy can be emailed to Cash Management at cashmgt@bussvc.wisc.edu (preferred method) OR a hard copy can be sent to Cash Management, Suite 6101, 21 N. Park Street.

Upon receipt of a properly submitted Refund of Receipt form, supporting documentation, and justification, Accounting Services will process the payment according to Wisconsin Prompt Pay statute.

Questions regarding this form should be directed to Cash Management at cashmgt@bussvc.wisc.edu.

 Payee Information

Persistent Vendor: If refunding a vendor that receives regular refunds or is an affiliate of UW-Madison, choose the vendor from the drop-down list. If the vendor is not a persistent vendor, choose “Not a Persistent Vendor” and enter the vendor’s name in the next field.
Name: Payee/recipient’s name. (Max – 40 characters)

Note: This field will auto-fill if a persistent vendor was chosen above.

Phone: Payee/recipient’s phone number.
Email: Payee/recipient’s email.

Payee Mailing address

Mailing Address 1: Enter street number followed by apartment, suite, or unit number, if applicable. (Max – 55 characters)
Mailing Address 2: If applicable, enter PO Box or special handling instructions (i.e. Campus mail, call for pick up, or attention: XXXX). (Max – 55 characters)
City: Enter city/town name or, if international, enter city/town name followed by other principal subdivision (i.e. Province, state, county, etc.) and postal code. Note: In some countries, the postal code may precede the city/town name. (Max – 30 characters)
State: For USA addresses only – enter 2-character state abbreviation.
Postal: Enter 5- or 9-digit zip/postal code.
Country: Enter country name.

Original transaction information

Original Journal ID: Reference to the transaction (i.e. JRR, IUJ) that shows the original deposit/receipt of the funds being refunded.
Sales Tax: If sales tax was not collected as part of the original transaction, choose “No Tax Collected”. If sales tax was collected, choose the county in which sales tax was collected; a new tab will populate, Sales Tax Calculator, and can be used to help calculate the sales tax to be refunded.
Reference/Invoice Number: Enter the invoice number from the original invoice that was paid. If there is no invoice, enter another UNIQUE identifying number (i.e. Project number and the current date as MMDDYY). (Max – 30 characters)
Invoice Date: Enter the date on the original invoice. If there is no invoice, enter the date of the original deposit.

Business Purpose for Refund

Information and Justification: Provide additional information and justification for the refund request such as why money is being refunded, business purpose, who was involved, date of the event, and/or check number.
Check Memo: Enter the message that should be displayed on the memo line of the check (Max – 70 characters)

FOREIGN PAYMENT OPTIONS

Wire Transfer: Funds transferred electronically. Funds can be sent in US Dollars or a foreign currency. See Outing Wire Form instructions for fee structure. Outgoing Wire Form and Draft Order Forms
Draft: A check ordered from Western Union. Funds are paid in a foreign currency. $5.00 service fee.
Standard Business Check: Choose option “No”. Funds will be sent in US Dollars. No service fee.

Delivery/Handling Opitons

Wire Transfer/Draft: Handling options will auto-fill if a Wire Transfer or Draft was chosen in the previous section.
Standard Business Check: If paying using a Standard Business Check, choose one of the drop-down options to determine how the check will be routed.

Submitter Information

Department Contact Name: Enter the full name of the preparer of the form.
Department Contact Phone: Enter the phone number of the preparer of the form.
Department Contact Email: Enter the email of the preparer of the form.

Funding Information

Net Refund Amount: The first funding string provided should be the same funding string the original receipt was coded to. The amount should be the original receipt less tax (i.e. Net refund). Also include: Account, Fund, Project (if applicable), and Department codes. Program code is defaulted to ‘R’ but can be changed if necessary.
State Sales Tax: If State Sales Tax was collected, enter this amount on the second line (5%). The Account (9224), Fund, Project, Department, and Program codes will automatically populate.
County/Local/Stadium Tax: If County/Local/Stadium Tax was collected, enter this amount on the third line. The Account (9220), Fund, Project, Department, and Program codes will automatically populate.

 

Receipt/Sales Credit Transfer Form

This form is used to distribute current year deposited receipts and sales credits to multiple lines of coding and/or for recording taxable sales. (Use this form with Department Deposit and TBA Deposit Account procedures.) Note: All revenue transfers using account code 9050 and 9051 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.

This form is used to distribute current and previous year deposited receipts and sales credits to multiple lines of coding and/or funding strings.


Download Receipt/Sales Credit Transfer Form

Receipt/Sales Credit Transfer Form Instructions

This form is used to distribute current and previous year deposited receipts and sales credits to multiple lines of coding and/or funding strings. This form requires Departments and Dean’s Office signatures. Cash Management will collect the other signatures when they are needed.

The purpose of this form is:

  1. To distribute previously deposited receipts from a revenue clearing account to multiple lines of coding and/or department funding strings
  2. To record sales tax by county related to each sale
  3. To correct revenue entries previously recorded in error

Remember:

  • All transfers require department and Dean’s Office signatures.
  • All transfers need to attach documentation to support the transfer journal.
  • For distributing from pooled revenue account, the original receipt journal ID needs to be provided.
  • For recording sales tax, time period of the sales receipts need to be provided.
  • For correcting error previously made, the original wrong journal ID needs to be provided.
  • All transfers involving Funds 133 & 144, Cash Management will work with RSP for reviewing and approval.
  • All transfers involving fund 233, Cash Management will work with Gift Management for reviewing and approval.
  • All transfers involving fund 150, Cash Management will forwarded it to Madison Budget Office at mbo@vc.wisc.edu for processing.
  • All transfers involving account code 46xx, Cash Management will work with Property Control accounting team for reviewing and approval.
  • All transfers involving account code 1xxx are not allowable.
  • All transfers involving partial amounts to be subject to sales tax will require separate lines for the amount tax exempt and the taxable amount per county tax code.
  • Enter each revenue line based on what county tax code is to be used. Leave the county code field blank if the revenue line is not subject to sales tax.

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

Completing the Receipt/Sales Credit Transfer Form
Contact Information (person completing form)
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the Department making deposit.
Dept. ID: Enter 6-digit department identification code.
Date Prepared: Enter date form is completed on (mm/dd/yyyy).
Phone No.: Enter the preparer’s telephone number (xxx) xxx-xxxx.
E-mail: Enter the preparer’s e-mail address.
Fiscal Year: Enter the current fiscal year.
Reason for the transfer: Enter reason for transfer.
Transfer From: Funding, Amount, and Description Fields: Coding
Dept.: Enter 6-digit Division/Department ID.
Fund: Enter 3-digit Fund Code.
Prog.: Enter 1-digit Activity 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 (numeric numbers), 9xxx.
Tax Code Leave blank.
County Tax Code Name: Leave blank. Select county’s name from scroll down menu only if the deposit was subject to sales tax in error previously.
Amount: Enter a positive amount (debit) for revenue clearing amount, or revenue amount being moved and include the county tax code only if the original revenue was subject to sales tax, or revenue amount being recorded in error previously.
Description (30): Enter description of the original entry being moved or provide a brief description which will help you identify this transfer (max 30 alpha characters).
Bank Deposit Date mm/dd/yyyy(10): When applicable, enter the bank deposit date from WISDM under “Jrnl Line Ref.”  field. This is the date that US Bank received the receipts. (max 10 alpha numeric characters).
PO# or Journal ID  or   Bank Dpst Acct (10): When applicable, enter PO # if the deposit is PO related vendor refund, or a journal ID related to the transaction, or the last 4 digits of the bank account number per original deposit received by US Bank (max 10 alpha numeric characters).
Check No. or Reference No. (10): When applicable, enter the check number which starts with CKxxxx or reference number in WISDM which related to the original transaction.   (max 10 alpha numeric characters).
Invoice No. or Voucher ID  (12): When applicable, enter the invoice No. or voucher ID related to this original transaction.  (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
Dept.: Enter 6-digit Division/Department ID.
Fund: Enter 3-digit Fund Code.
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 (numeric numbers), 9xxx.
Tax Code Leave blank.
 

County Tax Code Name:

Leave blank if a deposit is not subject to sales tax. If it is tax reportable, select county’s name from scroll down menu where the transaction was occurred.
Amount: Enter a negative amount (or credit) for revenue amount recording sales tax by county or for each transaction being redistributed to correct lines of coding/department funding strings.
Description (30): 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): When applicable, enter bank deposit date from WISDM under “Jrnl Line Ref” field. This is the date that US Bank received the receipts. (Max 10 alpha numeric characters).
PO#  or Journal ID or Bank Dpst Acct (10): When applicable, enter PO # if the transaction is a refund related to the PO, or the bank account number per original deposit received by US Bank or a journal ID related to the transaction (max 10 alpha numeric characters).
Check No. or Reference No. (10): When applicable, enter the check number starts with CKxxxx or reference number in WISDM which related to the transfer (max 10 alpha numeric characters).
Invoice No. or Voucher ID  (12): When applicable, enter the invoice No. or voucher ID related to the transfer (max 12 alpha numeric characters).
Total Transferred Amount 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 filled based on total deposits plus total transferred amount. Total per column must equal to zero.

Please keep a copy of this form in your office and send us a copy 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 53715-1218

Please do not send forms directly 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.

Plastic Bank Bag Order Form

For those 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

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


The Plastic Bank Bag 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 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 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.
    • Plastic Bank Bag Order Form
  2. Print the following information on the plasitc bank bags (or attack a label):
    • Department six-digit ID number.
    • Full department name
    • Contact name
    • Phone number
  3. Do not write the follwoing 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. Once the bag is sealed the only way it can be reopened is by tearing ro 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. For questions, please e-mail Cash Management.
Completing the Plastic Bank Bag Order Form
Division/DeptID: Enter 6-digit department identificaiton 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 plasic bags ordered: Enter amount of bags required for about six months of operation.
Contact Information (person respoonsible 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 recieve a confirmation of this request within two business days.

Related Documents:

Related Policy/Procedure:

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.

Cash Only Deposit Form

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.


Download Cash Only Deposit Form (xlsx)

Per State Statutes, (Chap. 20.906 Wis. Stats.), payments/receipts are to be deposited within 5 business days.

This form is used to deposit cash 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 relates to customer payments for the sale of goods/services, vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.

To deposit checks, please use the Check Deposit Form and deliver it to Cash Management at 21N Park St, Suite 6101.

All receipts/payments received 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 replenishable/contingent bank accounts, including petty cash accounts and custodian fund checking accounts; or be used to purchases of supplies or services.

To avoid theft or loss, we recommend departments collecting large amounts of cash, to make 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 direct at a US Bank site.  All plastic bank bags must be sealed and provide the following information:   your name, phone number, e-mail, and Dept. ID (6-digit code), and your department’s full name. Plastic bank bags and deposit slips are provided by Cash Management.

Request your own deposit slips and plastic bank bags.
If the receipt relates to a refund of expenditure, please use the same funding string used for the original expenditure.

For deposits relating to prior year Fund 101 expenditures, use the following funding string: Fund 131, Project 131A006, account code 9209.

Remember:

  • Any revenue deposits related to Funds 133 and 144 must be submitted with a WISPER form to be reviewed and approved by Research and Sponsored Programs (RSP) located at 21 N. Park St., Suite 6401, Madison, WI  53715.
  • Any revenue deposits related to Funds 233 must be submitted with a gift routing form and donor intent documentation.
  • 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
  • All deposits using account code 9050 and 9051 require a program code to be 0, 1, 2, 3, 4, 5, 6, 7, 8, 9 or F.
  • The Tax Code field is used to calculate sales tax and can only be selected for account codes beginning with 9XXX.

Note: After filling in each field, use the tab key to move to the next field.

Completing the “Cash Only” Deposit Form
Contact Information (person completing form)
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Dept ID: Enter 6-digit department identification code.
Date: Enter date the form is completed.
Phone No.: Enter the preparer’s telephone number (xxx) xxx-xxxx.
E-mail: Enter the preparer’s e-mail address.
Receipt Box: Check the box if the deposits relates to customer payments for the sale of goods/services
Refund of Expense Box: Check the box if the deposit relates to vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Reason for Deposit: Enter reason for the deposit.
Funding, Amount, and Description Fields: Funding Fields: Coding
Dept: Enter 6-digit Division/Department ID.
Fund: Enter 3-digit Fund ID.
Prog: Enter 1-digit Activity Code either 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, F, R.
Project: Enter 7-digit Project ID which will start with “PRJ” followed by a sequence of 4 alphanumeric characters or start with the 3-digit Fund Code.
Act ID: Leave blank
Account: Enter 4-digit SFS account code (numeric numbers).
County Tax Code Name: The Tax Code field is used to calculate sales tax and can only be selected for account codes beginning with 9XXX. If sales tax applies to sale, pick the county tax name which relates to the sale from drop down list.
Amount: Enter gross amount of deposit relating to the funding 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 describe which will help you identify this deposit (max 30 alpha numeric characters).
PO No. or Journal No.: When applicable, enter the PO or Journal ID related to this deposit (max 10 alpha numeric characters). For vendor refunds, enter PO number.
Voucher No.: For vendor refunds, enter the Voucher ID in WISDM which relates to this refund (max 10 alpha numeric characters).
Invoice No.: When applicable, enter the Invoice No. related to this deposit (max 12 alpha numeric characters).
Total Deposit: Leave as is; will auto fill based on amounts entered above.
Currency section: Enter the number of coins/dollars per each currency type. Total currency must equal total deposit.
Preparer’s Signature: All forms must be signed by the preparer.
Department Approvals: All forms must have the department’s supervisor signature, date, printed name and phone number.
Received by Cash Management: Leave as is; Cash Management will put initials and date when received.

Attach the cash to your form and hand deliver in a sealed envelope to the Bursars Office for deposit.  Cash deposits cannot be mailed or delivered by campus mail.

The Bursar’s Office is located at:
333 East Campus Mall #10501
Madison WI 53715-1383

For checks to be deposited, please use Check Deposit Form and attach the checks to the Check Deposit Form.  Deliver the form and checks to Cash Management at 21 N. Park St. Suite 6101, Madison, WI 53715-1218

Questions regarding this form send e-mail 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.

Bank Account Website Access

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.

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.


Download Bank Account Website Access

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

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

Accounts Receivable Invoice Form

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

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

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 Policy/Procedure 402-Revenue Accounting under the section, How can I set up a deposit procedure for our department?.

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 aReceipt/Sales Credit Deposit 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.

Setting up the Accounts Receivable Invoice Form

Contact Information (person completing form)
Letter Head Use the UW-Madison approved logo.  Header of all accounts receivable invoices would say “University of Wisconsin – Madison”
Department Information: Enter your Department Name and address.
Dept ID: Enter 6-digit Department ID.
Invoice No: Enter invoice number up to 12 digits long.
Date: Enter date the invoice is prepared.
Bill to: Enter the complete Customer Address. This area can be moved on the form to either the right or left side so it can easily be fitted into a window envelop.
Ship to: Include this section on invoice only if the ship to address will be different than the bill to address.
Work Order No: Keep on form only if you use this field.
Ship Date: Keep on form only if you ship product to your customer.
Description: Describe products and/or services being billed.
Quantity: Keep on form only if products and/or services are sold in quantity.
Rate: Keep on form only if products and/or services are charged by standard rate times the quantity.
Amount: Will auto fill if both quantity and rate column are used. Otherwise, enter amount of each product and/or service being billed.
Invoice Amount before Tax: Leave as is. Amount will auto fill based on amounts entered above.
Tax Due: Leave as is. Amount will auto fill based on financial details submitted in the section called University Use Only.
Total Invoiced: Leave as is. Amount will auto fill based on Invoice amount before tax plus tax due.
Department Contact: Enter department contact name.
Department Phone No: Enter the department’s contact 10-digit phone number.
Department e-mail: Enter the department’s contact e-mail address.
Tax Due: Leave as is. Amount will auto fill based on financial details submitted in the section called University Use Only.
Total Invoiced: Leave as is. Amount will auto fill based on invoice amount plus tax due.

University use only

Dept: Enter 6-digit 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: If applicable, enter 7-digit Project ID.
Act ID: Leave blank
Account: Enter 4-digit SFS account code.
Tax Code: Leave as is. Amount will auto fill based on selection made in the “County Tax Code Name” column.
County Tax Code Name: If sales tax applies to sale, pick the county tax name which relates to the sale from drop down list.
Total Invoiced: Leave as is. Amount will auto fill.
Invoice Number Leave as is. Amount will auto fill based on “Invoice No” field above.

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.

Calculating Gross Sales
based on Net Sale Information(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of Gross Sale

Calc for Gross Sale

(Net Sale X 1.055)

Gross Sale

Sales Tax “Exception A” Calculation

(Use for Milwaukee, Ozaukee, and Washington Counties.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of the Gross Sale

Calc for Gross Sale

(Net Sales X 1.060)

Gross Sale

Sales Tax “Exception B” Calculation

(Use for Racine and Waukesha Counties.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of Gross Sale

Calc for Gross Sale

(Net Sales X 1.051)

Gross Sale

Sales Tax “Exception C” Calculation

(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of Gross Sale

Calc for Gross Sale

(Net Sales X 1.050)

Gross Sale

 

Related Documents:

Check Deposit Form

This form is used for check deposits only.

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


Download Check Deposit Form (xlsx)

Instructions

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

For cash deposits, use the “Cash Only” Deposit Form and hand deliver in sealed envelope to Bursars Office at 333 East Campus Mall # 10501.

Payments/receipts are to be deposited within 5 business days, per State Statutes, (Chap. 20.906 Wis. Stats.),

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 replenishable/contingent bank accounts, including petty cash accounts and custodian fund checking accounts; or be used to purchases supplies or services.

To avoid theft or loss, we recommend departments collecting large number of checks weekly, to make 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 direct at a US Bank site.  All plastic bank bags must be sealed and provide the following information:   your name, phone number, e-mail, and Dept. ID (6-digit code), and your department’s full name. Plastic bank bags and deposit slips are provided by Cash Management. Request your own deposit slips and plastic bank bags.

If the receipt relates to a refund of expenditure, please use the same funding string used for the original expenditure.

For deposits relating to prior year Fund 101 expenditures, use the following funding string: Fund 131, Project 131A006, account code 9209.

Remember:

  • Any revenue deposits related to Funds 133 and144 must be submitted with a WISPER form to be reviewed and approved by Research and Sponsored Programs (RSP) located at 21 N. Park St., Suite 6401, Madison, WI  53715.
  • Any revenue deposits related to Funds 233 must be submitted with a gift routing form and donor intent documentation.
  • 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.
  • All deposits using account code 9050 and 9051 require a program code to be 0, 1, 2, 3, 4, 5, 6, 7, 8, 9 or F.
  • The Tax Code field is used to calculate sales tax and can only be selected for account codes beginning with 9XXX.

Note: After filling in each field, use the tab key to move to the next field.

Completing the Check Deposit Form
Contact Information (person completing form)
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Dept ID: Enter 6-digit department identification code.
Date: Enter date the form is completed.
Phone No.: Enter the preparer’s telephone number (xxx) xxx-xxxx.
E-mail: Enter the preparer’s e-mail 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.
Funding, Amount, and Description Fields: Funding Fields: Using funding codes and strings
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, 5, 6, 7, 8, 9, F, R.
Project: Enter 7-digit Project ID
Act ID: Leave blank
Account: Enter 4-digit SFS account code (numeric numbers).
County Tax Code Name: The Tax Code field is used to calculate sales tax and can only be selected for account codes beginning with 9XXX. If sales tax applies to sale, pick the county tax name which relates to the sale from drop down list.
Amount: Enter gross amount of deposit relating to the funding 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 name followed by brief describe which will help you identify this deposit (max 30 alpha numeric characters).
PO No. or Journal ID: When applicable, enter the PO or Journal ID related to this deposit (max 10 alpha numeric characters). For vendor refunds, enter PO number.
Check No. : Enter the check number of the deposited check (max 10 alpha numeric characters).
Invoice No. or Voucher ID When applicable, enter the Invoice No. related to this deposit (max 12 alpha numeric characters) or Voucher ID for vendor refund.
Total Deposit Leave as is; will auto fill 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.

Questions regarding this form send e-mail to cashmgt@bussvc.wisc.edu.

Incoming Payment via Wire/ACH Form

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

Contact

Cash Management