Form

Check Shred Confirmation Form

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This memo is to inform Cash Management that all remaining checks for a Custodian Funds checking account have been disposed of by using a cross shredder or disposing of the checks in a confidential shred bin.

This memo is to inform Cash Management all remaining checks for a Custodian Funds checking account have been disposed of by using a cross shredder or disposing of the checks in a confidential shred bin.

Download Check Shred Confirmation (Word Doc)

Volunteer Driver Authorization Request Form

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Volunteer Driver Form

Volunteers who do not have a NetID and who are eligible to become an authorized driver must work with their supervisor to complete this UW–Madison Volunteer Driver Authorization Request Form.

The supervisor must email a copy of the Volunteer Appointment Letter along with the completed UW–Madison Volunteer Driver Authorization Request form to driverauth@bussvc.wisc.edu.

Applicants and supervisors will be notified of approval/denial within 10 business days via email.

Download the UW–Madison Volunteer Driver Authorization Request Form (PDF)

Lightning Losses Affidavit Form

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Lighting Losses Affidavit document

This form must be completed for property claims of damages caused by lightning to UW–Madison owned property, equipment, or other contents. Learn more about filing property damage claims

The Lightning Losses Affidavit form must be completed by a repair firm/person and signed by the department representative. Submit the completed form to Risk Management (propertyclaims@bussvc.wisc.edu).

Download Lightning Losses Affidavit Form (PDF)

Payment to Individual Report

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The Payment to Individual Report (PIR) is used to request all payments to individual non-employees.

Use this form to request all payments to individual non-employees.

When to use the Payment to Individual Report (PIR) Form

Payments to individuals are typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.

The Payment to Individual Report form is used to request payments to individuals except salaries, employee reimbursements and payment to sub-contractors when an employee/employer relationship does not exist.

The following are acceptable uses for this form:

  • Prizes and Awards (Note: payments related to a person’s employment with the university should be made through payroll)
  • Research Subjects

You are strongly encouraged to submit a purchase requisition and use a PO for services. PIRs over $5,000 may be reviewed by Purchasing.

The following criteria must be followed:

  • Submit only one payment per PIR form.
  • UW–Madison requires a completed and signed form W-9 or W-8BEN be on file in Disbursements for all payments.
  • Non-U.S. Source Income payments are exempt from tax withholding and reporting. Details on what constitutes Non-U.S. Source Income payments can be found on the Federal Tax Withholding webpage under the section on Non-U.S. Source Income. A W-8BEN must be on file in Disbursements.
  • Review Non-Resident Alien Required Documents (PDF) to ensure all appropriate documents are included with PIR. (Sensitive documents will be removed after department approvals have been completed.)
  • Please complete the Non-Resident Alien Payment Worksheet (Excel) to determine withholding amount, if any, and attach a copy to the PIR.

Access PIR Form in ShopUW+

Questions regarding this form should be e-mailed to uwsaproblemsolvers@uwsa.edu

Finding the Payment to Individual Report Form in ShopUW+

  1. After you Login, Click on “Shop” on the left-hand side.
  2. Next, click on “Shopping” in the fly-out menu
  3. Click “View Favorites.” You will see all the forms you have access to in ShopUW+. If you need access to a form that is not listed please contact, uwsaproblemsolvers@uwsa.edu

Screenshot of ShopUW+ Forms

Internal Third Party Authorization Form (Employee)

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This form is intended to be used for employees that are enrolled in a course for job-related training only.

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

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

Internal Third Party Authorization Form (Non-Employee)

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This form is to be used for students receiving an internal third party tuition contract.

Used for students receiving an internal third party tuition contract.

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

Scholarship Form

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This is the scholarship form from Fall and Spring. This also includes instructions on how fill out and upload this form.

Use this form to submit internal department scholarships.

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.