Form

Salary Cost Transfer SFS

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This form is used to change the funding source distribution of salary charges already posted to SFS. Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead.

This form is used to change the funding source distribution of salary charges already posted to SFS.

Download Salary Cost Transfer SFS form

Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead. The tool is a web-based form and routing system that will be used to process both non-salary and salary cost transfers.

For transfers involving sponsored projects (fund 144 or 133), there is an additional work flow approval in Research and Sponsored Programs.
Cost Transfer Workflow Tool (requires NetID Login)|

Request for Voucher/Requisition Information

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This web form is used to request voucher or requisition information from the File Room.

Receipt/Sales Credit Transfer Form

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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 (Excel)

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 WISER 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 WISER 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 WISER 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 WISER 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:

  • Email 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.

Send questions regarding this form 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.

Property Control – Department Property Administrator (DPA) Form

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This form is used to notify Property Control of a DPA (Department Property Administrator) change.

This form is used to request a Department Property Administrator (DPA) change. Property Control will update the DPA list after your request is processed.

"*" indicates required fields

DPA information

Example: A030500

Submitter information

Your information is needed so Property Control can contact you with any questions or if more information is needed.
This field is for validation purposes and should be left unchanged.

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)

Payment Notice Form

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

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

Download Payment Notice Form (Word doc)

Payment Notice Form instructions

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

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

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

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

Questions regarding this form should be directed to Jennifer Roltgen.