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)

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.

Internal Work Order Form

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Replaces the Internal Requisition Form.

This replaces the Internal Requisition Form. Log on to My UW, select the Services tab and choose Single External Requisition and Internal Work Order Generator from the Requisition and Number Generator Module.

Inter-Institutional Financial Agreement (IIA)

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This form is used to account for inter-institutional financial transactions and/or when making payments for personal services involving an individual who holds a concurrent appointment at another UW institution.

This form is used to account for inter-institutional financial transactions and/or when making payments for personal services involving an individual who holds a concurrent appointment at another UW institution.

View Inter-Institutional Financial Agreement (IIA) Form on the UWSA website

The Accounting Services department needs to sign as the Authorized Institution Rep. Once all signatures are obtained, Accounting Services requires a copy of the agreement.

Related resources

Interdepartmental Billing Form (New FY2011)

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Replaces the Interdepartmental Billing and Invoice Transfer Forms. This form is used for a department billing for goods or services it has provided. This form is used for miscellaneous billings.

This form is used for a department billing for goods or services it has provided.

Download the Interdepartmental Billing Form (Excel)

Inter Departmental Billing Form Instructions

(Last updated: February 8, 2010)

Please take a minute to review the instructions to reduce errors, prevent send backs, and expedite the processing of these forms.

  • Departments may complete an Interdepartmental Billing Form to transfer money for goods and services being billed to another UW-Madison department.
  • Do NOT use this form to:
    • Process honorariums or other overload payments for faculty and staff—payments that should be processed through payroll or involve a 1099 to document income
    • Pay third party student tuition payments.

Steps to complete the form

  1. Complete the three required fields in the top section of the form.
    • Prepared By
    • Department Name and #
    • Phone #
    • Other billing details, Email Address, Date of Request, Fiscal Year, and Billing Details are optional
  2. Enter the appropriate coding string in the Debit and Credit sections of the form. Note: Only one line for each coding string is necessary unless you wish to see details in WISDM.
    • 6-digit Dept ID
    • 3-digit Fund
    • 1-digit Program
    • Payments involving projects include a 7-digit Project code
    • 4-digit Account code
    • 5-digit Class (Bldg#) — optional
  3. Fill out the rest of the fields in the main body of the form.
    • Amount—form will format number as positive (+) for Debit and negative (-) for Credit
    • Description — displays in WISDM (e.g., Copy Charges for October)
    • Journal Ref — optional
    • Reference # — optional; some departments use for internal reference number
    • Voucher ID — optional
    • Invoice # — optional; some departments choose to attach an invoice and reference the number
  4. The form is formatted to automatically calculate the Total Debits and Total Credits fields.
    • The amount fields are already formatted to display dollar signs, commas, and plus/minus signs so there is no need to enter them.
    • Check to ensure the Total Credits field is a negative (-) number.
  5. If you run out of room, insert more rows.
    • The “Add Debit Row” and “Add Credit Row” buttons are macros and may not function in newer versions of Excel for the PC or Mac.
    • Use Insert>Row options from the menu if the buttons do not work.
  6. Print the form and send a hardcopy to Accounting Services, 21 N. Park, Suite 5301.

Questions regarding this form should be directed to Disbursement Services.

Events – Participant List

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Formatted participant list for use with event forms or payment/reimbursment mechanism for meals, refreshments, reception costs where a list of participants is required for payment.

Formatted participant list for use with event forms or payment/reimbursment mechanism for meals, refreshments, reception costs where a list of participants is required for payment.

Download Events – Participant List Form

Deferred Revenue Jet Upload Template (not used between July 3rd through January 30th)

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This template is used to move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year, or to correct revenue transfers accidentally sent to the future fiscal year which relates to current year activities and services rendered. This upload form is available for use between February 1 and June 30.

Download Deferred Revenue Jet Upload Template Form (Excel)

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.

Template Instructions

The Deferred Revenue Jet Template documents and performs the following functions:

  • To move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year.
  • To correct revenue transfers accidently sent to the future fiscal year which relates to current year activities and services rendered.

This upload is available between February 1 through June 30.

Examples of deferred revenue

  • Receipts received on or before June 30th for fall conferences.
  • Summer session tuition.
  • Prepayment for services and/or activities to be performed in a future fiscal year.
  • Down payments to be returned in a future fiscal year.

Things to remember

  • Enter each deferred revenue line based on what county tax code is to be used. Leave the county tax code field blank if the deferred revenue line is not subject to sales tax.
  • Preparer, supervisor and Dean’s Office contact names are required to be entered on the top of the Jet template.
  • Attach supporting documentation to each transaction.
  • Include on the Jet template the following (when applicable):
    • For distributing from a pooled revenue account, the journal ID and bank deposit date related to the original deposit receipt.
    • For a correction, the original journal ID.

Completing the Deferred Revenue Jet Upload Template

Preparer: (required) Enter preparer’s name and date.
Department Supervisor: (required) Enter department supervisor’s name and date.
Dean’s Office: (required) Enter Dean’s Office contact’s name and date.
 Transfer From: Funding, Amount, and Description Fields: Coding
Def. Rev. “D”: (if applicable)
  • Leave blank if it is deferred revenue transfer;
  • Enter “D” if it is a correction to move the revenue back to current year from future year.
Department: (required) Enter 6-digit Division/Department ID.
Fund: (required) Enter 3-digit Fund ID.
Program: (required) Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R.
Project: Enter 7-digit Project ID.
Act ID: Leave blank.
Account: (required) Enter 4-digit SFS Account Code (should be numeric numbers), 9XXX.
Tax Code:
  • Leave blank if it is deferred revenue transfer;
  • Leave blank if it is a correction to move nontaxable revenue back to current year from future year;
  • Enter a count tax code TXXX if it is a correction to move the taxable revenue back to current year from future year.
Amount:
  • Enter a positive amount (debit) for each revenue line being moved to future year;
  • Enter a negative amount (credit) if it is a correction to move the revenue back to current year from future year.
Description (30): (required) Enter the description of the original transaction being moved (max 30 alpha numeric characters).
Bank Deposit Date –
mm/dd/yyyy (10):		 Enter the bank deposit date. This is the date US Bank received the receipts. (max 10 alpha numeric characters).
Journal ID (10): When applicable, enter the journal ID of the original transaction being moved (max 10 alpha numeric characters).
Check No. (10): When applicable, enter check number, starts with CKxxx (max 10 alpha numeric characters).
Invoice No. (12): When applicable, enter the invoice number related to this transfer (max 12 alpha numeric characters).
 Transfer To: Funding, Amount, and Description Fields: Coding
Def. Rev. “D”:
  • Enter “D” if revenue is to be moved to future year;
  • Leave blank if it is a correction to move the revenue back to current year from future year.
Department: (required) Enter 6-digit Division/Department ID.
Fund: (required) Enter 3 digit Fund ID.
Program: (required) 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: (required) Enter 4-digit SFS account code (should be numeric numbers), 9XXX.
Tax Code
  • Leave blank if the deferred revenue is not subject to sales tax;
  • Leave blank if it is a correction to move the revenue back to current year;
  • Enter a county tax code TXXX if the deferred revenue is sales tax reportable. Choose the county tax code TXXX related to the county where services occur.
Amount:
  • Enter a negative amount (credit) for the revenue that needs to be moved to future year;
  • Enter a positive amount if it is a correction to move the revenue back to current year from future year.
Description (30): (required) 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):		 Enter the bank deposit date. This is the date US Bank received the receipts. (Max 10 alpha numeric characters).
Journal ID (10): When applicable, enter the bank deposit account number when the receipt was originally deposited into or journal ID related to this transaction (max 10 alpha numeric characters).
Check No. (10): When applicable, enter the check number starts with CKxxxx. (max 10 alpha numeric characters).
Invoice No. (12): When applicable, enter the invoice No. related to this transfer (max 12 alpha numeric characters).
Total Leave as is; the cell will be automatically added up based on all amounts entered under “Amount”. The “Total” must equal to zero.

Preparer’s, Department supervisor’s and Dean’s Office’s names are required on the top of the Deferred Revenue Jet Upload Template.

How to submit the template

Please email all the supporting documents and the Deferred Revenue Jet Upload Template to Cash Management at Cashmgt@bussvc.wisc.edu, and CC your supervisor and your Dean’s Office contact person. Please do not send forms directly to staff for processing.

Questions regarding this should be directed to Cashmgt@bussvc.wisc.edu.