Gift Acknowledgement Letter

Sample letter and procedure for sending an acknowledgment of a gift made to UW-Madison.

Sample letter and procedure for sending an acknowledgment of a gift made to UW–Madison.


Download Gift Acknowledgement Letter (Word Doc)

After a monetary donation is received directly by UW–Madison from a donor, the campus department is responsible for issuing a donor acknowledgment letter and keeping a copy on file. The letter serves as a thank you and required written acknowledgment, and should include the amount donated and specific language from the downloadable template for tax purposes.

Outgoing Wire Order Forms

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).

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).

Payments to the European Union

  • IBAN: An International Bank Account Number (IBAN) is a standard international numbering system used for bank 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.

Payments to India

  • IFSC: An Indian Financial System Code (IFSC) is an 11-digit alphanumeric code which is used to identify the bank branch of a bank account held in India. The structure of an IFSC is 4 letters followed by 7 numbers.

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 and will only apply if we are sending US Dollars internationally.

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

Provide the full funding string for your department to which the wire processing fee should be charged.

Include each of the following elements: Account (default 2623), Fund, Department, Program, and Project (if applicable).

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

Inter-departmental billing

Form and instructions for a UW-Madison department to pay or bill other UW-Madison departments for goods and services.

Form and instructions for a UW-Madison department to pay or bill other UW-Madison departments for goods and services.


Download Interdepartmental Billing Form (XLS)

  1. Complete the four required fields in the top section of the form.
    • Prepared By
    • Department Name and #
    • Phone #
    • Billing Details
    • Email Address, Date of Request, and Fiscal Year 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. These will display in WISDM/WISER.
    • Amount — Enter number as positive (+) for Debit and negative (-) for Credit. Debit the department paying for the good or service and Credit the department receiving funds for the good or service.
    • Description — displays in WISDM (e.g., Copy Charges for October)
      • Do not enter any sensitive information. For example “health insurance payment for Last Name, First Name”.
    • Journal Ref (10 character max) — optional
    • Reference # (10 character max) — optional; some departments use for internal reference number
    • Voucher ID (10 character max) — optional
    • Invoice # (12 character max) — 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.
      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 all versions of Excel for the PC or Mac.
      • Use Insert > Row options from the menu if the buttons do not work.
    • For transactions with many rows, enter line information on the JET JRB Upload Template and include the upload file when submitting the form
  6. Email the form and supporting documentation to Accounting Services at journals@bussvc.wisc.edu
    • Department submitting form is responsible for records retention of source documentation.
      • Supporting documentation will be attached to the journal and viewable in WISDM. For example an invoice, internal work order, etc.
      • Records retention is the fiscal year of creation + six years.  After that, it can be destroyed.
    • Questions regarding this form can be directed to journals@bussvc.wisc.edu.
  7. Payment is made with a journal entry starting with JRB.