Bank Deposit Slip Form

Used for departments and divisions collecting large sums of money and/or frequently collecting money who currently have their own bank deposit slips.

Used for departments and divisions collecting large sums of money and/or frequently collecting money who currently have their own bank deposit slips.


Download Bank Deposit Slip Order Form

Form Instructions

The Bank Deposit Slip Order Form is used to order bank deposit slips for those departments/divisions who have already set up their own bank deposit slips or would like their own deposit slips because they receive large sums of money and/or frequently collect money throughout the year. If you currently do not have your own deposit ticket, contact your Dean’s/Divisional office for approval and forward this approval to Cash Management at cashmgt@bussvc.wisc.edu. If you are already considered a Dean’s/Divisional office, then contact Cash Management directly at cashmgt@bussvc.wisc.edu.

Remember: Reorder before current stock is out. Allow four 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 making purchases of supplies, equipment, or services.

Bank Deposit Slip How-To and Process

If your department collects large sums of money and/or frequently collects money, deposit tickets, contact your Dean’s/Divisional office for approval and forward this approval to cash management at cashmgt@bussvc.wisc.edu. If you are already considered a Dean’s/Divisional office, then contact Cash Management directly at cashmgt@bussvc.wisc.edu. Once your department is approved for preparing your own deposits, complete the Bank Deposit Slip form and submit to Cash Management.

  1. Order deposit tickets
    • Cash Management will work with the bank to order your deposit tickets.
    • These deposit tickets are sent directly to you from the bank.
    • Please allow four weeks for delivery and make sure your address is a US Post Office address.
  2. Order Plastic Bank Bags
    • In addition to deposit slips, plastic bank bags will also need to be ordered through the Plastic Bank Bag Form.
    • Please allow three weeks for delivery of the bank bags from Cash Management.
  3. Set an Armored Car pick up
    • Work with Cash Management to determine where your armored car drop off location is.
    • Email a request to Cash Management.
    • Ask for the closest drop off location near your site by indicating where your current location is.
    • Update your armored car location set ups and changes as needed.  All campus armored car locations are approved and set up through the Cash Management office.

Completing the Bank Deposit Slip Order Form

New Request: Select “Yes” if this is a new request, otherwise select “No”.
Reordering Deposit Tickets: Select “Yes” if this is a reorder, otherwise select “No”. If reordering deposit tickets, email a copy of the deposit ticket to Cash Management.
Division/Dept ID: Enter 6-digit department identification code.
Department Name: Enter full name of the Department making the deposit.
Campus Address (Line 1): Enter campus street addresss followed by suite or unit number. Address must be recognized by the US Postal Service.
Address (Line 2): Enter PO Box if applicable.
Address (Line 3): Enter additional address information if applicable.
City: Enter city name.
State: Enter two-letter state abbreviation.
Zip: Enter zip or postal code.
Last Four Digits of Deposit Bank Account: If known, enter the last four digits of the bank account this deposit ticket will be made to.
Reference Number on Deposit Ticket: Enter 6-digit Department ID that will uniquely identify from other deposit slips.
Quantity to Order: Select either 150, 300, 600, 900 or 1200 to indicate the number of deposit slips to order.
Accounting Details (financial clearing account where deposits are posted to)
Dept: Enter 6-digit Department ID.
Fund: Enter 3-digit Fund.
Prog: Enter 1-digit Activity Code, such as, 0,1,2,3,4,5,6,7,8,9,F,R.
Proj: Enter 7-digit Project that will either start with the 3-digit Fund or 3 alpha characters followed by a sequence of four numeric characters or 4 alphanumeric characters.
Account: Enter 4-digit SFS Account Code (should be numeric numbers that start with the number 9 indicating revenue).
Contact Information
Contact Name: Enter full name of contact person.
Contact Phone: Enter the contact telephone number (xxx) xxx-xxxx.
Contact FAX: Enter the contact FAX number (xxx) xxx-xxxx.
Contact E-mail: Enter the contact e-mail address.
Information on drop off site for armored car pickup.
Department: Enter department where the armored car pick up site is located.
Address: Enter the address of the armored car pick up site.
Hit <Submit> Button Information on this form will be e-mailed to Cash Management. A confirmation for this request will be sent within two business days.

 

Armored Car Service Change/Request

Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two-day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management.

Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two-day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management.


Download Armored Car Service Change/Request

How To Notify Cash Management of Armored Car Service Changes

Requesting changes of services for extended period of time

Canceling armored car service

  • Send an email to Cash Management at least 2 business days in advance of dates being canceled. If no notice is sent to Cash Management, your department may be charged for the armored car services fee.

Reviews and revisions

  • Cash Management reviews and approves these requests before changes occur with the armored car services
  • If a request needs to be revised, Cash Management will contact the preparer of these forms to come up with an armored car service plan which will work for both the location and campus as a whole.

For questions contact Cash Management.

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

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 and Draft 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 or draft check.


Download the Outgoing Wire Form (PDF)
Download the Draft Order 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 cashmgt@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.
**The list of currency types available to process wire transfer payments can be found here.

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.
Department Approver Name: Name of Department approver.
Dean/Division Approver: Name of authorized Dean/Division approver.

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.