Form

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. 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.

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

This field is for validation purposes and should be left unchanged.

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.

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.

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.

This field is for validation purposes and should be left unchanged.

Department Information

Campus address(Required)
Be sure to order enough for 6 months.

Contact Information

Comments

Using plastic bank bags

Wisconsin state statutes dictate 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 Funds. Revenue collected is not to be used to make purchases of supplies, equipment, or services.

Instructions for submitting deposits with plastic bank bags

  1. Complete the Plastic Bank Bag Order Form (above) 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 copy kept for your records.
  5. Include the following in the plastic bank bag:
    • Original (white) deposit ticket
    • Cash and checks totaling to the amount of the deposit ticket
  6. Seal the plastic bank bag by removing the adhesive tape on the top side/envelop flap of the plastic bank bag. A sealed bag 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.

Please email questions to Cash Management (cashmgt@bussvc.wisc.edu).

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 supplier/vendor will not invoice Accounts Payable for payment.

This field is for validation purposes and should be left unchanged.
This form is used if an additional or installment of a Purchase Order payment needs to be processed to pay for a good or service. Use this form if you know the supplier will not invoice Accounts Payable.

Please submit this form at minimum two (2) weeks before payment is due.

If more than one (1) payment required, please complete a separate form for each payment. Please note if any special handling is required.

This form is only to be used for Purchase Order payments. Send questions to acctg@bussvc.wisc.edu.

Payment notice details

Address where payment should be sent(Required)
Date payment must be made by(Required)
Special handling requirements, other important information, etc.
E.g., back-up documentation, wire form if paying foreign entity. Please provide all documents in a PDF format.
Drop files here or
Accepted file types: pdf, Max. file size: 10 MB.

    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

    This is referenced as “Attachment C” in UW System Administrative Procedure 324.A – Procedures for Interinstitutional Transactions. Please see UWSA Procedure 324.A for the description of when this form is needed and who responsible for processing the form.

    If UW–Madison is considered the buying institution, a representative from the Division of Business Services – 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

     

    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/reimbursement mechanism for meals, refreshments, reception costs where a list of participants is required for payment.

    Download Events – Participant List Form

     

    Gift In Kind Acknowledgement Letter

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    After a Gift In Kind is made, each campus department is responsible for issuing a donor acknowledgment letter to all donors and keeping a copy on file. The letter serves as a thank you, and include specific language for tax purposes.

    After a Gift In Kind (non cash) donation is received directly by UW Madison from a donor, the campus department is responsible for issuing a GIK donor acknowledgment letter to the donor and keeping a copy on file.

    Download Gift in Kind Acknowledgement Letter (Word Doc)

    The letter serves as a thank you and required written acknowledgment, and should include specific language from the downloadable template for tax purposes. The letter should describe the item(s) donated, but should not include a dollar value.

    Custodian Fund Accounting Form

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    Use this form to record and account for program expenditures related to the Custodian Fund Request. Expenses using the custodian funds must agree with the original purpose of the Custodian Fund Request.

    Use this form to record and account for program expenditures related to the Custodian Fund Request.

    Expenses using the custodian funds must agree with the original purpose of the Custodian Fund Request.

    Download Custodian Fund Accounting Form (Excel)