Form

Internal Third Party Authorization Form (Employee)

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This form is intended to be used for employees that are enrolled in a course for job-related training only.

Used for authorizing internal third party payments for employees that are enrolled in a course for job-related training only.

Download Internal Third Party Authorization Form: Employee (xlsx)

Instructions

This form is intended to be used for employees that are enrolled in a course for job-related training only. To qualify as job-related, the training/course must be: Required by the employer or required as a condition to the retention of an established position or status (e.g., continuing professional education courses), taken to maintain or improve skills required in the employee’s present work, or Post Grad Trainees (Post Doc trainees are non-employee).

DO NOT INCLUDE: Training taken to meet minimum educational requirements for employment; training that will qualify the employee for a new trade or business; registration fees for professional meetings, conferences, conventions, etc. Please refer to General Administrative Policy G25 for additional information about Career Related Educational Assistance.

By submitting this form you are verifying that the UW Madison employees listed qualify for job-related training reimbursement.

  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. Login using your NetID.
  3. Add the name of your department in the first entry box.
  4. Select “Third Party Authorization Forms”.
  5. Select the file to upload.
  6. Select “Submit Form”.

Contact Information

Bursar’s Office—Third Party Billing
333 East Campus Mall #10501
Madison, WI 53715-1383

thirdparty@bussvc.wisc.edu
608-262-3612

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.

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)|

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

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.

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)