Division of Business Services

Check Deposit Form

This form is to be used for check deposits only. Checks are to be deposited within 5 business days.

Email questions about this form to cashmgt@bussvc.wisc.edu.

Download Check Deposit Form (Excel – xlsx)

Per Wisconsin State Statutes, (Chap. 20.906 Wis. Statutes), all payments/receipts collected or received are to be deposited within 5 business days.

For cash deposits, use the Cash Only Deposit Form.

Check deposits relate to customer payments for sale of goods/services, vendor payments for rebates, duplicate payments, reimbursement of travel, over payments, and/or returned merchandise.

Note: If the check has a UW–Madison logo with the address of 21 N. Park St, Suite 5301, void the check by writing “void” on the check. Send the voided check to: Accounting Services, File Room, 21 N. Park St, Suite 5301, Madison, WI 53715 for cancellation.

Attach the checks to the Check Deposit form and deliver or send to Cash Management.

Cash Management
21 N. Park St., Suite 5301
Madison, WI 53715-1218

All receipts/payments from customers/vendors belong to the University of Wisconsin–Madison. These receipts/payments may not be deposited with the University of Wisconsin Foundation or to an individual’s private bank account. Receipts/payments may not be deposited into the University’s contingent bank accounts, including petty cash accounts, or be used to make purchases of supplies or services.

Departments that collect a large number of checks can help avoid theft or loss by making deposits daily or multiple times during the week using sealable, plastic bank bags and deposit slips. These bank bags with deposit slips can be either dropped off at an armored cars stop or dropped off directly at a US Bank site. All plastic bank bags must be sealed and provide the following information: your name, phone number, email, and your department’s full name and cost center (previously Dept. ID). Plastic bank bags and deposit slips are provided by Cash Management; you can order them using the Order Bank Deposit Slip Order Form and Plastic Bank Bag Order Form.

Completing the Check Deposit Form

Remember:

  • If the receipt relates to a refund of expenditure, please record a Cash Sale for receipt that offsets against the original expenditure.
  • If the original expenditure this refund is related to was to an individual or entity that is different than the individual or entity who wrote this check, then the original charge needs to be credited off the award to a discretionary account and this check needs to be deposited into that same discretionary account.
  • Any revenue deposits related to Fund 161 must be submitted to UW Systems for deposit at 780 Regent St, Suite 305, Attn: Trust Fund Office.

General instructions

Contact information is the information of the person completing the form.

Field name Description
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Date: Enter date the form is completed.
E-mail: Enter the preparer’s email address.
No. of Checks Enter the number of all checks being deposited with this form.
Receipt Box: Check box if check deposits relate to customer payments for sale of goods/services.
Refund of Expense box: Check box if the check deposits relate to customer payments for vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Reason for Deposit: Enter reason for the deposit.
Check No. : Enter the check number of the deposited check.
Deposit amount: Enter gross amount of deposit relating to FDM line as a negative amount (credit). Remember to enter the amount as a number, no commas, followed by a decimal point for the cents.
Description: Enter the customer’s name followed by brief description.
Invoice No. (as applicable) Enter the Invoice No. related to the deposit.
Total Deposit Leave as is; will autofill based on amounts entered above.
Preparer’s Signature: All forms must be signed by the preparer.
Department Approval: All forms must have department’s supervisor signature, date, printed name, and phone number.
Received by Cash Management: Leave as is; Cash Management will date stamp report when received.

Cash Sale Recorded by School/College/Division (S/C/D)

Use this tab to complete the form if S/C/D has recorded Cash Sale associated with check deposits in Workday and mailed checks to the Cash Management team to deposit electronically with US Bank via check scanner. Do not create a deposit in Workday for checks mailed to Cash Management, as the Cash Management team will create it in Workday as part of the check deposit.

Field name Description
Cash Sale Number / Transaction ID: Enter Cash Sale Number/Transaction ID associated with cash sale recorded (CSA followed by 8-digits).
Cash Sale Reference: Leave this field as is on the form and make sure to enter the Location ID: 30501 under ‘Reference’ field while recording the Cash Sale in Workday. This will aid us in identifying your Cash Sale against our check deposit batch.

No Cash Sale Recorded

Use this tab to complete the form if S/C/D has not recorded Cash Sale associated with check deposits in Workday and sent checks to the Cash Management team to record Cash Sale as well as deposit checks with US Bank electronically through check scanner.

Please refer to the “General instructions” section above while completing the form.

Field name Description
Customer: Provide Cash Sale customer name or ID.
Sales Item: Provide Sales Item.
Gift/Grant/Program/Project: Enter Driver Worktag (For example PG followed by 9-digits).
Cost Center: Enter Cost Center (CC followed by 6-digits).
Fund: Enter Fund (FD followed by 4-digits).
Function: Enter Function (FN followed by 4-digits).
Tax Code (as applicable): The Tax Code field is used to compute sales tax. If sales tax applies, pick the county from drop down list. Leave blank otherwise.