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The flowchart below guides you in determining which tax related documents are required when making payments at UW-Madison. This is especially important when making payments to Nonresident Alien (NRA) visitors because additional immigration (visa restrictions, documentation, etc.) and tax (tax treaties, etc.) issues are involved. For example, for NRA’s the visa type determines the kind of payments the UW is allowed to make to the NRA. Please make sure you review flowchart as part of your planning process ahead of the visitor arriving because these requirements must be adhered to.

If you still have tax related questions after reviewing our tax web pages please contact your Dean’s Office for assistance.

NOTE: If the payment for services performed by an NRA is being made to their company (i.e., invoice received by UW by NRA’s company), the UW is required to treat the payment as being made to the NRA for required immigration and taxation purposes. As such all the required immigration documentation and taxation listed in the flowchart below must be followed for the NRA, not their company.

Visit the Tax Compliance And Reporting guide for more information

The University of Wisconsin is an agency of the State of Wisconsin and, as such, does not provide credit information.

The State of Wisconsin has enacted prompt pay legislation (Wisconsin Statute 16.528) which requires the University (as a state agency) be responsible for the payment or dispute of invoices within a timely manner (30 days).

When requested, we provide credit references for hotel contracts, please contact Purchasing Services for more information.

Please provide the following letter to vendors who are requesting credit information or for you to complete a credit application.: Download Letter

 

Procedure for making expenditures from University Accounts using Foundation Funds

• Transfer money from the appropriate UW Foundation accounts to a new or existing Fund 233 projects at the University by following the instructions in “Requesting Gift Funds from UW Foundation.”
• Make your expenditure from the Fund 233 project following University directions described in “How to Make A Purchase“.
• Such money should be transferred prior to making the expenditure from the 233 Project.

Procedure for making expenditures directly from Foundation Funds

• Determine that making the expenditure directly from the UW Foundation is appropriate.
• To the maximum extent possible, University expenditures are to be made from University Accounts using procedure 1 above.
• Only those expenditures which are necessary to support ongoing programs where the expenditure is not allowed by University or State regulations and where you feel comfortable explaining the reasonableness of the expenditure if it is challenged in the press or in public, should be made directly from the Foundation. See the last section of this August 2009 email about UW-Madison and UW Foundation Policies (PDF) for examples of typically appropriate and typically inappropriate transactions.
• Complete a UW Foundation Check/ACH Request Form on the WFAA Advancement Resources website and route the form and all documentation through your Dean or Director’s office for approval.
• Remember that documentation of these transactions is considered a public record.

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For more complete information about the relationship of the UW Foundation and the University see the Chancellor’s August 2009 email about UW Madison and UW Foundation Policies (PDF).

In Workday Expenses, out-of-pocket, shared liability card, and purchasing card transactions may be billed to the University of Wisconsin Foundation (UW Foundation) by utilizing Foundation Expense Items to track, enter, and record Foundation data. After expense reports containing Foundation expenses are approved, designated Division of Business Services staff will initiate billing UW FOUNDATION for their portion of the expenses.

• Units must ensure expenses charged to University of Wisconsin Foundation (UW Foundation) are in compliance with UW-Madison and UW Foundation Policies.
• Only expenses that cannot be paid by UW-Madison are allowed to be split and charged to UW Foundation.
• Receipts to support the expense must be obtained and attached to the mechanism of payment (e.g., expense report transaction line) in accordance with UW policy and procedures. Receipts and supporting documentation may be requested for review by UW Foundation.
• All expenses charged to UW Foundation must have a valid, open, UW Foundation account number and funds available to cover the expenses.
• Claimants, Purchasing Card or Shared Liability Card holders, and/or Expense Data Entry Specialists prepare and submit expense reports with allowable transactions billed to UW Foundation. For step-by-step instructions on how to use Foundation funding in Workday Expenses, see Procedure 3024.8 Using UW Foundation Funding in Workday Expenses.
• The Travel and Card team in Accounting Services bills UW Foundation weekly for charges that post to the UW Foundation receivable spend category in Workday.
• The Expense Reimbursement Program Manager will reconcile the UW Foundation receivable account monthly.