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Intellectual Property Rights – Sole Source Form (Schedule A)

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Complete this form if there are any intellectual property ownership issues associated with an agreement or contract. Return to Purchasing Services.

Complete this form if there are any intellectual property ownership issues associated with an agreement or contract. Return to Purchasing Services.

Download the Intellectual Property Rights – Sole Source Form (Schedule A) PDF

Related materials, policies, and procedures

Inter-departmental billing

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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.

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

The 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

Interdepartmental Billing Form (New FY2011)

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Replaces the Interdepartmental Billing and Invoice Transfer Forms. This form is used for a department billing for goods or services it has provided. This form is used for miscellaneous billings.

This form is used for a department billing for goods or services it has provided.

Download the Interdepartmental Billing Form (Excel)

Inter Departmental Billing Form Instructions

(Last updated: February 8, 2010)

Please take a minute to review the instructions to reduce errors, prevent send backs, and expedite the processing of these forms.

  • Departments may complete an Interdepartmental Billing Form to transfer money for goods and services being billed to another UW-Madison department.
  • Do NOT use this form to:
    • Process honorariums or other overload payments for faculty and staff—payments that should be processed through payroll or involve a 1099 to document income
    • Pay third party student tuition payments.

Steps to complete the form

  1. Complete the three required fields in the top section of the form.
    • Prepared By
    • Department Name and #
    • Phone #
    • Other billing details, Email Address, Date of Request, Fiscal Year, and Billing Details 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.
    • Amount—form will format number as positive (+) for Debit and negative (-) for Credit
    • Description — displays in WISDM (e.g., Copy Charges for October)
    • Journal Ref — optional
    • Reference # — optional; some departments use for internal reference number
    • Voucher ID — optional
    • Invoice # — 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 so there is no need to enter them.
    • 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 newer versions of Excel for the PC or Mac.
    • Use Insert>Row options from the menu if the buttons do not work.
  6. Print the form and send a hardcopy to Accounting Services, 21 N. Park, Suite 5301.

Questions regarding this form should be directed to Disbursement Services.

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

Internal Work Order Form

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Replaces the Internal Requisition Form.

This replaces the Internal Requisition Form. Log on to My UW, select the Services tab and choose Single External Requisition and Internal Work Order Generator from the Requisition and Number Generator Module.

Item Type Request Form

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An Item Type is used when posting departmental payments to student tuition accounts. It defines the various attributes of the payment in the Student Information System (SIS) and creates the link between the payment and your GL funding. Item Type is a required field on the upload file. It’s very important that the correct item type is used when submitting your requests.

Use this form when posting departmental payments to student tuition accounts.

This form defines the various attributes of the payment in the Student Information System (SIS) and creates the link between the payment and your GL funding. Item Type is a required field on the upload file. It’s very important the correct item type is used when submitting your requests.

Download Item Type Request Form (Excel)