The Payment to Individual Report (PIR) is used to request all payments to individual non-employees.
Use this form to request all payments to individual non-employees.
When to use the Payment to Individual Report (PIR) Form
Payments to individuals are typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.
The Payment to Individual Report form is used to request payments to individuals except salaries, employee reimbursements and payment to sub-contractors when an employee/employer relationship does not exist.
The following are acceptable uses for this form:
- Prizes and Awards (Note: payments related to a person’s employment with the university should be made through payroll)
- Research Subjects
You are strongly encouraged to submit a purchase requisition and use a PO for services. PIRs over $5,000 may be reviewed by Purchasing.
The following criteria must be followed:
- Submit only one payment per PIR form.
- UW–Madison requires a completed and signed form W-9 or W-8BEN be on file in Disbursements for all payments.
- Non-U.S. Source Income payments are exempt from tax withholding and reporting. Details on what constitutes Non-U.S. Source Income payments can be found on the Federal Tax Withholding webpage under the section on Non-U.S. Source Income. A W-8BEN must be on file in Disbursements.
- Review Non-Resident Alien Required Documents (PDF) to ensure all appropriate documents are included with PIR. (Sensitive documents will be removed after department approvals have been completed.)
- Please complete the Non-Resident Alien Payment Worksheet (Excel) to determine withholding amount, if any, and attach a copy to the PIR.
Access PIR Form in ShopUW+
Questions regarding this form should be e-mailed to uwsaproblemsolvers@uwsa.edu
Finding the Payment to Individual Report Form in ShopUW+
- After you Login, Click on “Shop” on the left-hand side.
- Next, click on “Shopping” in the fly-out menu
- Click “View Favorites.” You will see all the forms you have access to in ShopUW+. If you need access to a form that is not listed please contact, uwsaproblemsolvers@uwsa.edu
Use this form to submit an enrollment deposit or forfeiture to the Bursar's Office for posting to a student's account in the Student Information System (SIS).
This form is specific to Pharmacy.
Use this form to submit an enrollment deposit or forfeiture to the Bursar’s Office for posting to a student’s account in the Student Information System (SIS).
This form is specific to the School of Pharmacy.
Download the Pharmacy Deposit Form (Excel)
Instructions
- On the form, select the transaction type: Deposit or Forfeiture of Deposit. A separate form for each type of transaction is required.
- Enter Term Code.
- Complete Campus ID, Name, and Amount.
- Save the form to a folder on your computer. You may assign any file name desired.
- Upload the form to the Bursar’s Office Secure Website.
Use this form to submit an enrollment deposit or forfeiture to the Bursar's Office for posting to a student's account in the Student Information System (SIS).
This form is specific to Physical Therapy.
Use this form to submit an enrollment deposit or forfeiture to the Bursar’s Office for posting to a student’s account in the Student Information System (SIS).
This form is specific to the Doctor of Physical Therapy program.
Download the Physical Therapy Enrollment Deposit Form (Excel)
Instructions
- On the form, select the transaction type: Deposit or Forfeiture of Deposit. A separate form for each type of transaction is required.
- Enter Term Code.
- Complete Campus ID, Name, and Amount.
- Save the form to a folder on your computer. You may assign any file name desired.
- Upload the form to the Bursar’s Office Secure Website.
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
- Complete the Plastic Bank Bag Order Form to request bank bags.
- 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
- Do not write the following on the plastic bank bag: 1) deposit amount or 2) bank account number.
- After completing the deposit ticket, write the bag number on the deposit ticket kept for your records.
- 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
- 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.
- 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)
- 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.
- By following the above procedure, you will no longer need to have plastic bags returned by US Bank.
- 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)
This form is used to request policy exception approval to allow for reimbursement of noncompliant transactions. Once submitted, the form is automatically routed to Divisional Business Office contacts for approval. This form is intended to be used only by Divisions participating in the Division of Business Services centralized audit of expenses.
This form is used to request policy exception approval to allow for policy non-compliant transactions to be paid/reimbursed in Workday Expenses. Once submitted, the form is automatically routed to Expense Operations Leads contacts for approval.
Policy Exception Approval Request Form (Microsoft Web Form)
Related resources
Complete this form to gain access to electronic images used for positive approval invoices.
Complete this form to gain access to electronic images used for positive approval invoices.
Download Positive Approval User Access Form
This form is used by departments to request driving records (for Wisconsin drivers) in pre-employment or post-offer situations. Risk Management cannot access out-of-state driving records.
This form is used by departments needing to check an applicant’s driving record in pre-employment or post-offer situations.
You can request up to four (4) driver authorization checks per form submission.
Please note:
- Pre-hire driver authorization checks can take up to five (5) business days to complete.
- Risk Management cannot access out-of-state driving records.
Application form for floor-standing printing press purchases, to be completed before acquiring a floor-standing printing press.
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.
Property Loss Report
Use this report form to notify Risk Management about property damages or losses to UW–Madison owned property, equipment, or contents. Learn more about filing property damage claims
Note: A NetID login is required to access the Property Loss Report form.
Complete the Property Loss Report