Documents Page

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.

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.

The Refund of Receipts form is used to request a refund to the original payee associated with receipt of revenue collected by the University.

Student tuition related refunds/adjustments and housing refunds are primarily handled through Student Information System and are not to be submitted using RoR forms.

Complete all required fields (will be indicated by an asterisk *) in the form and attach the appropriate supporting documentation necessary to process the request. DO NOT ATTACH W-8 OR W-9 WITH SOCIAL SECURITY NUMBERS TO THIS FORM.

Reminders:

• Only one payee is allowed per form. If paying more than one customer, please fill out a Refund of Receipts form for each customer.
• Supplier: Select a supplier (1) a persistent vendor active in the system or (2) the refund of receipts single payment vendor [search refund in the supplier search and select refund of receipts]. Note any other single payment vendor used will result in this form auto-returning to you. 
• The account codes used for this form should start with a 7xxx or a 9xxx– using a different account code will result in this form being auto-rejected.
• Any requests for other non-revenue expenses should be submitted using appropriate forms (For example: Direct Pay Form, e-reimbursement, Payment to Individual Request Form, etc.).

Access Refund of Receipts Form in ShopUW++

Finding the Refund of Receipts Form in ShopUW+

1. After you Login, Click on “Shop” on the left-hand side.
2. Next, click on “Shopping” in the fly-out menu
3. 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