Documents Page

Tuition Remission Form

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Departments can use this form to submit a tuition remission.

Departments can use this form to submit a tuition remission.

Download the Tuition Remission Form (Excel file)

Remission Form Instructions

  1. Complete a separate form for each term. Do not mix terms.
  2. For “Request Type” select the appropriate remission action of ADD or REMOVE. (You can copy and paste if needed.)
    • Please submit a separate file for additions and removals.
    • When removing the remissions, it is the department’s responsibility to notify a student that their remission has been canceled and that they are now responsible for paying their tuition and fees.
  3. To add a remission that was not on the original remission form:
    • Send a separate form containing new names only.
    • When you name this file, follow the instructions in 11 below
  4. To change a remission that was on the original remission form:
    • Send a separate remission form to first remove the incorrect remission authorization.  Then send a second remission form to submit the corrected information.
  5. Save a copy of the remission authorization form on your local drive. When deciding on a name for the form, make reference to your department in the file name.

How to upload these forms

  1. Use the Bursar’s Office Secure Website.
  2. Login with your NetID.
  3. Add the name of your department in the first entry box.
  4. Select the type of form you are submitting.
  5. Attach the file.
  6. Select “Upload File.”

The Bursar’s Office will receive notification once your upload is complete, and you will receive an email with the upload information. Please reference the file ID number if you’re contacting our office regarding an upload file.

UPS Shipping Request Form

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UPS Shipping Request Form

UW–Madison Field Trip Guidance

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Risk Management guidance for University sponsored field trips occurring as part of a UW–Madison course, program, or event. Includes Field Trip Participation and Emergency Contact Form and Alternative Transportation Waiver for Campus Field Trip.

The Office of Risk Management has created guidance for University sponsored field trips occurring as part of a UW–Madison course, program, or event.

The guidance includes these form templates:

  • Field Trip Participation and Emergency Contact Form
  • Alternative Transportation Waiver for Campus Field Trip

ORM UW–Madison Field Trip Guidance (PDF)

Use the “Download” option in Box  (button in upper right) to download the PDF. You will then be able to see the fillable form fields on pages 3 and 4.

If you have specific questions related to this document, please email us at riskmgmt@bussvc.wisc.edu.

Volunteer Driver Authorization Request Form

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Volunteer Driver Form

Volunteers who do not have a NetID and who are eligible to become an authorized driver must work with their supervisor to complete this UW–Madison Volunteer Driver Authorization Request Form.

The supervisor must email a copy of the Volunteer Appointment Letter along with the completed UW–Madison Volunteer Driver Authorization Request form to driverauth@bussvc.wisc.edu.

Applicants and supervisors will be notified of approval/denial within 10 business days via email.

Download the UW–Madison Volunteer Driver Authorization Request Form (PDF)

W-8BEN – Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals)

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The W-8BEN is an IRS mandated form to collect correct Nonresident Alien (NRA) taxpayer information for individuals for reporting purposes and to document their status for tax reporting purpose.

The W-8BEN is an Internal Revenue Service (IRS) mandated form to collect correct Nonresident Alien (NRA) taxpayer information for individuals for reporting purposes and to document their status for tax reporting purposes. (The form for entities is the W-8BEN-E.)

In addition, the W-8BEN is a required document when making Non-U.S. Source Income payments to a Nonresident Alien (NRA); these are payments when the services performed are (1) performed by a NRA, and (2) are performed outside the United States. For details on Non-U.S. Source Income payments, please refer to Non-U.S. Source Income (Payments to Non-Resident Aliens for work performed Outside the U.S.).

Nonresident Aliens are subject to U.S. tax at a 30% rate on income they receive from U.S. sources that consists of:

  • Interest (including certain original issue discount (OID))
  • Dividends
  • Rents
  • Royalties
  • Premiums
  • Annuities
  • Compensation for, or in expectation of, services performed
  • Substitute payments in a securities lending transaction
  • Other fixed or determinable annual or periodical gains, profits, or income

This tax is imposed on the gross amount paid and is generally collected by withholding under section 1441. A payment is considered to have been made whether it is made directly to the beneficial owner or to another person–such as an intermediary, agent, or partnership–for the benefit of the beneficial owner.

A withholding agent or payer of the income may rely on a properly completed W-8BEN to treat a payment associated with the W-8BEN as a payment to a foreign person who beneficially owns the amounts paid.  If applicable, the withholding agent may rely on the W-8BEN to apply a reduced rate of, or exemption from, withholding at source also known as a tax treaty benefit. See applicable tax treaties at Tax Treaties for Independent Contractors and Scholarships.

W-8BEN usage

Effective January 1, 2010 the Form W-8BEN has two uses at the UW:

  1. A completed and signed W-8BEN is required for all tax reportable transactions made to a Nonresident Alien (NRA) of the United States.  This includes all payment mechanisms used at the UW. The W-8BEN is the equivalent of the W-9 for used for U.S. Persons.  Tax reportable payment and associated Account Codes are posted at 1099-MISC and 1042-S Tax Reportable Payments (PDF).
  2. Use Form W-8BEN for Scholarship/Fellowship Grants if a tax treaty exemption applies. The treaty must include a provision for Scholarship/Fellowship Grants. To determine if the tax treaty applies refer to the Tax Treaties for Independent Contractors and Scholarships web page.

How often to obtain W-8BEN forms

UW policy states a new W-8BEN must be obtained for all Nonresident Alien (NRA) payments made by the UW. Prior year W-8BEN forms cannot be used in subsequent years because Nonresident Alien (NRA) statuses may change from year-to-year, and even during a calendar year.

Signature requirements

The person who signs a W-8BEN must be a Nonresident Alien (NRA).

Digital/electronic signatures

Current as of 2/8/22: Electronic font signatures are not acceptable. The only allowable digital signatures are validated e-signatures from Adobe Acrobat or DocuSign and must have the electronic signature validation envelope intact. A validation envelope is unique to the signer’s digital ID and helps ensure the document’s security and authenticity.

Examples of a validated e-signature with a validation envelope (date and time details) done in Adobe Acrobat and DocuSign

This information can also be found in the Financial Managers Meeting (FMM) 2/8/22 presentation slides (PDF) pages 43-44.

Form W-8BEN and instructions

Important:

  • The UW will only accept current versions of any Internal Revenue Service (IRS) or Wisconsin Department of Revenue forms. These can be found at the IRS Forms web page and the Wisconsin Department of Revenue Forms web page.
  • Use of a non-current form will delay payment processing because the non-current form has to be returned to the preparer. The current form must be completed before the payment can be processed so the university can be in compliance with IRS and WI DOR regulations and forms.

IRS Form W-8BEN information and PDFs (irs.gov)