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3031.B Open and Manage a Merchant Account using an EMV Chip or Swipe Machine Procedure

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Open a Merchant Account using an EMV Chip or Swipe Machine

Procedure #3031.B; Rev.: 2.12.20 (Effective January 1, 2020)
Related Policy: UW-3031 Credit Card Merchant Services and PCI Compliance Policy
Functional Owner: Cash Management, Business Services
Contact: PCI Mailbox: pci-help@bussvc.wisc.edu

Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Definitions
  5. Related references
  6. Revisions

I. Procedure statement

The University of Wisconsin–Madison can accept payment card payments from customers to pay for goods and services in person. A payment card terminal is used for processing payments in-person or over-the-phone by a merchant at the point-of-interaction. In some cases, payments can be made via fax communication if proper security is in place and is properly documented.

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II. Who is affected by this procedure

This procedure applies to all UW–Madison departments that accept payment cards via payment card terminals. This procedure should be understood by all Divisional Business Representatives (DBRs), Site Managers, and Operators of the merchant accounts.

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III. Procedure

Below are the steps for opening a merchant account that uses an approved PCI P2PE or an approved EMV payment card terminal with no electronic cardholder data storage:

  1. Complete and submit the Card Merchant ID Request Form.
    1. The Divisional Business Representative (DBR) must approve the new merchant account.
      1. The DBR will receive an email upon completion of the Card Merchant ID Request Form. The DBR should then sign into the portal to approve the request.
    2. The DBR should determine which card brands the new merchant will accept.
      1. The standard set up for a new merchant account includes MasterCard, Visa, and Discover. Should the department decide to choose to accept American Express cards, an additional reconciliation and an additional connection is required.
  2. Cash Management will review and approve the submitted Card Merchant ID Request Form and contact the Site Manager to facilitate setting up Payments Insider access.
    1. Cash Management will provide information on payment card machines, including pricing information. Standalone payment card machines will ship directly from Elavon to the campus department. The cost of the new payment card machine will be charged directly to the merchant account.
    2. Each person who logs into Payments Insider for settlements and monthly statements is required to have a unique operator ID.
    3. Complex Point of Sale Systems will require additional PCI review and approval, signed contracts, and annual AoC documentation. Please contact pci-help@bussvc.wisc.edu for additional information.
  3. The PCI Site Manager is required to establish card handling procedures and a contingency plan for processing transactions should the primary system be unavailable. Once complete, these policies and procedures shall be submitted to Cash Management via email (pci-help@bussvc.wisc.edu).
  4. Cash Management will schedule a PCI site visit with the Site Manager once a Merchant ID (MID) is assigned by Elavon. During the PCI site visit, Cash Management will review the department business policies and procedures and assist with completing the Self-Assessment Questionnaire (SAQ).
  5. When the equipment is received, verify the machine has the correct address, merchant name, and MID on the machine.
  6. The PCI Site Manager is responsible to document:
    1. Make and model of the device(s)
    2. Physical location of the device(s)
    3. Device Serial number(s) or other methods of unique identification
    4. Physical inspection of each device periodically to detect tempering, skimming devices, and unauthorized substitution; Record your device information and inspection dates (charge.wisc.edu/users)
  7. Call Elavon Training at (866) 451-4007 to schedule a training on how to use the payment card terminal; training includes daily transactions and settlements. Note: the payment card terminal will not auto settle unless the terminal is turned on.
  8. Elavon terminals are factory shipped and contain incorrect information on each terminal. The merchant is required to add the correct information directly on the terminal containing this information:
    1. Equipment problems – Relationship Premier Services: (800) 725-1245
    2. Supplies such as thermal paper – Customer Service Center: (800) 725-1243
    3. Elavon Training: (866) 451-4007

Merchant account fees

Any fees associated with the acceptance of payment cards in a campus department will be charged to the related merchant on a monthly basis. These fees will post to WISER on the first of the month for the prior month’s transactions. Expenses include a monthly account maintenance fee of $5.00, Elavon processing fees of approximately 2.5% of each transaction, and in some cases $7.50 for chargeback fees (rare). American Express charges a fee of 2.1% of each transaction.

Requirements to manage a Merchant Account

  1. Annual completion of a Self-Assessment Questionnaire every calendar year.
  2. Participation in assessments of your environment by the designated PCI Compliance Analyst and/or Internal Security Assessor.
  3. Completion of mandatory annual payment card industry (PCI) merchant training.
  4. Maintaining documentation of employees who have participated in the annual training, with the ability to produce to the PCI Compliance Analyst upon request.
  5. In some instances, maintaining relationships with third party vendors for departmental specific payment applications, to receive compliance documentation from the vendors (AOCs, ASV Scans, etc.).
  6. Review annually the University Policies and Procedures related to the PCI compliance environment. UW-3031 Credit Card Merchant Services and PCI Compliance Policy
  7. Maintain accurate lists of individuals within your organization directly involved in the credit card processing environment.
  8. Reconcile the transactions from the merchant account to WISER, at a minimum, monthly.

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IV. Definitions

  • Campus Merchant Department – Manage the daily operations of the merchant account(s) and maintain PCI compliance.
  • Divisional Business Representative (DBR) – An individual within the divisional or dean’s office. This individual has the highest level of PCI responsibility, including approving the initial merchant account request and annually reviewing the SAQ as the executive officer.
  • Payments Insider – An online tool from Elavon, the credit card processor, which displays transaction activity and monthly statements.
  • Site Manager – This individual is the point of contact for the campus department merchant account(s) and should have influence to establish procedures for the day-to-day handling of payment cards to ensure compliance.

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V. Related references

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VI. Revisions

Procedure Number 3031.B
Date Approved January 1, 2020
Revision Dates Jan. 19, 2021 – Changed Procedure Number to 3031.B from 404.B
Sept. 14, 2023 – Small tweaks related to language change (terminal vs. machine) and added a section with what is needed to manage a merchant account.

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3031.C PCI Non-compliance Procedure

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PCI Non-compliance Procedure

Procedure # 3031.C; Rev.: 1 (Effective September 1, 2020)
Related Policy: UW-3031 Credit Card Merchant Services and PCI Compliance Policy 
Functional Owner: Cash Management, Business Services
Contact: PCI Mailbox: pci-help@bussvc.wisc.edu

Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Rationale
  4. Procedure
  5. Supporting tools
  6. Related references
  7. Revisions

I. Procedure statement

The University of Wisconsin-Madison has merchant accounts which accept payment for goods sold and services rendered via payment card transactions. All merchants who accept payments via payment card must comply must comply with Policy UW-3031 and the Payment Card Industry Data Security Standards (PCI DSS). The purpose of this procedure is to provide a framework for the disciplinary steps that will be taken in the event a UW–Madison merchant account is found to be non-compliant with Policy UW-3031 and the PCI DSS. Persistent noncompliance after the enactment of the disciplinary steps described in this procedure may result in the suspension or termination of the non-compliant merchant account.

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II. Who is affected by this procedure

This procedure applies to all UW–Madison departments that accept payment cards via payment card terminals. This procedure should be understood by all relevant personnel including Divisional Business Representatives (DBRs), Site Managers, and Operators of the merchant accounts.

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III. Rationale

If a merchant does not appropriately store, process, or transmit cardholder data as defined by Policy UW-3031, deficiencies exist in that merchant account’s standard operating procedures. As a result, these deficiencies deem the merchant account non-compliant with the PCI governance framework. Deficiencies in a merchant’s ability to appropriately secure cardholder data is the foundation of a potential data breach. Acts of PCI noncompliance and data breaches may result in reputational damages, loss of customer confidence and loyalty, and a potential loss of gift and grant donors.

The ability to accept payment card transactions is a convenient and efficient method of collecting revenue owed to the University. This method of payment is a privilege granted to the University by the contracted acquirer, Elavon, and the payment card brands Visa, MasterCard, Discover, and American Express. If a merchant account is not in compliance with the PCI DSS or a data breach occurs, these agencies have the authority to assess fines for noncompliance. These fines begin anywhere between the range of $5,000 to $100,000 per month for violating PCI DSS, depending on the length of noncompliance. These fines would accumulate quickly and could result in hundreds of thousands of dollars in monetary damages.

Further, if Elavon or the payment card brands find the University noncompliant, UW–Madison’s ability to accept payment cards could potentially be revoked. This decision would require departments to find alternative ways to collect revenue and could result in a decline in sales.

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IV. Procedure

The Division of Business Services Cash Management team and Division of Information Technology (DoIT) Cybersecurity team will jointly conduct a review of campus merchant accounts’ level of compliance on an annual basis and complete a risk assessment. Each risk assessment will document the review team’s opinion of the merchant’s level of compliance with the PCI DSS. A disciplinary step would be implemented if any non-compliant practices are identified.

All risk assessments  which have a level of noncompliance will be presented to the merchant’s Divisional Business Representative for review and signature. Below are examples of possible noncompliance:

Level 0 – No instances of noncompliance identified.

Level 1 – Minor instance(s) of noncompliance identified. Compliant procedures must be implemented as of the next annual review.

  • Incomplete PCI Security Awareness Training
  • Incomplete PCI Operator Training
  • Missing or incomplete device inspection logs
  • Missing merchant standard operating procedures

Level 2 – Significant instance(s) of noncompliance identified. Compliant procedures must be implemented as of a designated deadline which has been agreed upon with the merchant.

  • Working with unsupported technology or non-approved Service Providers
  • Lack of security regarding access to physical devices and technology
  • Inability or neglect to provide documentation indicating appropriate security of e-commerce merchant accounts(s); missing the signed Service Provider’s Attestation of Compliance (AoC)
  • Unauthorized or unsecured storing of cardholder data
  • Inappropriate use of e-commerce merchant accounts or inappropriate use of in-person or over-the-phone transaction processing
  • Failure to implement appropriate procedures to resolve Level 1 noncompliance
  • Failure to complete the annual Self-Assessment Questionnaire (SAQ)

If a deficiency in compliance was identified and agreed upon by the merchant in a previous review, the PCI review team will follow up and evaluate the merchant’s progress towards achieving compliance. If measurable progress has not been made towards achieving compliance, the following disciplinary steps will be executed in this order:

  1. Requirement to attend an in-person PCI Training
  2. Notification from PCI review team of Level 1 noncompliance
  3. Notification from PCI review team of Level 2 noncompliance
  4. Temporary suspension of merchant account for up to 9 months
  5. Permanent termination of merchant account

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V. Supporting tools

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VI. Related references

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VII. Revisions

Procedure Number 3031.C
Date Approved September 1, 2020
Revision Dates Jan. 19, 2021 – Changed Procedure Number to 3031.C from 404.C

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3077.1 Non-Sponsored Centralized Accounts Receivable Procedure

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UW-Madison Non-Sponsored AR and Billing has a shared customer file that is managed centrally by the Division of Business Services (DoBS).

Procedure #3077.1, Rev.: 7.7.25 (Effective July 7, 2025)
Related Policy:  UW-3077 Non-Sponsored Centralized Accounts Receivable Policy
Functional Owner: Director of Financial Information Management
Contact: Supervisor Central AR for Non-Sponsored Billing, (608) 890-1328, uwmsnar@bussvc.wisc.edu

Contents

  1. Procedure statement
  2. Procedure
  3. Related references
  4. Revisions

I. Procedure statement

UW–Madison Non-Sponsored AR and Billing utilizes the shared customer file for UW System that is managed in collaboration by the Division of Business Services (DoBS) and UW System Shared Services. Departments can request new external customers by following the Create Customer Profile job aid or submitting the Submit Customer Inbound EIB.

Departments will upload invoices to Workday using a shared customer file. Invoices will be sent to the customer through an automated nightly process. The Division of Business Services will process all transactions related to the invoices from that point.

Invoices can be entered as either one-time or installment. Payment terms generally will be Net 30, unless an exception has been approved by DoBS.

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II. Procedure

Shared Customer

Departments can request new external customers by submitting the Customer EIB. Customers can have multiple contacts and locations. Modifications to existing customer information including additional contacts or locations should be requested through the uwmsnar@bussvc.wisc.edu mailbox. DoBS will review each customer request to ensure compliance with export control lists such as OFAC.

The following steps represent the overall process for requesting new customers:

  1. Follow instructions on the Create Customer Profile job aid or upload the Submit Customer Inbound EIB.
  2. If the customer is already set up but a different contact or location is needed, follow the instructions on the Edit Customer Contact job aid, or upload the Put Customer Contact Inbound Template EIB.
  3. DoBS will review the customer information and ensure the customer is not on any export control lists such as OFAC.
  4. DoBS will complete or send back the task in Workday as needed.

Creating a Bill

Bills can be entered as either one-time or installment. Payment terms will be Net 30, unless an exception has been approved by DoBS.

The following steps represent the overall process for creating a bill:

  1. Follow the Create Customer Invoice Event job aid or upload the Submit Customer Invoice Inbound EIB.

The following journal entries are a sample of what will post when the bills are generated:

External customer:

Debit: Selling Department Accounts Receivable (#6200) XXXX
Credit: Selling Department Revenue XXXX 

Cancellation or Adjustment of an invoice

Adjustments and cancellations need to include explanation for the adjustment. This procedure should not be used to write off a debt. For instructions on how to write off a debt, please refer to Write-off and Collection procedure.

The following steps represent the overall process for requesting a cancelation or adjustment of an invoice:

  1. Follow the job aid (job aids being created) instructions to create a credit invoice or upload the Submit Customer Invoice Adjustment Inbound Template EIB
  2. Follow the job aid (job aids being created) instructions to create a credit invoice and rebill a new invoice
  3. The credit invoice or rebilled invoice will route for approval through Workday. Once the task has been fully approved, the transaction will post to the customer account and the original invoice will be zeroed out.

The following journal entries are samples of what will post after a cancellation or adjustment is processed:

External customer:

Debit: Selling Department Revenue XXXX
Credit: Selling Department Accounts Receivable XXXX

Write off and Collection

(Non-Sponsored receivable balances will be managed centrally by the Division of Business Services.)

Once an invoice is generated the customer will receive a monthly statement. If payment is not received, the customer will receive dunning letters each month after the due date. Once the invoice reaches 90 days past due, write offs and collection activities will be managed centrally by the Division of Business Services (DoBS) in collaboration with UW–Madison divisions and departments. Write off and collection activities need to be processed timely to ensure responsible stewardship of UW–Madison resources.

The following steps represent the overall process for collection efforts:

  1. Statements will be sent for all outstanding invoices regardless of the due date on or around the 15th of the month.
  2. Dunning letters (reminder notices) will be issued by DoBS monthly on or around the 15th. Dunning letters will begin after 30 days past due and will continue to be sent until the debt is cleared.
  3. At 90 days, DoBS will reach out to the billing department to discuss collections. A decision needs to be made at that time if the invoice should be sent to a collection agency, the state of Wisconsin Department of Revenue or written off. If the department is working with the customer on payment, a note can be placed on the invoice in Workday providing details on the expected date of resolution.

The following steps represent the overall process for requesting a write-off:

  1. Write-off transactions are initiated through workflow in SFS. Follow the Bad Debt Write off job aid.
  2. Write-offs over $1,000 require Dean or Director and DoBS approval.
  3. Write-offs must include an explanation.

The following journal entry is a sample of what will post after a write off has been processed:

Debit: Selling Department contra-revenue account (#9312) XXXX

Credit: Selling Department accounts receivable account (#6200) XXXX 

Declined Payment

To handle customer payments that have been declined for any reason including insufficient funds, closed bank accounts, etc.

The following steps represent the overall process for a declined payment:

  1. Notification received that a credit card or check payment has been declined.
  2. Business Services will reverse the payment in SFS and will reinstate the debt outstanding.
  3. Business Services will apply an NSF fee of $25 to the customer account for the declined payment.
  4. The customer will receive an updated invoice reflecting the additional fee.
  5. The NSF fee will be used to offset the bank fees UWMSN incurs. The NSF fee will not be distributed to the department.

The following journal entries are samples of what will post when a declined payment is posted:

Reverse the payment:

Debit: Selling Departments Accounts Receivable $500.00

Credit: Central funding string for bank transactions          $500.00

Add the NSF fee:

Debit: Selling Departments Accounts Receivable $25.00

Credit: Central funding string for bank fee transactions $25.00

Refunding a Payment

Refunding a payment is specifically for transactions that have been processed through centralized Accounts Receivable. Refunds may become necessary as a result of duplicate or overpayments made by customers or adjustments and cancellations of invoices that result in overpayments.

The following steps represent the overall process for requesting a refund:

  1. Refunds can be requested for either a payment on account or a credit invoice adjustment
  2. Any duplicate payments received by customers will be placed on account for the customer. DoBS will work collaboratively with departments to determine if the payment needs to be refunded or can be applied to other open invoices.
  3. Follow the Request Customer Refund job aid.
  4. DoBS will complete the task once all approvals are done and the task is sent to DoBS. DoBS may send the task back if additional information is needed.

The following journal entry is a sample of what will post when a payment is refunded:

Debit: Selling Department Accounts Receivable (#6200) XXXX

Credit: Central funding string for payments XXXX

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III. Related references

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IV. Revisions

Procedure Number 3077.1
Date Approved July 7, 2025
Revision Dates Jan. 19, 2021 – Procedure number updated from 100.1 to 3077.1 in new numbering system.
July 7, 2025 – Updated to combine 3077.1-6 base; changes for Workday.

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8233 – Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual

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The 8233 is an IRS mandated form to collect correct Nonresident Alien (NRA) taxpayer information for both individuals and entities for reporting purposes and to document their status for tax reporting purpose.

The 8233 is an Internal Revenue Service (IRS) mandated form to collect correct Nonresident Alien (NRA) taxpayer information for both individuals and entities for reporting purposes and to document their status for tax reporting purpose.

Internal Revenue Code (IRC), section 1441 requires 30% income tax withholding on compensation for independent personal services. However, some payments may be exempt from withholding because of a tax treaty. This tax is imposed on the gross amount paid and is generally collected by withholding under section 1441.

A withholding agent or payer of the income may rely on a properly completed form 8233 to treat a payment associated with the form 8233 as a payment to a foreign person who beneficially owns the amounts paid. If applicable, the withholding agent may rely on the form 8233 to apply a reduced rate of– or exemption from–withholding at source, also known as a tax treaty benefit. See applicable tax treaties on the Tax Treaties for Independent Contractors and Scholarships web page.

Form 8233 usage

Form 8233 is used for honorariums if tax treaty exemption applies for Independent Personal Services. To determine if tax treaty applies, refer to Tax Treaties for Independent Contractors and Scholarships. Scroll down to find the country in question, and make sure a treaty exists for Independent Personal Services income for the particular country.

How often to obtain Form 8233

UW policy states a new form 8233 must be obtained for all Nonresident Alien (NRA) payments made by the UW. Prior year 8233 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 8233 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 8233 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 8233 information and PDFs (irs.gov)

Account Reconciliation Worksheet

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Bank Account Reconciliation Worksheet

Additional information about account reconciliation can be found on the Account Reconciliation User Guide page.

Download Account Reconciliation Worksheet (Excel – .xlsx)

Instructions

Bank account reconciliation instructions

A. Steps to balance your bank account

A1. Fill out the top portion of the account reconciliation worksheet.

A2. Enter the month end balance from the bank statement.

A3. Enter any deposits in transit as of the end of the month you are reconciling.

A4. Enter the month end balance from the check register.

A5. Enter all outstanding checks as of the end of the month you are reconciling. Outstanding checks are those that have not cleared.

A6. Enter any outstanding adjustments as of the end of the month you are reconciling.

A7. The Adjusted Bank Statement Balance and the Adjusted Check Register should equal.

B. Steps to balance to the authorized Custodian Fund amount

B1. Enter the checks written through the month you are reconciling that have not been replenished.

B2. Enter the total amount of checks that have a stop payment. Enter the amount as a negative amount. Note that checks 90 days or older are to have a stop payment placed in US Bank SinglePoint.

B3. Enter the current authorized amount.

B4. Difference should be zero.

B5. Total amount of replenishment that needs to be requested from Cash Management to replenish the bank account. Note: complete replenishments at least every 90 days or sooner.

Download an Illustration of Instructions (Excel – .xlsx)

Reloadable debit card reconciliation instructions

A. Steps to balance account

A1. Fill out top portion of Account Reconciliation Worksheet.

A2. Enter month end balance from Account Reconciliation Report.

A3. Enter any deposits in transit.

A4. Enter month end balance from Card Load Report.

A5. Enter all outstanding payments.

A6. Enter any outstanding adjustments.

A7. The Adjusted Account Statement Balance & the Adjusted Check Register should equal.

B. Steps to balance to the authorized Custodian Fund amount

B1. Enter the card load payments made through the month you are reconciling that have not been replenished.

B2. Enter the total amount of payment reversals.

B3. Enter current authorized amount.

B4. Difference should be zero.

B5. Total amount of replenishment that needs to be requested from Cash Management to replenish the reloadable debit card account. Note: complete replenishments at least every 90 days or sooner.

Reloadable Debit Card Reconciliation Instructions (PDF)

Accounting Procedure on Clearing Accounts

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The purpose of this document is to provide guidance on the accounting and reconciliation of clearing accounts. A clearing account is a temporary place (e.g., fund, department identification (DeptID), account code, project ID, etc.) to hold revenues or expenses until the appropriate place where the revenues or expenses should be distributed is determined

Effective date: July 1, 2023
Functional Owner: Division of Business Services, UW–Madison Controller
Contact: UW–Madison Controller, David Honma (david.honma@wisc.edu)

Contents

  1. Background
  2. Purpose
  3. Procedure
  4. Related references

I. Background

Definition
Clearing account: a temporary place (e.g., fund, department identification (DeptID), account code, project ID, etc.) to hold revenues or expenses until the appropriate place where the revenues or expenses should be distributed is determined, and the clearing account should be reconciled to zero at some point.

Clearing accounts are utilized to deposit funds to or pay bills from when the correct funding string may be unknown, or an allocation will be made to various funding strings. The goal for using a clearing account is to ensure timely deposit to the state treasury and prompt payment to a supplier.

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II. Purpose

The purpose of this document is to provide guidance on the accounting and reconciliation of clearing accounts.

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III. Procedure

Clearing account reconciliations should be prepared for all clearing accounts at least semi-annually. A formal reconciliation should be prepared annually for fiscal year-end balances. The reconciliation must be signed and dated by a preparer and reviewer, and either prepared or reviewed by an individual not involved with processing the transactions in the clearing account.

No formal template needs to be followed, but the reconciliation should contain a screenshot of the ending balance from WISER. If there is an ending balance, the reconciliation must include details and supporting documentation of the open items.

A listing of clearing accounts and balances will be provided to the Dean’s/Divisional Business Offices twice per year (after December close and fiscal year-end close). The clearing account listing is based on the following criteria, and the listing may not be all inclusive:

  • Department IDs with “Clearing” in the department description
  • Project IDs with a UW Project type of NS_15 Suspense/Clearing

At least two attempts should be made to determine the correct funding string for any deposit. After two attempts, the unidentified revenue can be transferred to a funding string for use at the discretion of the applicable division.

For expenditures, the expense should be transferred to the funding string identified by the department or division. It will be the responsibility of the division that owns the clearing account to obtain the correct funding string for the expense. At least two attempts should be made to determine the correct funding string for an expense by June 30 of the current fiscal year. It will be at the discretion of the division that owns the clearing account if they prefer to keep the expense in the clearing account for continued reconciliation and follow up, or transfer the expense to a funding string of their own.

Items outstanding more than 180 days should be reviewed to determine if those funds should be transferred elsewhere.

Clearing accounts should be periodically reviewed to determine if the account is still needed. If an account is no longer needed, it should be closed.

The UW–Madison Controller can grant an exception to the above stated procedures on a case-by-case basis.

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IV. Related references

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Accounts Receivable Invoice Form

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This form is used when campus departments need to bill an entity outside of the University for services or product.

This form is used when campus departments need to bill an entity outside of the University for services or product.

Download Accounts Receivable Invoice Form (Excel)

Form instructions

Based on the State statutes, all accounts receivable receipts received from customers belong to the University of Wisconsin-Madison. These payments 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 imprest accounts, including petty cash accounts and Custodian Fund checking accounts; nor may it be used to make direct purchases of supplies. State statutes require receipts to be deposited at least once a week into a UW-Madison deposit bank account only.

If your Department has adequate separation of duties between the staff person entering accounts receivable payments and the staff person making the deposits, then please check with your Dean’s/Divisional Office for approval to collect receipts direct from your customers and to make your own deposits. Remember to make all deposits daily or at least once a week. Once approved by your Dean’s Office, follow the procedures at UW-3029 Revenue Accounting under “How can I set up a deposit procedure for our department?” (Section III).

If your Department is considering using Accounting Services as the collection point for your customer invoice deposits, please follow the procedure below:

  • Review options with your Dean’s/Divisional Office and Cash Management before using Cash Management as a collection point for your customer Accounts Receivable invoices.
  • Make sure your Dean’s/Divisional Office and Cash Management have approved your department for using Cash Management as a collection point for your customer Accounts Receivable invoices.
  • Make sure your customers send their payments directly to Cash Management, Suite 5301, 21 N. Park Street for deposit.
  • Use the Cash Management Accounts Receivable Invoice template and make sure Cash Management approves your final design and coding structure.

Things to remember

  • Check with your Dean’s/Divisional Office and Department to receive information on internal policies and procedures related to revenue collections.
  • Your Department is responsible for follow-up and collection on all unpaid invoices from your customers.
  • Request payments to be submitted in US dollars (foreign currency payments are not accepted).
  • If using Cash Management as the collection point for your customer payments, please make sure the customer sends the payment directly to Cash Management at 21 N. Park Street, Suite 5301. If customer sends payments back to your address, then either request a Bank Deposit Slip Order Form from Cash Management to make your own bank deposits or submit checks on a Receipt/Sales Credit Transfer Form.
  • If your customers would like to pay online, please see UW-Madison CASHNet to set up a web application.
  • If your customer is asking to make payments by Wire/ACH, instruct them to include your Department ID and Invoice number in the Wire/ACH reference/memo field (field is 25 characters long). See “Incoming Wire Form” for instructions on notifying Cash Management and requesting bank information. Use the memo field on the bottom of the incoming wire form to request bank information for routing and bank account number to inform your customer where to send payments electronically. Please do not put this information on the invoice.
  • Any revenue deposits involving Funds 133, 144, or 182, which do not use account code 9050, 9051, 9060, 9061, and 9062, please submitted to Research and Sponsored Programs at 21 N. Park Street, Suite 6401, Madison, WI  53715.
  • Any revenue deposits involving Funds 233 which do not use account code 9050, 9051, 9060, 9061, and 9062, please submit to Accounting Services at 21 N. Park Street, Suite 5301, Madison, WI 53715.
  • All deposits using account code 9050 through 9062 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.
  • All deposits involving Fund 161 require detail backup and must be submitted directly to University of Wisconsin System Trust Funds, 780 Regent Street, Madison, WI 53715; ATTN Trust Funds.

Note: After completing each field of information, use the tab key to move to the next field of information.

Setting up the Accounts Receivable Invoice Form
Contact Information (person completing form)
Letter Head Use the UW-Madison approved logo.  Header of all accounts receivable invoices would say “University of Wisconsin – Madison”
Department Information: Enter your Department Name and address.
Dept ID: Enter 6-digit Department ID.
Invoice No: Enter invoice number up to 12 digits long.
Date: Enter date the invoice is prepared.
Bill to: Enter the complete Customer Address. This area can be moved on the form to either the right or left side so it can easily be fitted into a window envelop.
Ship to: Include this section on invoice only if the ship to address will be different than the bill to address.
Work Order No: Keep on form only if you use this field.
Ship Date: Keep on form only if you ship product to your customer.
Description: Describe products and/or services being billed.
Quantity: Keep on form only if products and/or services are sold in quantity.
Rate: Keep on form only if products and/or services are charged by standard rate times the quantity.
Amount: Will auto fill if both quantity and rate column are used. Otherwise, enter amount of each product and/or service being billed.
Invoice Amount before Tax: Leave as is. Amount will auto fill based on amounts entered above.
Tax Due: Leave as is. Amount will auto fill based on financial details submitted in the section called University Use Only.
Total Invoiced: Leave as is. Amount will auto fill based on Invoice amount before tax plus tax due.
Department Contact: Enter department contact name.
Department Phone No: Enter the department’s contact 10-digit phone number.
Department e-mail: Enter the department’s contact e-mail address.
Tax Due: Leave as is. Amount will auto fill based on financial details submitted in the section called University Use Only.
Total Invoiced: Leave as is. Amount will auto fill based on invoice amount plus tax due.

University use only
Dept: Enter 6-digit Department ID.
Fund: Enter 3-digit Fund ID.
Prog: Enter 1-digit program code such as 0,1,2,3,4,6,8,9,F,R.
Project: If applicable, enter 7-digit Project ID.
Act ID: Leave blank
Account: Enter 4-digit SFS account code.
Tax Code: Leave as is. Amount will auto fill based on selection made in the “County Tax Code Name” column.
County Tax Code Name: If sales tax applies to sale, pick the county tax name which relates to the sale from drop down list.
Total Invoiced: Leave as is. Amount will auto fill.
Invoice Number Leave as is. Amount will auto fill based on “Invoice No” field above.

Please keep a copy of this form in your office and send the original form to the Cash Management, 21 N. Park Street, Suite 5301. Please review WISDM daily to determine if customers have submitted payment.  Payments will be posted to WISDM using financial coding provided on invoice, invoice number will be in the description field and the check number will be in the reference field. Accounting Services will return paid invoices by campus mail to those who have submitted invoice forms to Accounting Services before receipt of customer payments.

Questions regarding this form should be directed to Cash Management.

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.

Calculating Gross Sales based on Net Sale Information
(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below)		 Net Sale Results
Known: Amount of Net Sale
Unknown: Amount of Gross Sale		 Calc for Gross Sale
(Net Sale X 1.055)		 Gross Sale
Sales Tax “Exception A” Calculation
(Use for Milwaukee, Ozaukee, and Washington Counties)		 Net Sale Results
Known: Amount of Net Sale
Unknown: Amount of the Gross Sale		 Calc for Gross Sale
(Net Sales X 1.060)		 Gross Sale
Sales Tax “Exception B” Calculation
(Use for Racine and Waukesha Counties)		 Net Sale Results
Known: Amount of Net Sale
Unknown: Amount of Gross Sale		 Calc for Gross Sale
(Net Sales X 1.051)		 Gross Sale

Sales Tax “Exception C” Calculation
(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties)Net SaleResults

Known: Amount of Net Sale
Unknown: Amount of Gross Sale		 Calc for Gross Sale
(Net Sales X 1.050)		 Gross Sale

Related documents

Armored Car Service Change/Request

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Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two-day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management.

Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two-day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management.

Download Armored Car Service Change/Request Form (PDF)

How to notify Cash Management of Armored Car Service Changes

Requesting changes of services for extended period of time

  • Complete the Armored Car Service Change Request Form (linked above) and submit as indicated on the form.

Canceling armored car service

  • Send an email to Cash Management (cashmgt@bussvc.wisc.edu) at least two (2) business days in advance of dates being canceled. If no notice is sent to Cash Management, your department may be charged for the armored car services fee.

Reviews and revisions

  • Cash Management reviews and approves these requests before changes occur with the armored car services.
  • If a request needs to be revised, Cash Management will contact the preparer of these forms to come up with an armored car service plan which will work for both the location and campus as a whole.

Contact Cash Management with questions.