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Borrowed Property Insurance Request Form

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Use this form to assure property insurance coverage for non-owned items that are borrowed from external parties. Form is routed to Risk Management.

Business School MBA Enrollment Deposit Form

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Use this form to submit an enrollment deposit to the Bursar's Office for posting to a student's account in the Student Information System (SIS). This form is specific to the Business School MBA.

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 Business School MBA program.

Download the Business School MBA Deposit Form (Excel)

Instructions

  1. On the form, select the transaction type: Deposit or Forfeiture of Deposit. A separate form for each type of transaction is required.
  2. Enter Term Code.
  3. Complete Campus ID, Name, and Amount.
  4. Save the form to a folder on your computer. You may assign any file name desired.
  5. Upload the form to the Bursar’s Office Secure Website.

Capital Equipment Fabrication Request Form

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Capital Equipment Fabrication Request Form

Use this form to request equipment fabrication for a unique, special purpose, stand-alone piece of equipment over 5000 USD. The completed form is sent to UW–Madison Property Control.

This field is for validation purposes and should be left unchanged.
Final destination of the equipment.
Equipment type(Required)
Select one.

Fabrication details

Sponsor details

Sponsor funded?
Sponsor titled?
Funding source information(Required)
If necessary, use the plus symbol to the right to add additional funding sources. Please make sure percentages add up to 100%.
Funding Source Worktag(s) (Gift/Grant/Program)
Funding Source Percentage (%)
 

Agreement and signatures

To the best of my knowledge, this equipment fabrication will result in a unique, special purpose, stand-alone piece of equipment. The total cost of material and supplies will be $5,000 or greater and will have a planned useful life of more than one year.

During the fabrication period, I will code fabrication costs to the equipment spend category and project ID provided by Property Control. Component parts will be attached to, or internal to the completed fabrication. Direct labor will be hands-on assembly labor and traceable to the equipment (e.g. Physical Sciences Lab). Direct labor will not include expenses such as design, salaries, or personnel expense, as these would be considered part of indirect costs.

When all costs have been paid and the fabrication is completed and placed into operation, I will contact Property Control so the equipment can be recorded for capitalization as an asset in the University accounting system.
Consent(Required)

Cash Advance for Research Participants Process

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What were previously known as Temporary Custodian Funds will now be requested as Cash Advance for Research Participants and issued through the Spend Authorization process in Workday. This document provides step-by-step instructions to request a cash advance for research participant payments and how to complete the related expense report under the new process.

What were previously known as Temporary Custodian Funds are now requested as Cash Advance for Research Participants and issued through the Spend Authorization process in Workday. This document provides step-by-step instructions to request a cash advance for research participant payments and how to complete the related expense report under the new process.

View Cash Advance for Research Participants Process PDF

Learn more information about this new process in these Teams meeting recordings:

Related resources:

Cash Advance for Research Participants Request Form

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This form is used to supply information to aid a cash advance request for the payment of research participants. Complete this form and submit to your Divisional Business Office (DBO) in order for an authorized person to submit your request in Workday. (Only certain roles (i.e. Expense Data Entry Specialists) have the authority to complete the task in Workday on behalf of others.) Be sure to include any necessary approval or exemption forms when you submit this form to your DBO.

This form is used to supply information to aid a cash advance request for the payment of research participants. Payment is requested either as a direct deposit or check.

Complete this form and submit to your Divisional Business Office (DBO) in order for an authorized person to submit your request in Workday. (Only certain roles (i.e. Expense Data Entry Specialists) have the authority to complete the task in Workday on behalf of others.)

Be sure to include any necessary approval or exemption forms when you submit this form to your DBO.

View the Cash Advance for Research Participants Request Form (PDF)

Related resources:

Cash Only Deposit Form

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This form is used for cash deposits only. These deposits are hand delivered to the Bursars Office in a sealed envelope at 333 East Campus Mall # 10501. Cash deposits cannot be mailed or delivered through campus mail. These cash deposits relate to customer payments for the sale of goods/services, vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.

This form is used for cash deposits only.

Email questions about this form to cashmgt@bussvc.wisc.edu.

Download Cash Only Deposit Form (Excel)

Per Wisconsin State Statutes, (Chap. 20.906 Wis. Statutes), all payments/receipts collected or received are to be deposited within 5 business days.

The Bursar’s Office is cashless and does not accept cash deposits. Departments are responsible for depositing all cash collected or received with US Bank directly within the time frame established by Wisconsin State Statute 20.906.

All monies collected or received from customers or vendors of the University of Wisconsin–Madison (the University) belong to the University. These monies may not be deposited with the University of Wisconsin Foundation or to an individual’s private bank account. Monies collected or received may not be deposited into the University’s contingent bank accounts, including petty cash accounts, or be used to purchase supplies or services.

To avoid theft or loss, it is recommended departments deposit cash at a US Bank branch multiple times a week; however, collected or received cash must be deposited weekly at a minimum. Cash deposits must be hand delivered to a US Bank branch; they cannot be mailed to US Bank. Departments are expected to ensure appropriate cash handling procedures, management oversight and internal controls (for example separation of duties) are in place over cash deposits. 

Deposit procedures

Follow the deposit procedures below to ensure funds are deposited appropriately:

Recurring cash deposits

Order US Bank deposit tickets and plastic bank bags from Cash Management in the Division of Business Services to make these deposits directly at a US Bank branch. Remember to record Cash Sales associated with cash deposit in Workday to ensure revenue is recorded properly.

Email a completed Cash Only Deposit Form to cashmgt@bussvc.wisc.edu, if you require the Cash Management team to record a Cash Sale associated with the cash deposit.

One-off cash deposit

Deposit cash at a US Bank branch with a generic deposit ticket containing UW–Madison banking details. (Please request banking details from the UW Cash Management team at cashmgt@bussvc.wisc.edu, as these are details not published.) Email a completed Cash Only Deposit Form to cashmgt@bussvc.wisc.edu in order for revenue associated with cash deposit to be recorded by the Cash Management team.

Completing the Cash Only Deposit Form

Reminders:

  • If the receipt relates to a refund of expenditure, please record a Cash Sale for receipt that offsets against the original expenditure.
  • Any revenue deposits related to Fund 161 must be submitted to UW System for deposit at 780 Regent St, Suite 305, Attn: Trust Fund Office

Contact information is the information of the person completing the form.

Field name Description of what to put
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Date: Enter date the form is completed.
E-mail: Enter the preparer’s e-mail address.
Receipt Box: Check box if check deposits relate to customer payments for sale of goods/services.
Refund of Expense box: Check box if the check deposits relate to customer payments for vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Reason for Deposit: Enter reason for the deposit.
Deposit amount: Enter gross amount of deposit relating to FDM line as a negative amount (credit). Remember to enter the amount as a number, no commas, followed by a decimal point for the cents.
Description: Enter the customer/vendor name followed by brief description.
Gift/Grant/Program/Project: Enter Driver Worktag (For example PG followed by 9-digits).
Cost Center: Enter Cost Center (CC followed by 6-digits).
Fund: Enter Fund (FD followed by 4-digits).
Function: Enter Function (FN followed by 4-digits).
Sales Item (as applicable): Provide Sales Item
Tax Code (as applicable): The Tax Code field is used to compute sales tax. If sales tax applies, pick the county name from drop down list. Leave blank otherwise.
Invoice No.: Enter Invoice No. related to the deposit.
Total Deposit: Leave as is; will autofill based on amounts entered above.
Preparer’s Signature: All forms must be signed by the preparer.
Department Approval: All forms must have department’s supervisor signature, date, printed name, and phone number.
Received by Cash Management: Leave as is; Cash Management will date stamp report when received.

Check Custody Agreement – Standing Form

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Use this form for checks to be stored and distributed outside of Accounts Payable

Use this form for checks to be stored and distributed outside of Accounts Payable                        

Most check custody requests should be submitted on the Check Custody Agreement—One Day Form. This agreement identifies the check custodian and alternate (hereafter “check custodian”) who will be responsible for the safe keeping of the checks until they are distributed to payees, along with a date range. This handling exception requires written justification explaining the reason(s) for requesting the exception, including the signature of the Divisional CFO authorizing the check custodian to pick up the checks. Checks will only be distributed to check custodians. The standing agreement requires a countersignature from Business Services management before it is valid.

To obtain a copy of the Check Custody Agreement—Standing Form for submission, please email a request to acctg@bussvc.wisc.edu , with “Standing Check Custody Agreement” in the subject line and a justification for requesting a standing agreement in the body of the email.

 

Check Custody Agreement- One Day Form

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Use this form for checks to be stored and distributed outside of Accounts Payable

Use this form for checks to be stored and distributed outside of Accounts Payable

Checks require a valid business reason for a department to request pick up. This handling exception requires written justification explaining the reason(s) for doing so, including the signature of the Divisional CFO authorizing the check custodian (see below) to pick up the checks. This agreement identifies the check custodian and alternate (hereafter “check custodian”) who will be responsible for the safe keeping of the checks until they are distributed. Checks will only be distributed to check custodians.

Download Check Custody Agreement-One Day Form (docx)

Check Deposit Form

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This form is used for check deposits only.

This form is to be used for check deposits only. Checks are to be deposited within 5 business days.

Email questions about this form to cashmgt@bussvc.wisc.edu.

Download Check Deposit Form (Excel – xlsx)

Per Wisconsin State Statutes, (Chap. 20.906 Wis. Statutes), all payments/receipts collected or received are to be deposited within 5 business days.

For cash deposits, use the Cash Only Deposit Form.

Check deposits relate to customer payments for sale of goods/services, vendor payments for rebates, duplicate payments, reimbursement of travel, over payments, and/or returned merchandise.

Attach the checks to the Check Deposit Form and deliver or send to Cash Management:

Cash Management
21 N. Park St., Suite 5270
Madison, WI 53715-1218

All receipts/payments from customers/vendors belong to the University of Wisconsin–Madison. These receipts/payments may not be deposited with the University of Wisconsin Foundation or to an individual’s private bank account. Receipts/payments may not be deposited into the University’s contingent bank accounts, including petty cash accounts, or be used to make purchases of supplies or services.

Note: If the check has a Universities of Wisconsin logo with the address of 660 W Washington Ave Suite 201, void the check by writing “void” on the check. Send the voided check for cancellation to: UW Shared Services – Service Operations, 660 W Washington Ave, Suite 201, Madison, WI 53703

Departments that collect a large number of checks can help avoid theft or loss by making deposits daily or multiple times during the week using sealable, plastic bank bags and deposit slips. The bank bags with deposit slips can be either dropped off at an armored cars stop or directly at a US Bank site. All plastic bank bags must be sealed and provide the following information: your name, phone number, email, and your department’s full name and cost center. Plastic bank bags and deposit slips are provided by Cash Management; you can order them using the Order Bank Deposit Slip Order Form and Plastic Bank Bag Order Form.

Completing the Check Deposit Form

Remember:

  • If the receipt relates to a refund of expenditure, please record a Cash Sale for receipt that offsets against the original expenditure.
  • If the original expenditure this refund is related to was to an individual or entity that is different than the individual or entity who wrote this check, then the original charge needs to be credited off the award to a discretionary account and this check needs to be deposited into that same discretionary account.
  • Any revenue deposits related to Fund 161 must be submitted to UW Systems for deposit at 780 Regent St, Suite 305, Attn: Trust Fund Office.

General instructions

Contact information is the information of the person completing the form.

Field name Description
Prepared By: Enter full name of person preparing form.
Department Name: Enter full name of the department making deposit.
Date: Enter date the form is completed.
E-mail: Enter the preparer’s email address.
No. of Checks Enter the number of all checks being deposited with this form.
Receipt Box: Check box if check deposits relate to customer payments for sale of goods/services.
Refund of Expense box: Check box if the check deposits relate to customer payments for vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Reason for Deposit: Enter reason for the deposit.
Check No. : Enter the check number of the deposited check.
Deposit amount: Enter gross amount of deposit relating to FDM line as a negative amount (credit). Remember to enter the amount as a number, no commas, followed by a decimal point for the cents.
Description: Enter the customer’s name followed by brief description.
Invoice No. (as applicable) Enter the Invoice No. related to the deposit.
Total Deposit Leave as is; will autofill based on amounts entered above.
Preparer’s Signature: All forms must be signed by the preparer.
Department Approval: All forms must have department’s supervisor signature, date, printed name, and phone number.
Received by Cash Management: Leave as is; Cash Management will date stamp report when received.

Cash Sale Recorded by School/College/Division (S/C/D)

Use this tab to complete the form if S/C/D has recorded Cash Sale associated with check deposits in Workday and mailed checks to the Cash Management team to deposit electronically with US Bank via check scanner. Do not create a deposit in Workday for checks mailed to Cash Management, as the Cash Management team will create it in Workday as part of the check deposit.

Field name Description
Cash Sale Number / Transaction ID: Enter Cash Sale Number/Transaction ID associated with cash sale recorded (CSA followed by 8-digits).
Cash Sale Reference: Leave this field as is on the form and make sure to enter the Location ID: 30501 under ‘Reference’ field while recording the Cash Sale in Workday. This will aid us in identifying your Cash Sale against our check deposit batch.

No Cash Sale Recorded

Use this tab to complete the form if S/C/D has not recorded Cash Sale associated with check deposits in Workday and sent checks to the Cash Management team to record Cash Sale as well as deposit checks with US Bank electronically through check scanner.

Please refer to the “General instructions” section above while completing the form.

Field name Description
Customer: Provide Cash Sale customer name or ID.
Sales Item: Provide Sales Item.
Gift/Grant/Program/Project: Enter Driver Worktag (For example PG followed by 9-digits).
Cost Center: Enter Cost Center (CC followed by 6-digits).
Fund: Enter Fund (FD followed by 4-digits).
Function: Enter Function (FN followed by 4-digits).
Tax Code (as applicable): The Tax Code field is used to compute sales tax. If sales tax applies, pick the county from drop down list. Leave blank otherwise.