Documents Page

Cash Only Deposit Form

Posted on

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 Action Form

Posted on

This form is to request a Proof of Payment, Cancelled Draft, or Stop Payment for non-payroll checks.

The purpose of this form is to request a stop payment with reissue, a stop payment without reissue, or proof of payment or copy of cashed check for any Disbursements payment.

Access Check Action Form in ShopUW+

Finding the Check Action Form 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

Screenshot of ShopUW+ Forms

Check Custody Agreement – Standing Form

Posted on

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

Posted on

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

Posted on

This form is used for check deposits only.

This form is to be used 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.

Note: If the check has a UW–Madison logo with the address of 21 N. Park St, Suite 5301, void the check by writing “void” on the check. Send the voided check to: Accounting Services, File Room, 21 N. Park St, Suite 5301, Madison, WI 53715 for cancellation.

Attach the checks to the Check Deposit form and deliver or send to Cash Management.

Cash Management
21 N. Park St., Suite 5301
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.

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. These bank bags with deposit slips can be either dropped off at an armored cars stop or dropped off 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 (previously Dept. ID). 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.

Cash Sale Recorded by 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 sent checks to the Cash Management team to deposit with US Bank electronically through check scanner.

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.
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
Cash Sale Number / Transaction ID: Enter Cash Sale Number/Transaction ID associated with cash sale recorded (CSA followed by 8-digits).
Deposit Reference (as applicable): Provide Deposit Reference associated with deposit if cash sale deposit was created.
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.

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.

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.
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
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 from drop down list. Leave blank otherwise.
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.

Check Intermediary Form

Posted on

This form is required when the custodian of checks, releases a check to an intermediary custodian who will present a payee with a check (i.e. paying an entertainer at the time of a performance)

This form is required when the check custodian releases a check to an intermediary custodian who will present a payee with a check (i.e. paying an entertainer at the time of a performance).

Download Check Intermediary Form (pdf)

Instructions

The check custodian will complete the Payee Name and Check Number, sign,and date the form, then releasethe check to the intermediary custodian, who will immediately sign the form. The intermediary custodian will have the payee sign and date the form upon receipt of the check. The intermediary custodian will return the completed Check Intermediary Form to the check custodian, who will then return a copy of the form to Accounting Services when providing the completed Check Distribution Log.

Check Register Worksheet

Posted on

Check Register Worksheet

Download Check Register Worksheet (xlsx)

Instructions

  • When using the check register, complete the top portion with the requested information.
  • The DATE column is the date the check was written.
  • The CHECK # column is for the check number, if applicable.
  • After the check has cleared the bank, place an “X” in the STATUS OF CHECK column. If a stop payment is placed on a check, place an “S” in the STATUS OF CHECK column. If a check is voided, place a “V” in the STATUS OF CHECK column.
  • Record the check recipient or vendor’s name in the PAYEE REFERENCE column. For research participants, we recommend using unique participant numbers or initials to keep names confidential. For vendors, we need their complete name.
  • Reminder: Contingent bank accounts need to submit receipts along with the check register for replenishment.
  • Reminder: Custodian Funds for research participant studies, such as replenishable bank accounts and temporary funds, need to maintain participant logs at site and obtain W-9’s per Policy UW-3005 – Payments to Research Participants.

Check Shred Confirmation Form

Posted on

This memo is to inform Cash Management that all remaining checks for a Custodian Funds checking account have been disposed of by using a cross shredder or disposing of the checks in a confidential shred bin.

This memo is to inform Cash Management all remaining checks for a Custodian Funds checking account have been disposed of by using a cross shredder or disposing of the checks in a confidential shred bin.

Download Check Shred Confirmation (Word Doc)

Claim Unidentified Deposits Form

Posted on

This form is used for claiming or excepting funds on the Unidentified Deposit List. Email it as an attached excel form to Cash Management along with supporting documents.

Use this form for claiming or excepting funds on the Unidentified Deposit List.

Instructions on how to claim unidentified deposits

  1. Review the Unidentified Deposit List.
  2. Identify receipt belonging to your department/division.
  3. Claim the receipt by completing the Unidentified Deposits: Jet Upload Form (Excel) along with submitting supporting documentation to claim the receipt. See steps 4 through 6 below.
  4. Complete the Unidentified Deposit Jet Upload Form using the Unidentified Deposit List Check issuer’s name and Wire/ACH Originator’s Name, Bank Deposit Date, PO No., Check No. (if applicable), Invoice No., and Journal ID.
    • For each receipt claimed, include the department ID (required), fund (required), program code (required), project (if applicable), account (required), tax code (if applicable), amount, PO number (if applicable) and invoice number (if applicable).
    • On the bottom of the form, enter your name, department name, 6 digit Department ID, phone number, and email.
    • Check reason for receiving funds by checking the type of receipts/processes which apply these checks, wires and/or ACH deposits.
  5. Provide supporting documents to claim the receipt. See examples below:
    • Receipt for accounts receivable invoice – copy of invoice(s).
    • Receipt for services/products – information on the type of services/products provided and copy of sales receipt (if available).
    • Receipt of fees – information on the type of fee and copy of sales receipt (if available).
    • Receipt for down payment – information on type of down payment and copy of sales receipt (if available).
    • Receipt for tuition – information on type of tuition and a copy of the tuition invoice(s).
    • Receipt of sponsored project/program – correspondence requesting receipt and/or agreement(s) with the sponsors.
    • Vender Refund related – copy of expenditure transaction in WISER and if applicable the accounts payable voucher and check number.
    • Purchase Order related – copy of purchase order funding in WISER.
    • Purchasing Card related – copy of purchasing card transaction in WISER.
    • Travel Reimbursement – copy of travel expense funding in WISER.
  6. Send email to Cash Management and CC your Dean’s Office contact along with attaching the Unidentified Deposit Jet Upload Form as an excel file and the supporting documentation.
  7. Please contact Cash Management if you have any questions.

Note: Your Dean’s Office/Division Office and Cash Management reserves the right to review and approve your requests to claim this money.