Custodian Fund Budget Form
Custodian Fund Budget Form
Documents Page
Custodian Fund Request Form
This form is used to request custodian funds for Human Subjects Studies, Change Fund and Petty Cash.
A form used to request custodian funds for Human Subjects Studies, Change Fund, and Petty Cash.
Custodian Fund Request Form (PDF)
How to complete the Custodian Fund Request Form
- Provide details about the requested fund. Based on your budget form, enter a positive amount for the total of the request. Enter the Workday FDM values you want these expenditures to be charged to.
- Enter unique 7-digit Custodian Fund ID from original Custodian Fund Request Form. All custodian funds will start with NR, followed by the unique 7-digit Custodian Fund ID.
- Put an “X” in the “Type of Custodian Fund Request” section (i.e. Research Participant Study, Petty Cash, Change Fund, or Reloadable Debit Cards – Research Participant Study).
- Ensure that the IRB number is entered into the “IRB Approval No” box.
- Fill in the Start Date and End Date of the study under the “Time Period” section.
- For Temporary Request mark “X” 3 months or less.
- For Reloadable Debit Card Account mark “X” 1 year or greater.
- Fill in the custodian name and check payable information. Check payable will most likely be the custodian of the study. Fill in the building name, address, city, and state underneath the custodian name and check payable lines.
- Leave the “If address is different[…]” boxes empty unless the check’s intended delegate or address is different than the custodian address.
- Complete the “For additional information call” section with the contact name and phone number.
- Under the “Description/Amount Requested” section, provide a description of how the advance will be used. Fill in the Research Participant Study title, IRB Approval No., IRB Begin Date, IRB End Date, and provide a description of the project. If the operation is a Petty Cash Fund, provide a description of the operation under the respective section. If the operation is a Change Fund, provide a description of the operation under the respective section. Include the amount of requested advance for each operation needed.
- Confirm/enter the total amount of advance(s) from all requested operations in the “Total Amount Requested” section.
- Form is signed by the custodian. A delegate signature is also required if the check is not payable to the custodian.
Department/Unit
- Verify information on Steps 1-11.
- Department approver signs custodian fund accounting form.
- File original documents in department.
- Send copy(s) to the Dean’s/Division Office for approval.
Custodian/Department
Keep a copy of the Custodian Fund Agreement along with the Custodian Fund Request Form and Custodian Fund Budget Form for internal records.
Dean/Director’s Office
Keep a copy of Custodian Fund Agreement Form along with the Custodian Fund Request Form for internal records. Send original documents to Cash Management, 21 N. Park Street, Suite 5301.
Policy & Procedure
UW Policy 3012 – Custodian Fund Policy
Contact
Questions about this form can be sent to cstdnfnd@bussvc.wisc.edu.
Data View Authorization Form
Data View Authorization Form
Deferred Revenue – Future Year Revenue
This form is used to account for revenues in the new fiscal year for receipts received in the current fiscal year when the activities and services are to be performed in the new fiscal year or products are to be delivered in the new fiscal year. Deferred revenue accounting relates to revenue received from external parties’ only; not between UW-Madison Divisions or other University of Wisconsin campuses. Examples include revenue received on or before June 30 for fall conferences, summer session tuition, tickets sales for a future fiscal year, prepayments for products yet to be delivered as of June 30, prepayment for services to be performed in a future fiscal year and down payments to be returned in a future fiscal year. This form is available for use between February 1 and June 30. Please do not use this form for new fiscal year receipts or internal billings.
This form is used to account for revenues in the new fiscal year for receipts received in the current fiscal year when the activities and services are to be performed in the new fiscal year or products are to be delivered in the new fiscal year.
Download Receipt Sales Credit Transfer Form – Future Year (Excel)
Do not use July 3 through January 31.
Form instructions
(Last updated April 10, 2015)
This form is available between February 1 and June 30. The form is used for recording current year revenue received related to future year activity. This form is used for revenue activity related to external customers.
This form is not used for internal billing between UW–Madison Divisions or activity between University of Wisconsin campuses. See Inter Departmental Billing Form.
This form documents and performs the following functions:
- To account for revenue in the new fiscal year for receipts received in the current fiscal year related to activities and services performed or for products to be delivered in the next fiscal year.
- To correct revenue transfers recorded in the new fiscal year related to current year activities and services rendered or products delivered.
By or before July 2nd, 2021, all deferred revenue forms must report receipts collected in fiscal year 2021 for fiscal year 2022 activity. These forms must be delivered to Cash Management at Suite 5301, 21 N. Park St. on or before July 2nd, 2021 along with review and approval from the Department and Deans Office and supporting documentation. See deadline dates.
Examples:
- Receipts received on or before June 30th for fall conferences.
- Tickets sales received in current fiscal year for a future fiscal year event.
- Summer session tuition.
- Prepayments for products yet to be delivered as of June 30.
- Prepayment for services and/or activities to be performed in a future fiscal year.
- Down payments to be returned in a future fiscal year.
Remember:
- Enter each deferred revenue line based on what county tax code is to be used. Leave the county code field blank if the deferred revenue line is not subject to sales tax.
- Attach supporting documentation to each form.
- Department and Deans Office signature.
- Include on form the following (when applicable):
- For distributing from a pooled revenue account, the journal ID and bank date related to the original deposit.
- For a correction, the original journal ID.
Note: After completing each field of information, use the key to move to the next field of information.
| Completing the Deferred Revenue – Future Year Revenue Form | |
| Contact information (person completing form) | |
| Prepared By: | Enter full name of person preparing form. |
| Department Name: | Enter full name of the Department preparing documentation and approving the form. |
| Dept ID: | Enter 6-digit Department ID code. |
| Date Prepared: | Enter date the form is completed (mm/dd/yyyy). |
| Phone: | Enter the preparer’s telephone number (xxx) xxx-xxxx. |
| E-mail: | Enter the preparer’s e-mail address. |
| Fiscal Year: | Enter the new fiscal year. |
| Reason for the transfer: | Enter reason why the revenue is to be moved to the future fiscal year or why revenue is being moved from future fiscal year back to current fiscal year. |
| Transfer from: | Funding, Amount, and Description Fields: Coding |
| Def. Rev. “D”: (if applicable) |
Leave blank or enter “D” only if the revenue is being moved from future fiscal year back to current fiscal year. |
| Dept. | Enter 6-digit Division/Department ID. |
| Fund: | Enter 3-digit Fund ID. |
| Prog: | Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R. |
| Project: | Enter 7-digit Project ID. |
| Act ID: | Leave blank |
| Account: | Enter 4-digit SFS account code (numeric numbers starting with 9). |
| Tax Code | Leave as is; the cell will be automatically filled if county tax code name is selected. |
| County Tax Code Name: | Select county tax code name from drop down menu only if the revenue is subject to sales tax and it is being moved back from future fiscal year to the current fiscal year. |
| Amount: | Enter a positive amount (debit) for each revenue line being moved. |
| Description(30): | Enter the description of the original transaction being moved (max 30 alpha numeric characters). . |
| Bank Deposit Date mm/dd/yyyy (10): |
Enter the bank deposit date from WISDM under Jrnl Line Ref field. This is the date US Bank received the receipts. (max 10 alpha numeric characters). |
| Journal ID: | Enter the Journal ID of the original transaction being moved (max 10 alpha numeric characters). |
| Reference No.(10): | When applicable, enter internal reference numbers relating to this transaction (max 10 alpha numeric characters). |
| Invoice No. (12): | When applicable, enter the invoice number related to this transfer (max 12 alpha numeric characters). |
| Total Deposit: | Leave as is; the cell will be automatically filled based on amounts entered above. |
| Transfer to: | Funding, Amount, and Description Fields: Coding |
| Def. Rev. “D”: | Enter “D” if revenue is to be moved to future year. |
| Dept: | Enter 6-digit Division/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: | Enter 7-digit Project code. |
| Act ID: | Leave blank |
| Account: | Enter 4-digit SFS account code (should be numeric numbers), 9XXX. |
| Tax Code | Leave as is; the cell will be automatically filled if county tax code name is selected |
| County Tax Code Name: | Leave blank if the deferred revenue is not subject to sales tax. If deferred revenue is subject to sales tax, use drop down menu to select the county’s name where services occur or products were shipped. |
| Amount: | Enter a negative amount (credit) for each transaction line being moved. |
| Description (30): | Enter the description of the original entry being moved or provide a brief describe which will help you identify this transfer (max 30 alpha numeric characters). |
| Bank Deposit Date: mm/dd/yyyy (10): |
Enter the bank deposit date from WISDM under Jrnl Line Ref field. This is the date US Bank received the receipts. (max 10 alpha numeric characters). |
| Journal ID (10): | Enter the Journal ID of the original transaction being moved (max 10 alpha numeric characters). |
| Reference No.(10): | When applicable, enter internal reference numbers relating to this transaction (max 10 alpha numeric characters). |
| Invoice No. (12): | When applicable, enter the invoice number related to this transaction (max 12 alpha numeric characters). |
| Total Transfer | Leave as is; the cell will be automatically filled based on amounts entered above. |
| Total per Column | Leave as is; the cell will be automatically total based on all amounts entered under “Gross Revenue”. The “Total per Column” must equal to zero. |
Please keep a copy of this form and the supporting documentation in your office. Send originals to Cash Management by one of the following methods:
E-mail with signature to Cash Management at Cashmgt@bussvc.wisc.edu.
Mail with signature to 21 N. Park St., Suite 5301, Madison, WI 53715
Please do not send forms direct to staff for processing.
Questions regarding this form should be directed 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.
| Calculating Gross Sales based on Net Sale Information | Net Sale | Results |
|---|---|---|
| Known: Amount of Net Sale Unknown: Amount of Gross Sale (Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below) |
Calc for Gross Sale (Net Sale x 1.055) |
Gross Sale |
| Sales Tax “Exception A” Calculation | Net Sale | Results |
| Known: Amount of Net Sale Unknown: Amount of the Gross Sale (Use for Milwaukee, Ozaukee, and Washington Counties) |
Calc for Gross Sale (Net Sales x 1.060) |
Gross Sale |
| Sales Tax “Exception B” Calculation | Net Sale | Results |
| Known: Amount of Net Sale Unknown: Amount of Gross Sale (Use for Racine and Waukesha Counties) |
Calc for Gross Sale (Net Sales x 1.051) |
Gross Sale |
| Sales Tax “Exception C” Calculation | Net Sale | Results |
| Known: Amount of Net Sale Unknown: Amount of Gross Sale (Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan and Winnebago Counties) |
Calc for Gross Sale (Net Sales x 1.050) |
Gross Sale |
Deferred Revenue Jet Upload Template (not used between July 3rd through January 30th)
This template is used to move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year, or to correct revenue transfers accidentally sent to the future fiscal year which relates to current year activities and services rendered. This upload form is available for use between February 1 and June 30.
Download Deferred Revenue Jet Upload Template Form (Excel)
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.
Template Instructions
The Deferred Revenue Jet Template documents and performs the following functions:
- To move revenue to the new fiscal year for receipts received in the current fiscal year which relate to activities and services performed in future fiscal years or for products to be delivered in the new fiscal year.
- To correct revenue transfers accidently sent to the future fiscal year which relates to current year activities and services rendered.
This upload is available between February 1 through June 30.
Examples of deferred revenue
- Receipts received on or before June 30th for fall conferences.
- Summer session tuition.
- Prepayment for services and/or activities to be performed in a future fiscal year.
- Down payments to be returned in a future fiscal year.
Things to remember
- Enter each deferred revenue line based on what county tax code is to be used. Leave the county tax code field blank if the deferred revenue line is not subject to sales tax.
- Preparer, supervisor and Dean’s Office contact names are required to be entered on the top of the Jet template.
- Attach supporting documentation to each transaction.
- Include on the Jet template the following (when applicable):
- For distributing from a pooled revenue account, the journal ID and bank deposit date related to the original deposit receipt.
- For a correction, the original journal ID.
Completing the Deferred Revenue Jet Upload Template
| Preparer: (required) | Enter preparer’s name and date. |
| Department Supervisor: (required) | Enter department supervisor’s name and date. |
| Dean’s Office: (required) | Enter Dean’s Office contact’s name and date. |
| Transfer From: | Funding, Amount, and Description Fields: Coding |
| Def. Rev. “D”: (if applicable) |
|
| Department: (required) | Enter 6-digit Division/Department ID. |
| Fund: (required) | Enter 3-digit Fund ID. |
| Program: (required) | Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R. |
| Project: | Enter 7-digit Project ID. |
| Act ID: | Leave blank. |
| Account: (required) | Enter 4-digit SFS Account Code (should be numeric numbers), 9XXX. |
| Tax Code: |
|
| Amount: |
|
| Description (30): (required) | Enter the description of the original transaction being moved (max 30 alpha numeric characters). |
| Bank Deposit Date – mm/dd/yyyy (10): |
Enter the bank deposit date. This is the date US Bank received the receipts. (max 10 alpha numeric characters). |
| Journal ID (10): | When applicable, enter the journal ID of the original transaction being moved (max 10 alpha numeric characters). |
| Check No. (10): | When applicable, enter check number, starts with CKxxx (max 10 alpha numeric characters). |
| Invoice No. (12): | When applicable, enter the invoice number related to this transfer (max 12 alpha numeric characters). |
| Transfer To: | Funding, Amount, and Description Fields: Coding |
| Def. Rev. “D”: |
|
| Department: (required) | Enter 6-digit Division/Department ID. |
| Fund: (required) | Enter 3 digit Fund ID. |
| Program: (required) | Enter 1-digit Program Code such as 0,1,2,3,4,6,8,9,F,R. |
| Project: | Enter 7-digit Project code. |
| Act ID: | Leave blank |
| Account: (required) | Enter 4-digit SFS account code (should be numeric numbers), 9XXX. |
| Tax Code |
|
| Amount: |
|
| Description (30): (required) | Enter the description of the original entry being moved or provide a brief description which will help you identify this transfer (max 30 alpha numeric characters). |
| Bank Deposit Date – mm/dd/yyyy (10): |
Enter the bank deposit date. This is the date US Bank received the receipts. (Max 10 alpha numeric characters). |
| Journal ID (10): | When applicable, enter the bank deposit account number when the receipt was originally deposited into or journal ID related to this transaction (max 10 alpha numeric characters). |
| Check No. (10): | When applicable, enter the check number starts with CKxxxx. (max 10 alpha numeric characters). |
| Invoice No. (12): | When applicable, enter the invoice No. related to this transfer (max 12 alpha numeric characters). |
| Total | Leave as is; the cell will be automatically added up based on all amounts entered under “Amount”. The “Total” must equal to zero. |
Preparer’s, Department supervisor’s and Dean’s Office’s names are required on the top of the Deferred Revenue Jet Upload Template.
How to submit the template
Please email all the supporting documents and the Deferred Revenue Jet Upload Template to Cash Management at Cashmgt@bussvc.wisc.edu, and CC your supervisor and your Dean’s Office contact person. Please do not send forms directly to staff for processing.
Questions regarding this should be directed to Cashmgt@bussvc.wisc.edu.
Department Purchasing Card Pre-Authorization Form
Department Purchasing Card Pre-Authorization Form - Purchasing Card related
This form must be completed prior to requesting a Department Card..
Download Department Purchasing Card Pre-Authorization Form (PDF)
Dependent Enrollment Form
Dependent Enrollment Form
Direct Payment Form
Use this form to create a Direct Payment (DP) to individual non-employees who are vendors, companies (including LLCs), institutions, and organizations that provide an invoice.
Use this form to create a Direct Payment (DP) to individual non-employees who are vendors, companies (including LLCs), institutions, and organizations that provide an invoice.
When to use the Direct Payment (DP) Form
Use the Direct Payment (DP) form to make payments when an invoice is provided by the following:
- Individual non-employee
- Company (including LLCs)
- Institution (Do not use the DP form to pay UW-Madison departments or other UW campuses.)
- Organization
The following criteria must be followed:
- Submit only one invoice per DP form.
- Best judgment purchases ($5,000 or less) must comply with the University of Wisconsin-Madison’s purchasing policies and procedures, accounting policies and procedures, and with extramural funding agency restrictions.
- UW-Madison requires that a completed and signed form W-9 (or W-8BEN-E for Foreign Businesses) be on file in Disbursements for all payments requested on Direct Payments (DP).
- Non-U.S. Source Income payments are exempt from tax withholding and reporting. For details on what constitutes Non-U.S. Source Income payments please refer to Federal Tax Withholding under the section on Non-U.S. Source Income. A W-8BEN or W-8BEN-E still must be on file in Disbursements.
- Additional SFS Account code information is available on our Codes guide.
When not to use the Direct Payment Form
- Payments to individual non-employees for services, payments to human research subjects and payments on entertainment contracts must be done on the Payment to Individual Report (PIR).
- Reimbursement for travel and expenses to individuals (employees and non-employees) must be done through e-Reimbursement.
- Use Purchasing Card guidelines for acceptable and non-acceptable purchases..
ShopUW+ Direct Payment Form Instructions
This form is not to be used to pay UW Students, UW Employees, or Refunds.
Auto-Reject: Please note that this form will auto-reject if you are requesting a DP greater than $5,000 AND you select “Other” as the category for this purchase on the “Questions” tab. You will need to use a Purchase Order – please complete a purchase requisition or use the Non-Conforming PO form (if you have already made a purchase) to have your payment processed – please read the instructions on the Non-Conforming PO form for more information.
Complete all required fields (will be indicated by an asterisk *) and attach the appropriate documentation (invoice, relevant contracts, application forms, registration forms, other supporting documentation, wire transfer form) necessary to process the payment request. DO NOT ATTACH W-8 OR W-9 WITH SOCIAL SECURITY NUMBERS TO THIS FORM.
Supplier Instructions: If you need to update a supplier currently in ShopUW+ or create a new supplier, you will need to follow the supplier request process for your campus. Please consult the business services website for your campus for further instruction.
Access Direct Payment Form in ShopUW+
Contact
Questions regarding this form should be directed to uwsaproblemsolvers@uwsa.edu
Finding the Direct Payments Form in ShopUW+
- After you Login, Click on “Shop” on the left-hand side.
- Next, click on “Shopping” in the fly-out menu
- 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
Disposition Request Form
Disposition Request Form
Departments may not donate, sell, or dispose of capital equipment without prior written approval from Property Control. Before disposition, complete and submit this form to Property Control. This form covers all equipment dispositions EXCEPT those involving departing employees, which is a separate form: Capital Equipment Request for Authorization to Transfer/Sell University Property to a Departing Employee’s New Institution Form.
DWD/DCF/Corrections Order Form
DWD/DCF/Corrections Order Form
"*" indicates required fields