How to pay an invoice for goods or services provided by another UW-Madison department, or a different Universities of Wisconsin campus.
An inter-departmental billing journal entry is used for transactions involving the exchange of goods and services from one department to a different department on campus. The department responsible for providing the good or service is considered the biller and the department receiving and paying for the goods or service is the payer. A journal entry, with a JRB journal mask, is created to record this type of transaction.
Billing or sending payment to another UW campus is done via “intercompany journals.”
Pay (or bill) another UW-Madison Department
- Complete the inter-departmental billing form.
- Email the form and supporting documentation to journals@bussvc.wisc.edu.
- Questions can be submitted to the same email address.
Coding Criteria
- Allowable Credit account code – 9050 (cannot use program code “R”)
- If credit is for fund 128 program code 8, then use 9300.
- Credit may not be to fund 133, 135, 142, 144, 161, 233, and 150
Pay (or bill) a different UW System Campus
In an effort to reduce the labor and cost of writing and depositing checks between UW-Madison and other Universities of Wisconsin business units, UW System encourages the use of an Intercompany Journals using the Accounting Journal in Workday or ISD (Internal Service Delivery) to record expenses and/or revenues, as well as transfer cash, between the business units in a mutually agreeable manner.
Allowable Uses
An intercompany journal can be used to record expenses and/or revenues between business units for transactions such as:
- Billing of services
- Payment of registration for conferences
- Charging back expenses
- Transferring grant payments (specific coding required)
- Payment of an Inter-Institutional Agreement (IIA)
Did UW-Madison buy or sell the services?
How to use intercompany journals as the buyer
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Obtain the full worktag from the campus being paid
Note: Terminology from SFS/WISER changed with the adoption of Workday in July 2025. “Worktags” replaced fundings strings.
Fill out the intercompany journal template
Complete the intercompany journal transfer template, using both the UWMSN funding and the funding obtained from the other UW campus.
In column E on the journal lines tab, use the following prefixes for the campus:
- UWMSN – UW-Madison
- UWMIL – UW-Milwaukee
- UWEAU – UW-Eau Claire
- UWGBY – UW-Green Bay
- UWLAC – UW-La Crosse
- UWOSH – UW-Oshkosh
- UWPKS – UW-Parkside
- UWPLT – UW-Platteville
- UWRVF – UW-River Falls
- UWSTP – UW-Stevens Point
- UWSTO – UW-Stout
- UWSUP – UW-Superior
- UWWTW – UW-Whitewater
- UWCOL – UW-Colleges
- UWEXT – UW-Extension
- UWADM – UW-System Administration
- UWSYS – System Wide
Email the completed form
Email the completed form, along with supporting documentation to journals@bussvc.wisc.edu.
Accounting Services will process the intercompany journal in Workday.
How to use intercompany journals as the seller
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Provide the full worktag information to the UW campus paying UW-Madison
If the UW campus has an invoice for the service, the ISD process can be followed.
If there is no invoice for the service, the EIB template can be filled out and submitted to the UW–Madison Business Services Journals email box, journals@bussvc.wisc.edu.
Coordinate with the other UW System campus
Have your contact at the other campus work with their campus contact to process the intercompany journal.
For reference: Campus Contact List
Questions regarding the intercompany process can be directed to journals@bussvc.wisc.edu.
