Paying a Vendor Or Individual

How to pay a vendor or an individual for a product or service.


Types of Payments

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Purchase Order (PO) Invoice

Purchase orders are typically used for purchases over $5000, repetitive purchases or payments on existing contracts.

  • Send your invoice to: Accounting Services, 21 N Park St Suite 5301, or
  • Email your invoice as a PDF attachment to ap-invoices@bussvc.wisc.edu.

If you need to make a change to an existing Purchase Order, follow instructions on Managing Your Order.

Payments made can be found on WISDM. For questions, email Acctg@bussvc.wisc.edu.

Direct Payment (DP) or Non-Purchase Order Invoice

Also known as a non-purchase order, direct payments are typically used for one-time non-repetitive payments below $5000.

Complete the direct payment form and submit it with your invoice and any additional documentation to your divisional business office for approval.

Payments made can be found on WISDM. For questions, email Acctg@bussvc.wisc.edu.

Access the Direct Payment Form

Payment to Individual Report (PIR)

Payments to individuals are typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.

Complete the Payment to Individual Report form and submit it with your invoice and any additional documentation to your divisional business office for approval.

Payments made can be found on WISDM. For questions, email Acctg@bussvc.wisc.edu.

Access the Payment To Individuals Report

Payment/voucher upload

Payment upload, also known as voucher upload is a spreadsheet prepared by the department for the mass upload of vouchers. The intended use is to expedite processing of repetitive or large quantities of payments where documentation is retained in the department.

What qualifies?

  • Non-tax-reportable PIRs
  • Recurring delegated audit and non-invoiced Payments
  • Refunds
  • PO and Department has Delegated Audit Authority

Note: All upload requests are subject to reasonability of request.

Pros of using payment upload

  • Faster departmental preparation process
  • Faster departmental approval
  • Faster payment processing
  • Reduced opportunities for error

Cons of using payment upload

  • Invoices not in WISDM
  • Not available for all types of payment
  • Template format is preset

Contact Sean Kirkeng , Denise McDearmon, or Mark Domaszek for more information.

I need to use a specific payment method

Payments default to ACH if available and checks if no ACH information is set up

  • ACH notifications are sent to the vendor at the time of payment generation and funds are available in the payee’s account after 3 business days.
  • Checks are issued at the accounting date and placed in U.S. Mail the following day.
  • Attachments can be included with payment requests and should be clearly marked “Attachment” at the top of the payment request.

Wires

Pay with a Wire or Foreign Payment

Call for Pickup

Follow Policy 106-Check Distribution
Contact Mark Domaszek at mark.domaszek@wisc.edu.

Grants/Sub-Awards

Follow guidance on the Research and Sponsored Programs website.

Access Research and Sponsored Programs

Tax Exempt Payments

Use the Sales Tax Exempt Certificate which includes a letter explaining UW-Madison’s tax exempt status, and relevant ID numbers. The certificate and may be used to respond to vendor inquiries.

Access the Sales Tax Exempt Certificate

For questions, email Acctg@bussvc.wisc.edu or Purch@bussvc.wisc.edu

Pay an Invoice with a Purchasing Card

Intended for low-dollar best judgement purchases to be paid directly by the university.

View our Purchasing Card page

Pay an invoice

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Pay a speaker

Entertainers, speakers, instructors, and consultants (“Provider”) events may require a written contract to define compensation, liability and tax responsibility.

Follow the policies detailed at Policy 101-Payments to Individuals.

Access the Payment To Individuals Report

Pay a UW-Madison student or employee

The method of payment to students differs depending on the reason for the payment. To identify the correct way to pay a student, use the Student Payments Tool.

When making a payment to a UW-Madison employee, follow OHR policies for how to pay an employee.

I want to apply positive approval on an invoice

Positive approval is when the end user wants to approve the payment prior to a check being sent to the vendor.
Access the Positive Approval Documentation (PDF)

  • Links currently only work in IE and Safari, and JAVA must be installed. Access to the WebNow is granted automatically when someone receives WISDM access, so the approver must have WISDM access.

I don’t have an invoice

If you need to make a payment but don’t have an invoice, you have two options:

  1. Complete a payment notice form and submit it to Accounting Department.
  2. Use a Purchasing Card. A Purchasing Card is a Visa card issued by US Bank, assigned to a specific UW employee and tied to University funding. The card is intended for low-dollar best judgment purchases that are to be paid directly by the University.The purchasing card is a UW-Madison credit card issued to an authorized university employee (excluding student hourly) by the Purchasing Card Program Office. Issuance of a purchasing card provides purchasing authority to that employee up to authorized limits. UW-Madison assumes full liability for the payment and use of the purchasing card. The cardholder is responsible for maintaining security of the card and for any misuse as outlined in this policy.Divisions or departments must assign a site manager prior to enrolling in the Purchasing Card Program.UW-Madison purchasing cards are provided by U.S. Bank and remain the property of U.S. Bank. Purchasing cards must be canceled immediately upon termination of employment, leave of absence, transfer to another department, or request by an authorized person for any reason (e.g., Purchasing Card Program Manager, Controller, purchasing card site manager, Divisional Business Office).All documents related to the purchasing card may be fully disclosed as public record to the extent required by state and federal open records laws.

Time Sensitive Payments

I need this paid ASAP

Use the Emergency Transaction form for next day processing, but only for extreme emergencies. Do not use for special handling payments, such as those with processing deadlines, unique mailing instructions, documents with list of payees, wires, foreign drafts, etc.

I need this paid within 5 days

Write “Rush” clearly in large print at the top of the invoice or payment request form prior to submission.

I need this paid within 30 days

Submit to Accounting for payment with no additional instructions.

Using Shop@UW

The University will not issue blanket Purchase Orders, and also will not typically issue specific orders for products available for purchase through Shop@UW. Shop@UW sells commonly used items to supply the operational needs of UW-Madison, other UW campuses, state agencies, local governments and school districts.

Shop@UW maintains limited inventory for “core stock” items which are stored at 1061 Thousand Oaks Trail in Verona, Wisconsin. These are high volume and specialty (printed for the University, etc.) items only.

Shop@UW has prime vendor relationships for office supply products, laboratory supply products, and maintenance repair and operational supplies. Items purchased from these vendors are received through a cross dock operation and delivered along with core stock inventory. The prices for all MDS core stock items are routinely checked with outside vendors. Comparative items are priced at or below those of outside vendors.

Establish a Shop@UW account

Any questions may be addressed by contacting Shop@UW at 608-497-4400 or ShopUW@bussvc.wisc.edu.

Contact

Find accounting Services

Disbursement Services
21 N. Park Street
Madison, WI 53715-1218

Call accounting services

608-262-5748