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. Email your invoice as a PDF attachment to ap-invoices@bussvc.wisc.edu. Note: Supplier receives direction on Purchase Order for submitting invoices themselves.
If you need to make a change to an existing Purchase Order, follow instructions on Managing Your Order.
Payments made can be found on Workday. Use the Find Supplier Invoice Payment Information job aid for guidance. Send questions to acctg@bussvc.wisc.edu.
Direct Payment (DP)
Direct payments are typically used for one-time non-repetitive payments below $5000.
Direct payments (DPs) are now processed through Workday (previously through ShopUW+). Both DPs and Payment to Individual Reports (PIRs) are handled through a Supplier Invoice Request. See the Universities of Wisconsin Create Supplier Invoice Request job aid for more information and a step-by-step guide.
Payment to Individual Report (PIR)
Payments to individuals are typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.
Payment to Individual Reports (PIRs) are now processed through Workday (previously through ShopUW+). Both PIRs and direct payments (DPs) are handled through a Supplier Invoice Request. See the Universities of Wisconsin Create Supplier Invoice Request job aid for more information and a step-by-step guide.
EIB (formerly payment/voucher upload)
EIB, formerly 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 Payment to Individual Reports (PIRs)
- Direct Payments (DPs)
- Recurring delegated audit and non-invoiced Payments
Note: All upload requests are subject to reasonability of request.
Pros of using EIB
- Faster departmental preparation process
- Faster departmental approval
- Faster payment processing
- Reduced opportunities for error
Cons of using EIB
- Invoices not in Workday
- Not available for all types of payment
- Template format is preset
Contact Sean Kirkeng 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 typically issued on the due date and placed in U.S. Mail the same 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
UW-3007 Check Distribution Policy
Contact uwmsnap@bussvc.wisc.edu.
Grants/Sub-Awards
Follow guidance on the Research and Sponsored Programs (RSP) website.
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.
See UW Tax Exempt forms and documents
- Payments made can be found in Workday
- View your submitted purchase orders or requisitions in Workday
Email questions to 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.
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 UW-3003 Payments to Individuals Policy.
Payment to Individual Reports (PIRs) are now processed through a Workday system Supplier Invoice Request. See the Universities of Wisconsin Create Supplier Invoice Request job aid for more information and a step-by-step guide.
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 don’t have an invoice
If you need to make a payment but don’t have an invoice, you have two options:
- Complete a payment notice form and submit it to Accounting Department.
- Use a Purchasing Card (P-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.
Time sensitive payments
Purchase orders
Purchase requisitions can be submitted through the Workday as a “Pre-payment” so full or partial payment will be made at the time the purchase order is created.
Direct Payments (DP) and Payment to Individuals (PIR)
In an extreme emergency, a DP or PIR that needs to be paid by the next business day must be created and approved in Workday. 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.
Once all department approvals have been completed in Workday, an email request may be submitted to uwmsnap@bussvc.wisc.edu. The email must include the Supplier Invoice Request (SIR) number, the vendor name, and the amount of the payment. The email reference line should include “ET” and the vendor name (i.e. “ET for Jane Doe”). We will try to handle these in a timely manner.
Using ShopUW+
The University will not issue blanket Purchase Orders, and also will not typically issue specific orders for products available for purchase through ShopUW+. ShopUW+ sells commonly used items to supply the operational needs of UW-Madison, other UW campuses, state agencies, local governments and school districts.
ShopUW+ 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.
ShopUW+ 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.
Learn more about ShopUW+ on the ShopUW+ Essentials website.
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Contact
Accounting Services –
Disbursement Services
21 N. Park Street
Madison, WI 53715
(608) 262-5748