Internal Third-Party Payments

Determine which Internal Third Party Authorization Form should be used for your students.

Internal Third Party Authorization Form— Non-Employees
Use for students receiving internal third-party tuition deferrals. If an individual is an employee with the University (excluding TA, PA, RA, LSA, Fellows, a student hourly employee, an Asst Faculty Assoc, or a Post Doc Trainee) the individual should not be included on this form. (Note: Post Grad Trainees are employees.)

By submitting this form you are verifying UW–Madison employees are not included in the list.

Internal Third Party Authorization Form— Employees
Use for employees that are enrolled in a course for job-related training only. To qualify as job-related, the training/course must be:

• Required by the employer or required as a condition to the retention of an established position or status (e.g., continuing professional education courses),
• taken to maintain or improve skills required in the employee’s present work, or
• Post Grad Trainees (Post Doc Trainees are non-employee).

The Bursar’s Office reviews the file, prepares the file, and posts the information directly to the student’s tuition account through the third party contract. This contract will defer the tuition from the student’s account to the organization’s account.

• If any portion of the student’s tuition and fees is not covered by a third-party contract and/or remission, the student must pay the remaining balance before the tuition due date in order to avoid a late payment fee.
• Third-party credits posted to student accounts with active financial aid will not be refunded until the Financial Aid Office has an opportunity to review the student’s aid and repackage it per federal regulations.

The Bursar’s Office then generates third-party tuition invoices after the last add or drop date for the students. Invoices are sent via email in the form of an Excel workbook.

The departments are expected to submit payment as soon as possible (must be paid within 30 days of receiving the third party invoice).

Departments must complete the InterDeptForm tab of the workbook with the correct accounting string.

Guide

Step 1

Review the enclosed invoice for accuracy. Submit Third Party Deferral Authorization and Remission Authorization; adds, changes, or cancelations as necessary. You can request a new invoice (preferred) or make changes to the enclosed invoice. Only the last column can be changed; Change to a new dollar amount or to zero (for a delete). The column will auto calc.

Any added student will require a new invoice.  Note: the department should contact the student directly to inform him/her of any additional tuition owed.

Step 2

Complete the three required fields in the top section of the form: Prepared By, Dept. Name, Phone #, and Email address. For Dept. Name, use the same name listed on the invoice.  In the Billing Details section, fill in the Academic Term Being Paid. Other billing details are optional.

Step 3

In the DEBIT: (Charge) section, enter the appropriate coding string.  Please make sure to validate funding string prior to submittal of invoice.  If the funding string is not valid, payment will be sent back to the Department.

Please note: Non-grant fund payments will be processed for the amount due for the contract at the time of payment processing.

• For FD0144 funded programs, the description field should be: Last Name, Term, Year (ex: Doe, Spring, 2023).
• The Description field is what will display in Workday. (Ex: Rivieria Spr 15, or POSSE Spr 15).
• The form is automatically formatted to calculate the Total Debits field and display dollar signs, commas, and plus/minus signs in amount fields, so there is no need to enter them.
• If you run out of room, use the additional InterDeptForm Tab if necessary. Please DO NOT insert rows.

Step 4

The CREDIT: (Billing Department) section is hardcoded with the Bursar Office’s information. You do not need to enter anything here.

Step 5

When sending Third Party deferral payments, please include one workbook per e-mail. Email subject line should be Term, Department, Organization Account Number, and Contract Number (as seen on the bill).  When naming the file, please include the Term, Department, Organization Account Number, and Contract Number(as seen on the bill) in the file name.   Subject line and file name is necessary to improve processing within RSP and the Bursar’s Office.

Step 6

You are almost done! Forward the completed workbook to thirdparty@bussvc.wisc.edu.

New changes

Beginning in FY27, emailing RSP will no longer be required for using FD0144. Please send ALL internal third-party payments, including those using FD0144, directly to thirdparty@bussvc.wisc.edu.