A1. See example of Custodian Fund Accounting Form for change of funding

A2. Review the original Custodian Fund Request Form and Custodian Fund Number (NRXXXXXXX)

A3. PI/Delegate completes Custodian Fund Accounting Form

a) Fill in the line under grayed out line. Enter the same amount as the original Custodian Fund Request Form except enter the amount as negative. Use the same funding and Custodian Fund Number as the original Custodian Fund Request Form.
b) Fill in the second line under grayed out line. Enter the same amount as the original Custodian Fund Request Form as a positive amount. Enter the new funding for the advance using account number 6167, Fund, Dept ID, Prog., and if applicable the Project number. Use original Custodian Fund ID.
c) Fill in the custodian name and check payable information. Check payable will be to US Bank with the last 5 digits of bank account.
d) Leave the “Deliver To” box empty.
e) Complete the Call for more information box (department financial information person).
f) Under the Itemized Expenditures Section, fill in the complete Bank account Number (no spaces or dashes) and the Bank Account name per bank statement.
g) Form is signed by the custodian (PI).
h) Department approver signs Custodian Fund Accounting Form.

A4.Department verifies completeness and accuracy of all elements on Custodian Fund Accounting Form.

A5. File original document in department.

A6. Send copy(s) to the Dean’s/Division Office for approval

B1. See example of Custodian Fund Accounting Form; Note the following forms Custodian Fund Agreement Form, Custodian Fund Budget Form, and Justification Form for increase of advance must be submitted together.

B2. Review the original Custodian Fund Request Form and Custodian Fund Number (NRXXXXXXX)

B3. PI/Delegate complete Custodian Fund Agreement Form. The amount of the Custodian Fund Agreement Form agrees with the new total (original request plus all increases and decreases). Department approver signs Custodian Fund Agreement Form.

B4. PI/Delegate completes Custodian Fund Accounting Form.
a) Fill in the line under grayed out line as the same coding as the original Custodian Fund Request Form using the same Custodian Fund Number (NRXXXXXXX).
b) Enter the amount equal to the amount you want to increase as a positive amount.
c) Fill in the custodian name and check payable information. Check payable will be to US Bank with last 5 digits of the bank account.
d) Leave the "Deliver To" box empty.
e) Complete the Call for more information box (department financial information person).
f) Under the Itemized Expenditures Section, fill in the complete Bank Account Number (no spaces or dashes) and the Bank Account Name per bank statement.
g) Form is signed by the custodian (PI).
h) Department approver signs Custodian Fund Accounting Form.

B5. PI/Delegate completes Custodian Fund Budget Form. Make sure ALL information is completed including minimum and maximum amounts being paid to human subjects and the estimated number of subjects being paid in the next 90 days.

B6. PI/Delegate completes Justification Form explaining purpose of increase. Custodian must sign this justification.

B7. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps B3 through B6 are attached.

B8. File original documents in department.

B9. Send copy(s) to the Dean’s/Division Office for approval.

C1. See example of Custodian Fund Accounting Form; Note the following forms Custodian Fund Agreement Form and Custodian Fund Budget Form for decrease of advance must be submitted together.

C2. Review the original Custodian Request Form and Custodian Fund Number (NRXXXXXXX)

C3. PI/Delegate completes Custodian Fund Agreement Form. The amount on the Custodian Fund Agreement Form must agree with the new total (original request plus all decreases and increases). Department approiver signs Custodian Fund Agreement Form.

C4. PI/Delegate completes Custodian Fund Accounting Form.
a) Fill in the line under grayed out line as the same coding as the original Custodian Fund Request Form using the same Custodian Fund Number(NRXXXXXXX).
b) Enter the amount equal to the amount you want to decrease as a negative amount.
c) Fill in the custodian name and check payable information. Check payable will be to US Bank with last 5 digits of the bank account.
d) Leave the "Deliver To" box empty.
e) Complete the Call for more information box (department financial information person).
f) Under the Itemized Expenditures Section, fill in the complete Bank Account Number (no spaces or dashes) and the Bank Account Name per bank statement.
g) Form is signed by the custodian (PI).
h) Department approver signs Custodian Fund Accounting Form.

C5. PI/Delegate completes Custodian Fund Budget Form. Make sure ALL information is completed including minimum and maximum amounts being paid to human subjects and the estimated number of subjects being paid in the next 90 days.

C6. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps C3 through C5 are attached.

C7. File original documents in department.

C8. Send copy(s) to the Dean’s/Division Office for approval

D1. See Custodian Fund Agreement Form and Justification Form for Change of End Date.

D2. Review the original Custodian Fund Request Form and Custodian Fund Number (NRXXXXXXX)

D3. PI/Delegate completes Custodian Fund Agreement Form. The end date on the Custodian Fund Agreement Form must reflect the new end date.  Make sure the total on the Custodian Fund Agreement Form agrees with the original request plus all increases and decreases.

D4. PI/Delegate completes Justification Form explaining why the end date has been changed. Custodian must sign this justification.

D5. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps D3 through D4 are attached.

D6. Department approver signs Custodian Fund Agreement Form.

D7. File original documents in department.

D8. Send copy(s) to the Dean’s/Division Office for approval.

E1. See Custodian Fund Agreement Form, Memo of Understanding (MOU) and Update Bank Account Information Form.

E2. Review the original Custodian Fund Request Form and Custodian Fund Number (NRXXXXXXX).

E3. PI/Delegate completes Custodian Fund Agreement Form. The new custodian must sign the new Custodian Fund Agreement Form. Please make sure the total on the Custodian Fund Agreement Form agrees with the original request plus all increases and decreases. Complete the Custodian Fund ID, the begin date and the end date of this agreement.

E4. PI/Delegate signs Memo of Understanding (MOU).

E5. PI/Delegate completes all sections ofthe Update Bank Account Information Form using web site instructions

E6. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps E3 through E5 are attached.

E7. Department approver signs Custodian Fund Agreement Form.

E8. File original documents in department.

E9. Send copy(s) to the Dean’s/Division Office for approval.

F1. See Memo of Understanding (MOU) and Update Bank Account Information Form. US Bank Signature Form must be requested from Cash Management

F2. PI/Delegate completes Update Bank Account Information Form using website instructions.

F3. PI/Delegate completes US Bank Signature Form.

a) Example of US Bank Signature Form.

b) Account Name must start with “Univ of Wis System- Madison” followed by the bank account name on the bank statement.

c) Boxes labeled Acct Name 1 through Acct Name 5 are the names of the signers for this account. Must be typed or printed and include all names of all signers to this bank account.

d) Box labeled Acct # enter the complete bank account number.

e) The signature box called Acct Name 1 signature through Acct Name 5 signature must be signed by the signers in the same order as listed above (See Step C).

f) Complete the Reconciling Certificate box with the information of the bank reconciler including name, phone number and e-mail. The bank reconciler must sign this section.

F4. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps F2 through F3 are attached.

F5. File originals of documents in department.

F6. Send copy to Cash Management.

G1. See Memo of Understanding (MOU) and Update Bank Account Information Form.

G2. Reconciler completes Update Bank Account Information Form using web site instructions.

G3. Reconciler/Department signs Memo of Understanding (MOU).

G4. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps G2 through G3 are attached.

G5. File originals of documents in department.

G6. Send copy to Cash Management.

H1. See Justification Form and Update Bank Account Information Form.

H2. PI/Delegate completes Justification Form explaining why the bank statement address has changed and name of reconciler.  Custodian must sign this justification.

H3. PI/Delegate completes Update Bank Account Information using website instructions.

a) Complete the top portion of the form including date, preparer, phone number, bank account title, bank account number, and contact info.

b) Complete the Bank Statement Address section

c) Complete the Bank Reconciler section

H4. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps H2 through H3 are attached.

H5. File original documents in department.

H6. Send copy copies to Cash Management.

I1. See Check Order Form.

a) Complete the top portion of the form including date, preparer, phone number, bank account title, and contact info.

b) Complete the Check Order Form section including the bank account number, the study name to be printed on the checks, and the address of the bank statement.

c) Complete the shipping address if it is different than the bank statement address.

d) Complete bottom reorder section by checking the ‘reorder’ box, indicate the starting check number and check the box with the quantity needed.

I2. Department verifies completeness and accuracy of all elements of the form.

I3. File original documents in department.

I4. E-mail to Cash Management.

I5. Receive the check printing invoice from check processing vendor and process as a Direct Payment (DP) though the Accounts Payable Department.

J1. See Custodian Fund Budget Form and Update Bank Account Information Form.

J2. PI/Delegate completes Custodian Fund Budget Form. Make sure ALL information is completed including minimum and maximum amounts being paid to human subjects and the estimated number of subjects being paid in the next 90 days.

J3. PI/Delegate completes Update Bank Account Information Form
Instructions | Form

J4. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps J2 through J3 are attached.

J5. File originals of documents in department.

J6. Send copy to Cash Management.

K1. See Custodian Fund Agreement Form, Justification Form, Update Bank Account Information Form, US Bank Signature Form, and Check Order Form.

K2. PI/Delegate completes Custodian Fund Budget Form. Make sure ALL information is completed including minimum and maximum amounts being paid to human subjects and the estimated number of subjects being paid in the next 90 days.

K3. PI/Delegate completes Justification Form explaining why the bank account name has changed and name of reconciler. Custodian must sign this justification form.

K4. PI/Delegate completes Update Bank Account Information using website instructions.

K5. PI/Delegate completes US Bank Signature Form.

a) Example of US bank Signature Form
b) Account Name must start with "Univ of Wis System- Madison" followed by the bank account name on the bank statement.
c) Boxes labeled Acct Name 1 through Acct Name 5 are the names of the signers for this account. Must be typed or printed and include all names of all signers to this bank account.
d) Box labeled Acct # enter the complete bank account number.
e) The signature box called Acct Name 1 signature through Acct Name 5 signature must be signed by the signers in the same order as listed above (See Step C).
f) Complete the Reconciling Certificate box with the information of the bank reconciler including name, phone number and e-mail. The bank reconciler must sign this section.

K6. PI/Delegate completes Check Order Form using website instructions.

a) Complete the top portion of the form including date, preparer, phone number, bank account title, and contact info.

b) Complete the Check Order Form section including the bank account number, the study name to be printed on the checks, and the address of the bank statement.

c) Complete the shipping address if it is different than the bank statement address.

d) Complete bottom reorder section by checking the 'reorder' box, indicate the starting check number and check the box with the quantity needed.

K7. Department verifies completeness and accuracy of all elements on each form and ensures all forms listed in Steps K2 through K6 are attached.

K8. File original documents in department.

K9. Send copy copies to Cash Management