Completing a Direct Payment Form (DP)

The numbered sections below correspond to the following numbered line by line detailed descriptions and pictures of completed information:

Direct Payment Form Vendor# Voucher# Check Payable To: Taxpayer ID# Type of Payment Send Check To: Amount(s) Account Fund Department Program Class (Bldg#) Budget Year Project Additional Information/Justification Invoice Number Payment Handling Code Contact Person Telephone Number Total Amount Supervisor Approval Institution Pre-Audit http://www.bussvc.wisc.edu/acct/instructions/direct_payment.html Dean/Director Approval Form Copy Instructions

1: Vendor #

  • Each payee is assigned a unique vendor number.

How to use vendor search in WISDM for SFS AP transactions

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2: Voucher #

  • Each payment is assigned a unique voucher number by the Accounting System.
  • This field is for Accounting Services use only

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3: Check Payable To: (Vendor)

  • Last name first

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4: Taxpayer ID# (SSN, EIN, ITIN)

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5: Type of Payment

  • Check Vendor

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6: Send Check To:

  • Address where check should be sent
  • Any special payment handling instructions, such as call for pickup, send check in care of, etc.

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7: Amount(s)

  • The dollar amount for the line of funding that particular expense will be charged to.

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8: Account

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9: Fund

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10: Department

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11: Program

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12: Class (Bldg #)

  • New SFS sub-classification code to be used for building numbers only

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13:Budget Year

  • 2-digit Budget Year (formerly Legacy Fiscal Year)

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14: Project

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15: Additional Information/Justification:

  • If vendor billed airfare or registration, list who where, why, & when

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16: Invoice Number

  • Invoice Number if Invoice Number is given
  • MMDDYY (month/day/year of first date of service)
  • MMDDYY ( month/day/year of order date) if paying from an order form

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17: Payment Handling Code

  • 2-digit code assigned by Accounting Services determines check handling methods
  • For Accounting Services use only

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18: Contact Person

  • Name of the person to contact regarding the payment.
  • Add additional contact information from the Dean’s Office to be contacted instead of the individual listed on the DP/PIR form. Add the contact's name and phone number directly under the departmental contact person. (Hint: Use "Alt + Enter" when adding the additional information in the field. Using only the "Enter" key will result in moving to the next cell or field in the form.)

    Accounts Payable will only contact the person indicated from the Dean's Office as responsible for supplying additional information; not both. If Accounts Payable receives a form without an additional Dean's Office contact name, the contact person indicated on the form will be the only one contacted.

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19: Telephone Number

  • Telephone number of the person to contact regarding the payment.

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20: Total Amount

  • Total of payment(s).

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21: Supervisor Approval

  • Original signature and date required.

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22: Institution Pre-Audit

  • Please leave blank for Pre-Audit approval.
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    23: Dean/Director Approval

    • Please consult your Dean's office for required additional signatures for approval.
    • Original signatures required.

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    24: Form Copy Instructions

    • Accounting Services requires the original form with copies of the original invoice or receipts attached.
    • If paying a vendor Accounting Services requires a second copy of the invoice or order form to mail with the check.
    • Please consult with your Dean or Director's business office on additional copies required by your division.
    • Please send your completed form to Accounts Payable, Suite 5301, 21 N. Park Street.

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