Forms
Authorization to Sign Financial Forms
This form provides authorization information to Accounting Services staff allowing them to validate signature authority on various transactions.
Instructions | Web Form
Authorization for Wisconsin Air Services
This form is used to obtain prior approval to use the contract with Wisconsin Air Services for charter air services.
Instructions | Word Form
Budget Adjustment Request
This form is used to request an adjustment in a department's budget.
Excel Form
Cash Advance Accounting Form
This form is used to record and account for program expenditures related to the Cash Advance Request. Expenses using the advance funds must agree with the original purpose of the Cash Advance Request.
Instructions | Excel Form
Cash Advance Individual/Department Custodian Agreement
All Individual/Department Custodian Agreement must be completed by the Department and approval by the Dean's Office before the advance is sent onto Cash Management for processing. If this cash advance for an individual custodian, then the individual must complete and sign the form before it is reviewed and approved through the Department/Dean's Office, and onto Cash Management. All agreements must have a cash advance request form attached with this custodian document.
Instructions | Word Form
Cash Advance Log of Payments to Human Subjects
This form is used to keep track of human subject information when a Cash Advance is used for payment.
Instructions | Word Form
Cash Advance Past Due Advances Notice
This letter is sent to the custodian of the advance when the advance is past due.
Instructions | Sample Letter in Word
Cash Advance Payroll Deduction Notice
This letter is notify to payroll to withold the check of the advance's custodian because of failure to repay the advance.
Instructions | Sample Letter in Word
Cash Advance Request Form
This form is used to request all Cash Advances, but not Individual Travel (See 302 Travel Advance Policy) Internal Requisitions are no longer used for this process.
Instructions | Excel Form
Check Action Form
This form is to request a Proof of Payment, Cancelled Draft, or Stop Payment for non-payroll checks.
Web Form
Collections Request
This form is used to submit an account to a Collection Agency.
Instructions | Word Form
Cost Transfer Request (Non Salary) (New FY8)
Redesign of the old Non Salary Payment Transfer. This form is used to transfer a previous payment from an incorrect funding source or department to another.
Instructions | Excel Form
Direct Payment (Updated FY8)/Employee Reimbursement
Direct Payments are items that do not require a purchase order. Examples of direct payments that can be made using this form are memberships, registrations, subscriptions, preprinted publications, utilities, and postage. Direct Payments and Employee Reimbursements use the same form.
Instructions | Excel Form
Emergency Transaction Request (ET)
This form is used to request Emergency Transactions only, which require next day processing. Please use ETs for extreme emergencies only. 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.
Instructions (Updated 03-28-2008) | Excel Form (Updated 03-28-2008)
Employee Reimbursement/Direct Payment Form (Updated FY8)
This form is used to reimburse all employee expenses not incurred while in travel status, with the exception of payment for performing a service. UW employees performing a service should be paid through payroll. Employee Reimbursements and Direct Payments use the same form.
Excel Form
Encumbrance and Purchase Order Management Form (New 02-18-2008)
See also: Purchase Order and Encumbrance Management Form
Find Current Encumbrance Balance Instructions (PDF) | Form Instructions (PDF) | Excel Form
Events - Meal Payment Form
For use with events that require payment/reimbursement for breakfast, lunch, or dinner meal expenses, including hosting expenses. Please use for all payment mechanisms(TER,PIR,Requisition,Purchasing Card).
Web Form
Events - Participant List
Formatted participant list for use with event forms or payment/reimbursment mechanism for meals, refreshments, reception costs where a list of participants is required for payment.
Excel Form
Events - Reception Payment Form
For use with events that require payment/reimbursement for reception expenses. Please use for all payment mechanisms (TER,PIR,Requisition,Purchasing Card).
Web Form
Events - Refreshment Payment Form
For use with events that require payment/reimbursement for refreshment/break expenses. Please use for all payment mechanisms (TER,PIR,Requisition,Purchasing Card).
Web Form
Events-Meals/Receptions for the General Public
For use with UW Madison sponsored events for meals/reception expenses for the general publics attendance. Please use for all payment mechanisms (TER,PIR,Requisition,Purchasing Card).
Web Form
Group/Team Travel Expense Receipt
This form should be used in cases of student group/team travel, where monetary allowances are dispensed in advance for food or entertainment expenses.
Instructions | Word Form
Inter Departmental Billing Form (New FY8)
Replaces the Interdepartmental Billing and Invoice Transfer Froms. This form is used for a department billing for goods or services it has provided. This form is used for miscellaneous billings.
Instructions | Excel Form
Internal Work Order Form (New FY8)
Replaces the Internal Requisition Form. Log on to My UW, select the Services tab and choose Single External Requisition and Internal Work Order Generator from the Requisition and Number Generator Module.
Multiple Payee List (New 23Jul2007)
This form is to be used for submitting lists for payment processing.
Instructions | Excel Form (Sample Completed Form) | Excel Form (Blank Form)
Payment for Services and Research Subjects
This form is used to calculate the withholding tax on payments to nonresident alien individuals who have provided a service or participated as a research subject.
Instructions | Excel Form
Payment for Scholarships, Fellowships, Participant Support (Class 57XX)
This form is used to calculate the withholding tax on payments to nonresident alien individuals who have received payment for scholarship payments.
Instructions | Excel Form
Payment to Individual Report
This form is used to pay non-employees for services, travel expenses, interview expenses, payments to students for scholarships, financial aid, award payments, subject fee payments. If your department is reimbursing an individual for travel not employed in your department but employed elsewhere in the UW-system, please request reimbursement on a Travel Expense Report.
Instructions | Tutorial | Excel Form (updated 07/17/2007)
Travel Supplement for Travel After November 30, 2007
Travel Supplement For Travel Prior to December 1, 2007
Payment Notice
This form is used when the department knows the vendor will not invoice Accounts Payable for payment.
Instructions | Word Form
Property Control - Authorization Form for Permanent Transfer/Sale of University Property
This form should only be used when a faculty member transfers to a new institution and requests transfer of University property. Please keep in mind that the new institution must be a non-profit institution.
Word Form | Instructions
Property Control - Departmental Property Administrator (DPA) Form
This form is used to notify Property Control of a DPA (Departmental Property Administrator) change.
Web Form
Property Control - Off-Campus Equipment Verification Form
This form must be completed by site personnel for each item under their custody.
Word Form
Property Control - Request for Authorization to Loan Equipment to Another Institution or Organization Form
Word Form | Instructions
Property Control - Transaction Form
This form is used to notify Property Control when equipment has been exchanged or repaired and there is a change in serial and/or model numbers. New inventory decals may be required on exchanged or repaired equipment.
Word Form | Instructions | Web Form (with tables) | Web Form (without tables)
Property Control-User Computer Sale Agreement Form
PDF Form
Purchasing Card - Cardholder Account Setup Form
This form is used to request a new, modify, or delete an existing Purchasing Card Cardholder account.
Instructions | Word Form | Example
Purchasing Card - Cardholder Agreement
This form is used to request a purchasing card.
Word Form
Purchasing Card - Cardholder Log
This document is a log of the purchases made on a purchasing card for a given period of time. This log and all receipts are submitted to the Site Manager per individual departmental/divisional procedure.
Excel Form
Purchasing Card - Designated User Agreement
This form is used to request designated access to an existing purchasing card. Travel purchasing cards require a different form (below).
Word Form
Purchasing Card - Dispute Form
This form is used to question a transaction appearing on a Purchasing Card cardholder statement.
Word Form
Purchasing Card- Hotel Reservation Fax Sheet
This form is required when using your Purchasing Card to reserve a hotel room.
Word Form
Purchasing Card - Travel Agreement
To be completed when applying for a travel card. Dean's Office approval must be obtained before submitting a travel agreement form.
Word Form
Purchasing Card - Site Manager Form
This for is used to request a new site manager or a change in site managers.
Word Form
Purchase Order Closeout Request Form (Do not use after 2-18-20008)
Replaced by Encumbrance and Purchase Order Management Form as of February 18, 2007.
Purchase Order and Encumbrance Management Form (New 02-18-2008)
See also: Encumbrance and Purchase Order Management Form
Find Current Encumbrance Balance Instructions (PDF) | Form Instructions (PDF) | Excel Form
Refunds of Receipts/Sales Credits (Updated May 16, 2008)
This form is used to record refunds of money that was deposited with the University as a receipt or sales credit. Payee would be the person, firm, or institution that made the original deposit.
Instructions | Excel Form updated as of May 16, 2008.
Request for Authorization to Reimburse Applicant Interview Expenses
Instructions | Word Form
Request for Program and Segregated Revenue Positions
This form is used to request additional Program or Segregated Revenue positions.
Word Form
Request for Reimbursement of Relocation Expenses
This form is used to request reimmbursement of relocation expenses.
Web Form
Request for Voucher/Requisition Information
This web form is used to request voucher or requisition information from the File Room.
Web Form
Revenue Producing Activities Questionnaire
This form is used to establish a Revenue Producing Activity.
Instructions | Word Form
Salary Cost Transfer SFS
This form is used to change the funding source distribution of salary charges already posted to SFS.
Word Form
Salary Payment Transfer Request Legacy
This form is used to change the funding source distribution of salary charges already posted to the Legacy Accounting System prior to fiscal year 2005.
Instructions | Word Form
Receipt/Sales Credit Deposit Form
This form is used to record revenue received from the sale of goods or services as a receipt.
Instructions | Excel Form
Receipt/Sales Credit Transfer Form
This form is used to distribute previously deposited sales credits to multiple lines of coding and/or taxable sales credits. (To be used as part of TBA Deposit Account procedure.)
Instructions | Excel Form
SFS Accounts Payable/Travel Management Request for Information
Dean/Director Business Offices may use this form to request information from the SFS Accounts Payable Team regarding Vendor Set-Up/Maintenance, W9 Certification, Funding Information, Travel Expense Report Policies, Payment To Individual Report Policies, Direct Payment Policies, and Employee Reimbursement Policies.
Web Form
Teleprocessing Network Authorization
This form is used to obtain authorization for data contained on the IBM 3270 mainframe.
Instructions | Word Form
Travel Expense Report
This form is for pay rolled UW-employees to submit travel expense records for reimbursement. The UW-employee must have been on payroll at the time of travel. (Otherwise see Payment to Individual Form) The only exception is moving expenses, even if the employee wasn't technically an employee during the time that the expense was incurred.
Instructions | Tutorial
Excel Form For Travel After November 30, 2007 (updated 12/01/2007)
For multiple entries of extended trips:
Two Page Excel Form For Travel After November 30, 2007 (updated 12/01/2007)
Travel Purchasing Card - Designated User Agreement
This form is used to request designated access to an existing travel purchasing card. Regular purchasing cards require a different form (above).
Word Form
UDDS Action Request Form
This form is used to create, delete and/or replace, and change a department's accounting structure by unit, department, and subdepartment. Additions and changes require the name, activities, budget classes, and funding by budget year.
Instructions | Word Form
Vendor Refund Form
This form is used when an external vendor sends a payment due to rebates, duplicate payments, over/under payments, and/or returned merchandise. The statutes require these payments to be deposited at least once a week.
Instructions | Excel Form (last update 01/28/2008)
Wire - Incoming Department Wire/ACH Form
This form is used when your department is expecting either an Incoming International Wire/ACH or an Incoming Domestic Wire/ACH.
Web Form | Instructions
Wire - Outgoing Draft/Wire Form
This form is used when foreign or domestic vendor will not accept a business check and using a p-card or charge card is not practical. Payments to the vendor should be over $1,000 in order for this method to be cost effective. Attach this form to the front of the form used to make the payment (e.g., Purchase Order (PO), Direct Payment Form (DP), Payment to Individual Form (PIR), or Travel Expense Report (TER).
Excel Form (Updated 10/25/07) | Instructions
WISDM Authorization Form
Complete this form to gain access to WISDM. Keep in mind that each person should sit through a demo of WISDM before requesting access.
Word Form