Forms

Accounts Receivable Invoice Form
This form is used when campus departments need to bill an entity outside of the University for services or product.
Instructions | Excel Form

Armored Car Service Change/Request
Use this form when armored car sites are requesting changes of services for removing stops, increasing stops, changing time, changing location, changing contact information, and requesting new services. A minimum of a two day notice to Cash Management of both temporary or permanent changes. Each site requires a safe approved by Risk Management. 

How-To | Word Form

Authorization to Sign Financial Forms
This form provides authorization information to Accounting Services staff allowing them to validate signature authority on various transactions.
Instructions | PDF (fillable 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

Bank Account Website Access (SinglePoint)
Used by Dean's Office/Departments/PI's having Custodian Fund or Contingent bank accounts. This website will give capability of balance inquiry, stop payments, and monthly bank statements.
Excel Form (Updated 07/10/14)

Bank Deposit Slip
Used for departments and divisions collecting large sums of money and/or frequently collecting money who currently have their own bank deposit slips.
Instructions | Web Form

Budget Adjustment Request
This form is used to request an adjustment in a department's budget.
Excel Form

Capital Equipment Tracker
This form is used to update the location of capital equiptment in the Capital Equipment Inventory Management System (CEIMS).
Instructions | Web Form

Cash Advance Activation/Deactivation Request
Use this form to activate or deactivate the cash advance feature in an e-Reimbursement profile.
Form

"Cash Only" Deposit Form
This form is used for cash deposits only. These deposits are hand delivered to the Bursars Office in a sealed envelope at 333 East Campus Mall # 10501. Cash deposits cannot be mailed or delivered through campus mail. These cash deposits relate to customer payments for the sale of goods/services, vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Instructions | Excel Form (Updated 9/29/14)

Check Action Form
This form is to request a Proof of Payment, Cancelled Draft, or Stop Payment for non-payroll checks.
Web Form

Check Deposit Form
This form is used for check deposits only. These check deposits are delivered or sent to Cash Management at 21N Park St, Suite 6101. The check deposits related to customer payments for sale of goods/services, vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.
Note: If the check has a UW-Madison logo with the address of 21 N Park St, Suite 5301, void the check by writing “void” on the check.  Send the voided check to: Accounting Services, File Room, 21 N Park St, Suite 5301, Madison, WI  53715 for cancellation.
Instructions | Excel Form (Updated 09/26/14)

Collections Request
This form is used to submit an account to a Collection Agency.
Instructions | Word Form

Cost Transfer Request (Non-Salary) - New May 2011
This form is used to transfer a previous payment from an incorrect funding source or department to another. Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead. The tool is a web-based form and routing system that will be used to process both non-salary and salary cost transfers.
Cost Transfer Workflow Tool (requires NetID Login)| Instructions for Cost Transfer Workflow Tool
Instructions (for paper forms) | Excel Form (used for transactions prior to FY 2007 only)

Cost Transfer Request (Non-Salary) Non-Grant--any fund except 133 and 144 - New May 2011
The Cost Transfer Request (Non-salary) is used to transfer funds/move expenditures from one fund, department, project, account, amount, etc. to another to assure the accuracy of the general ledger and data integrity. Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead. The tool is a web-based form and routing system that will be used to process both non-salary and salary cost transfers. For transfers involving sponsored projects (fund 144 or 133), there is an additional work flow approval in Research and Sponsored Programs.
Cost Transfer Workflow Tool (requires NetID Login)| Instructions for Cost Transfer Workflow Tool
Instructions (for paper form) | Excel Form (used for transactions prior to FY 2007 only)
Delegation Authority to use JET for Cost Transfer (Non-Salary) Non-Grant
JET Request for Access Form
See JET (Journal Entry Tool) instructions and forms.

Custodian Fund Accounting Form
This form is used to record and account for program expenditures related to the Custodian Fund Request. Expenses using the custodian funds must agree with the original purpose of the Custodian Fund Request.
Instructions | Excel Form (Updated 07/17/14)

Custodian Fund Accounting Form - No Activity
This form is used to report to Cash Management that no activity has occured in the bank account during the past 90 days. Use this form only if your account balance is at the authorized amount.
Excel Form (Updated 07/17/14)

Custodian Fund Agreement Form
All Custodian Agreement must be completed by the Custodian and approved by the Department and Dean's Office before the advance is sent onto Cash Management for processing. All agreements must have a Custodian Fund Request Form and Custodian Fund Budget Information Form attached with this agreement.
Instructions | Word Form (Updated 08/01/13)

Custodian Fund Budget Form
This form is used as a budget to itemized expenditures and must be submitted with the Custodian Fund Request Form. Complete form for 3 months or less of anticipated expenditures.
Word Form (Updated 08/01/13)

Custodian Fund Check Order Form
Used by Departments/PI's having Custodian Fund or Contingent bank accounts to order checks.
Word Form (Updated 07/10/14)

Custodian Fund Request Form
This form is used to request custodian funds for Human Subjects Studies, Change Fund and Petty Cash. For travel see Policy: 302 Cash Advance for travel related questions.
Instructions | Excel Form (Updated 07/17/14)

Department ID 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 (formerly UDDS Action Request Form).
Instructions | Word Form (Updated 08/27/2014)

Direct Payment (Updated May 2011)
Use the Payment Request web entry system to create Direct Payment (DP) to make payments to individual non-employees (vendors), companies (including LLCs), institutions, and organizations that provide an invoice;  Or individuals that are defined as "a person who is not a company, partnership, corporation, association, organization, trust or estate, and for whom an employer-employee relationship does not exist."  You may continue using paper forms but paper forms are not recommended and will be phased out soon.  Should you use paper form for Direct Payment to individual non-employees (vendors) only, please follow these links:  Paper form Instructions,  Paper form  Tutorial  and  Excel Form.  (Updated 05-19-2010)

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 | Excel Form

Employee Reimbursement
Effective June 18, 2010, see e-Reimbursement for ALL employee travel and expense reimbursement.

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

e-Reimbursement Query Request Form
Web Form

e-Reimbursement
A web-based travel and expense reimbursement system for employees and non-employees.
Log in from Services tab in My UW | UW System Authentication Hub (UW-Madison only) | Information about e-Reimbursement

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(e-Reimbursement, 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 (e-Reimbursement, 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 (e-Reimbursement, 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 (e-Reimbursement, PIR,Requisition,Purchasing Card).
Web Form

Gift Check Routing Form
For use when one or more checks for gift projects need to be deposited into one or more projects, all which are under the same division (College of Ag & Life Sciences, School of Nursing, College of Letters & Science, etc.).
Instructions | Web Form

Gift Cards
Gift Card Approval Form
Gift Card Recipient Log

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 FY2011)
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

Inter-Institutional Financial Agreement (IIA)
This form is used to account for inter-institutional financial transactions and/or when making payments for personal services involving an individual who holds a concurrent appointment at another UW institution.
IIA Form
UW System Inter-Institutional Financial Agreement Policy
Decision Tree on when to use Inter-Institution Agreement for Unclassified

Internal Work Order Form
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.

JET
Use these forms and instructions for Journal Entry Tool (JET). See also, Cost Transfer Request (Non-Salary) Non-Grant--any fund except 133 and 144.
Delegation Authority to use JET for Cost Transfer (Non-Salary) Non-Grant
JET Request for Access Form
JET Import Text File Layout Specs (PDF)
JET Import Excel File Layout Specs (PDF)
JET Excel File Layout (Excel)

Non-employee e-Reimbursement Profile Set-up Form
This form is used to create an e-Reimbursement profile for a non-employee.
Instructions | Form

Non-Employee Profile - Request to Change an Existing e-Reimbursement Profile for a Non-Employee Form (New for e-Reimbursement)
This form is used to change information in an existing e-Reimbursement profile for a non-employee such as the mailing address, default funding string, date of first travel expense and alternates designations.
Instructions | Form

Non-Sponsored Projects Delegation Agreement Form
This form is used to designate delegates the authority to use Project Lite for non-sponsored projects.
Word Form

Non-Sponsored Projects Divisional Request Form
This form should be used to request the set up of a Non-Sponsored Project (should NOT be used for gift projects).
Excel Form

Out of State Travel Approval Form
This form must be completed in advance of traveling on GPR funds and be included with e-Reimbursement documentation. A copy should also be attached the related purchasing card documentation if appropriate.
Instructions | Form | Memo

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 (PIR) (May 2011)
Use the Payment Request web entry system to create Payment to Individual (PIR) requests.  PIR is the required mechanism for making payment to non-employees or individuals that are defined as "a person who is not a company, partnership, corporation, association, organization, trust or estate, and for whom an employer-employee relationship does not exist." Use the PIR for all payments to an Individual, Sole Proprietorship, Partnership, or Limited Liability Companies (LLC) as described in the 1099-MISC/1042S Tax Reportable Transactions document. If your department is reimbursing travel and/or expenses to an individual for who is not employed at UW-Madison, see Policy 203-Payment for Services and Travel and Expense Reimbursement for Non-employees.
You may continue using paper forms but paper forms are not recommended and will be phased out soon.  Should you use paper form for PIR, please follow these links:  Paper form Instructions, paper form Tutorial  and paper form Excel Form (Updated 02-09-2010).  Please note: Effective June 18, 2010, the e-Reimbursement system replaces the Travel Supplement for Travel form.

Payment Notice Form
This form is used when the department knows the vendor will not invoice Accounts Payable for payment.
Instructions | Word Form

Plastic Bank Bag Order Form
For those departments/divisions using bank deposit slips, use this form to order plastic bank bags.  Please allow three weeks for delivery.
Instructions | Web Form

Positive Approval User Access
Complete this form to gain access to electronic images used for positive approval invoices.
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.
Instructions | Web Form (with tables)

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 - Follow-up Form
This form is used when any personal purchases are made on the card and are to be reported upon discovery to the Dean's Office. Regardless of the dollar amount, degree of inappropriateness, cardholder's explaination and/or corrective measures taken.
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 - Travel Designated User Agreement
This form is used to request designated access to an existing purchasing card approved for travel.
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 and Encumbrance Management Form
See also: Encumbrance and Purchase Order Management Form
Find Current Encumbrance Balance Instructions (PDF) | Form Instructions (PDF) | Excel Form

Receipt/Sales Credit Transfer Form
This form is used to distribute current year deposited receipts and sales credits to multiple lines of coding and/or for recording taxable sales. (Use this form with Department Deposit and TBA Deposit Account procedures.)  Note:  All revenue transfers using account code 9050 and 9051 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.
Instructions | Excel Form (Updated 02/10/2014)

Refunds of Receipts/Sales Credits
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. Note: When using sales credit account codes 9050 and 9051, do not use program code R.  Treat these account codes as a credit to expense and apply the non-revenue program code.
Instructions | Excel Form (Updated 09/10/13)

Relocation/Temporary Lodging Pre-Approval Form
This form is used to request reimmbursement of relocation expenses.
Word Form

Request for Access: US Bank On-line Electronic Deposit of Checks
This form is used for approval by the Department or Division/ Dean’s Office to implement On-Site Electronic Deposit of checks.
Word Form

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 Voucher/Requisition Information
This web form is used to request voucher or requisition information from the File Room.
Web Form

Research Participant Log
This form is used to keep track of research participant information when custodian funds are used for payment.
Excel Form (Updated 08/01/13)

Revenue Producing Activities Questionnaire
This form is used to establish a Revenue Producing Activity.
Instructions | Word Form

Salary Cost Transfer SFS - New May 2011
This form is used to change the funding source distribution of salary charges already posted to SFS. Paper forms will be phased out in early May 2011. Use the Cost Transfer Workflow Tool instead. The tool is a web-based form and routing system that will be used to process both non-salary and salary cost transfers. For transfers involving sponsored projects (fund 144 or 133), there is an additional work flow approval in Research and Sponsored Programs.
Cost Transfer Workflow Tool (requires NetID Login)| Instructions for Cost Transfer Workflow Tool
Word Form (used for transactions prior to FY 2007 only)

Teleprocessing Network Authorization
This form is used to obtain authorization for data contained on the IBM 3270 mainframe.
Instructions | PDF Form (updated 05/03/2010)

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

Wire - Incoming Department Wire/ACH Form
This form is used when your department is expecting an Incoming International or Domestic Wire or ACH. All incoming Wire/ACH deposits must be supported by invoices and/or supporting documents describing what the money is for.
Note: If you need our bank deposit information, please contact Cash Management.
Web Form (Updated 02/11/14)| Instructions (Updated 04/30/13)

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 e-Reimbursement).
Excel Form (Updated 12/5/12) | Instructions

WISDM Authorization Form
Complete this form to gain access to WISDM.
Word Form