Receipt/Sales Credit Deposit Form Instructions

Per State Statutes, (Chap. 20.906 Wis. Stats.), payments/receipts are to be deposited within 5 business days and all payments received from customers belong to the University of Wisconsin-Madison. These payments may not be deposited with the University of Wisconsin Foundation or to an individual's private bank account. Funds may not be deposited directly into the University's impress accounts, including petty cash accounts and custodian fund checking accounts; nor may it be used to make direct purchases of supplies.

To avoid theft or loss, we recommend departments who collect large sums of money or frequently collect money, to make deposits daily or at least weekly using sealable, green plastic bank bags and deposit slips provided by Cash Management before delivering either to the bank or dropping them off at armored car pick up points on campus. Please provide the following information on the sealed, green plastic bank bags: your name, phone number, e-mail, and Dept. No. (6-digit code), and your department’s full name. Please contact Cash Management to request your own deposit slips and green, plastic bank bags. 

If the receipt relates to a refund of expenditure, please use the Check Deposit Form. If the check to be deposited has a UW-Madison logo with the address of 21 N. Park St., Suite 5301, then mark the check as “void” and send it back to Accounting Services File room, 21 N. Park St., Suite 5301, Madison, WI  53715. 

Remember:

  • Any revenue deposits involving Funds 133, 233,144, or 182 and do not use account code 9050 or 9051, must be submitted to Research and Sponsored Programs located at 21 N. Park St., Suite 6401, Madison, WI  53715.
  • All deposits using account code 9050 and 951 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.
  • All deposits involving Fund 161, require detail backup and must be submitted directly to Cash Management at 21 N. Park St., Suite 6101, Madison, WI  53715. 
  • If deposits containing cash, please bring the money to the Bursar's Office 333 East Campus Mall  #10501, Madison, WI  53715 and exchange the cash for a check. The check would be made payable to UW-Madison Cash Management.
    Endorse all checks as follows:  “For Deposit Only to UW Madison Deposit acct 0226” followed by Department name and 6-digit department number. Remember to add the above 4-digit account number to each check being endorsed for deposit.

Note: After completing each field of information, use the key to move to the next field of information.

Completing the Receipt/Sales Credit Deposit Form

Contact Information (person completing form)

Prepared By:

Enter full name of person preparing form.

Department Name:

Enter full name of the department making deposit.

Dept ID:

Enter 6-digit department identification code.

Date:

Enter date the form is completed.

Phone No.:

Enter the preparer’s telephone number (xxx) xxx-xxxx.

E-mail:

Enter the preparer’s e-mail address.

Reason for Deposit:

Enter reason for the deposit.

Funding, Amount, and Description Fields:

Funding Fields: Coding

Dept Fund Prog Project Account County Tax
Code Name
Deposit Amount/
Gross Sale

Dept:

Enter 6-digit Division/Department ID.

Fund:

Enter 3-digit Fund ID.

Prog:

Enter 1-digit Activity Code such as 0,1,2,3,4,6,8,9,F,R.  

Project:

Enter 7-digit Project ID which will either start with the 3-digit Fund Code or “PRJ” followed by a sequence of 4 alphanumeric characters. 

Act ID:

Leave blank

Account:

Enter 4-digit SFS account code (should be numeric numbers).  

County Tax Code Name:

If sales tax applies to sale, pick the county tax name which relates to the sale from drop down list.  

Amount:

Enter gross amount of deposit relating to the funding line as a negative amount (credit).  Remember to enter the amount as a number, no commas, followed by a decimal point for the cents.

Description:

Enter the customer name followed by brief describe which will help you identify this deposit (max 30 alpha numeric characters).  

Check No.:

If deemed necessary, enter the check number of the deposited check (max 10 alpha numeric characters).

PO No. or Reference No.:

If applicable, enter the PO or Customer Reference No. related to this deposit (max 10 alpha numeric characters).  

Voucher No.:

If deemed necessary, enter the Journal ID referenced in WISDM which relates to this deposit (max 10 alpha numeric characters).   

Invoice No.:

If applicable, enter the Invoice No. related to this deposit (max 12 alpha numeric characters).  

Total Deposit

Leave as is; will auto fill based on amounts entered above. 

Department Signature:

All forms must be signed by the department and dated.

Received by Bursars Office:

Leave as is; Bursars Office will date stamp report when received.


Please keep a copy of this form in your office and send the original form to the Bursars Office. If you want a copy returned to you, please provide Bursars Office with an extra copy of this form and a returned self-addressed campus envelop.

Attach checks to this form and send to the Bursars Office. If receipts include cash, please hand deliver this form with receipts to the Bursars Office for deposit.

The Bursar's Office Address is:
333 East Campus Mall #10501, Madison WI 53715-1383

Check Deposit Form Instructions

Questions regarding this form should be directed to Limin Tang.

Note: There are many versions of Excel on campus. The forms have been developed to print on one page. If you are having problems printing, on the Excel toolbar, select File, then Page Set Up. This will open a dialog box for you to select “Fit to 1 page.” If this solution does not work, please contact your IT support person for further assistance.

Calculating Gross Sales
based on Net Sale Information
Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of Gross Sale

(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below.)

Calc for Gross Sale

(Net Sale x 1.055) 

Gross Sale

Sales Tax "Exception A" Calculation Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of the Gross Sale

(Use for Milwaukee, Ozaukee, and Washington Counties.)

Calc for Gross Sale

(Net Sales x 1.060)

Gross Sale

Sales Tax "Exception B" Calculation Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of Gross Sale

(Use for Racine and Waukesha Counties.)

Calc for Gross Sale

(Net Sales x 1.051) 

Gross Sale

Sales Tax "Exception C" Calculation Net Sale Results

Known:
Amount of Net Sale

Unknown:
Amount of Gross Sale

(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.)

Calc for Gross Sale

(Net Sales x 1.050) 

Gross Sale