Vendor Refund Form Instructions

Based on the statutes, all payments received from vendors belong to the University of Wisconsin-Madison. The statutes require these payments to be deposited at least once a week. However, in order to avoid theft or loss, departments collecting larger sums of money should make deposits daily or more frequently than once a week.
These payments may not be deposited with the University of Wisconsin Foundation or to an individual's private bank account. It may not be deposited directly into the University's impress accounts, including petty cash accounts and Cash Advance checking accounts; nor may it be used to make direct purchases of supplies.

  1. Credit the Attached check number:  Enter the check number on the vendor check submitted for deposit.
  2. Check Date:  Enter date check was issued.
  3. From (payee name):  Enter the name of the vendor on the check submitted for deposit

Complete appropriate financial account coding as follows:
(http://www.bussvc.wisc.edu/acct/coding.html)

  1. Dept:  Enter 6 digit Division/Department ID
  2. Fund:  Enter 3 digit Fund ID
  3. Prog:  Enter 1 digit activity code such as 0,1,2,3,4,6,8,9,F,R
  4. Proj:  Enter 7 digits Project ID which will either start with the 3 digit fund code or “PRJ” followed by a sequence of 4 alphanumeric characters.
  5. Act ID:  Leave blank
  6. Account:  Enter 4 digit SFS account code (should be numeric numbers)
  7. Class:  Leave blank
  8. Amount:  Enter amount as a whole number, no commas, followed by a decimal point and the cents.
  9. Description:  Enter vendor name followed by brief describe which will help you identify this deposit (max 30 alpha numeric characters)
  10. Journal Line Ref or PO Number:  If there was a PO related to this refund, enter the PO info (max 10 alpha numeric characters)
  11. Voucher No:  Enter the journal ID referenced in WISDM which originally paid this vendor (max 10 alpha numeric characters)
  12. Inv No:  If applicable enter any additional journal ID which relate to this vendor refund (max 12 alpha numeric characters)
  13. Total: Leave as is.  Will auto fill based on amounts entered above
  14. Payment has been credited for the following reasons:  Briefly describe why this payment occurred.
  15. Department Name:  Print the name of your department submitting the deposit
  16. Submitted by:  Print your name as the preparer
  17. Phone Number:  Enter your 10 digit phone number
  18. Email:  Enter your e-mail address used for campus business
  19. Date:  Enter the date this form was completed

Return this form to:  UW Accounting Services, Cash Management, 21N Park St, Suite 6101, Madison, WI  53715

Vendor Refund Form

Questions regarding this form should be directed to Kathy Virnig.


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