Custodian Fund Individual/Departmental Custodian Agreement Instructions

The Custodian Fund Individual/Department Custodian agreement along with the Custodian Fund Request Form are used to request custodian funds for non-travel custodian fund advances, human subject studies, and group travel. Please attached this signed document to the Custodian Fund Request Form.

This agreement will need to be updated, reviewed and approved when there is a change in the custodian information, or additional funds are requested, and/or the end dates are being extended.

Custodian funds may only be given to authorized/permanent UW employees or Department. The custodian funds are issued for a specific purpose and may not be used for any other purpose than expressed on the Custodian Fund Request Form. All advances must be properly accounted for the use of the funds within 30 days of the end of the advance period.

All custodian funds require, at minimum, monthly review and reconciliation to the authorized custodian fund levels. Quarterly reporting of expenditures is required, at a minimum, by using the Custodian Fund Accounting Form.

First Paragraph: Fill in the dollar amount of the custodian fund and enter the same amount in the Custodian Fund Request Form. Enter begin and end dates of the custodian fund request. (A Custodian Fund Accounting Form must be completed and submitted to the Department/Dean's Office within 30 days after the end date of this request.) Enter the Custodian Fund reference number which agrees with the Custodian Fund Request Form.

Individual Custodian Fund Custodian Agreement: Check this box if this is an individual custodian agreement.

Second Paragraph Individual Custodian Fund Custodian Agreement: If this fund request is the responsibility of an individual, then have the individual fill out and sign off on this section as the Individual Custodian. The fund request will be issued in the name of the Individual Custodian. The Custodian Fund Reques Form must agree with the custodian name on this agreement. Enter the printed name of Custodian, the Custodian telephone number, and the Custodian e-mail. The Custodian must sign and date this fund request before it can be reviewed for approval and processed.

Third Paragraph Department Custodian Fund Custodian Agreement: This paragraph must always be filled in with the Department name.

Bottom section of this agreement:

Print Name (Department Representative): This section must always be filled in with the name of the department representative.

Telephone Number (Department Representative): This section must always be filled in with the telephone number of the department representative.

E-mail (Department Representative): This section must always be filled in with the e-mail address of the department representative.

Signed (Department Representative): If approved by the Department, then this section must be signed and dated by the department representative.

Signed (Dean/Director): If approved by the Dean/Director, then this section must be signed and dated by the Dean/Director.

Custodian/Department: Keep a copy of this custodial agreement along with the Cash Advance Request form for your internal records.

Dean/Director's Office: Keep a copy of this custodial agreement along with the Cash Advance Request form for your internal records. Send original documents onto Cash Management, 21 N. Park St., Suite 6101, Madison, WI 53715.

Cash Management Contacts:
Sharon Hughes | Cash Management

Procedure: 301 Custodian Funds


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