“Cash Only” Deposit Form Instructions

Per State Statutes, (Chap. 20.906 Wis. Stats.), payments/receipts are to be deposited within 5 business days.

This form is used to deposit cash 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 relates to customer payments for the sale of goods/services, vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.

To deposit checks, please use the Check Deposit Form and deliver it to Cash Management at 21N Park St, Suite 6101.

All receipts/payments received from customers/vendors belong to the University of Wisconsin-Madison. These receipts/payments may not be deposited with the University of Wisconsin Foundation or to an individual's private bank account. Receipts/payments may not be deposited into the University's replenishable/contingent bank accounts, including petty cash accounts and custodian fund checking accounts; or be used to purchases of supplies or services.

To avoid theft or loss, we recommend departments collecting large amounts of cash, to make deposits daily or multiple times during the week using sealable, plastic bank bags and deposit slips. These bank bags with deposit slips can be either dropped off at an armored cars stop or dropped off direct at a US Bank site.  All plastic bank bags must be sealed and provide the following information:   your name, phone number, e-mail, and Dept. ID (6-digit code), and your department’s full name. Plastic bank bags and deposit slips are provided by Cash Management.  To request your own deposit slips and plastic bank bags  please click here.

If the receipt relates to a refund of expenditure, please use the same funding string used for the original expenditure.

For deposits relating to prior year Fund 101 expenditures, use the following funding string: Fund 131, Project 131A006, account code 9209. Click here for policy.

Remember:

  • Any revenue deposits related to Funds 133 and 144 must be submitted with a WISPER form to be reviewed and approved by Research and Sponsored Programs (RSP) located at 21 N. Park St., Suite 6401, Madison, WI  53715.
  • Any revenue deposits related to Funds 233 must be submitted with a gift routing form and donor intent documentation.
  • Any revenue deposits related to Fund 161 must be submitted to UW Systems for deposit at 780 Regent St, Suite 305, Attn:  Trust Fund Office
  • All deposits using account code 9050 and 9051 require a program code to be 0, 1, 2, 3, 4, 5, 6, 7, 8, 9 or F.
  • The Tax Code field is used to calculate sales tax and can only be selected for account codes beginning with 9XXX.

Note: After filling in each field, use the tab key to move to the next field.

Completing the “Cash Only” 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.

Receipt Box: Check the box if the deposits relates to customer payments for the sale of goods/services
Refund of Expense Box: Check the box if the deposit relates to vendor payments for rebates, duplicated payments, reimbursement of travel, over payments, and/or returned merchandise.

Reason for Deposit:

Enter reason for the deposit.

Funding, Amount, and Description Fields:

Funding Fields: Coding

Dept:

Enter 6-digit Division/Department ID.

Fund:

Enter 3-digit Fund ID.

Prog:

Enter 1-digit Activity Code either 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, F, R.  

Project:

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

Act ID:

Leave blank

Account:

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

County Tax Code Name:

The Tax Code field is used to calculate sales tax and can only be selected for account codes beginning with 9XXX. 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/vendor name followed by brief describe which will help you identify this deposit (max 30 alpha numeric characters).  

PO No. or Journal No.:

When applicable, enter the PO or Journal ID related to this deposit (max 10 alpha numeric characters). For vendor refunds, enter PO number.

Voucher No.:

For vendor refunds, enter the Voucher ID in WISDM which relates to this refund (max 10 alpha numeric characters).   

Invoice No.:

When 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. 

Currency section:

Enter the number of coins/dollars per each currency type. Total currency must equal total deposit.

Preparer's Signature: All forms must be signed by the preparer.

Department Approvals:

All forms must have the department's supervisor signature, date, printed name and phone number.

Received by Cash Management:

Leave as is; Cash Management will put initials and date when received.

Attach the cash to your form and hand deliver in a sealed envelope to the Bursars Office for deposit.  Cash deposits cannot be mailed or delivered by campus mail.

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

For checks to be deposited, please use Check Deposit Form and attach the checks to the Check Deposit Form.  Deliver the form and checks to Cash Management at 21 N. Park St. Suite 6101, Madison, WI 53715-1218

Questions regarding this form send e-mail to cashmgt@bussvc.wisc.edu

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.