Direct Payment Form Instructions

Direct Payment Form | Instructions | SFS Account Codes | Direct Pay Tutorial

The Direct Payment (DP) form is used to make individual payments to vendors or to reimburse employees for goods and services not requiring a purchase order. Some examples of this are defined below.

Expenses by employees incurred while on travel status will continue to be reimbursed using the Travel Expense Report.

All best judgment purchases ($5,000 or less) submitted on a Direct Payment form must comply with the University of Wisconsin-Madison’s purchasing policies and procedures, accounting policies and procedures, and with extramural funding agency restrictions. Please reference “Purchasing Policy & Procedure (PPP) #4 – Special Approvals" at http://www.bussvc.wisc.edu/purch/ppp4.html.

Purchasing Card guidelines should be followed when using the Direct Payment form. A list of acceptable and non acceptable purchases can be found at http://www.bussvc.wisc.edu/acct/purchcd/allowable.html.

Transactions previously paid by Confirming Requisition ($5,000 or less) with invoice attached can be paid on a Direct Payment form. However, preferred options for these transactions would be:

Place the order via the Purchasing Card process
Initiate the order via a formal Purchase Order from the onset
Submit a Direct Payment form

SFS Account Codes
2100 Hosting Expense Reimbursement
2201 Cellular Phone Service Reimbursement
2260 Internet/DSL Charge Reimbursement
2623 Copyright Fees
2623 Royalties to Corporations
3140 Credit Card Gas
3700 Postage/Postage Meter
3720 Subscriptions
3730 Memberships
3740 Advertising and Official Notices
3860 Royalties to sole proprietorships and partnerships when payment is made to a company

Visa/Passport Fees
Utility Payments (Electric, Gas, Water ~ Requires Building Number in Class Field)
Registration Fees
Meeting/Conference Food & Beverage only, under $5000 in cost
Miscellaneous Supplies Reimbursement under $5000 in cost
Tuition Reimbursements

Completing A Direct Payment Form

Vendor#: Each vendor or employee will be added to our SFS Accounting System Vendor File and be assigned a vendor number. For Accounting Services use only, leave blank.
Voucher#: Each payment made in the SFS Accounting System will be assigned a voucher number. For Accounting Services use only, leave blank.
Check Payable To: The full vendor name or the UW employee name (must match the payroll system), last name, first name, middle initial.
Taxpayer ID#: Social Security Number (SSN), Employer Identification Number (EIN), Individual Taxpayer Identification Number (ITIN).
Type of Payment: Select Vendor or UW employee
Send Check To: Complete mailing address or any special handling instructions (i.e., call for pickup, campus mail)
Invoice Number: If there is a vendor invoice number complete as invoice number. If order form or other payment document use date of expense, complete as MMDDYY. If employee reimbursement use ER+ date of expense, complete as ERMMDDYY.
Payment Handling Code: Determines how the check will be routed. For Accounting Services use only, leave blank.
Funding: Amount, Account, Fund, Dept, Prog, Class (Building #), Budget Year, Project
Additional Information/Justification: Describe the expense being paid/reimbursed. If vendor billed airfare or registration, detail who the expense was for, where they were going, the business purpose, and dates of trip.
Approving Signatures/Dates: Supervisor, Dean/Director Business Office, and institutional Pre-Audit.

Upon receipt of a properly submitted invoice, order form, payment document or paid receipt, Accounting Services will process payment according to Wisconsin Prompt Pay statute.

Please send your completed form to Accounts Payable, Suite 5301, 21 N. Park Street.

 

Forms Help:

Red triangles in various fields of the form contain comments designed to help you complete the form. Also, some form text is hyperlinked to web information that will assist you in completing the form.

Printing Your Form:

Use the print buttons within the form. The Print 1 button will print a single copy marked Original. The Print 3 button will print three copies marked Original, Dept. Copy, Dean/Director.

Note: There are many versions of Excel on campus. The forms have been developed to print on one page, using the buttons within the forms. 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.

Questions regarding this form should be directed to Vera Laufenberg .

 


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