Refund of Receipts/Sales Credit Form Instructions

Refund of Receipts/Sales Credit Form | SFS Tax Codes

The Refund of Receipts/Sales Credit form is used to record refunds of money that was deposited with the University as a receipt or sales credit. Payee would be the person, firm, or institution that made the original deposit.

Only one customer is paid per form. If paying more than one customer, please fill out a Refund of Receipts/Sales Credit form for each customer.

Remember:

  1. Form uses SFS coding, therefore ‘Account’ in SFS coding is the same as ‘Class’ in Legacy coding and ‘Project’ in SFS coding is the same as ‘Account’ in Legacy coding.
  2. When using sales credit account codes 9050 and 9051, do not use program code “R”.  Treat these account codes as a credit to expense and apply the non-revenue program code.

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

Completing the Refund of Receipts/Sales Credit Form

Vendor#:

Accounting Services use only. Vendor number is provided on form.

Voucher#:

Accounting Services use only. SFS Accounting System will be assigned a voucher number.

Check Payable To:

Enter full vendor name or the UW employee name (must match the payroll system), last name, first name, middle initial. (Max – 40 characters). <tab>

Address 1:

Enter street number followed by apartment, suite, or unit number (if applicable). (Max – 40 characters). <tab>

Address 2:

If applicable, enter PO Box or special handling instructions such as; campus mail, call for pick up, or attention: XXXX. (Max – 40 characters). <tab>

City:

Enter City/Town name or if International enter City/Town name followed by other principal subdivision (i.e., province, state, county, etc.) and postal code. Note: in some countries, the postal code may precede the city or town name. (Max – 30 characters). <tab>

State:

For USA addresses only – enter 2-digit state ID. <tab>

Zip/Postal Code:

Enter 5- or 9-digit postal code. <tab>

Country:

Enter country name. (Max – 20 characters)

Refund Reference:

If there is a subsystem identifying number, please enter it here. If not, please enter the current date as MMDDYY. (Max – 20 characters). <tab>

Payment Handling Code:

Determines how the check will be routed. Please pick from one of the 5 drop down items. (Pick either: Athletics, Call for Pickup, Campus Mail, Send w/Attachment, or U.S. Mail). <tab>

Definition of Handling Codes:

Athletics – Used by Athletics only
Call for Pickup – Accounting Services will call the number provided when check is ready for pick up.
Campus Mail – Accounting Services will send check by campus mail using campus mail address provided on form.
Send w/Attachment – Accounting Services will mail out check with attached paperwork provided.
US Mail – Accounting Services will send out check by U.S. Mail to customer’s address as provided by the form.

Contact Information (person completing form)

Date:

Enter current date the document is prepared. <tab>

Name:

Enter full name of contact person. <tab>

E-mail:

Enter contact person’s e-mail address. <tab>

Telephone number:

Enter contact person’s telephone number (xxx) xxx-xxxx. <tab>

Amount and Funding:
(If state/county sales tax is involved, please follow the directions below.)

Funding Fields: Coding

Amount

Account

Fund

Dept

Prog

County Tax

Project
  • Always fill in the first line of coding. First line of coding should be the same as the original receipt less sales tax: Enter Net Refund Amount, Account, Fund, Dept, Prog usually ‘R’), County Tax, and Project.
  • When sales tax is involved, the next two lines of coding are necessary for each payment.
  • Use the second line of coding for the amount of State Sales Tax refunded to customer. Account code is provided on form (9224). Fill in the amount of State Tax (5%). The Fund, Dept, Prog, and County Tax will automatically fill in.
  • Use the third line of coding for the amount of County/Local/Stadium Tax (Referenced as County Sales Tax). Account code is provided on form (9220). Fill in the amount of County/Local/Stadium Tax. The Fund, Dept, Prog, and County Tax will automatically fill in. Note: The County/Local Stadium Tax calculation is necessary for all counties except those counties listed in Sales Tax Exception C.

Additional Information/Justification:

Provide description of why money is being refunded including the business purpose. <tab>

Supervisor Approval (signature, e-mail, telephone number, and date):

All forms must be signed by the supervisor and include the supervisor’s e-mail, telephone number, and date signed.

Dean/Director Approval (signature and date):

Before payments can be processed, all signatures and dates must be on the Refund of Receipts/Sales Credit Form (Supervisor and Dean/Director).

Upon receipt of a properly submitted Refund of Receipt/Sales Credit Form, supporting documentation, and justification, Accounting Services will process payment according to Wisconsin Prompt Pay statute.

Please send your completed form to Cash Management, Suite 6101, 21 N. Park Street.

Forms Help: Red triangles in various fields on 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: 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.

Questions regarding this form should be directed to Limin Tang and Sharon Hughes.

General Calculation for Sales Tax

I know the amount of gross refund, but I don’t know the amount of tax due.
(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below.)

Gross Refund

State Sales Tax

County Sales Tax

Results

Calc for Net Refund
(Gross Refund÷1.055)

 

 

Net Refund

Calc for Account 9224
(Divide gross refund by 1.055, multiply by 0.050)

(Gross Refund ÷ 1.055) × 0.050

 

Dollar amt for Account 9224

Calc for Account 9220
(Divide gross refund by 1.055, multiply by 0.005)

 

(Gross Refund ÷ 1.055) × 0.005

Dollar amt for Account 9220

I know the amount of net refund before tax is calculated.
(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below.)

Net Refund
(without sales tax)

State Sales Tax

County Sales Tax

Results

Calc for Account 9224
(Multiply net refund by 0.050)

Net Refund x 0.050

 

Dollar amt for Account 9224

Calc for Account 9220
(Multiply net refund by 0.005)

 

Net Refund x 0.005

Dollar amt for Account 9220

Sales Tax Exception A Calculation

I know the amount of gross refund, but I don’t know the amount of tax due.
(Use for Milwaukee, Ozaukee, and Washington Counties.)

Gross Refund

State Sales Tax

County Sales Tax

Results

Calc for Net Refund
(Divide gross refund by 1.060)

 

 

Net Refund

Calc for Account 9224
(Divide gross refund by 1.060, multiply by 0.050)

(Gross Refund ÷ 1.060) × 0.050

 

Dollar amt for Account 9224

Calc for Account 9220
(Divide gross refund by 1.060, multiply by 0.010)

 

(Gross Refund ÷ 1.060) × 0.010

Dollar amt for Account 9220

I know the amount of net refund before tax is calculated.
(Use for Milwaukee, Ozaukee, and Washington Counties.)

Net Refund
(without sales tax)

State Sales Tax

County Sales Tax

Results

Calc for Account 9224
(Multiply net refund by 0.050)

Net Refund x 0.050

 

Dollar amt for Account 9224

Calc for Account 9220
(Multiply net refund by 0.010)

 

Net Refund x 0.010

Dollar amt for Account 9220

Sales Tax Exception B Calculation

I know the amount of gross refund, but I don’t know the amount of tax due.
(Use for Racine and Waukesha Counties.)

Gross Refund

State Sales Tax

County Sales Tax

Results

Calc for Net Refund
(Divide gross refund by 1.051)

 

 

Net Refund

Calc for Account 9224
(Divide gross refund by 1.051, multiply by 0.050)

(Gross Refund ÷ 1.051) × 0.050

 

Dollar amt for Account 9224

Calc for Account 9220
(Divide gross refund by 1.051, multiply by 0.001)

 

(Gross Refund ÷ 1.051) × 0.001

Dollar amt for Account 9220

I know the amount of net refund before tax is calculated.
(Use for Racine and Waukesha Counties.)

Net Refund
(without sales tax)

State Sales Tax

County Sales Tax

Results

Calc for Account 9224
(Multiply net refund by 0.050)

Net Refund x 0.050

 

Dollar amt for Account 9224

Calc for Account 9220
(Multiply net refund by 0.001)

 

Net Refund x 0.001

Dollar amt for Account 9220

Sales Tax Exception C Calculation

I know the amount of gross refund, but I don’t know the amount of tax due.
(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.)

Gross Refund

State Sales Tax

County Sales Tax

Results

Calc for Net Refund
(Divide gross refund by 1.050)

 

 

Net Refund

Calc for Account 9224
(Divide gross refund by 1.050)

Gross Refund ÷ 1.050

 

Dollar amt for Account 9224

No County Tax

 

n/a

 

I know the amount of net refund before tax is calculated.
(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.)

Net Refund
(without sales tax)

State Sales Tax

County Sales Tax

Results

Calc for Account 9224
(Multiply net refund by 0.050)

Net Refund x 0.050

 

Dollar amt for Account 9224

No County Tax

 

n/a