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L&S Gift Management: How to pay a vendor using UW Foundation Funds
Occasionally, a vendor must be paid directly by UW Foundation with UW Foundation funds. UW Foundation should only be used to pay expenses that cannot be paid by UW. A common example of this is paying an invoice for alcohol. If the expense can be paid by UW-Madison directly, it must be.
Process for L&S Departments/Programs: Pay a Vendor Directly from UW Foundation
- Complete a Disbursement Request.
- Link to UW Foundation
- Additional instructions are below.
- Upload the signed Disbursement .pdf and supporting documents to the Gift form: L&S Gifts
- Your Gift Manager will review and sign the Disbursement Request, and submit to UW Foundation for processing.
Disbursement Request
The 'Disbursement Request' form is a document used by UW Foundation to initiate the electronic transfer from UW Foundation funds to the vendor. It tells them which fund to use and the amount of the transfer. Note: Disbursement Requests were previously known as Check Requests, and some Foundation materials use the term 'Check Request'.
Links
- UW Foundation's Gift and Fund Management (GFM): https://secure.uwadvancement.org/
- UW Foundation's Instructions: How to Complete a Check Request
- Request access to the UW Foundation: L&S Form: UW Foundation Access Request
Filling out the UW Foundation Disbursement Request
- Initiate the Disbursement Request form on the Foundations website.
- Navigate to "Fund Management" > "Disbursement Request"
- Expenditure and Payee information: Select "Other" in Payment Type drop down menu.
- Fill out the online form as directed and export to .pdf
- Gather the same documentation needed for a payment through UW.
- Signatures:
- The form should be signed by someone with financial oversight at the department.
- The second line is for the L&S Gift Manager approval signature.
Gift Contacts
Jana Valeo, Financial Manager- Gift Management
Art assignments are listed on this document: Art Assignments and Vacancies
- ART 1
- Amanda Mahr, amanda.mahr@wisc.edu
- Jana Valeo, jrvaleo@wisc.edu (L&S Admin only)
- ART 2
- Annie Powers, annie.powers@wisc.edu
- ART 3
- Sherry Adamson, sherry.adamson@wisc.edu
- ART 4
- Alisenne Sumwalt, asumwalt@wisc.edu
- David Olmos, olmos2@wisc.edu
- ART 5
- David Pettersen, dpettersen@wisc.edu
- Iain McLoughlin, imcloughlin@wisc.edu
Service email for Gifts: budgetoffice-gifts@ls.wisc.edu