L&S Form: UW Foundation Access Request

Instructions related to the request form for UW Foundation access for L&S departments/programs. This page was last updated in September 2025.

This request form is typically used by supervisors to request Foundation access for their employees. Questions can be directed to Jana Valeo.

Types of access:

Gift and Fund Management (GFM): Most common access; this is required for Disbursements and other financial actions. It also contains some donor info needed for stewardship
Wisconsin Advancement Resource Database (4WARD): Less commonly needed, contains more detailed donor information needed for donor relations

Another option is to request the data via the forms on the Advancement Hub: https://www.uwadvancement.org/resource/request-lists-reports/

Responses will be sent by one of the campus unit administrators for L&S:

The name and email of the person completing the form are automatically recorded.

Request form fields
Field	Description
Employee Name	Name of employee who needs access added / removed / modified
Employee Work unit	Name of L&S Department / Program
Employee Title	Employee's HR job title
Employee Email	Employee's email. Use an '@wisc.edu' email address. Other domains (e.g., @unit.wisc.edu) will not work for their Foundation access.
Requesting	Select from the following options: Access for new user Change for Current User Remove Access

Add / Modify Access
Field	Description
Effective Date	Effective date of their access, if adding a new user, or the effective date of the change.
Supervisor Name	Name of supervisor
Have they previously had access to the UW Foundation website?	Yes / no question
Foundation funds	Describe the funds the employee needs to access. Does the employee need access to all department funds, or sub-department funds? If there are centers within a department, please list those. If they only need access to a subset of funds, like only student related funds, please note that as well.
Will they process financial transactions using Foundation funds?	Yes / no question Examples: deposits, disbursements, or reconciliations, etc.?
Access to donor information	Do they need access to donor information to process thank you notes and other stewardship related activities? If so, please describe the information needed.
Donor stewardship	Is donor stewardship their primary job? If so, please describe access needs.

Remove Access
Field	Description
Removing access - effective date	List the effective date to remove their access.

End of Form
Field	Description
Additional information	Optional. List additional information or context if needed.
Form feedback	Optional. Please let us know if you have any feedback about this forms or related L&S KBs.

See Also