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How to transfer L & S UW Foundation funds to a 233/ How to do a check request, College of Letters & Science Document

Overview of transferring funds from UW Foundation Accounts to 233- projects using the UW Foundation Check Request form and the Gift Check Routing form. Includes detailed instructions for completing the check request form.

This document contains instructions on how to move funds from a UW Foundation account to a 233- project in the UW Madison Accounting system.  Also included is general information on using and replenishing 233 accounts.   

Campus is encouraging departments to discontinue the practice of overdrawing 233 accounts and replenishing after the expense occursThe best practice is to transfer funds prior to incurring the expense as to ovoid overdrawing the 233 account.  

The chancellor has asked that we clear overdrafts on 233- projects quarterly, this is an update from the former practice of clearing overdrafts annually.

Submitting a check request: 

To accommodate working remotely, we are accepting electronic signature and/or email confirmation in lieu of ink signatures. The same documentation is still needed, however.
  • In the email subject line please include the check request # 
  • The email confirmation from the authorized signer should also include the amount of the request in the body of the mail.
  • Email all of the above and completed forms in a PDF to budgetoffice-gifts@ls.wisc.edu, cc'ing Mary.Machaj@wisc.edu. Mary Machaj  will review and approve for processing and submit to UW-Foundation.  

Forms and Instructions:

  • Use the UW Foundation Check Request and Gift Check Routing Form to make the transfer. The check request is the document that UW foundation uses to do initiate the electronic transfer from the UW Foundation. The Gift check routing form is used by UW Cash Management and indicated where you want the funds transferred which 233 account you want the funds transferred to.  CHECK REQUEST INSTRUCTIONS.  You will need access to the Gift and Fund Management website on the UW Foundation Advancement Hub.   If you do not have a Login please contact Jana Valeo, jana.valeo@wisc.edu.   TO SET UP A NEW 233 enter "new233" on the check request, complete a routing form for a new 233.  When creating the routing form use  Option 2 "Enter a new project".   I will set up the new account when I receive the routing form and notify you of the new account number. 
  • Please note:  If you want to transfer funds to multiple 233 accounts you must do a separate check request for each account.  (This change was effective January 1, 2018)
  • Fill out the forms online, print them to a PDF or on paper, get the required signature(s) and email the PDF to mary.machaj@wisc.edu. 
If giving or receiving funds from another L & S department or UW Division outside L & S:
  • The division/department with the UW Foundation fund prepares and signs the UW Foundation Check Request
  • The department that controls the  233- fund prepares and signs the Gift Check Routing Form.
  • Send the forms together or separately to Mary Machaj in pdf format at mary.machaj@wisc.edu 
If L&S Admin UW Foundation funds are the funding source:
  • Send a signed Gift Check Routing Form; L&S will prepare the Foundation check request to match when your gift check routing form arrives.
  • Examples: Vilas Distinguished Awards, Hamel faculty fellowships, Halls visiting fellowships, Associate Dean funding.

Tips for filling out the UW Foundation Check Request for transfer to 233-
  • Please note:  If you want to transfer funds to multiple 233 accounts you must do a separate check request for each account.  (This change was effective January 1, 2018)
  • When you get to the second page the Fund Management Tool will prefill the form when you select the "Payment type" from pull down as "UW Board of Regents/233 transfer" Use this to quickly complete the page.
  • Purpose of Expenditure: Add any additional info that will help you keep track of the purpose.  No justification is required for these transfers, they are up to the discretion of the department.
  • When you have printed out the hard copy, your Chair/Director (or Associate Chair/Director) will sign on the top line of the "University of Wisconsin Approvals."  The second line is for the L&S divisional level approval signature.

Tips for filling out the Gift Check Routing Form to accept a transfer of UWF money:

  • Use yourself as the contact, click on the  "Add/Change" button, do a search for your last name.
  • For these transfers from UWF, always fill in "UWF" as donor, not the name of the UWF fund or some other name.
  • Check number and date will default to "TBD" once you have completed the contact information, filled in UWF as the donor and completed "Option 1 (existing account) or Option 2 (new account) at the bottom of the form. 
  • If you have trouble with the form, try a different browser, sometimes that helps.

THINGS TO REMEMBER:

  • Money from the UW Foundation can ONLY be deposited into 233- accounts; no other UW accounts accept Foundation funds or other gift funds.
  • Money can only go from the UW Foundation to a UW 233- account, it can't go back.  It's a one way trip from UWF to UW.
  • It's up to you whether to create a new 233- or deposit the money into an existing 233-.  These projects are set up for the department's convenience, so do whatever makes it easiest for you to track the funding.
  • If you have questions, contact Mary Machaj mary.machaj@wisc.edu .  

Forms:

UW FOUNDATION CHECK REQUEST (login, click on Fund Management in red navigation bar, select "Check/ACH Request" from the pull down menu)

CHECK REQUEST INSTRUCTIONS


UW FOUNDATION GIFT DEPOSIT FORM (login, click on Fund Management in red navigation bar, select "Gifts and Special Deposits" from the pull down menu)
Knowledge base document on Gift Deposits

UW FOUNDATION: 1848 University Avenue, 263-4545
UW Foundation Management System

L&S: Mary Machaj, mary.machaj@wisc.edu or Jana Valeo 201D South Hall, jana.valeo@wissc.edu or 

Please email forms to Mary Machaj, mary.machaj@wisc.edu: 



See Also:




Keywords:gift, gifts, donor, UW Foundation, check request, gift check routing form, transfer, request, routing   Doc ID:20141
Owner:Jana V.Group:L&S KB
Created:2011-09-06 21:40 CDTUpdated:2022-08-01 12:54 CDT
Sites:L&S KB
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