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Topics Map > Research > Extramural Support > Gifts
L&S Gift Management: How to pay a vendor using UW Foundation Funds
The following page explains the process in L&S for paying vendors from UW Foundation funding.
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.
- Attach invoice and other supporting documentation to the Disbursement request
- Preferred order: Disbursement Request followed by supporting documents
- Naming convention: Disbursement Request number.Vendor name.Department name
- Example: 99999.Jurassic Park Cafe.Jurassic Studies
- Email the .pdf to budgetoffice-gifts@ls.wisc.edu
- L&S Budget Office staff 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 campus materials use the term 'Check Request'.
Links
- Initiate the Disbursement Request form on UW Foundation's website: https://secure.uwadvancement.org/
- Navigate to "Fund Management" > "Disbursement Request"
- Link to the UW Foundation's Instructions: UW Foundation's Instructions
- Request access to the UW Foundation: L&S Gift Management: UW Foundation Policy Overview
Filling out the UW Foundation Disbursement Request
- Initiate the Disbursement Request form on UW Foundation's website: https://secure.uwadvancement.org/
- 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.
- Export to .pdf and attach the same documentation needed for a payment through UW.
- Signatures:
- The form should be signed by someone with financial oversight at the department. This may be the Chair/Director, Associate Chair, or Department Administrator, depending on the unit’s internal practices. For separation of duties, the person who initiated the form should not sign as the approver.
- The second line is for the L&S divisional level approval signature.
L&S Budget Office Contacts
- Gifts email: budgetoffice-gifts@ls.wisc.edu
- Jana Valeo
- Annie Powers
- Amanda Mahr
- David Olmos