L&S Gift Worktags

Guidance for creating and updating gift worktags. Updated September 2026.

Create Halo Ticket

Request New Worktag

Review the FDM Maintenance Tool for similar or inactivated worktags before making a new request.

Requests for new worktags for Professorships or other campus awards should be directed toward the Gift SME team.

Requesting via Halo ticket

Create a Halo ticket for 'New Worktags/Worktag Edits' and select 'Request New Worktag'.

If you need to request multiple worktags, please create one ticket with the following spreadsheet attached: Gift Worktag Review

Request Fields for New Worktag Halo Ticket
Question	Description
Purpose/why does this need to be created?	What is the business purpose for your request to create a new worktag? What is the anticipated financial activity for your requested value? E.g., one-time use, ongoing, revenue estimate If multiple allowable cost centers are needed, include a justification
Name	Enter a name for the worktag; see best practices for naming below.
Allowed funds/default fund	Typically FD0233; contact a gift SME for other fund types.
Allowed functions/default function	Commonly used functions: FN0200 Instruction FN0400 Research FN0500 Public Outreach FN0600 Academic Support FN0900 Financial Aid
Allowed cost centers/default cost center	Enter the name of the cost center.
Check the 'This is a new gift worktag' box
Primary Investigator	Adding a faculty member as a PI will allow funding to be pulled into their reports or PI Dashboard. The Department Chair or Director should not be listed as the PI on department funds. Listing them as PI will cause department funds to be listed with the funds related to their own research in reports. If the Chair/Director is listed as the PI, the worktags will need to be manually updated when there is a transition.
Gift Type	Typically 'Primary Foundation' if funds are from the UW Foundation. Contact one of the gift SMEs for other types.
Primary Gift Purpose	Select one purpose from the dropdown
Foundation Number	Number of the related Foundation Account(s)
Start Date	Start date for worktag
End Date	We no longer use 12/31/2099 as an end date. For general department use worktags, leave the end date blank. If there is a PI or specific use, don't go more than 5 years out at a time so the worktag will be reviewed for activity at least every 5 years. If it is a specific use, the end date should be shorter.
Attachments	Optional - attach related award letters or documentation

Edit Worktag

Create a Halo ticket for 'New Worktags/Worktag Edits' and select 'Edit to Existing Worktag'.

If you have multiple edits/issues, please create one ticket with the following spreadsheet attached: Gift Worktag Review

Inactivate Worktag

Create a Halo ticket for 'New Worktags/Worktag Edits' and select 'Close an Existing Worktag'.

Check that any pending disbursements have received funds from the Foundation.
Move any Workers (Cost Center specific) (Check for Workers under the 'Members' tab when viewing a Cost Center)
Balance is Zero (Cash/Budget) (Use a Trial Balance report to verify cash is zero for the value you're requesting be inactivated)
Reoccurring Items have been moved
- Budget Templates
- Deposit Slips
- Accounts Payable
- Accounts Receivable
- Reoccurring Charges
  - IT
  - Mail
  - Payroll (Use 'All Workers Costing Allocations by CCHL, Company, Sup Org or Worker (UW)' and prompt for Costing Worktag you want to close)
  - Printing & Design
  - Purchasing Cards
  - Purchase Orders
  - Transportation
  - Expenses/Travel
  - Internal Service Delivery
  - Sales Items
  - Phone (Cell/Landline)
  - Facility Services

Best Practices

Requests for new worktags for professorships or other campus awards should be directed toward the Gift SME team.

Naming

Workday is based on searching, so leave breadcrumbs in the name. Maintaining a consistent naming convention ensures easy searching, sorting, and reporting.

Standard format: UWMSN | L&S | Dept | Descriptor | PI- First initial. Last Name
Example: UWMSN | L&S | Physics | Department Research Fund | T. Lasso

If multiple worktags use the same Foundation Fund but serve different purposes, reference the Foundation fund and the purpose in the name for easier searching and reporting:

UWMSN | L&S | History | Herfurth | Events

UWMSN | L&S | History | Herfurth | Grad Support

UWMSN | L&S | History | Herfurth | Conference Travel

UWMSN | L&S | History | Herfurth | Scholarships

Cost Centers

Gift worktags typically only have one cost center. If you are reviewing a worktag with more than one cost center, it's likely a mistake that needs to be corrected.

Functions

Worktags typically have one to two functions listed; choosing 'all' is not allowable.

The following is a list of commonly used functions for L&S units:

FN0200 Instruction
FN0400 Research
FN0500 Public Outreach
FN0600 Academic Support
FN0900 Financial Aid

All of the functions with expanded definitions are listed here: https://mbo.wisc.edu/function-code/

Dates

We no longer use 12/31/2099 as an end date. For general department use worktags, leave the end date blank.
If there is a PI or specific use, don't go more than 5 years out at a time so the worktag will be reviewed for activity at least every 5 years.
If it is a specific use, the end date should be shorter.

Principal Investigator (PI)

Adding a faculty member as a PI will allow funding to be pulled into their reports or PI Dashboard.
The Department Chair or Director should not be listed as the PI on department funds. Listing them as PI will cause department funds to be listed with the funds related to their own research in reports. If the Chair/Director is listed as the PI, the worktags will need to be manually updated when there is a transition.

Foundation Number and UW Fund Name

For FD0233 gifts, include the UW Foundation account number.
If the source is not the UW Foundation, include the source name as well as the account or worktag ID.

Contacts for L&S

Jana Valeo, Financial Manager, jrvaleo@wisc.edu
Amanda Mahr, Budget Planner II, amanda.mahr@wisc.edu
Annie Powers, Budget Planner II, annie.powers@wisc.edu
Service email: budgetoffice-gifts@ls.wisc.edu