L&S Gift Management: Disbursements from the UW Foundation
Background
This page explains the process for requesting disbursements from UW Foundation to UW Madison for L&S departments and programs. Funds held by the UW Foundation must be transferred to a Gift Worktag (FD0233) before they can be spent through UW.
Funds cannot be returned to the UW Foundation once they have been transferred to UW. Gift worktags should be monitored regularly to avoid overdrafts or dormant funds. A single disbursement request form may include transfers from multiple UW Foundation funds to multiple Gift Worktags and will be processed as a single invoice in Workday.
When determining the available balance for a gift, review both the balance remaining in the UW Foundation fund, and the balance in the corresponding Gift Worktag, as available funding is reflected across both locations.
Process for L&S Departments/Programs
Complete the two required documents and upload them to the L&S Gifts form. Detailed instructions are below.
1) Complete a Disbursement Request on the UW Foundation's website
UW Foundation - Gift & Fund Management
Detailed instructions - Disbursement Request form (.pdf)
Complete a Disbursement Request
- Log into 'Gift and Fund Management website' on uwadvancement.org (instructions for requesting access)
- Select 'Fund Management', 'Disbursement Request'
- Requester Info
- Select Unit & Department, update contact info if needed
- Expenditure & Payee Info
- Purpose of Expenditure: Add a brief justification for the disbursements.
- Payment type: Select 'Campus 233 Transfer'
- Do not modify other values on this page.
- Funds & Amount info
- Add the UWF Account number
- Update Amount Requested
- Add the Gift Driver Worktag ID (i.e., GF00000####)
- Select 'Add another fund' if needed.
- Review/Print: Select 'Complete & Print' and save the .pdf
- Collect 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 units internal practices.
- The second line is for L&S divisional approval by one of the L&S Gift SMEs. CCMs do not need to sign.
2) Complete the L&S Disbursement spreadsheet
Download L&S Disbursement Spreadsheet
Detailed Instructions: L&S Disbursement spreadsheet
- Cost Center Name & Cost Center ID columns:
- L&S Cost Centers: The Cost Center Name column contains a drop down list of L&S Cost Centers. If you select one of these cost centers, the Cost Center ID field will populate with the Cost Center ID.
- Non-L&S Cost Centers: If disbursing to a non-L&S Cost center, you will need to manually enter the name and ID of the cost center.
- UW Foundation Fund #: Foundation account number
- Disbursement Amt: Amount of disbursement
- Worktag: Gift Driver Worktag ID. e.g., FD233 funding
- If you need a new Gift Worktag, the worktag must be created before disbursement. Use the Request New Worktags/Worktag Edits process to initiate setup.
- Description: Add a description. This will be included in reporting from the Foundation and in Workday. This description will be reviewed to make sure the request aligns with donor intent
3) Upload both documents to the L&S Gifts form; select action "Disbursement to 233"
Next steps
One of the L&S Gift SME's will review and process your request. The balance of your gift worktag will be updated as soon as the disbursement has been processed. There is a lag on the UW Foundation side; those account balances may need up to two weeks to reflect the disbursement.
Contacts for L&S Gifts
- 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