Complete a Disbursement Request at the UW Foundation

• Log into 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 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.
  • 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 your L&S Gift Manager to sign.

L&S Disbursement Request Spreadsheet: LSDisbursementrequest.xlsx (last update 7/17/25)

• Request #: Request number from the request .pdf
• UWF Account Number: Foundation account number
• Disbursement Amt: Amount of disbursement
• Worktag: Gift Driver Worktag ID. e.g., 233 funding
• Cost Center Name: This field is a drop down of L&S Cost Center names. The field will allow for non-L&S Cost Center names if needed.
• Cost Center ID: If you've selected an L&S cost center in the Cost Center Name field, this column will populate automatically. If disbursing to a non-L&S Cost center, you will need to manually enter the Cost Center ID.
• Function: Select one Function for the disbursement.
• Description: Add a description. This will be included in the Fund Activity Report.
• Notes to Gift Manager: Optional. Include notes to the L&S Gift Manager if needed, including previous SFS values if you're unsure of Workday values.

Funding needs to be transferred from UW Foundation to Gift Driver Worktags in order to be spent. This transfer is a one way trip: money cannot be returned to the UW Foundation once it has been transferred to UW.

When determining UW Foundation fund balances, it is important to look at both the fund balances at UW Foundation and the balance in the corresponding gift worktags.

Overdrafts should be cleared quarterly. Related KB: L&S Gift Management: How to clear overdrafts on fund 233 gift accounts

Jana Valeo, Financial Manager- Gift Management

ART 1

Amanda Mahr, amanda.mahr@wisc.edu

Jana Valeo, jrvaleo@wisc.edu (L&S Admin only)

ART 2

Annie Powers, annie.powers@wisc.edu

ART 3

Sherry Adamson, sherry.adamson@wisc.edu

ART 4

Alisenne Sumwalt, asumwalt@wisc.edu

David Olmos, olmos2@wisc.edu

ART 5

David Pettersen, dpettersen@wisc.edu

Iain McLoughlin, imcloughlin@wisc.edu

Service email for Gifts: budgetoffice-gifts@ls.wisc.edu