UW Unclaimed Deposit Process
Definition 
This reference guide outlines the process for claiming and recording deposits that have been sent to UW–Madison but have not yet been matched to an invoice or allocated to a worktag.
Related Reference Guide(s): UW Billing External Customer Accounts (Other External Entities)
Who
Department/Unit Initiators
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- Fin Data Analyst (Company) UW - To run reports
- Customer Billing Specialist - Role is only required if Customer Invoice needs to be created in Workday
Department/Unit Approvers
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- Cost Center Manager
Obtaining Access
If you need any security roles to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access set up prior to Workday:
- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
To find your department/unit’s Workday Role-Based Access Requester:
- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
Training
Prerequisites
How
SMPH Workday Guidance
Core Workday Job Aids
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- If you need to request a new worktag, follow the SMPH Requesting a New Gift, Program or Project Worktag process.
- If the customer and/or sales item is not set up or needs to be edited, follow:
- Create Customer Profile
- To create multiple customers, follow: Submit Customer Inbound EIB Template (Workday job aid)
- Reference the Enterprise Interface Builder (EIB) Library for the "FIN EIB Submit Customer Inbound Template (Excel)"
- To create multiple customers, follow: Submit Customer Inbound EIB Template (Workday job aid)
- Edit Customer Contact Information
- Request or Update Sales Item
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- Create Customer Invoice Event
- To create multiple customer invoices, follow: Submit Customer Invoice Inbound EIB Template (Workday job aid)
- Reference the Enterprise Interface Builder (EIB) Library for the "FIN EIB Submit Customer Invoice Inbound Template (Excel)"
- If utilizing installment billing, follow: Set Up a Customer Contract which includes the billing schedule and invoicing.
- To create multiple customer invoices, follow: Submit Customer Invoice Inbound EIB Template (Workday job aid)
- Create Customer Invoice Event
Related Workday Job Aids
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- N/A
Related Reports
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- SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show ARBI and/or Worktag Reporting.
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.
References
Policies
Guidelines
Forms
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- Reference the Enterprise Interface Builder (EIB) Library for:
- FIN EIB Submit Customer Inbound Template (Excel)
- FIN EIB Submit Customer Invoice Inbound Template (Excel)
- Reference the Enterprise Interface Builder (EIB) Library for: