UW Affiliation Agreement

Definition UWH logoUW logo

Clinical, administrative and other departments create their budget for the UWHC Affiliation Agreement as part of the annual UWH budget process, which is completed in advance of each fiscal year. Information on creating this budget is communicated to clinical departments in combination with the UWH Practice Plan Administration and SMPH Dean’s Office–Fiscal Affairs during the budget season and communicated to the departments by the Dean’s Office–Fiscal Affairs.

The final UWHC Affiliation Agreement allocation will be communicated to departments by the Dean’s Office–Fiscal Affairs in the fall of the current fiscal year. The final budget will be loaded to the associated fund 620 program worktag in Workday.

Expenses are initially paid by departments through fund 620 at SMPH and then reimbursed by UWHC via the monthly invoice process completed by Dean’s Office–Fiscal Affairs. After month-end close, Dean’s Office–Fiscal Affairs submits a customer invoice in Workday for reimbursement of the applicable expenses from the prior month. This process is typically completed by the 15th of the month.

This process involves transferring funds from UWHC to UW–Madison to reimburse clinical departments for expenses on the UWHC Affiliation Agreement drivers and therefore the UWH operating budget and operating statements reflect this activity as an expense.

Related Reference Guide(s): UW Billing External Customer Accounts (UW Health), FDM (Foundation Data Model) Maintenance

Who

Department/Unit Initiators

    • The Dean's Office–Fiscal Affairs will complete the customer invoice event in Workday.

Department/Unit Approvers

    • Departments will not have a specific role in the Workday monthly billing process. 

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: 

    1. Click on the Employee Lookup tab in Tableau.
    2. Enter your name in the legal name field (last name, first name).

    To find your department/unit’s Workday Role-Based Access Requester:  

    1. Go to your Workday profile and click "Job” in the left navigation menu.
    2. Click “Support Roles” in the top header. 
    3. In the Assignable Role column, scroll to find the Role-Based Access Requester. 

    Training

    Prerequisites

    How

    SMPH Standardized Process

      • SMPH Affiliation Agreement Invoicing Process
      • Departments will be responsible for:
        • Spending the approved annual UWHC Affiliation Agreement allocation, within the allowable Fiscal Year.
        • Reviewing the accuracy of the expenses charged to their specific UWHC Affiliation Agreement worktag. (See Related Reports section for Workday reports to use)
        • Submit necessary adjustments to remain within the approved allocation or to correct charges that are inaccurate. (See UW Accounting Journals, UW Accounting Adjustments, or UW Payroll Accounting Adjustment)
        • Ensure UWH operating statement aligns with UW worktag revenue.
      • Spring Reconciliation: Between April and May, the Dean’s Office–Fiscal Affairs will contact each department to verify the accuracy of current expenses and obligations. Departments will be asked to confirm whether they intend to utilize the full allocation before fiscal year-end. To assist in this decision, the Dean’s Office–Fiscal Affairs will provide a report capturing all relevant financial data.
      • Department of Family Medicine and Community Health (DFMCH) residency: Between May and June, DFMCH provides the residency counts unique to their department which is used as part of the next fiscal year calculations.  In addition, DFMCH completes an annual reconciliation on support provided for the residency program in the fall for the previous fiscal year, which is adjusted through the current allocation.

    Core Workday Job Aids – Dean's Office Only

    Related Workday Job Aids – Dean's Office Only

    Related Reports

    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.

    For questions specific to the monthly Affiliation Agreement invoice contact smphfiscal@med.wisc.edu. If your questions is specific to the Affiliation Agreement budget and/or allocation, contact smphbudget@med.wisc.edu.

    References

    Policies

      • N/A

    Guidelines

      • N/A

    Forms


    Keywords:
    UWH, budget, practice plan, uwhc, dfmch
    Doc ID:
    161510
    Owned by:
    Michelle M. in SMPH Fiscal
    Created:
    2026-05-22
    Updated:
    2026-05-22
    Sites:
    SMPH Fiscal