Definition 

This reference guide shows how to request funds from a UW Foundation (UWF) account to a UW–Madison gift worktag(s).  

Related Reference Guide(s): UW Donor Direct Check Deposit, UW Foundation Vendor Payment Disbursements

Who

Department/Unit Initiators

• • N/A – No Workday role is required for the Department requester.  
  • The Department is responsible for initiating the UWF Disbursement Request, EIB, and Smartsheet request form. 
  • The Dean's Office - Fiscal Affairs will complete the invoice event in Workday. 

Department/Unit Approvers

• • N/A – No Workday role is required for the Department approver.  
  • The UWF Disbursement Request can be signed by the Department authorized approver.

Obtaining Access

All documentation for UWF transfers—including Check Requests, Accounting Transfers, and Reinvestment Requests—is managed through WFAA's Gift and Fund Management Website. On the login page, click “Request Access to Our Tools” to see a list of Campus Unit Administrators (CUAs) and contact your CUA to initiate access. If you run into any issues, please email Heather Richter for assistance. 

Training

• UWF training will be communicated to new users upon access request.
• To access previous UWF trainings, login to WFAA Learning Management System.

Prerequisites

• • • N/A

How

SMPH Standardized Process 

• • UW Foundation Disbursement Request Process   
  • To request a new worktag(s), follow the SMPH Requesting a New Gift, Program or Project Worktag process.
  • Once the worktag(s) are established, use the following resources:
    • UW Foundation Disbursement Request Form 
    • Request Gift Funds from Primary Foundation (Smartsheet)
    • Sample Gift EIB (Excel)

Core Workday Job Aids

• • Create a Worktag in the FDM Maintenance Tool
  • To create customer invoice EIB, follow: Submit Customer Invoice Inbound EIB Template (Workday job aid)
    • FIN EIB Submit Customer Invoice Inbound (Excel)

Related Workday Job Aids

• • Managing an Enterprise Interface Builder (EIB)

Related Reports

• • Primary Foundation Gift Billing Report (UW)

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

• • WFFA Fund Disbursement Policy

Guidelines

• • N/A

Forms

• • FIN EIB Submit Customer Invoice Inbound (Excel)
  • Request Gift Funds from Primary Foundation (Smartsheet)
  • UW Foundation Disbursement Request Form