Business Services
REFUNDING REVENUE COLLECTED
Each department requesting a refund of revenue is responsible for determining whether the refund is due per their department's policies and program brochures. They are also responsible for retaining backup on each refund for five years for audit purposes.
Do not make refunds from revenue on hand. All refunds must be requested through the Cashier Services Department and a State of Wisconsin check issued.
Allow two to three weeks for the refund check to be processed and mailed out. Also advise your customers of this time frame.
For security reasons, the person responsible for depositing revenue should not be the same person approving the refund request. Separation of these duties should be followed.
Do not request refunds for amounts of $5.00 or less except when the customer requests a refund. The cost of issuing a refund check far exceeds that amount.
Completed refund request cards should be sent to Cashier Services, Room 104 Extension Building.
Contact Cashier Services if a customer claims to have not received their refund check. Our office will obtain a photocopy of the cashed refund check from UW Madison Cash Control. If the check has not been cashed, Cashier Services must send a special letter to the customer asking them to sign and return before a new check can be issued.
Blank refund request cards may be obtained from the Cashier Services, phone 608-262-2720 or download the form.
PREPARING A REFUND REQUEST
- Make check payable to
- Full name of the person or company to be paid.
- Fiscal Year
- The fiscal year where the original payment was deposited.
- UDDS
- The Unit division department number where the original payment was deposited.
- Program #
- The program number where the amount was deposited, or 0000 for non-program related revenue.
- Mail to
- The full address where the check is to be mailed.
- Fund Account # Revenue Code Act.
- The full coding where the original payment was deposited.
- Program Name Location
- The name and location of the program from the Instructional Form. Leave blank if non-program related.
- Total Paid
- The full amount of the original payment.
- Less Charge
- Any charge being made for materials, attending part of the session, late cancellation fee, or withdrawal fee.
- Total Refund
- The full amount to be refunded.
- Taxable Y/N
- Indicate on each line whether the amount includes sales tax. If the amount includes county and state sales tax, then show the county code in parenthesis after the refund amount.
- Reason
- State the reason the refund is being requested, who the refund is for if other than the payee, and the date and check number of the original payment.
- Approval Signature
- The signature of the department chairperson or the person designated to approve refund requests. This should be approved by someone other than the person responsible for depositing the funds and making out the refund requests.
- Date
- The date the refund request card is signed and sent to Cashier Services.