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Research and Sponsored Programs

Check Routing

Page Updated: April 27th, 2018

Please select the applicable check purpose below to determine how and where to route checks received on campus.

Click HERE for a visual process flow chart of the following guidelines.

 

Grant or Fixed Price Contract -- Funds 133 & 144
Note: If a sponsor for a grant or fixed price contract asks where to send a check before it has already arrived on campus, please direct them to use the US Bank lockbox address below, which also appears on the invoices RSP sends:

Board of Regents of the University of Wisconsin System
UW-Madison GAR Account
Office for Research & Sponsored Programs
Drawer #538
Milwaukee, WI 53278-0538

Follow the steps that apply to the situation from the following options when a check comes to a campus location.

New Grant or Fixed Price Contract with no WISPER record
  1. Create a WISPER record; attach a copy of the proposal along with a copy of the check, and any award documentation that may have accompanied the check, to the WISPER record. Route the record to your dean/department/division office.
  2. In addition to routing the record, print out the summary of the record and send to your dean/department/division office (if required) with the check.
  3. Review for any special endorsement requirements. If a check for a Grant or Fixed Price Contract has been made payable to an entity other than the Board of Regents of the University of Wisconsin System or UW – Madison, the payee will need to endorse the check before RSP can deposit it. An authorized signor should write or stamp the back of the check at the top, ”Pay to the order of Board of Regents of University of Wisconsin System,” and endorse or stamp as any other check made payable to the payee organization.
  4. The check and all supporting documentation along with a campus contact name and phone number should be sent to RSP at the following address for deposit and accounting:

    Research & Sponsored Programs
    21 N. Park Street, Suite 6401
    Madison, WI 53715-1218
    (608)262-3822

    Please DO NOT send checks to specific RSP staff members!
Budget Increase to existing Grant or Fixed Price Contract
  1. If the budget increase was included in the original WISPER application and this is incremental funding, print the existing WISPER record. If no WISPER record exists, print the Award Summary page and write "INCREMENTAL FUNDING" on the page. The check and all documentation should then be sent to RSP at the address in [4] below for deposit and accounting.
  2. If the budget increase was not anticipated and included in the original WISPER record, create a WISPER supplement record. Attach a copy of the supplemental proposal along with a copy of the check, and any award documentation that may have accompanied the check, to the WISPER record. Route the record to your dean/department/division office. In addition to routing the record, print out the summary of the record and send to your dean/department/division office (if required) with the check. Please remember to enter the Project ID to which the funds belong in the Submission Instructions. Please mark the submission instructions as INTERNAL ROUTING ONLY.
  3. Review for any special endorsement requirements. If a check for a Grant or Fixed Price Contract has been made payable to an entity other than the Board of Regents of the University of Wisconsin System or UW – Madison, the payee will need to endorse the check before RSP can deposit it. An authorized signor should write or stamp the back of the check at the top, ”Pay to the order of Board of Regents of University of Wisconsin System,” and endorse or stamp as any other check made payable to the payee organization.
  4. The check and all supporting documentation along with a campus contact name and phone number should be sent to RSP at the following address for deposit and accounting:

    Research & Sponsored Programs
    21 N. Park Street, Suite 6401
    Madison, WI 53715-1218
    (608)262-3822

    Please DO NOT send checks to specific RSP staff members!
Payment for existing Grant or Fixed Price Contract/no budget increase
  1. Print the Award Summary page, attach the check and send both to dean/department/division (if required).
  2. Review for any special endorsement requirements. If a check for a Grant or Fixed Price Contract has been made payable to an entity other than the Board of Regents of the University of Wisconsin System or UW – Madison, the payee will need to endorse the check before RSP can deposit it. An authorized signor should write or stamp the back of the check at the top, ”Pay to the order of Board of Regents of University of Wisconsin System,” and endorse or stamp as any other check made payable to the payee organization.
  3. The check and all supporting documentation along with a campus contact name and phone number should be sent to RSP at the following address for deposit and accounting:

    Research & Sponsored Programs
    21 N. Park Street, Suite 6401
    Madison, WI 53715-1218
    (608)262-3822

    Please DO NOT send checks to specific RSP staff members!

Click HERE for the Grants and Fixed Price Contract Payment Process Flowchart of the above guidelines.

Clinical Trial Agreement -- Funds 133 & 144

Follow the steps that apply to the situation from the following options when a check comes to a campus location.

New Clinical trial with no WISPER record
  1. Create a new WISPER record, attach a copy of the proposal along with a copy of the check, and any award documentation that may have accompanied the check, to the WISPER record. Route the record to your dean/department/division office. In addition to routing the record, print out the summary of the record and send to your dean/department/division office (if required) with the check.
  2. Review for any special endorsement requirements. If a check for a Clinical Trial has been made payable to an entity other than the Board of Regents of the University of Wisconsin System or UW – Madison, the payee will need to endorse the check before RSP can deposit it. An authorized signor should write or stamp the back of the check at the top, ”Pay to the order of Board of Regents of University of Wisconsin System,” and endorse or stamp as any other check made payable to the payee organization.
  3. The check and all supporting documentation along with a campus contact name and phone number should be sent to RSP at the following address for deposit and accounting:

    Research & Sponsored Programs
    21 N. Park Street, Suite 6401
    Madison, WI 53715-1218
    (608)262-3822

    Please DO NOT send checks to specific RSP staff members!
A WISPER record exists but no project ID established
  1. Attach a copy of the check, and any award documentation that may have accompanied the check, to the WISPER record. Send the check with a copy of the printout from the WISPER record to your dean/department/division office (if required).
  2. Review for any special endorsement requirements. If a check for a Clinical Trial has been made payable to an entity other than the Board of Regents of the University of Wisconsin System or UW – Madison, the payee will need to endorse the check before RSP can deposit it. An authorized signor should write or stamp the back of the check at the top, ”Pay to the order of Board of Regents of University of Wisconsin System,” and endorse or stamp as any other check made payable to the payee organization.
  3. The check and all supporting documentation along with a campus contact name and phone number should be sent to RSP at the following address for deposit and accounting:

    Research & Sponsored Programs
    21 N. Park Street, Suite 6401
    Madison, WI 53715-1218
    (608)262-3822

    Please DO NOT send checks to specific RSP staff members!
Clinical Trial with an established Project ID
  1. Route the check with a print out of the Award Summary page to your dean/department/division office (if required).
  2. Review the check for any special endorsement requirements. If a check for a Clinical Trial has been made payable to an entity other than the Board of Regents of the University of Wisconsin System or UW – Madison, the payee will need to endorse the check before RSP can deposit it. An authorized signor should write or stamp the back of the check at the top, ”Pay to the order of Board of Regents of University of Wisconsin System,” and endorse or stamp as any other check made payable to the payee organization.
  3. Check the IRB expiration date that is on file. Look in WISDM on the project “Requirements” tab under Certifications. If the expiration date on file is not the latest expiration date, please include in what is set to RSP a print out of the first page of the IRB showing the new expiration date. If the project is closed and we are processing final payments, note this on the documentation sent with the check.
  4. Send the check and all supporting documentation along with a campus contact name and phone number to RSP at the following address for deposit and accounting:

    Research & Sponsored Programs
    21 N. Park Street, Suite 6401
    Madison, WI 53715-1218
    (608)262-3822

    Please DO NOT send checks to specific RSP staff members!

Click HERE for the Clinical Trial Payment Process Flowchart of the above guidelines.

Gift -- Fund 233

Grant check process

Gift deposits, both new and additions to existing projects: use the UW Gift Routing Form and follow the instructions with the form. Direct any questions to giftmgt@bussvc.wisc.edu.

Other (Fee for Service, Refund of Expenditure)

Grant check process

Other checks (Fee-For-Service checks, refund of expenditures, etc.) should be sent to Business Services with a Check Deposit Form. Send the check, check Deposit Form and all documentation to Business Services, 21 N Park St, Suite 5301. Direct any questions to cashmgt@bussvc.wisc.edu.

UW-Foundation

If the check is payable to the University of Wisconsin Foundation, use the University of Wisconsin Foundation Gift Deposit Form, which is available on the Foundation's Campus Access website for those with authorization to access that site. The form must be printed and routed for signature through the appropriate school/college Dean's office or Administrative Director's Office before sending it to the Foundation.

Note: If you believe a check intended as payment for a Grant or Fixed Price contract was made payable to the UW-Foundation in error, please contact RSP’s Revenue Management team at rsp_revenue@rsp.wisc.edu or call 608-262-3822 for assistance prior to routing the check.

WISPER

College/School Contacts

Find Award Summary

Fund 233 Gifts

UW Foundation Gifts

Check Deposit Form