University of Wisconsin–Madison

Docusign Document Submission Process

Docusign Account Creation

  • Who can create an account?
    • Departmental financial staff responsible for creating and submitting Gift Deposit Routing forms (GRFs) and Check Requests (CRs) will need a Docusign account to submit documentation through this process. Faculty and staff who need to receive documentation to sign and move along do not need an account.
  • How to create an account?
  • Who is involved with this process?
    • Departments should process their foundation items this way as a faster and trackable method through the SMPH Divisional Office.
    • GRFs and CRs can be uploaded already signed by the appropriate department members or sent through a department’s own Docusign process if they wish to commit to extra signature steps and less paperwork (this is not required for SMPH processing).

SMPH Contacts

Types of Requests

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  • On the Docusign Home page, select “Start” and select “Send an Envelope” to start the submission process.
  • In the Add Documents to the Envelope section, add the appropriate GRF and CR documentation as one combined or multiple documents. These will all display when received at the signature levels.
  • Once documents are uploaded, set the signing order to the 3 listed recipients: name of Research Administrator, SMPH Fiscal (smphfiscal@med.wisc.edu), and the Divisional CFO
  • Once the recipients are added, update the Email Subject line to say GRF/CR and the check request number. Please utilize the email message box for any additional comments and information related to the submitted transfer request. NOTE: Only send 1 GRF/CR at a time. Multiple withdrawals can be made on a check request to add funds to a single project.
    • Example subject line: “GRF CR 99999”
  • Select “Next” to move to the final signature page.
  • In the top left corner, verify that the name of the Research Administrator is the signature to be added. Proceed to add their initial square by selecting “initial” in the left column and adding it to the GRF document. This should be placed in a blank space in the document.
  • Once added, in the top left corner, select “SMPH Fiscal” in the dropdown menu to replace the Research Administrator’s name and add an “approved” button in the GRF. This can be placed anywhere in the document.
  • After SMPH Fiscal’s approval, please select the Divisional CFO from the dropdown menu to add their signature and date to the GRF and CR in the appropriate signature and date lines.
  • Once appropriate signatures are added, verify that everything else in the document is accurate and select “Send”. This will go immediately through the SMPH approval process, and the submitter will always be able to check the status on their Docusign Home page.
  • Once all signatures have been provided, everyone involved in the process automatically receives a copy. SMPH will log and send the signed copy to UW Foundation for processing. Departments do not need to send completed documents to UWF.

  • On the Docusign Home page, follow the same process as transferring money to an existing UW project. However, please add a 4th signature line for the Divisional Accountant to add new UW project information.
  • After the first 3 signatures are added for the Research Administrator, SMPH Fiscal, and Divisional CFO, add 2 text boxes in blank spaces on the GRF and CR documents for the Divisional Accountant. This will allow space for the new UW project number and any project creation notes from the SMPH divisional office.
  • Once these boxes are added and all information is confirmed to be accurate, select “Send” to complete the process.
  • Once all signatures have been provided and SMPH has created the new project, everyone involved in the process automatically receives a copy of the signed documentation. SMPH will log and send the signed copy to UW Foundation for processing.

  • To submit a GRF for project edits, generate the GRF and upload the PDF with the following approval order:
    • Name of Research Administrator (initials), Divisional CFO (signature and date), Divisional Accountant (text box for edits)
  • Enter “GRF Project Edits *Project Number*” in the email subject line and add any related notes in the email message.
    • Example subject line: “GRF Project Edits AAG3195”
  • In the document, add the appropriate signatures and text box, then select “submit” for SMPH to review and make the changes.
  • Once completed, project edits will refresh overnight, and the sender from the department will receive a completed copy of the GRF with signatures.

  • To submit a check request for vendor payment, upload the check request and appropriate payment information (invoice, event information/purchase justification, attendee lists, etc.) to a Docusign submission.
  • Add “SMPH Fiscal” (smphfiscal@med.wisc.edu) and Divisional CFO, in that order, as the document recipients.
  • Once the recipients are added, add an email subject line with the format “Check Request *check request number*”. In the email message, enter information about the purchase, such as business justification and benefit to UW. Once completed, select “Next” to continue.
    • Example subject line: “Check Request 99999”
  • When adding signatures, add an “Approve” button for SMPH Fiscal anywhere on the CR
  • Once added, in the top left dropdown box, switch the signature level to Divisional CFO, and add the appropriate boxes for Name, Signature, and Date on the CR.
  • Once all signatures and approvals have been added, click “Send” to send to SMPH Fiscal. Once completed, SMPH will send it to UWF for processing.

  • To submit an Accounting Transfer to move funds between UWF accounts, upload the drafted Accounting Transfer form to Docusign with “SMPH Fiscal” (smphfiscal@med.wisc.edu) and Heidi Conrad (hgconrad@wisc.edu) as the listed recipients. Also include help@uwadvancement.org as a CC after it’s signed by Heidi Conrad.
  • Once signature levels are added, enter “Accounting Transfer SMPH *request number*” as the email subject line, and add any additional information to the email message, if necessary. Once complete, select “Next” to move to the signature assignment page.
    • Example subject line: “Accounting Transfer 99999”
  • In the signature assignment page, verify that “SMPH Fiscal” is the selected name in the top left-hand corner, and add an “Approve” button to the page for SMPH’s review.

  • To submit a Reinvestment Request, upload the UWF Advancement Hub-generated form in Docusign for SMPH Fiscal review and Divisional CFO approval.
    • NOTE: UWF no longer accepts memos or letters for reinvestment requests. These must be generated by the Reinvestment Request form on UWF Advancement Hub.
  • Once signature levels are added, enter Reinvestment Request *request number* as the email subject line, and add any additional information to the email message, if necessary. Once complete, select Next to move to the signature assignment page.
    • Example subject line: “Reinvestment Request 99999”
  • For the first level of approval, add an Approve button for SMPH Fiscal anywhere on the document.
  • Use the dropdown menu in the top left-hand corner, select Divisional CFO, and add their name, signature, and date to the divisional approval line.
  • Check that all approvals and signatures are correct and select “Send”. Once approved, all parties will receive a signed copy, and SMPH Fiscal will submit to UWF for processing.