Departmental Deposits

Description

Departmental Deposits is an online application that allows departments to prepare electronic deposits. 

Definitions

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FBS Training

Training classes are available to learn more about Departmental Deposits. 

The notes for the Departmental Deposits training class are an excellent reference for learning how to complete a Departmental Deposit. 

Other Resources

The Financial & Business Services Index and Glossary has information about Departmental Deposits: 

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Preparing a Departmental Deposit

Requirements

  • Department employee preparing deposits must have access to CIS.
  • Employee must have a valid e-mail address.
  • Employee must attend the on-line departmental deposit training course, to be given security access.
  • Preparing the on-line departmental deposit form is similar to the existing paper form.
  • Deposits will still be separated by coin, cash, and check deposits, and direct deposits already deposited to the bank.
    • Credit card deposits.
    • Direct deposits.
    • Wire transfers.

Getting Started

  • Sign into the Campus Information System.
  • Select “Administrative Financials.”
  • Select “Processing.”
  • Then select “Departmental Deposits.”

Filling Out the Online Form

  • Coin, cash, and check deposit forms are completed the same as you are currently doing the deposit forms.
  • Input the EMPLID of the “Dept Approval.”
  • Input the phone number of the person preparing the deposit.
  • Select the types of money you are depositing in the “Deposit Recap” area.
  • Input the Chartfields you wish to credit.
  • Total amounts for both must match.
  • Change the status to “Department Approved” if the deposit is complete, or you may save it to add more at another time.
  • Once the deposit status has been changed to “Department Approved”, it cannot be changed by the department; however the Cashier can change the status to allow any adjustments that need to be made.
  • Credit card, direct deposits, and wire deposit forms are completed the same as you are currently doing the deposit forms, except:
    • You will be listing each deposit in the recap separately.
  • Input the exact deposit date of the deposit.
    • You may only put deposits with the same date on one deposit form.
  • Input the EMPLID of the “Dept Approval.”
  • Input the phone number of the person preparing the deposit.
  • Select the deposit type you are depositing in the “Deposit Recap” area.
  • Input the Chartfields you wish to credit.
  • Total amounts for both must match.
  • Change the status to “Department Approved” if the deposit is complete, or you may save it to add more at another time.
  • Once you have completed the form, hit “Save”; a number will be assigned to the form.
  • Review and confirm what you have saved, then change status to “Department Approved.”

Completing the Deposit

 

  • Print the form, attach money or documentation to the form, and have a supervisor sign the form.
  • Bring all of this to the Cashier in the Student Services Building and drop off in the drop vault.
  • Once the Cashier receives the deposit form:
    • Money and documentation are verified.
    • The Cashier approves the deposit.
    • The deposit status will change to “Cashier Approved.”
    • An e-mail is sent to the preparer and the approver to confirm that the deposit has been verified and will be updating to the Chartfields that night.
    • The Chartfields are updated that night.

E-Mail Information

  • E-Mail will be addressed to Preparer and Approver
  • Subject line will list the departmental deposit number.
    • Message will state:“The deposit above has been approved and will be picked up and sent to the GL the next time the process runs. Cashier comments are as follows (if any): <>”

Out of Period Deposits

  • Deposits from the previous month can be input to that month until the general ledger statements have been processed.
  • If you have a previous month deposit after this, you must process it as an “Out of Period” deposit.
  • Add this date to the top of the departmental deposit form.

Adjustments and Errors

 

  • If an adjustment needs to be done, or an error has been made on the deposit, the Cashier will telephone the contact person to notify them.
  • The adjustment will be made and documented in the “Comment” section.
  • An e-mail will then immediately be sent to the contact person as back-up documentation.
  • The change will remain on the form permanently.

General Guidelines

  • Paper deposit receipts will no longer be sent to departments by campus mail.
  • Departments will need to access their processed departmental deposit forms through their individual access.
  • To access an existing departmental deposit form, to check the status, add additional information, or look at previous deposit forms:
    • Go to “Departmental Deposits” on the CIS screen and select “Find an Existing Value.”
    • There are many ways to search.
    • Choose your criteria and run the query.