Departmental Deposits

Description 

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

Definitions

Preparing a Departmental Deposit

• Requirements
• Getting Started
• Filling Out the Online Form
• Completing the Deposit
• E-Mail Information
• Out of Period Deposits
• Adjustments and Errors
• General Guidelines

FBS Training

Training classes are available to learn more about Departmental Deposits.

• Deposits - Online Forms

Other Resources 

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

• Departmental Deposits

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

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): <<System Generated by ENTERPRISE EMAIL from database: FSPR.>>”

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.