Departmental Deposits

Description

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

Definitions

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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.
  • 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.
  • Browse to the “Finance/Accounting” Section
  • Then select  the “Departmental Deposits.” tile.

 

Preparing the Deposit Online

  • Coin, cash, and check deposit forms were completed the same as you were doing before.
  • Select the “Department Approver”
  • 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.
  • Input the phone number of the person preparing the deposit.
  • Submit the deposit if complete, or you may save as a draft to add more at another time.
  • Credit card, direct deposits, and wire deposits were 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.
  • Select the “Department Approver.”
  • 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.
  • Input the phone number of the person preparing the deposit.
  • Submit the deposit if complete, or you may save as a draft to add more at another time.
  • Once you “submit” a deposit number is assigned.
  • Deposits are sent to the “Department Approver” to be approved.

 

Completing the Deposit

 

  • Print the form and include money for cash and check deposits.
  • Bring cash deposits to the Cashier in the Student Services Building and drop off in the drop vault.
  • Deposit has to be “Department Approved” before Income Accounting can process the deposit.
  • Once the Cashier receives the deposit form:
    • Money and documentation are verified.
    • The Cashier approves the deposit.
    • The deposit status will change to “IA 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, the deposit will be recycled to the Preparer with a comment why.
  • The reason will remain on the form permanently.

 

General Guidelines

  • Departments will need to access their processed departmental deposit forms through their individual access.