This procedure covers the preparation of a deposit of cash (checks,
currency and coin) with the University's Cashiers Office.
This procedure does not cover the preparation of a Bank Deposit by
persons designated as having the authority to make deposits directly
to a local branch of the University's bank. (See Procedure 5-5 "Preparation
of Direct Bank Deposits")
This activity is performed whenever cash is collected by the departments
and taken to the University Cashier's Office for deposit.
Department Cashier
1. University of Virginia policy requires that all funds received be
recorded immediately and deposited in a timely manner. (See See University
Policy II.E.4 "Controlling Cash Items").
After completion of the deposit/receipt form, take the Deposit Receipt
Form and funds to the University Cashier's Office located in Carruther's
Hall.
2. All checks deposited must be restrictively endorsed as follows:
For deposit only to within named payee/fund of The Rector and Visitors
of the University of Virginia Department of_______________________
Oracle Org: ______ Oracle Project: ______
The endorsement must appear within the first 1 1/2 inches of the
check's trailing edge and include the department's Oracle Organization
and Project codes. See also Procedure 5-8, "Endorsing
Checks" .
3. Determine the Oracle General Ledger account segment values for the
items to be deposited (Entity, Project, Fund Source, Object Code, Organization).
Note on Fund Sources: Most departmental deposits will fall
into one of the eight fund source values listed below. More information
regarding the appropriate fund source to use is available on the
"Processing
Funds" website.
| 1005 |
|
Current Funds - Unrestricted: Tuition and
Fees (State 0300) |
| |
|
|
Ex: Admission and student fee deposits |
| |
|
|
|
| 1110 |
|
Current Funds - Unrestricted: Sales &
Services of Educat Activities |
| |
|
(State 0300) / Ex:
SS awards |
| |
|
|
|
| 1115 |
|
Current Funds - Unrestricted: Sales &
Services of Educat Activities |
| |
|
(Local) / Ex:
LS awards |
| |
|
|
|
| 1120 |
|
Current Funds - Unrestricted: Sales &
Services of Auxiliary Enterprises (0306) /
Ex: State Auxiliaries |
| |
|
|
|
| 1125 |
|
Current Funds - Unrestricted: Sales &
Services of Auxiliary Enterprises (Local) / Ex: Local
Auxiliaries |
| |
|
|
|
| 1165 |
|
Current Funds - Unrestricted: Other Sources
(Local) |
| |
|
|
Ex: Local Awards |
| |
|
|
|
| 8005 |
|
Agency Funds (Local) |
| |
|
|
Ex: YY Awards |
| |
|
|
|
| 8010 |
|
Affiliated Foundations (Local) |
| |
|
|
Ex: YY Awards |
|
Note on Object Codes: In the majority of cases, the correct
object code for recording departmental revenue will be one of the
following:
| 4705 |
|
Sales & Svcs - Edu Activities |
| |
|
|
| 4710 |
|
Conference Income - Non Aux |
| |
|
|
| 4820 |
|
Other Income |
|
A complete listing of revenue object codes can be found in the
Integrated System Document Repository as a read-only Excel spreadsheet.
(Make sure to select the tab "PRODUCTION Revenue" at the
bottom left of the spreadsheet.)
4. Complete the Deposit/Receipt Form acording to the instructions below.
The form
is available on the UVA Forms Directory, under the Cashier's Office,
as a PDF document. This form is designed to be completed on line.
Please enter all required data before printing the form.
- Enter complete departmental information (i.e. departmental name,
address, contact person, and date).
- Enter TOTAL amount of checks and money orders, currency and coin,
and the TOTAL amount of all cash items included in the entire deposit.
- In the comment section you should provide an explanation of the
activity generating the cash items included in deposit. (Optional)
- Enter the COMPLETE Chart of Accounts General Ledger Account string
(Entity, Project, Fund Source,
Object Code, Organization).
If this account is not valid, the funds will be credited to a suspense
account and the Cashier's Office will notify the department. The funds
will remain in the suspense account until the department provides
a valid account to the Central Cashier's Office.
- Enter the amount credited for each General Ledger account string.
- Enter a description of the funds being deposited for each line (Optional).
In the Oracle General Ledger, the first 8 characters of the description
will be the bank deposit control number from the deposit slip the
Cashier's Office uses to deposit these funds.
- At the bottom of the form(s), enter the page number and the total
dollars for that page.
- When you have completed the deposit form(s) enter the total pages
and total dollars for the deposit and record these totals on each
form.
5. Make a copy of the completed form for your records.
6. You will receive a receipt when the deposit is processed by the
Cashier's Office. The receipt will contain a unique number that should
be written on your copy of the Deposit/Receipt Form. Attach the receipt
to the form(s), with all original documentation supporting the deposit
and file. Original documentation may include: a record of checks and
cash received; copies of checks or check stubs; adding machine tapes;
or any other department records sufficient to satisfy an audit.
End of Activity
