This procedure covers the deposit of cash (checks, currency and coin)
when the receipts are credits or reimbursements deriving from previous
disbursements for University business, where some portion of the payment
is returned by the original recipient. In this case the credit must
be made to the original PTAO incurring the expense using a unique Credit
Expenditure Type.
This procedure does not cover entry of these transactions into the
Integrated System Funds Management (OGM) and General Ledger (OGL) modules
by organizations other than the Central Cashiers Office. Actual entry
of these transactions by University departments will be addressed at
a later date.
This activity is performed whenever cash is collected
by a department as a reimbursement of a direct expense previously incurred
by that department. The reimbursement must be credited to the PTAO originally
incurring the expense.
General Instructions:
All deposits that are to be processed as expenditure
credits or reimbursements must be taken to the University Cashier's
Office, even if the department has the authority to deposit other revenues
directly to the bank. The
Expenditure Credit Form (RC-52) 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. You will need to prepare
two (2) copies. After completion of the Expenditure Credit Form,
retain one copy for your department records and take the other copy,
along with the check(s), to the University Cashier’s Office located
in Carruthers Hall.
Note A: Once an expenditure credit is credited to a PATEO, it
should not be changed or moved by the department to a new PATEO via
a cost transfer. Any change to an expenditure credit already processed
in GM must be made by the Cashier's Office.
Note B: If a single expenditure credit needs to be credited
to two different PATEOs, complete two separate expenditure credit forms
(one for each PATEO) with the total of the two forms equaling the amount
of the check.
Department Cashier
1. Commonwealth of Virginia policy requires that all funds must be
deposited within 24 hours of receipt. After completion of the Expenditure
Credit form, take the form and funds to the University Cashier's Office
located in Carruthers 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 value for each segment of the Oracle General Ledger
account string for the item(s) to be deposited (Entity, Project, Fund
Source, Object Code, Organization). The Project and Organization are
the same values as those in the PTAO for the original expenditure. The
Fund Source and Entity may be found by referring to the "Purpose"
field on the GM "Award Management " screen. (See IS Navigation
instructions: Reviewing
Award Status Inquiry [NAV4010U]: Viewing Award Information.)
The first four(4) digits in the field labeled "Purpose" are
the Fund Source Code. The two(2) digits following the hyphen
are the Entity Code.
4. Complete the Expenditure Credit Form according to the instructions
below. The form is available
on the UVA Forms Directory, under the Cashier's Office, as a PDF document.
- Enter complete departmental information (i.e. departmental name,
address, contact person, e-mail address, fax, and date).
- Enter TOTAL amount of checks and money orders, currency and coin,
and the TOTAL amount of all cash items included in the deposit.
- In the Description Line, list the name of the vendor who issued
the check.
- In the explanation section, provide an explanation of the events
that caused the expenditure credit, including the voucher number from
the original payment. In rare cases, an expenditure refund may be
received before the original expenditure is recorded in the accounting
system (e.g. procurement card purchases). If this should occur, prepare
the form with as complete an explanation as possible. DO NOT hold
the check waiting for the original charge to be recorded. For expenditure
reimbursements being credited back to sponsored research accounts,
it is critical that the reimbursement be returned to the original
project (PTAO), even if the project is no longer active. Therefore,
for reimbursements to sponsored research projects, the date and reference
number (or other identifying information) for the original transaction
MUST be provided.
- In those cases where multiple checks are included in one deposit,
provide a batch or other reference number which ties this expenditure
credit to your supporting documentation.
- In order to properly record the expenditure credit, separate transactions
must be entered into Oracle GL and into Oracle GM.
The Cashier's Office will prepare both transactions, but the
department must provide all segments necessary to complete a valid
GL account string and a valid PTAEO for GM.
- Enter the following fields on the line labeled G/M:
- Project - Project originally charged for this
expenditure
- Task - Task originally charged for this expenditure
- Award- Award originally charged for his expenditure
- Expenditure Type - Check the box that corresponds to
the type of expenditure credit being processed
- Org - Organization originally charged for this expenditure
- Enter the following fields on the line labeled G/L:
- Entity - Check the box that corresponds to the two(2) digit
entity code found in Step 3, above
- Fund Source - The four(4) digit fund source code found in Step
3, above
Note: If any of the values supplied generate an error during
data entry, 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.
5. Make a copy of the completed form for your records.
6. You will receive a receipt when the deposit is delivered in person
and processed by the Cashier's Office. The receipt will contain a unique
number that should be written on your copy of the Expenditure Credit
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. If you mail the checks and the expenditure credit
form to the Cashier's Office, you will need to include two copies of
the expenditure credit form in order to get one returned with the deposit
receipt.
End of Activity
