Overview

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Guidelines for completing the Cashiers Deposit Form

 

Critical Concepts

• Both Standard and Miscellaneous receipts can be deposited with this form
  
  • Standard Receipt: Payment received from customer when UC San Diego billed for goods or services provided
  • Miscellaneous Receipt: Revenue earned from investments, interest, refunds, and other nonstandard items (including expense reimbursements)
• The form can include both Standard and Miscellaneous deposits in one form
• Standard receipts allow more than one transaction to be entered
• Access the Cashiers Deposit Form in Services & Support
• The deposit form has the ability for departments to email a copy of the form
• The email distribution contains the entry of the deposit request in a table format

 

Steps to Take

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Receipt type: Standard

1. After entering the necessary Organization Details (Department and Business unit), under Receipt type, select Standard from the dropdown menu

2. Enter the Amount (with decimal) and the Tax Amount (if applicable)

3. Under Remittance Reference Information, select the Add button and enter the following information:

• Customer Name
• Account Number
• Transaction (Invoice) Number
• Amount to be applied

   and select the Add button

4. Repeat step 3 to enter additional transactions

5. Enter the remaining Cash Total / Check Total / Other Total and Total Deposit

• If Cash is being deposited, enter the Rolled Coin, Loose Coin, and Currency
• The Total Deposit should equal the total amount (with decimal) and line items from the Remittance Reference Information and/or Cash Deposit – Chart String(s)

6. Enter email addresses to send a copy of the form to desired personnel if needed, and hit Submit

 

Receipt type: Miscellaneous

1. After entering the necessary Organization Details (Department and Business unit), under Receipt type, select Miscellaneous from the dropdown menu

2. Enter the Amount (with decimal) and the Tax Amount (if applicable)

3. Under Cash Deposit – Chart String(s), select the Add button and enter the following information:

1. Deposit Type (select from the available types)
   
   1. Expense Reimbursement
      
      1. Project, Task number, and Expenditure type are required
      2. Function code does not display 000-No Funct
   2. Foundation Agency: 16597.50001.9700001.105001.000.000.000000.0000000.000000.00000.000000.000000
   3. Program Income
      
      1. Account, Function code, and Funding Source are automatically populated
      2. The Fund field only displays funds that start with 20*
      3. Project and Task number are required
   4. Regents CRU (Gift Clearing): 16196.13001.9699902.234006.000.000.000000.0000000.000000.00000.000000.000000
   5. Revenue
      
      1. The cash deposit form routes to BFP-ADV-GiftServices for approval when a gift fund is selected. Once reviewed and approved by Gift Services, the form should be assigned to Central Cashiers for processing
      2. Function code defaults to 000
      3. Only revenue accounts are displayed
2. Payment amount
3. Entity
4. Fund
5. Financial unit
6. Account
7. Program
8. Location

   and select the Add button

4. Enter the remaining Cash Total / Check Total / Other Total and Total Deposit

• If Cash is being deposited, enter the Rolled Coin, Loose Coin, and Currency
• The Total Deposit should equal the total amount (with decimal) and line items from the Remittance Reference Information and/or Cash Deposit – Chart String(s)

6. Enter email addresses to send a copy of the form to desired personnel if needed, and hit Submit

 

Receipt type: Standard and Miscellaneous

1. After entering the necessary Organization Details (Department and Business unit), under Receipt type, select Standard and Miscellaneous from the dropdown menu

2. Enter the Amount (with decimal) and the Tax Amount (if applicable)

3. Under Cash Deposit – Chart String(s), select the Add button and enter the following information:

1. Deposit Type (select from the available types)
   
   1. Expense Reimbursement
      
      1. Project, Task number, and Expenditure type are required
      2. Function code does not display 000-No Funct
   2. Foundation Agency: 16597.50001.9700001.105001.000.000.000000.0000000.000000.00000.000000.000000
   3. Program Income
      
      1. Account, Function code, and Funding Source are automatically populated
      2. The Fund field only displays funds that start with 20*
      3. Project and Task number are required
   4. Regents CRU (Gift Clearing): 16196.13001.9699902.234006.000.000.000000.0000000.000000.00000.000000.000000
   5. Revenue
      
      1. The cash deposit form routes to BFP-ADV-GiftServices for approval when a gift fund is selected. Once reviewed and approved by Gift Services, the form should be assigned to Central Cashiers for processing
      2. Function code defaults to 000
      3. Only revenue accounts are displayed
2. Payment amount
3. Entity
4. Fund
5. Financial unit
6. Account
7. Program
8. Location

   and select the Add button

4. Under Remittance Reference Information, select the Add button and enter the following information:

• Customer Name
• Account Number
• Transaction (Invoice) Number
• Amount to be applied

   and select the Add button

5. Repeat step 4 to enter additional transactions

6. Enter the remaining Cash Total / Check Total / Other Total and Total Deposit

• If Cash is being deposited, enter the Rolled Coin, Loose Coin, and Currency
• The Total Deposit should equal the total amount (with decimal) and line items from the Remittance Reference Information and/or Cash Deposit – Chart String(s)

7. Enter email addresses to send a copy of the form to desired personnel if needed, and hit Submit