Deposits

The University of Florida receives revenue daily in many forms including:

We are all responsible to make sure that we make timely deposits to ensure a regular flow of funds for the Universities use.


Cash and Check Deposits

Depositing Cash and Checks at UF is a two-step process. You need to physically convey the deposit to our cashiers so that they can send it to the bank AND you need to record the deposit correctly into PeopleSoft so that the funds can be used.

Departments should remit all cash or check collections to the TM Cashier Office at Criser Hall no less than weekly. Whenever collections exceed $1,000, they must be deposited within one business day.

In order to be processed on the same accounting date, the deposit should be either be:

  1. Placed in the night depository before 8:00 AM
    OR
  2. Brought over the counter between 8:30 AM and 10:30 AM.

This is located at the Treasury Management Cashier Office, S-113 Criser Hall.

Recording a deposit in PeopleSoft

Once you have received monies as Cash and/or Checks you will enter the deposit into PeopleSoft. An instruction guide on Making a Cash/Check Deposit can be found on the Deposits myUFL Toolkit.

Occasionally a correction needs to be made after a deposit is entered into PeopleSoft. Contact the Deposit Control team at 352-392-9057 or tmhelp@admin.ufl.edu if you need help. See the FAQs section of this site for detailed steps on how to change the accounting date on a deposit (a common correction).

Note: ONLY Treasury Management can delete a deposit. 

Processing cash expense refunds and returned checks

Refunds need to be offset against the original charge.  Please see the Cash Expense Refund Flow Chart for help.

When a check is returned by the bank for any reason, the TM Cashier will charge the responsible department for the amount of the check and forward the returned check to the appropriate department. There will be return check charges assessed.

It is the department’s responsibility to begin appropriate collection procedures immediately. The department should notify their customer that the check was returned and they will need to provide a cashier’s check or money order to repay the debt plus the return check charges. The department will then deposit the cashier’s check or money order back to the account and request the flag to be removed by the TM Cashier Office by calling 352-392-0185.

For more information, please see the Cash, Collections, Receivables and Investments section of the Directives and Procedures.

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Credit Card Deposits

Many payments received by UF are in the form of a credit card. Although Credit card or debit/ATM card transactions must be recorded in myUFL (see myUFL Toolkit) there is no physical delivery to the Cashiers related to the deposit. Here are some important points to remember about Credit Card deposits:

  • Credit card and debit/ATM card transactions must be settled electronically daily.
  • The deposit must be recorded in MyUFL by the following day regardless of amount. Treasury Management will process your deposit daily.
  • Visa, MasterCard and Discover payments must be combined into one amount for each terminal.
  • American Express deposits must be made separately from Visa, MasterCard and Discover payments (still one deposit for each terminal that processes an AmEx card).
  • It is not necessary to send a Deposit Transmittal to Treasury Management.
  • However, you should keep a copy of the Deposit Transmittal as well as a copy of settlement tape on file.

Treasury Management will budget check your deposit and notify you if there is a problem.  Please contact Treasury Management at 392-9057 or tmhelp@admin.ufl.edu if you have any problems with your deposit.

Consult the Cash, Collections, Receivables and Investments section of the Directives & Procedures for more information.

An instruction guide regarding credit card deposits can be found under Financial Toolkits – Deposits.

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Incoming Electronic Fund Transfers (EFTs)

To receive domestic ACH/EFTs or domestic/international wire payments into the University of Florida bank account for the first time, an agency or customer must be authorized to do so.

If the agency or customer is not authorized, and they are not on the Office of Foreign Asset Control (OFAC) sanctions list, departments must contact Treasury Management and request that an agency or customer be allowed to send payments to the UF bank account.

New ACH/EFT and wires

Departments should provide Treasury Management the following information using the ACH/Wire Request Form:

  • Name of the department that will receive the money
  • Name and address of payer (in the case of international wire: add country)
  • Any information to help the payee identify the reason for the payment (invoice number, name of keynote speaker, department name etc.)
  • Payer’s telephone, fax and email address
  • Any special instructions that apply to the transaction
  • Copy of the contract, payment order, payment instructions, invoice, registration form, etc. related to the payment

Treasury Management will contact the agency/customer and provide the following information:

  • All necessary banking information (i.e. Routing and Transit, account number, etc.)
  • Any special instructions that apply to the transaction
  • Copy of the contract, payment order, wire instructions, invoice, registration form, etc. related to the payment

Ongoing ACH/EFT or wires

Treasury Management should be informed by the department at the time of billing, or prior to receipt of each ACH/EFT or wire transfer of the following details:

  • Customer name and address
  • Billing amount
  • Expected time of customer payment
  • Reference, such as invoice number

General ACH/EFT information

Communication with Treasury Management results in quicker tracking of the incoming payment and proper recording of those funds into the correct department’s accounts.

Bank service fees related to processing the wire will be passed on to the department. International wire payments may be subject to additional fees charged by the originating or destination bank and/or taxes, which will be deducted from the incoming funds unless other arrangements for payment have been made.

ACH/EFT and wire instructions will not be provided to countries on the Office of Foreign Asset Control (OFAC) sanctions list. Additionally, bank information is not provided to Venezuela or Nigeria.

Processing

Once the benefiting department of an incoming ACH/EFT or wire transfer is identified, Treasury Management will email the department an “EFT Advice Report” (deposit statement extracted from the UF bank account).

The department will use the information on the EFT Advice Report to record this transaction by means of a deposit into PeopleSoft, whereas the following guidelines have to be maintained:

  • The deposit’s accounting date has to be identical with the date of the EFT Advice Report. If the accounting period is closed due to month end procedures, the date of the following month’s first business day will be used.
  • Treasury Management will provide the accounting date and payment reference to use when recording the deposit.

In the event of a duplicate payment or a money transfer is sent to UF in error, the following guidelines apply:

  • The department will record the duplicate transaction like a regular ACH/EFT or Wire transfer into PeopleSoft.
  • Once properly posted to the General Ledger, the department will then process a voucher in the PeopleSoft payables module.
  • This will result in the generation of a check to be mailed to the originating party of the transfer in error.

Consult the Cash, Collections, Receivables and Investments section of the Directives & Procedures for more information.

An instruction guide and on making an EFT Deposit can be found under Financial Toolkits – Deposits.

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